Community Development Block Grant (CDBG) Program Handbook for ...

Community Development Block Grant (CDBG) Program Handbook for ...

Community Development Block Grant (CDBG) Program for Sub-recipients Request for Proposal (RFP) 2018-2019 Application Timeline Applications are available in print in the Economic and Community Development Office. Applications may also be found on the City of Decaturs website, Decaturil.gov. Applications are due on or before Wednesday, January 2, 2019 at 12:00 noon in the Purchasing Department on the first floor of the Decatur Civic Center, 1 Gary K. Anderson Plaza, Decatur, Illinois. Notice The City of Decatur will accept applications for Public Service projects/programs that meets the National Objective of benefit to low/moderate income persons. The projects/programs will be funded through the Citys Community Development Block Grant (CDBG) Entitlement

funds provided through the U. S. Department of Housing and Urban Development (HUD). The City seeks qualified public agencies or private non-profit organizations that demonstrate the capacity to carry out eligible program activities in partnership with the City as a Community Development Block Grant sub-recipient. As a City of Decatur sub-recipient, the agency/organization will play a vital role in providing services. The goals are to provide a high level of benefit to low- and moderate-income residents and the opportunity to participate in enhanced literacy and life skills programs. To qualify as a sub-recipient, an agency/organization must demonstrate administrative, technical, and managerial capability. Access to or knowledge of specific beneficiaries and neighborhoods to be served by the proposal program are essential. Funding is limited to $45,000 per program and agency. Project Budget Provide details of a line item. Check your totals. Commitment

of non-CDBG funds Requested CDBG funds Total Proposed Project funds $20.00 $120.00 $50.00 $100.00 $150.00 $30.00 $30.00

$60.00 $100.00 Project Budget: Administrative costs may not exceed 20% of the granted amount. Program Implementation must be at least 80% or greater. Project Budget Example-$50,000 Budget Project Costs - $40,500. Administrative Costs - $ 9,500. Administrative Costs & Program Costs Positions: Identify title and salary Identify title and benefits (if charged to CDBG)

Provide job descriptions, anticipated % of time for CDBG. Identify the hours associated with a position, such as: 20 hours for instructor aide, 40 hours for instructor, etc. List all positions to be funded under the project/activity. Provide salary range (salary or hourly) for each job description. Identify if the position currently exists or is to be filled. **If there are different rates for the same position, list the rates one under the other. Identify the number of books & costs, costs of testing materials, paper and other related items.

Provide detail of expenses, such as: postage$40.00, marketing/advertising of program$100.00, etc. Travel Expenses Travel should be documented and identify the CDBG activity/relationship. Materials, Supplies, Testing Classroom books, papers, client files, skill testing, etc. Identify the location/locations for the project/activity. Is your location close to transportation sites? Is there adequate parking to accommodate the participants and staff? Identify hours of operation. Is the location ADA compliant? Is the location in code compliance? Proposed Projects/Programs Should demonstrate a new service to the

community or An increase in the level of an existing service. *Describe the new service *Identify the number of individuals to be served. If presently available in the community, how many are currently served? The Application Deadline is 12:00 noon on Wednesday, January 2, 2019. The application and all required documents should be presented to the Purchasing Department located on the first floor of the Decatur Civic Center. Late application and/or incomplete applications will not be reviewed. Applicants are required to submit one original and three (3) copies. *Agencies must provide a signed board resolutions which authorizes the agency to apply for funding and further identifies who has authority to sign the application, the agreement, and other related documents. CDBG RFP Timeline RFP documents will be available beginning Monday,

November 19, 2018 in the Neighborhood Service Division. Information meeting for potential sub-recipients on November 27, 2018, at 12:00 noon, in the first floor classroom of the Decatur Civic Center. The CDBG RFP deadline is Wednesday, January 2, 2019 at 12:00 noon. One original and three copies should be submitted to the Purchasing Department on the first floor of the Decatur Civic Center, 1 Gary K. Anderson Plaza, Decatur, Illinois. CDBG RFP review will occur through January 21, 2019. Program site visits may occur through January 21, 2019.

Tentatively, recommendations for funding will be provided to the City Council in February, 2019. Upon council approval, staff will meet with approved subrecipients to review program details. Project/program completion February/March 2020. Project monitoring will occur through desk review (monthly reports/documentations). On site monitoring of records and participant files will occur toward the end of the agreement period or within 45 days of the project completion.

will tentatively occur The program or project should provide a high level of benefit to low- and moderate-income persons. The information shown below is the current income levels per households. Participants household income may be up to the 80%MFI as shown below. Income for anyone living in the household 18 and older will be included as part of the household. DECATUR, ILLINOIS FY 2018 Median Family Income (MFI) Adjusted According to Family Size The following MFIs are based on statistical calculations made by HUD for the City of Decatur. The income presented at 30%, 50%, and 80% was effective June 1, 2018. Family Size Extremely Low

Very Low 1 2 3 4 5 6 7 8 14,000 16,000 18,000 20,000 21,600 23,200 24,800 26,400 23,350 26,700 30,050 33,350 36,050 38,700 41,400 44,050 (50%) Low 37,350 42,700 48,050 53,350 57,650 61,900 66,200 70,450 (80%) Please be advised, the income level are adjusted by HUD periodically. Subrecipients will be informed when a change to income occurs.

