2015 Community Development

Block Grant (CDBG) Application Workshop

August 26, 2014 Ankeny, Iowa

Agenda » Overview of State of Iowa CDBG Program

– 2015 Water and Sewer Fund – 2015 Housing Fund

» Before You Apply – Program Requirements – Procurement – Low and Moderate Income Survey – New application & application procedures

» Online Application at IowaGrants.gov – www.IowaGrants.gov – Key Points by Program

» Post-Award Reminders

INTRODUCTIONS

Overview: State of Iowa CDBG Program

http://iowaeconomicdevelopment.com/community/community/default.aspx

State of Iowa CDBG Program

» 2014 Allocation = $21.6 million » National Objective

– Benefit to low- and moderate-income persons (70% of allocation or greater) – Slum & blight elimination – Urgent need

» Eligible Applicants – All cities under 50,000 population (including Cedar Falls) – All Counties – City or County on behalf of non-profit entity

Method of Distribution

2015 WATER AND SEWER FUND

CDBG Overview

2015 Water and Sewer Fund

» 2014 set-aside: over $7 million » Fund Ceilings

– 0-999 population - $300,000 (max of $1,000 per person) – 1,000-2,499 - $500,000 – 2,500-14,999 - $600,000 – 15,000-49,999 - $800,000

» Eligible Activities – Water and wastewater treatment facilities

● Expansion, rehabilitation, new construction – Water and wastewater collection systems

● Rehabilitation, new construction – Water storage – Wells – Stormwater/sanitary sewer separation

2015 Water and Sewer Fund

2015 Application Cycle

» August 26, 2014 Application Workshop » November 17, 2014 Applications submitted to

IowaGrants.gov by 11:59 PM. » April 20, 2015 Awards (tentative date) » May 18, 2015 Recipient Workshop (tentative date)

2015 HOUSING FUND CDBG Overview

2015 Housing Fund

» 2014 set-aside: over $5 million

» Single-family, owner-occupied rehabilitation only

» Per Unit Limit = $37,500 – $24,999 hard rehabilitation costs – $4,500 technical services

2015 Housing Fund

2015 Application Cycle

» August 26, 2014 Application Workshop » December 8, 2014 Applications submitted to

IowaGrants.gov by 11:59 PM » April 20, 2015 Awards (tentative date) » May 18, 2015 Recipient Workshop (tentative date)

New for 2015 Applications

» If an application is incomplete it will NOT be reviewed. Complete means all required documents are uploaded and include all necessary information. IEDA will not give applicants an opportunity to “fix” applications or supplement information as has been done in years past.

» Some items are optional for 2015 with many becoming requirements in 2016/2017.

» Program changes being made to meet HUD’s timeliness requirements. Focus on project readiness.

» Refer to IEDA handout on this topic

Before You Apply

PROGRAM REQUIREMENTS Before You Apply

Program Requirements

» Low- and Moderate Income Survey* » Community Development and Housing Needs Assessment » Minority Impact Statement » Federal Assurance Signature Page » Applicant/Recipient Disclosure/Update Form » Public Hearing Documentation

– Notice, Signed Minutes and Proof of Publication or Affidavit of Posting » Resolution Committing Funds » Documentation of other funding sources » Target Area Map

Program Requirements

» Water/Sewer Fund – Procurement of engineering services* – Cost estimates – DNR inspection reports or correspondence – Copy of current rate ordinance for W/S utilities

» Housing Fund

– Windshield Survey – Form W9 – Request for Taxpayer Identification Number and Certification – Pre-applications

PROCUREMENT Before You Apply

Procurement

» All water & sewer applications must have procured for preliminary engineering services prior to CDBG application – If not, applications will be considered incomplete – Procurement of final design also recommended prior to application

» CDBG recipients must comply with procurement requirements of 24 CFR Part 85.36 – Standards that are applicable to procurement for federal awards – Deals with:

● Methods for procurement; (RFQ for A/E, RFP for Admin, Sealed Bids for construction)

● Recipient responsibilities; ♦ Request shall be publicized from adequate number of qualified

sources ♦ Evaluation criteria developed for A/E

Federal Requirements

» Efficiently and Economically » Open and Free Competition » Direct Solicitation of Engineering Firms

– Must clearly explain the criteria that sources will be evaluated on » Publicize in Official Publication

– Utilize publication(s) typically used for entities general business publication notices

– Must clearly explain the criteria that sources will be evaluated on

Professional Services Evaluation: Arch/Eng Example

» Qualification Based Selection method (QBS) » Sample Evaluation factors

– Experience and technical competence ● Firm and individuals ● Creativity and problem solving abilities

