2011 Applicants’ Workshop
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Transcript of 2011 Applicants’ Workshop
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2011 CDBG Applicants’ Workshop
2011 Applicants’ Workshop
CDBG COMPLIANCE
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Page 22011 CDBG Applicants’ Workshop December 6-8, 2010
Compliance Topics
• Prohibited Conflict of Interest
• Procurement of Professional Services
• Property Acquisition Requirements
• Equal Opportunity Requirements
• Acceptable Survey Methodology
• Environmental Review Requirements▪ DCA-9 Form▪ HPD Presentation
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Prohibited Conflict of Interest
• No Contracting Interest• No Personal Benefit
▪ Elected Officials and Family Members▪ Key Staff
• Unless:▪ Public Disclosure▪ Abstain from any votes and discussion▪ Attorney Opinion on State and Local Laws▪ Include in Application
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• Review Appendix F and DCA-10
• It is an Exception to the regulation and not a Waiver of the regulation
Prohibited Conflict of Interest
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Procurement Standardsfor Professional Services
• Grant Writers• Grant Administrators• Architects and Engineers
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Professional Services Procurement
• HUD Regulation 24 CFR Part 85 (Common Administrative Requirements)
• http://www.access.gpo.gov/ecfr/
• 2011 CDBG Applicants’ Manual
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Professional Services Procurement
• Competitive Negotiation
• Requires RFP or RFQ (architects or engineers only)
• Applicable if CDBG funds are to finance activity
• Remember CDBG can not pay for grant application cost (Pre-agreement Costs)
• Not Applicable to agreements with RC
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Professional Services Procurement Free, Open and Equitable Competition
• Solicit from known providers
• Publicize RFP or RFQ
• Evaluate proposals received
• Negotiate with more than one
• Document process and reasons for selection
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Request for Proposals or Qualifications
Identify Scope of Work…what you want and when you need it
• List evaluation factors, how you will apply them and their relative importance
• Reminder: Price does not have to be a factor using the RFQ (Architects and Engineers) but must be for RFP (Grant Administrators)
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RFP/RFQ Solicitation
• Send directly to “known providers”
• DCA Standard: 7 or more for Grant Administrators10 or more for Engineers or Architects
• Documentation of process and letters sent
• Be sure to provide submittal deadline30 day minimum
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Publicize RFP/RFQ
• Local paper, legal section is acceptable
• Regional city paper is preferable
• Clearly state what is being requested
• Provide deadline for proposals/qualification statements30 days minimum
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Evaluation of Proposals or Qualification Statements
• Committee review
• File memorandum explaining final choice
• Notify unsuccessful applicants
• Award Contract for Service to successful professional
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Other Considerations
• Contract price can not be a percentage of construction cost
• If you are requesting both grant management and architectural/ engineering services, the Advertisement and Solicitation must be clear that the same firm does not have to provide both services
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Other Considerations
• Unsuccessful grant applicants from previous years can use same engineer or architect if:Must be for previous application cycleFollowed acceptable procurement processApplication must be for same (improved!!)
project
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Professional Services Procurement
• Failure to comply may result in DCA disallowing the use of CDBG funds to pay for the professional activity
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Acquisition of Property
• Applicable Law: Uniform Real Property Acquisition and Relocation Assistance Policies Act of 1970 (URA)
• Applicable Regulation▪ 49 CFR Part 24 (DOT)
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Acquisition of Property
• Applicability▪ Purchase of land for building▪ Rights-of Way (ROW) for Streets▪ Easements for water, sewer, drainage, etc.▪ All acquisitions for CDBG Project
• Regardless of Source of Funds
–i.e. Local funds
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Acquisition of Property
• Basic Requirements▪ Preliminary Notice of Intent to Acquire and
URA Protections Brochure Provided to Owner▪ Amount Paid Must be Based on Appraised
Value ▪ Donations Acceptable But Only With Waiver▪ Owner Must be Offered Fair Market Value▪ Written Purchase Offer
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Acquisition of Property
• Indicate ownership status of property needed for project
• # of parcels and estimated cost
• Indicators of Readiness to proceed
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Equal Opportunity
• Applicable Civil Rights Laws and Regulations▪ Section 109 of the Housing and Community
Development Act of 1974▪ Section 504 and the Americans with
Disabilities Act (ADA)▪ Fair Housing▪ Ethnic and Racial Reporting Requirements
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Equal Opportunity
• Section 109▪ Can not discriminate in CDBG or CHIP
Programs on basis of:• Race• Ethnicity• Sex• Age• Family Status• Disability
▪ HUD/FHEO will investigate complaints
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Section 109
• Choice of Beneficiaries and Target Areas must be equitable▪ DCA-6 (Benefit) asks for number of minority
and non-minority beneficiaries
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ADA and Section 504
• Public Hearing locations must be accessible
• Public Information must be accessible (TDD and GA Relay Service)
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Fair Housing
• Affirmatively Further Fair Housing Certification
• Public Information and Education is an eligible activity
• See HUD Notice in Appendix
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Documentation of BenefitTwo Methods
• Direct count based on client records▪ Housing▪ Job Creation▪ Limited Clientele for Buildings for Community
Service • Health Centers, Senior Centers, etc.
