Application Workshops Newton and Topeka 2018 Community Development Block Grant Application Workshops Newton and Topeka

Program Overview State has been administering the CDBG program since 1984. Cities under 50,000 and Counties under 100,000 are eligible to apply.

Program Overview Eligible Applicants Cities, one application per year Counties, two applications per year Two on behalf of One on behalf of, and one for county An applicant is ineligible to apply for CI, W&S, HR or CR if the applicant has an open CI, W&S, KANS STEP, HR or CR awarded prior to Jan. 1, 2016 or an open ED awarded prior to January 2015.

Eligible Projects Water and wastewater improvements Senior and community centers Daycare centers Hospitals, health departments Mental health center Housing rehabilitation Fire stations and truck Ambulances And much, much, more….

Application Deadlines Housing Rehab.: August 31, 2017 Water/Sewer: September 29, 2017 Com. Facilities: November 1, 2017 Commercial Rehab: Open Window Urgent Need: Open Window Economic Development: Open Window

Award Announcements Housing Rehab. January 12, 2018 Water & Sewer January 19, 2018 Community Facilities Jan. 26, 2018 Urgent Need 30 after application Commercial Rehab. 45 days app. All dates subject to change due to funding receipt from HUD.

National Objectives Elimination of Slums and Blight Urgent Need Assistance of Low and Moderate-Income (LMI) Persons.

Elimination of Slums and Blight Demolition Projects Historical Society clearance Permission from property owners Engineering study, if required Apply as a Community Improvement. Commercial Rehabilitation

Elimination of Slums and Blight Must meet the definition of slums or blight under Kansas Statutes Annotated 17-4760. Area Blight – 25% of area buildings are deteriorated or dilapidated The area must be documented to be 51% slums and/or blighted

Elimination of Slums and Blight Spot demolition Eliminating a blighted building

Urgent Need Applications are submitted in order to address a need that arises due to: Situation poses a serious and immediate threat to the health or welfare of the community.

Low and Moderate-Income (LMI) Applicants in this category must prove that more than 51% of all beneficiaries are LMI. Examples of projects Water/Wastewater Community Centers Streets Fire trucks & Stations

Proving LMI National Objective 2010 HUD Census Data Surveys Combination of two Both must show 51% or more LMI beneficiaries. Combining two surveys – both must be LMI Limited Clientele Severely disabled adults, senior citizens, migrant workers, illiterate adults, persons with aids and abused children. Three Year Historical data – Mental Health Center

LMI By Census

Surveys 51% of a city or county must be LMI. If Target Area. Multiply surveys distributed by 2.4 to arrive at target area population. 51% of target area population must be LMI

Survey’s Continued If Not LMI through census data Look up city or county population at Factfinder. This is the starting point of your survey Survey must prove that 51% of population figure found on Factfinder is LMI.

Enter city name

Print this page include in application Click here

This is DP-1. Print this page and include with the Application. Use the DP-1 data to Extrapolate the LMI survey Results to 100% of the Population plus any Residents outside the Jurisdiction.

If survey results show a higher number of an ethnic minority than does the DP-1 results, show the demographics figure generated from the survey in the demographics section of the survey tabulation form. Otherwise, revert the DP-1 results for all demographic percentages when reporting the survey demographics results

For example: survey population is 520 Survey results show 16 Asians DP-1 shows 2% of population is Asian Multiply survey population by 2% to arrive at number of Asians 520 X 2% = 32 Report this result on the survey tabulation for and form D

If the entire city is surveyed then same demographic data would appear in a and b. If surveying target area, then the city wide demographic would appear in a, while target area demographics would appear in b If surveying city, use the Factfinder population figure here.

Population figure must match form D. If conducting a city wide survey, use the population figure from Factfinder. If LMI by Census, type in the HUD census figure in this field. Please ensure you have an active Duns number.

Surveying Target Areas Decide on a TA and get it approved by KDC Develop a code sheet Multiply surveys distributed by 2.4 to calculate population TA must be 51% LMI to qualify

Survey Continued Survey conducted in 2012 and going forward are valid till HUD publishes new LMI data. For additional information refer to the “How to Conduct a Survey” www.kansascommerce.com/cdbg then click Annual Competitive Round.

Surveys Continued Maintain a code sheet for all addresses On the code sheet, don’t use the same name on multiple addresses. Provide explanation if this happens. If explanation is unsatisfactory, the surveys may be removed from the survey tabulation

Surveys Continued Do not use whiteout on surveys Do not copy the surveys City/County must keep the surveys Don’t scratch out code and write a new one in its place use a new survey form

New Policy - 2018 Applications If Census shows less than 24.99% LMI, community can’t challenge the data. If Census show community is 25%–34.99%, can challenge the data, but must submit a request to do so. Over 35% LMI no CDBG approval necessary.