– Capacity and capability ● Technical project cost controls, construction observance, time scheduling

– Past record of performance ● References ● Customer satisfaction

– Proximity and familiarity of the area

New for 2015 Applications

» Water & Sewer applications- More competitive applications will have: – Environmental review complete – Final engineering complete or at least underway (CDBG would

pay for only construction) – Approved (not just submitted) Facility Plan/ Preliminary

Engineering Plan – Local match committed & documented:

● If SRF= on approved IUP ● If USDA-RD= approved facility plan letter provided

LOW AND MODERATE INCOME (LMI) SURVEY

Before You Apply

Types of LMI Benefit

» Area benefit – Targeted project area – Community-wide project area

» Limited clientele – Benefiting a specific group of people – Presumed to be 51% LMI without conducting a survey

Limited Clientele

» Groups defined by CDBG regulations – Abused children – Elderly persons – Battered spouses – Homeless persons – Adults meeting census definition of “severely disabled adults” – Illiterate adults – Persons living with AIDS – Migrant farm workers

Methods to Determine LMI Benefit

» HUD LMI percentage based on 2006-2010 American Community Survey data (on IEDA website)

» Limited clientele (presumed 51%)

» Income survey – Surveys completed in 2012, 2013 or 2014

Conducting an Income Survey

» Survey guidelines – Project areas less than 300 households – ALL households – Project areas larger than 300 households – Random sample survey

» Survey sample for areas larger than 300 households – Selected randomly – Must include minimum of 300 households – Utility billing list to select households – Group quarters are not considered households

● Dormitories ● Jails ● Care facilities

– Contact IEDA concerning sampling technique prior to completing survey

Conducting an Income Survey (continued)

» Acceptable survey methods – House-to-house – Telephone – Mail out/pick-up

» Surveys must have an 80% response rate to be valid

(cannot stop as soon as 80% is reached)

» Unacceptable/unusable methods – Mail-out/mail-in survey with low response rate – Third party estimates of household income – Income assumptions about classes of people

Sample Survey Form

» Use a simple survey form – Brief explanation of the survey – Assurance of anonymity – Name of local official or responsible party – Household size – Household income – Citizen support? – Racial and ethnic data

● Neighborhood projects ● Direct beneficiary projects such child care facilities

Racial and Ethnic Data

» Collect as part of the survey process » Generally applies to CF&S fund projects

– Direct beneficiaries » Racial/ethnic categories

Household Racial and Ethnic Information

Racial/Ethnic Group Number of Persons

Each Group Hispanic Origin

White

Black/African American

Asian

American Indian/Alaskan Native

Native Hawaiian/Other Pacific Islander

American Indian/Alaskan Native & White

Asian & White

Black/African American & White

American Indian/Alaskan Native & Black/African American

Other Multi-Racial

TOTAL PERSONS SERVED

Survey Tabulation

» Survey Tabulation – Complete survey tabulation results sheet and maintain in your files – Maintain a copy of the actual survey instrument used

» LMI Verification – Maintain separate list of those completing survey – Keep all survey responses completely confidential – Maintain surveys in file

» Re-survey for some funded projects – CF&S fund projects with direct beneficiaries – Potential changes in users – LMI benefit must be documented at project completion

In Summary…

» Surveys must be completed prior to application submittal » Survey all households if project area is under 300 households » Survey sample must include minimum of 300 households » All households must have equal chance of being surveyed » Survey must have an 80% response rate to be valid » Maintain survey instrument and tabulation results in your files » Surveys must be available for review at monitoring » Contact IEDA with any questions about survey methodology or

sampling

QUESTIONS?

Online Application

IOWAGRANTS.GOV Online Application

IowaGrants.gov

IowaGrants.gov

IowaGrants.gov

IowaGrants.gov

No need to create a new account if already using an AnA enabled application.

For technical assistance, contact the DAS ITE Help Desk.

IowaGrants.gov

IowaGrants.gov

IowaGrants.gov - Tips

» Use the Back link in IowaGrants, not the browser back button.

IowaGrants.gov - Tips » Budget:

» Ensure the activity budget is correct. » Verify there is an administration line item and the

amount is correct.

IowaGrants.gov - Tips

» Application Forms » Complete each required field on the form. » When done, be sure to mark each form Complete.

IowaGrants.gov - Tips

» When entering text, watch for the maximum character count. » Responses should be concise, but fully address the question.

IowaGrants.gov - Tips

Be sure to provide the Required uploads and Other Attachments.

IowaGrants.gov - Tips

» When all required documents are uploaded and all forms are marked as complete, submit the application.