• Area income survey▪ Public Utility and other Area Benefit projects
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Limited Clientele Benefit
• Some people can be assumed to be LMI▪ Only need a count of the # of people▪ Assumed LMI (Not for Area benefit)
• Elderly• Severely Disabled• Homeless• Battered or Abused Men, Women or Children• Migrant Workers• Persons living with AIDS• Illiterate
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Limited Clientele Benefit
• If clients are not on this list (i.e. Health facility, etc.) the documentation of the number of persons to benefit must include family size and income data
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Documentation of BenefitArea Surveys
• Area Benefit▪ Water and sewer▪ Streets, drainage or sidewalks, etc
• Count everyone in area to benefit▪ All residents on street▪ Separate areas…one very low income area
can not qualify a non-low and moderate income area even if overall benefit exceeds 70% minimum
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Documentation of BenefitArea Surveys
• Accurate if done properly
• 100% vs. Sample Survey
• Guidebook is available (Appendix C)
• Two Important Considerations▪ Who to Survey or Selecting the “Sample”▪ How to Survey or Implementation
Considerations
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Documentation of BenefitArea Surveys
• Prefer 100% survey for a small area
• Large area may require a sample survey▪ Water Storage Facility▪ Treatment Facility
• The goal of a sample survey is to be able to make an accurate inference about a population based on a survey of a smaller or sample group
• Can be accurate if done properly
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Documentation of BenefitArea Surveys
• Sample Standards▪ Must be large enough based on population to be
sampled▪ Table B (Page 9 of Guide) gives required
minimum sample size based on population or “universe”
▪ Example:• 100 to 115 residents requires a sample of at least
90 residents• 651 to 1200 requires a minimum sample of 300.
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Documentation of BenefitArea Surveys
• Must be a systematic and random selection of families to be survey so that each family has an equal change of being selected
• Going door to door until you accumulate enough surveys to meet the minimum sample size is not random.
• Guide provides more information of random selection methods
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Documentation of BenefitArea Surveys: Implementation
• Acceptable Survey Form Must Ask▪ # Family Members▪ Gross Family Income▪ Racial and Ethnic data
• Avoid “leading” questions which may bias respondent• Test the Survey• Publicity• Go at all hours and days of week
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DCA Form 6
• Must describe detail on how the information was determined (survey methodology)
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DCA Form 6
• If a survey is used, DCA-6 must include:▪ How sample was chosen▪ # of families in area▪ # of families surveyed▪ # of persons in families surveyed▪ # of LMI families surveyed▪ How the survey was conducted (Who and When)▪ Copy of a survey form used
• Prior to funding decisions we may ask for copies of all surveys completed
• Must keep all information for DCA review
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HUD Website for LMI estimates for all cities and counties.
http://www.hud.gov/offices/cpd/systems/census/lowmod/index.cfm
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Who is a low and moderate income person?
• “A member of a family having an annual gross family income equal to or less that the Section 8 lower income limit, adjusted for family size”.
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Environmental Review Requirements for CDBG Applications
• Obligation of CDBG Recipients:▪ Comply with environmental and historic
preservation laws (Big List)▪ Assess and evaluate environmental effects▪ Minimize and mitigate any adverse effects▪ Public Notification▪ Do Not Obligate Funds Until E.R. Release of Funds
• Recipients’ Workshop Training• HUD 2 and 3 day session
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Environmental Review Requirements for CDBG Applications
• As you plan your project consider:▪ Neighborhood impacts▪ Historic Preservation
• Demolition
• Reuse and Rehabilitation of Historic Resources
• New building in a Historic Neighborhood
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Environmental Review Requirements for CDBG Applications
• Form DCA-9 Environmental Review Information▪ Floodplain and Wetland▪ Cultural and Historic Resources
• Archaeological• Building and Structure Information
• Environmental Grant Special Conditions▪ Information from DCA-9▪ DNR/HPD Comments
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Historic Presentation Division
• Presentation by Betsy Shirk
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Compliance Requirements
Questions?
Rick Huber (404) 679-3174
Pam Truitt (404) 679-5240
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Good Luck