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Page 22011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
Public Facilities Projects
Meeting the needs of low and moderate income people in the community, using bricks & mortar, concrete & paving and piping and plumbing.
Page 32011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
ELIGIBLE ACTIVITIES
• Water & Sewer
• Streets & Drainage
• Health Care Facilities
• Senior Centers
Page 42011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
ELIGIBLE ACTIVITIES
• Battered Women’s Shelters
• Mental/Physical Health Departments
• Head Start Program Facilities
• Boys & Girls Clubs
• Acquisition for Public Facilities
Page 52011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
PROHIBITED!!
• “...the renovation or construction of new space where the primary purpose is the provision of general purpose local government”
Page 62011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
COMMUNITY NEED
• The Community must decide what are the most severe needs for their particular community!
• City Council or County Commission will decide which project to pursue.
Page 72011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
Identify Key Players
Once a project has been identified, pull together the key players – quickly!•Grant writer•Administrator (may also be your Grant Writer)•Architect / Engineer
Page 82011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
FIRST, DECIDE… How will Administration & Architect/Engineer fees be paid?
• Local Funds?
• CDBG Funds?
Page 92011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
Procurement - CDBG Funds• Must use formal procurement procedure
outlined in manual (Does not apply to RDC’s for administration.)
• Limits: 12% for Engineer; 10% for Architect (percent of CDBG construction, not grant amount). Break out CDBG amount from local funds on DCA-8.
• Admin. Limit: 6% for public facilities, 7% for multi-activity or housing.
Page 102011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
PROCUREMENT REQUIREMENTSCDBG Funds
• Common rule
• Maximum Competition
• Advertise in local paper
• RFP: Send to 7 known providers for Administration; 10 for Architect/Engineers
Page 112011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
PROCUREMENT REQUIREMENTSCDBG Funds
• Written method of selection (score sheet)
• Use Pre-selection to avoid headaches• Use Conditional Contract - if grant
awarded, contract extended
Page 122011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
Procurement - Local Funds
• Use local procurement policy.
• Engineer/Architect fees may be used as cash match or leverage.
• Administration fees can be used as cash match, may also be used as leverage.
Page 132011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
Sample Budget – CDBG Funds
• Acquisition: $5,000
• Administration (6%): $30,000
• Engineering / Architect (12% / 10%): $42,000
• Construction: $423,000
Page 142011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
Determine The Budget
• Figure out what the project is going to cost.
• Line items:▪ Administration fee
▪ Architect/Engineering fee
▪ Construction estimate
▪ Acquisition
Page 152011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
Budget - Revenue
• Sources of income:
▪ CDBG Grant - $500,000▪ Local Matching funds - $10,000▪ Local Leverage funds - ?▪ Other Funding Agencies (USDA,
etc…)
Page 162011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
Cash Match
• Must be Cash!
• Calculate at 5% of Grant Amount above $300,000.
• A $500,000 Grant will have a $10,000 Cash Match requirement.
Page 172011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
Leverage = Bonus Points!
• Additional funds, land and NEW materials above the required Cash Match are counted.
• Operating budgets & salaries, already owned furnishings & equipment DO NOT count.
• Leverage will be monitored – must be realistic and achievable.
Page 182011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
Construction Costs
• Your Architect or Engineer will give you the construction cost estimates.
• The Preliminary Architectural/ Engineering Report is vital to the success of your application. More on this later.
Page 192011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
Determine Size of Project
• Will your budget cover the cost of the project?
• Do you need to scale back, or can you increase the scope of the project (# of streets, size of building, etc…)
• Finalize your project.
Page 202011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
Determine the Beneficiaries
• For Infrastructure – survey as Area Benefit.
• Conduct door-to-door survey to count the number of people benefiting, and their low-mod status.
• Surveys must be 90%, or a statistically valid random sample.
Page 212011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
Determine the Beneficiaries
• For a Building – survey using Limited Clientele benefit.
• Seniors at a Senior Center are categorically low-mod.
• Nursing home residents are NOT categorically low-mod.
• Who is going to use the building? Survey the user groups.
Page 222011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
Determine the Beneficiaries
• If your low-mod percentage of residents is not at least 70%, STOP! Going any further is a waste of time!
• Can you reconfigure the project area to get above the 70% threshold?
