3 CDBG Disaster Recovery Program Information Workshop Monday, February 1, 2010.

3

CDBG Disaster Recovery

Program Information Workshop

Monday, February 1, 2010

Amendment to DR1

Two separate programs Non-FEMA projects

• Completed• To-Be-Completed

• Projects NOT included in the FEMA Public Assistance match program

• Wastewater, water, storm drainage, bridges, public facilities

Dams/Levees For specific projects contact Community Liaison

Non-FEMA Projects

No limits on projects per applicant May not be on the CDBG findings/ineligible list CFF/PL grant limits do not apply Must meet LMI or Urgent Need No required match Actual grant amounts are determined on a case

by case basis and the amount of assistance will be dependent upon the evaluation factors

Completed Projects Program

For all projects that are completely finished Competitive Applications Due: April 1, 2010 4 applications (1 original, three copies) Announcements on May 28th

ER Certificate of Exemption in application CEO signs project completion certification

To-Be-Completed Program

For all projects that are NOT finished Competitive Applications Due: May 14, 2010 4 applications (1 original, three copies) Announcements on July 2nd

Normal CDBG FEEPS Requirements

Scoring Criteria

Projects/applications will be evaluated using the following criteria: The importance of the project to post

disaster recovery of the applicant; The financial impact of the project on the

applicant; The percentage of low-to-moderate income

persons served; The relative economic distress of the

applicant.

Dams & Levees Program

Applications accepted beginning on first come, first serve basis

Non-competitive Projects must be listed on DNR High/Significant

Hazard List Appendix B Information

See Handouts: Information needed for Dams Information needed for Levees

Cover Letter with Applicant Name and Project Name Signed and Stamped by project Engineer

Scoring Criteria

Projects/applications will be evaluated using the following criteria: The extent of damage caused by FEMA Disaster

1766 The importance of the project to post disaster

recovery of the applicant The DNR assessed hazard level The percentage of low-to-moderate income

persons served The relative economic distress of the applicant

Grant Administration

OCRA Certified Grant Administrator required

Using the Small Purchase method will be allowed for amounts under $50K as long as local polices allow it (the community may have a lower Small Purchase threshold).

Grant Administration FeesCompleted Projects

General Administration Labor Standards will not be allowed on DR1 completed

projects If the project cost is over $100,000 - $500 for

Environmental Review plus 1% Grant Administration will be allowed

If the project cost is $100,000– $1,501 will be allowed ($500 for Environmental Review + $1,000 Grant Administration)

If the project cost is $1,001- $1,500 - Grant Administration of $1000 is allowed

If the project cost is $1,000 or less – Grant Administration of $500 is allowed

Grant Administration FeesTo-Be-Completed Projects

General Administration $1 to $1,500,000             3% of Grant Amount $1,500,001 and above 2.5% of Grant Amount

Labor Standards $5,000 maximum

Environmental Review $3,000 maximum

Grant Administration Fees Dams & Levees Program

General Administration Three percent (3%) of Grant Amount Environmental Review

$3,000 maximum Labor Standards (based on Total Project Cost)

Up to $2,000,000                  $5,000 $2,000,001 - $5,000,000       $7,000 $5,000,001 and up        $9,000

General Information

DO NOT bind application in any way

DO NOT include a cover sheetApplicant Information Page is the

very first page, do not include checklist page

Project Description

Cause of damage should be explained. (Include color photos of damage)

If work was denied by FEMA or not discovered until after the fact, justification must be provided. (appropriate documentation should be included in appendix D)

Project Description must match detailed budget

Project Description should not include normal maintenance costs

Financial Impact

Include explanation of applicant’s (sub-recipient’s) financial status and why the community cannot afford the project without grant assistance.

Include any applicable rate increases or fees that would be associated with the implementation of the project

Include other resources investigated

Detailed Budget Pages

Detailed Budget Pages MUST include breakdown between CDBG, and other local funding

Detailed Budget Page

LINE ITEM # Price CFF LOCAL OTHER TOTAL Construction Activities 8” C-900 CL-200DR14 Water Main

