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

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

3. 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.

4. 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….

5. 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

6. 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.

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

8. 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

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

10. Elimination of Slums and Blight
Spot demolition
Eliminating a blighted building

11. 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.

12. 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

13. 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

14. LMI By Census

15. 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

16. 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.

17. Enter city name

18. Print this page include
in application
Click here

19. 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.

20. 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

21. 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

22. 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.

23. 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.

24. 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

25. 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” then click Annual Competitive Round.

26. 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

27. 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

28. 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.

29. 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).

30. 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, s, minutes or publications.

31. 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.

32. Three income limits by family size

33. Income limits by family size

34. Report persons
not
households

35. 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.

36. 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.

37. Request for Proposals
Must comply with Public Law 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

38. 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.

39. 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

40. 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

41. 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.

42. 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

43. 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.

44. 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.

45. 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.

46. 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.

47. 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

48. 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

49. 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.

50. 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.

51. 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.

52. 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

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

54. 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

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

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

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