Page 232011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
Tell the Story – Sell the Story
• DCA-4 Description of Need.
• Describe the problem and how it affects the PEOPLE.
Page 242011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
Tell the Story – Sell the Story
State how the identified need impacts L/M persons
• If a community has cracked sewer lines, and the treatment plant is over capacity due to infiltration, how does this affect the residents? CDBG grants are to solve people problems, not municipal problems.
Page 252011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
Tell the Story – Sell the Story
Quantify your need
to the greatest extent possible
“There are 46 households in the target area who are not served by City sewer and whose septic tanks are malfunctioning because of poor soil conditions and small lot sizes”
Page 262011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
Tell the Story – Sell the Story
“According to the local Health Department the coliform counts in these wells has measured X which is a definite indication of contamination.”
Page 272011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
Tell the Story – Sell the Story
“...the average income of these households is X and the high cost of drilling a deep well precludes these people from correcting the problem themselves. In addition, the lot sizes are so small that even if there were funds available to replace the septic tanks, that they
would not work anyway.”
Page 282011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
Tell the Story – Sell the Story
ALWAYS DOCUMENT YOUR NEED
• Letters from residents
• Letter from the Fire Chief
• Letter from the Health Dept.
• Know the difference between letters of documentation and letters of support
Page 292011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
Tell the Story – Sell the Story
• Photos – quality photos are your best seller!
• Identify location of photos (address, map)• News Reports• Mental Health Directors• AAA Directors• Building Inspectors• Reports and/or Consent orders from EPD
Page 302011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
Tell the Story – Sell the Story
• Keep the focus on people
Page 312011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
Tell the Story – Sell the Story
• Make sure that your project proposal addresses the need identified!
Page 322011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
Tell the Story – Sell the Story
• If the main problem is low water pressure, but resident letters also complain about quality, does the solution cover both problems?
Page 332011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
Tell the Story – Sell the Story
• Avoid political pitfalls!
• If the project overlaps jurisdictions, all sides must agree in writing to the application.
Page 342011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
Your Action Plan
• DCA-5 Description of Activities• Project Overview• A detailed description of each activity• Evidence of conformance with
Comprehensive Plan & Service Delivery Strategy
• Copy of Service Delivery Strategy map
Page 352011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
Action Plan – Be sure to cover:
• ACQUISITION• PERMITS• TAP-ONS AND TAP-ON FEES• UTILITY RELOCATION• MAINTENANCE AND/OR OPERATION• CAPACITY• SITE• IMPLEMENTATION SCHEDULE
• SECTION 3
Page 362011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
Action Plan – Be sure to cover:
• Need for household plumbing
• Abandonment of well and/or septic tanks
• Design configuration must make sense
• Drainage projects - downstream discharge area has sufficient capacity
Page 372011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
Action Plan
• Identify design standards and justify their usage. 25 YEARS IS THE NORM. YOU MUST THOROUGHLY JUSTIFY ANYTHING ELSE!
• Try to avoid low density population target areas.
• Problems created by developers will not be viewed as a high severity of need.
Page 382011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
Action Plan – Project Impact
• The impact the project will have on the problem.
• Most importantly, the impact the project will have on the lives of the residents.
Page 392011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
Financial Statements
• Document your sources for cash match and leverage with signed, original commitment letters.
• For a new program, document sources of operational funding (staff salaries, equipment, etc.) LIKE A BUSINESS PLAN
Page 402011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
PRELIMINARY ENGINEERING REPORT
• Amount of detail depends on complexity
• Professional cost estimates required
• Design Standard (25 or 50 year storm)
• Unusual site conditions / higher costs
Page 412011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
• Engineer/Architect signature and stamp required.
• Does Eng. Report agree with rest of application?
• Viable alternatives - “No alternative” is not a good answer. Go into more detail.
PRELIMINARY ENGINEERING REPORT
Page 422011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
MAPS
• Scale, north arrow, legend
• Proposed and existing activity location
• Concentrations of minorities (numbers and percentages)
• Concentrations of substandard housing
• Concentrations of low-mod persons
Page 432011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
MAPS
• All houses in project area - all applications, not just Housing Applications
• Location of photos
• Existing infrastructure (water lines, sewer)
• All street names - correct and legible
Page 442011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
Maps
• Be sure to include a copy of your Service Delivery Strategy map, if possible.