20,500 18.00 $369,000 $369,000

6” C-900 CL-200DR14 Water Main

22,750 16.00 $131,000 $233,000 $364,000

8” Gate Valves w/polyhlene Encasement

20 550.00 $11,000 $11,000

8” SR Bore w/welded Steel Casing

150 100.00 $15,000 $15,000

3-way Fire Hydrant w/gate valve 510 35.00 $17,850 $17,850 Bituminous Resurfacing 8,500 20.00 $170,000 $170,000 Concrete Resurfacing 1,000 30.00 $30,000 $30,000 Sand Bedding 5,467 7.50 $41,000 $41,000 Line Location Markers w/Trace 18 50.00 $900 $900 Wet Cap Connection 10 2,000.00 $20,000 $20,000 Dismantling Old Storage Tank 1 25,000.0 $25,000 $25,000 New Pressure Valve 1 5,000.00 $5,000 $5,000 Mobilization/Demobilization 1 48,000.0 $48,000 $48,000 Labor Standards 1 5,000.00 $5,000 $5,000 Construction Sub-Total $500,000 $71,000 $550,750 $1,121,750 Professional Services Grant Administration 1 48,000.00 $48,000 $48,000 Engineering Fees 1 249,000. $247,000 $2,000 $249,000 Legal 1 7,000.00 $7,000 $7,000 Rate Consultant 1 7,000.00 $7,000 $7,000 Environmental Review 1 3,000.00 $3,000 $3,000 Professional Services Sub-total $0 $298,000 $16,000 $314,000 TOTAL PROJECT COST $500,000 $369,000 $566,750 $1,435,750

FEMA

Beneficiary Pages

Beneficiary page must be: Properly completed Consistent with the Census/Income Survey

Income Surveys

Good for 6 years from original date of certification Original Certification – January 2007 Survey Expires – January 2013

Responses are good for 6 years MUST include signed certification letter and

recertification (if applicable) This is an exception for Disaster Recovery

Only

Public Hearing/Resolution Documentation

Applicant MUST advertise public notice a minimum of 10 days prior to meeting. One hearing MUST take place prior to application

Application Must Include: Original Publishers Affidavit Original/Signed Public Hearing Minutes

thoroughly document meeting Authorization to Conduct Hearings (if

applicable) Original Sign-in Sheet Original Resolutions

Status of Environmental Review Process Form

A box has been added for Categorically Excluded projects

Exempt projects complete Certificate of Exemption form

Mark “yes” in the appropriate “All Agencies Contacted” boxes

Format II not required in the application, but you DO need to complete the “Environmental Agency Contact Listing” form

Status of Environmental Review Process Form

Should have already submitted the categorically excluded activity notification letter with complete description of project

OCRA will either agree or disagree with evaluation

OCRA will respond with a list of agencies that need to be contacted or let you know full assessment is necessary

FINAL SHPO letters required at time of application

Floodplain and Wetland Management

If any part of the project is located within a 100 year floodplain or in a wetland…

HUD 8-step decision making process

This process must be documented and kept in the ER file

Status of Environmental Review Process Form

Status of Required Environmental Review Process As Chief Elected Official (CEO) of the Applicant, I hereby certify that the subject project activity will require the following type of environmental review respective to 24 CFR Part 58: Fill in the type of activity (i.e., exempt, categorical exclusion, environmental assessment): Except for an exempt activity, I further certify that all applicable local, state and federal agencies have been contacted in writing and the present status of the environmental review process for this project is as follows (complete all that apply): YES N/A

All agencies have been contacted and all responses by these agencies have been received - no negative environmental comments received.

All agencies contacted - all responses received - negative environmental comments received - mitigation necessary; actions necessary to mitigate negative environmental concerns are as follows: (list actions)

All agencies contacted - no negative environmental comments received from commenting agencies; comments still pending from following agencies: (list agencies)

The Indiana Department of Natural Resources has required that an archaeological reconnaissance be conducted, and this reconnaissance has been conducted, and no negative findings resulted there from; OR, negative findings resulted and the following mitigation steps are necessary: (list steps)

Format II Equivalency completed. (N/A for Categorically Excluded) Environmental assessment completed - Finding of No Significant Impact (FONSI)

determined - ready to publish combined notice (N/A for Categorically Excluded) Categorically Excluded Only – Notice of Intent to request Release of Funds - ready

to be published

Overdue Document Status

Applications will not be approved if the applicant is not in compliance with all requirements of a current or past CDBG grant.

Post Award Deadlines

ER Deadline – two months Publish locally Submit documentation to OCRA

Bid Deadline – six months IFB Notice (original) Proof of Publication Certified Bid Tabulation

ROF Deadline – eight months See checklist on website

Post Award Deadlines

Please be aware that we are monitoring projects before and after Release of Funds. Do not start construction until you have

received ROF Do not submit Start of Construction Notice

until you have actually started construction

Q&A

Contact OCRA

Indiana Office of Community and Rural Affairs

One North Capitol, Suite 600

Indianapolis, Indiana 46204

800.824.2476

www.ocra.IN.gov