CDBG Application Checklist Did you provide the following? o Agency name o Board resolution authorizing agency to apply for the grant o Board resolution/by-laws which identifies who may sign the application, agreement, etc. o Employer identification number o DUNS Number o CAGE Code through the Sams.gov o Contact persons name, title, address, phone, etc. o List of Officers/Board o List of articles, charter, and current by-laws including a policy on Conflict of Interest o o o o o o o

o o o o o o IRS Tax-Exempt Designation Documentation of Matching Non-CDBG dollars for 2019 Amount of CDBG Funding Requested Copy of the most recent audit transmittal letter/financial audit. Project description Identification of the number to be served with the program Project timeline Project goals Itemized costs Map with activity/project location identified Insurance for activity/project location Agency Insurance Sample of timesheet to be used for funded positions

o Does the timesheet separate the potential federal hours from the general non-federal hours? Does both the supervisor or board sign off and date the timesheet? Does the employee sign-off on the timesheet? Does the timesheet reflect the time period covered? o If you currently receive CDBG funds, identify the estimated amount of funds to be used by February 15, 2019. If any funds may be left, please document why any funds would remain. o Will this activity generate program income? o Do you have established qualifications for employees, auditors, or other personnel? If so provide, please include the job descriptions. o Did you provide an original and three copies of the documents requested? Did your proposed activity/project address the Consolidated Plan Priority 1: Education and adult literacy (reading and math)? This is rated as a critically high priority. Did your proposed activity/project address the Consolidated Plan Priority 2: Economic Development, rates job skill training (hard and soft skills) as critically high along

with the elimination of barriers: due to criminal background, addiction issues, etc. The Consolidated Plan has the following identified as a high priority: public services for employment development, education, life skill training, and case management. Registering for a DUNs Number and Cage Code under SAM.gov as a CDBG SubRecipient All Contractors and Grantees working with HUD are required to obtain a DUNs number as well as register their DUNs number with the System for Award Management (SAM.gov) through their website. If you need to obtain a DUNs number you may go to the following federal link and request your DUNs number. o Https://fedgov.dnb.com/webform If you have a DUNs number but have not registered with the System for Award Management you may go to the following link in order to register. o www.sam.gov

o THIS IS FREE-YOU DO NOT NEED TO PAY TO REGISTER WITH SAM.GOV If you have difficulty you may refer to the following resources in order to help you register your DUNs or SAMs numbers. o https://fsd.gov/fsd-gov/learning-center-system.do?sysparm_system=SAM o You can also call the Federal Service Desk at 866-606-8220 and tell them you have questions about the System for Award Management (sam.gov) website If you have any questions you may contact Lacie Dodson Elzy, Neighborhood Program Specialist, at 217-424-2797 or by email at [email protected] Conflict of Interest (24 CFR 570.611) Conflict of interest is prohibited. The general rule is that no persons described in the next paragraph who exercise or have exercised any functions or responsibilities with respect to CDBG activities assisted or who are in a position to participate in decision making process or gain inside information with regard to such activities, may obtain a financial interest or benefit from a CDBGassisted activity, or have a financial interest in any contract, subcontract, or agreement with respect to a CDBG-assisted activity, or with respect to the proceeds of the CDBG-assisted activity, either for themselves or those with who they have business or immediate family ties, during their tenure or for one year thereafter. The conflict of interest provisions apply to any person who is an employee, agent, consultant,

officer, or elected official or appointed official of the recipient, or any designated public agencies, or of sub-recipients that are receiving funds. Additional federal regulations may be found at 2 CFR 200.317, 2 CFR 200.318, 24 CFR 570.202, and others. If you believe the agency may have a potential conflict of interest (COI), please complete attachment A, B, and/or C for each potential conflict of interest and submit the required signed and dated COI form with the application and other required documents. Please note: Attachment A-City of Decatur employee or elected official who serves on a potential agency board/committee which is applying for CDBG funding. Attachment B-City of Decatur employee or elected official who has a household member or spouse who serves on a potential agency board/committee which is applying for CDBG funding. DISCLOSURE/RECUSAL STATEMENT I, _____________________________________________________, do hereby state that I am a member of the Board of Directors of________________________________, which has applied for funding as a sub-recipient under the City of Decaturs Community Development Block Grant (CDBG) public service program. I state that I receive no financial or other benefit from my membership on the Board of this organization and will in no way directly or indirectly benefit any

receipt of funding which the organization may receive. I further state that I have recused myself from all discussion and review of this grant application. I will have no influence on the funding decision and I will not administer the grant if awarded. Signature: ___________________________________________________________________ Date: ________________________________________ Attachment A DISCLOSURE/RECUSAL STATEMENT I, _____________________________________________________, do hereby state that I am an employee/elected official of the City of Decatur and that my spouse or a household member is a member of the Board of Directors for ___________________________________________, which has applied for funding as a sub-recipient under the City of Decaturs Community Development Block Grant (CDBG) public service program. I further that state that I receive no financial or other benefit as _______________________________________ from this organization and will in no way directly or indirectly benefit any receipt of funding which the organization may receive. I further state that I have recused myself from all discussion and review of this grant application. I will have no influence on the funding decision and I will not administer the grant if awarded.

Signature: ___________________________________________________________________ Date: ________________________________________ Attachment B DISCLOSURE/RECUSAL STATEMENT I, _____________________________________________________, do hereby state that I am a member of the Board of Directors for ___________________________________________, which has applied for funding as a sub-recipient under the City of Decaturs Community Development Block Grant (CDBG) public service program. I further that state that I receive no financial or ot her benefit as from my membership as a board member from this organization and will in no way directly or indirectly benefit any receipt of funding which the organization may receive. I further state that I have recused myself from all discussion and review of this grant application. I will have no influence on the funding decision and I will not administer the grant if awarded. Signature: ___________________________________________________________________ Date: ________________________________________

Attachment C Staff Neighborhood Services Division staff: Richelle Irons-Manager of Neighborhood Services Vickie Buckingham-Neighborhood Programs Manager Lacie Elzy-Neighborhood Programs Specialist For questions regarding the CDBG Request for Proposal, please contact (217) 424-2777 or e-mail: [email protected]

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