Page 452011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
REVIEW COMMENTS YOU WANT TO HEAR
• “Severity of need appears high.”
• “Application is well documented.”
• “Photos document the need as described.”
• “Floor plan appears to be very suitable to the program being offered.”
Page 462011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
REVIEW COMMENTS TO AVOID
• “Severity of need appears low”
• “Lack of documentation”
• “L/M benefit stated as 36%”
• “Photos don’t document the need stated”
• “Floor plan is not compatible with the program being offered”
Page 472011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
REVIEW COMMENTS YOU WANT TO HEAR
• “L/M residents are the primary beneficiaries of the project.”
• “Drainage outfall is addressed.”
• “Required permits are addressed.”
• “Program funding sources all identified and committed.”
Page 482011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
• “L/M residents do not appear to benefit”
• “Site visit did not support severity of need as stated in the application”
• “Drainage out fall not addressed” or “Required permits not addressed”
• “Budget amounts vary from DCA-1 to DCA-7 to DCA-8”
REVIEW COMMENTS TO AVOID
Page 492011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
REVIEW COMMENTS YOU WANT TO HEAR
• “Pressure test used to document low water pressure.”
• “Alternatives addressed, and best alternative selected for project.”
• “Design standard for drainage identified.”
• “All acquisition issues addressed.”
Page 502011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
REVIEW COMMENTS TO AVOID
• “No admin included in the budget and no explanation”
• “Program funding sources not verified”
• “All funding sources not provided and documented”
• “Existing water, sewer or street maps not included”
Page 512011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
REVIEW COMMENTS TO AVOID
• “Architectural fees too high”
• “No pressure test info provided to document claim of low pressure”
• “No alternatives addressed”
Page 522011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
REVIEW COMMENTS TO AVOID
• “Did not address maintenance”
• “No architectural report included, cost estimates not professionally prepared”
• “Ineligible program proposed”
Page 532011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
REVIEW COMMENTS TO AVOID
• “Cannot determine cost per sq. ft.
• “Existing building location not identified on map”
• “Acquisition not addressed”
• “DOT permits not addressed on state highway for sidewalks, curb & gutter”
Page 542011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
REVIEW COMMENTS TO AVOID
• “Survey methodology questionable, not a random sample”
• “10-inch water line to serve 165 appears to be larger than necessary--no justification provided.”
Page 552011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
REVIEW COMMENTS TO AVOID
• “Abandonment or limiting use of wells not addressed (narrative &/or budget)”
• “Application narrative refers to need for a new pump station but no $$ in budget”
Page 562011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
REVIEW COMMENTS TO AVOID
• “Community center has no planned activities, appears to be more of a gathering place”
• “Drainage study did not specify a design standard”
Page 572011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
COMMON MISTAKES FROM LAST YEAR
• DCA-6 Issues:
• Identify the number of households interviewed, not just the number of people.
• Include a spreadsheet summary and copies of a few survey forms.
Page 582011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
COMMON MISTAKES FROM LAST YEAR
• DCA-6 Issues:
• We do not need to see a copy of every survey form.
• Identify any vacant units or businesses on the spreadsheet summary and maps.
Page 592011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
COMMON MISTAKES FROM LAST YEAR
• Be very clear in identifying leverage as either cash or in-kind.
• All leverage must be identified as either cash or in-kind.
Page 602011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
COMMON MISTAKES FROM LAST YEAR
• Make sure match letter commitment matches DCA-8 and project budget shown in cost estimate.
• Please place match letter right behind DCA-8.
Page 612011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
COMMON MISTAKES FROM LAST YEAR
• Buildings - If acquiring, a Purchase Agreement is needed.
• Buildings - For a new service or group, we need a complete business plan. Identify the funding sources for the staff & activities. If staffed by volunteers, include their commitment letters. List hours of operation.
Page 622011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
COMMON MISTAKES FROM LAST YEAR
• If narrative claims water damage to homes from flooding, include photos documenting the damage. Identify location of photos on map.
Page 632011 CDBG/CHIP Applicants’ Workshop Public Facilities Application Basics
COMMON MISTAKES FROM LAST YEAR
• If application includes any letters written in Spanish, please include a translation as well.
• We do not need to see procurement documentation for architect/engineers/administrators.