IowaGrants.gov - Reminder

» For assistance with the State’s AnA system, contact: DAS-ITE Help Desk ITE.Servicedesk@iowa.gov 515-281-5703 or 1-800-532-1174

» For help with IowaGrants, contact:

Don Dursky Don.Dursky@iowa.gov 515.725.3048

WATER AND SEWER FUND – KEY POINTS

Online Application

W/S – Key Points

» Need for the Project – Health or safety concerns (DNR violation) or is project just an amenity

» Timely Start and Completion – A/E procured, realistic construction start date and overall timetable to complete

project » Local Funds Leveraged

– % of project leveraged with other, and/or city funds » Cost Per Beneficiary

– < $5000 CDBG dollars / beneficiary » Best Long Term Option

– A/E and/or DNR recommendations » Affordability - Existing Water & Sewer Rates / Bonding Capacity

– Most efficient use of leveraged funds » Readiness to proceed

– Preliminary / final design complete, matching funds secured, capacity of recipient

Readiness Requirements

» Procurement of Engineer Prior to Submittal of Application » Submittal of project to Other Funding Agencies by CDBG Due Date

» Submittal of Approvable PER to DNR by CDBG Due Date For All Projects

» Submittal of Approvable PER to USDA

» Submittal of Approvable PER With CDBG Application

HOUSING FUND – KEY POINTS Online Application

Housing – Key Points

» New housing application available this year. Fewer narratives, more streamlined

» Sources = Expenditures » Public Hearing Requirements- 9 points must be covered and

described in public hearing minutes » Specific Sections

– Need for project and potential impacts – Current housing improvement/community development activities – Activities with partner organizations (housing trust funds, CAP agency)

» Administrator Capacity » Clear and concise

New for 2015 Applications

» Housing applications- More competitive applications will have: – Blanket environmental review complete – Grant administrator procured (if needed) – Administrative plan complete and submitted – Homeowner applications approved with LMI benefit verified

QUESTIONS?

Post-Award Reminders

Post-Award Reminders

» Recipient Workshop – May 2015 » Conditions for Disbursement

– Admin Plan for Housing Awards – RARA/Excessive Force Policies – Contract Conditions must be met

» Lead Based Paint Regulations » SHPO Comments » Contractor Clearance and Reporting » Environmental Review – ROF Letter » Davis Bacon Wage Requirements » URA/Acquisition

Environmental Review

» Federal Regulation: 24 CFR Part 58 » Completion of an Environmental Review and a release of funds letter

from IEDA is required prior to: – Purchasing property (note: options are allowed before release of funds) – Bidding for construction/signing construction contracts

» The Environmental Review process can take between 60 to 90 days with federally mandated public comment periods

» Once the Environmental Review is complete, the Authority will release funds via an official letter

ANY FINAL QUESTIONS?

Community Investment Team Contacts Name Position Phone Email Special Areas

Tim Waddell Division Administrator 515.725.3002 tim.waddell@iowa.gov

Leslie Leager Division Coordinator 515.725.3071 leslie.leager@iowa.gov Environmental Review

Nichole Warren Team Leader 515.725.3081 Nichole.Warren@iowa.gov

Jeremy Babcock Project Manager 515.725.3128 jeremy.babcock@iowa.gov Housing; Fair Housing

Ed Basch Project Manager 515.725.3012 Ed.basch@iowa.gov Economic Development; Housing

Joe Bohlke Project Manager 515.725.3011 joseph.bohlke@iowa.gov Water & Sewer; Procurement

Don Dursky Database Manager 515.725.3048 don.dursky@iowa.gov IowaGrants.gov

Jeff Geerts Special Projects Manager

515.725.3069 jeff.geerts@iowa.gov Community Facilities; Green Streets

Donna Grgurich Project Manager 515.725.3066 donna.grgurich@iowa.gov Housing; Lead Based Paint

Community Investment Team Contacts

Name Position Phone Email Special Areas

Barb Harvey Program Assistant 515.725.3062 barb.harvey@iowa.gov Contractor Clearance

Khristy Landphair

Accounting Technician

515.725.3067 khristine.landphair@iowa.gov Audits, Closeouts

Ann Schmid Project Manager 515.725.3082 Ann.schmid@iowa.gov Section 106; SHPO

Tim Metz Contract and Compliance Manager

515.725.3079 tim.metz@iowa.gov Contracts

Haley Crozier Data Technician 515.725.3076 Haley.crozier@iowa.gov Pay Requests

Dan Narber Project Manager 515.725.3072 dan.narber@iowa.gov Water & Sewer; Labor Standards

Stephanie Weisenbach

Project Manager 515.725.3007 stephanie.weisenbach@iowa.gov Downtown Revitalization

Thank You!

We look forward to great applications…