Surveys If surveys begun prior to new policy, must provide explanation of why applicant feels they will achieve an LMI rate greater than 51%. Must provide documentation the survey begun prior to new policy (July 27, 2016).

If survey needs to start before 2017 income limits are published, use 2016 income guidelines and forms. Must provide supporting documentation of the survey start date; cover letters, emails, minutes or publications.

Income Guidelines Income Limits are found in the General Guidelines Three income levels by county. Look up the county in which your city is located. These will be your income limits for the survey.

Three income limits by family size

Income limits by family size

Report persons not households

Survey Methodology and Variance Applicants must give a detailed explanation of how its survey was conducted. Have a person with no knowledge of the survey read the explanation to see if it makes sense. Send it to KDC if you have any questions. Provide an explanation of LMI variance if over 6% from state HUD figure.

Pre-selection of Professional Services Can be done up to two years in advance of application due date. Administrators, Engineers and Architects Request for Proposals (RFP) Request for Qualifications (RPQ) “Have Contingent on CDBG funding” in the contracts.

Request for Proposals Must comply with Public Law 103-355 and 2 CFR 200. Administrators Request for Proposals (RFP) Must send proposals to all certified admin in area. Rating criteria Price of service part of selection criteria

Request for Proposals Keep all documentation Sole bidder. Contact CDBG Field Rep. Sample notice available in the application guidelines Don’t wait till the last minute to get under contract.

Request for Qualification Request for Qualification (RFQ) Must publicize Letters, notice in newspaper (not required) Rating criteria Special efforts to solicit women and minority owned businesses. Keep all documentation Price of service not part of rating criteria

Request for Qualifications Must select on qualifications, interview, then negotiate fee. Fee allowances Sole bidder. Contact CDBG Field Rep. Sample notice available in the application guidelines

Citizen Participation Public hearing notice must mirror what is being applied for. This will threshold an application. One legal public Hearing 15 days prior to application submittal date. Give yourself time to republish if you have to.

Public Hearing Notice Notice shall be published at least five full days before (starting one day after the publication and not counting the date of the hearing) Must contain: Description Project location Activities CDBG grant amount, & total project cost Sample Notice Page

Conflict of Interest Applies to employees, elected or appointed officials, agents, consultants, officers or immediate family member or business partners of the above. Conflict of interest applies when procuring goods and services for the purpose of undertaking a CDBG funded project.

Conflict of Interest waiver Disclosure of the nature of conflict Notice in newspaper Public Hearing Recording of minutes An opinion from the applicant’s attorney. Letter from chief elected official requesting the conflict of interest waiver. The only persons that do not qualify for a waiver are the City or County Commissions.

Misc. If a vendor is used to supply a cost estimate, said vendor may not bid on the work if the applicant receives a grant award.

Citizen Participation Applicant must hold a public hearing to inform the local citizen of the proposed project. The project description in the public hearing notice must match the application scope of work. Plan ahead if you think there is a chance the project may change. Allow for extra time to publish a second hearing notice if need should arise.

Past Threshold Issues No Proof of Publication No project benefit area in public hearing notice Wrong streets in target area Four day period between publication and hearing Open grants No inter-local agreements Wrong applicant

10 Point Deductions Are allocated when the application is incomplete or is missing something. No local funds for completion of the ER in the budget Demographics - Form D Lack of a detailed cost breakdown in PER No LMI documentation

Something New PERs to Rural Development as early as possible. Cities and Counties need to update their SAMS records annually as they are being rejected by the Feds when we enter new grantees.

CDBG will fund only two phases of any one activity CDBG will fund only two phases of any one activity. Applicant must wait 5 years after the close of the 2nd phase grant before applying to work on same activity. Applicant must close the first phase before applying for second phase. 3 or more 10 point deduct items will threshold an application. PLEASE ensure the applications are complete.

Apply to RD no later than September 1 to guarantee RD will have letter of support for the application. Provide copy of letter of support. List of interested grant administrators on KDC website. Application Summary page, provide a brief description of the proposed project.

Preliminary Engineering Report The funding process starts with a good PER Name of owner Project map Engineering firm contact person info. Date of review Description and documentation of the problem

PER Continued Causes of the problem including age of infrastructure Waste stream management - KDHE Alternatives Engineering Financial Must Discuss Regionalization 10 point deduct

PER Continued Estimated Construction and non construction costs If PER describes more than proposed CDBG project funding, then delineate activities and costs O&M Analysis Land requirements

PER Continued Engineer must provide a detailed cost breakdown for the chose alternative Per square foot calculations are not acceptable.

Please call me if you have any questions as you are filling out the application.

M. Salih Doughramaji (785) 296-3610 Salih.Doughramaji@ks.gov