2016/2017 NEIGHBORHOOD PRIDE CAPTIAL IMPROVEMENT GRANT GUIDELINE BOOKLET & APPLICATION

Transcription

1 2016/2017 NEIGHBORHOOD PRIDE CAPTIAL IMPROVEMENT GRANT GUIDELINE BOOKLET & APPLICATION 1

2 Orange County Neighborhood Preservation and Revitalization Division 2016/2017 GRANT GUIDELINES Table of Contents Grant Program Description 3 Application Criteria 5 Application Process Requirements 6 Permitting Guidelines 12 Grant Tips and Checklist 15 Capital Improvement Grant Application Appendix 2

3 2016/2017 Neighborhood Pride Capital Improvement Grant Grant Program Description The Orange County Neighborhood Pride Capital Improvement Grant provides funding to neighborhood organizations, homeowner associations, and non-profit organizations for physical and aesthetic improvements to their community. Grant funding is available for projects seeking an award of a minimum Orange County Contribution of $6,000 to a maximum of $10,000 (50% of the total project cost. Projects require a community contribution, which is equal to the grant request. Total project costs must not exceed $20,000. Total Project Cost Grant Amount Contribution $12,000 - $20,000 $6,000-$10,000 $6,000 - $10,000 * Neighborhoods in targeted areas may contribute a match 25% of total project cost. Targeted areas are defined as: Safe Neighborhoods, CDBG, Front Porch, Enterprise Zones, and Targeted Community Initiatives. Contact Neighborhood Services to determine whether a project is in a targeted area. Who is Eligible? Capital Improvement Grants are available and may be awarded, to organized neighborhood associations, homeowner associations, councils, and non-profit organizations located in Orange County. For non-profits, including faith-based organizations, the project must benefit residents living in unincorporated Orange County. There are no limits on the number of applications an organization may submit. However, organizations may only be awarded one time per calendar year. Organizations may not be awarded grant funds more than two consecutive years at a time. Organizations must demonstrate a financial hardship. Grant Applicants Capital Improvement Grants will be awarded on a first come first serve need basis. This is a competitive grant program, only a limited number of grants will be awarded per County Commission district each calendar year. Orange County Government reserves the right to apply greater scrutiny, and, in some cases limit or disallow awards, to organizations submitting applications from the same geographic area and operating under the same master association/covenant in order to ensure funds are distributed fairly and equitably. Orange County will allow an organization to submit several applications under the same Tax Identification Number provided: 1. Applications are submitted together as a Group Application. 2. All applications and projects are submitted at the same time. 3. Must apply for a minimum of $6,000 and no more than $10,000 grant award. 3

4 4. The number of benefiting neighborhoods may not exceed ten. 5. Members of the Homeowners Association who shares the same Tax Identification ID than the Master Homeowners Association are not eligible to apply in the same year. Phased Projects Grant funds used to complete large community projects may be phased out over grant cycles. However, the cumulative grant amount received may not exceed $20,000. Organizations may not be awarded grant funds more than two consecutive years at a time. Common Areas If property is not owned by the organization, then, permission to make improvements must be secured from the property owner(s) prior to applying for grant funds. Examples include private owners, government entities, and developers. Application Process Submit the original application along with any attachments to the Orange County Neighborhood Preservation and Revitalization Division, 450 E. South Street, 3 rd Floor, Orlando, FL NOTE: A mandatory review of all grants is required prior to submission. Applications will be scored and ranked, and the BCC will make final selections. Should an application be missing any requirements, the applicant will not receive full points during the scoring process. The Neighborhood Grants Advisory Board will review and recommend selected grant winners to the Orange County Board of County Commissioners for final approval. NOTE: The Board of County Commissioners may not approve all projects for funding, even if all program guidelines and requirements are satisfied in the application. Neighborhood Grants Advisory Board The Grant Advisory Board is a seven-member panel of citizens that oversee grants from selection of winners to the completion of projects. The board meets once a month to conduct its duties, review applications, and conduct site visits. If you are interested in serving on the Neighborhood Grants Advisory Board, please contact Orange County Agenda Development Office, at for more information on how to apply. 4

5 Application Criteria Each Neighborhood or Homeowners Organization must be registered with the Orange County Neighborhood Preservation and Revitalization Division. Call the Neighborhood Preservation and Revitalization Division at (407) to register your organization or to change outdated information. Organizations may also register online at Each organization must have its Board of Directors, or Executive Board, or voting members vote on and approve the grant application and community match contribution before submission. Minutes reflecting the vote must be attached to the application. The minutes must be notarized. (See page 11). Each organization must have democratically elected officers and must not illegally discriminate based on sex, race, ethnicity, age, religion, or sexual orientation. Community member(s) use of the project funded by the Pride Grant program must not require conversion to a particular faith or belief. Projects located in common areas may not be restricted to residents and members only. Gated communities and condominium communities may use grant funds for entranceway improvements abutting major streets/roads. Resident participation and consensus will be required to complete the project. Projects cannot be placed behind gates. Application Process Requirements Mandatory reviews are required prior to application submittal. Call (407) to make an appointment with staff to assist with completion of the application. IMPORTANT: Appointments are recommended. Walk-ins may be required to wait for an available staff member. 1. Grant applicants must determine all necessary permits, surveys, site plans, engineering and impact fees required for projects and all permit costs should be reflected in the project budget summary. Refer to the Permit Help List. IMPORTANT: If a contractor is required for your project, the contractor MUST be licensed and able to work in Orange County. Call the Orange County Division of Building Safety to verify if your contractor is licensed at (407) or visit Failure to select a licensed contractor may result in the loss of grant funding. Any unplanned permit costs will be the responsibility of the neighborhood organization. 2. Total project costs may not exceed $20,000. Projects with total costs above this range will not be considered. In addition, no grant request may exceed $10,000*. Example: the maximum grant request is for $10,000, requiring a match of $10,000, for a total project cost of $20,000. Note: Projects in targeted areas are required to contribute a match equal to 25% of the total project. Targeted areas 5

6 include Safe Neighborhood, Enterprise Zone, Community Development Block Grant, TCI s, SNAPS, Main Street, and Front Porch areas 3. Submit your original application along with any attachments to The Orange County Neighborhood Preservation and Revitalization Division, 450 E. South Street, 3 rd Floor, Orlando, FL Do not submit applications in binders. 4. Applications and copies should be neatly stapled in the upper left-hand corner: should contain no more than three (3), 8½x11 pages, not including requested attachments. Upon receipt staff will perform an application sufficiency review. Applications that are incomplete or insufficient will be returned to the applicant. Applicants should be prepared to wait for this review when delivering their applications. Changes will not be accepted after the application is submitted. 5. Applicants must submit a clean and clear sketch, or site plan, showing the physical layout of their project. Note: This is a preliminary site plan. Permitting may require that the contractor submit an official signed and sealed site plan. 6. Each organization is required to have a five to seven member grant team. The volunteers on the grant team will serve as a committee and meet with Neighborhood Preservation and Revitalization Division staff to plan and implement your community project. Team members will be required to sign the team member roster as a part of the grant application. Each team member must indicate his or her role/responsibility on the team. Only one team member per household will be allowed. 7. Orange County requires that vendors show proof of General Liability, Auto and Worker s Compensation Insurance. Quotes will not be accepted from uninsured vendors. Please have vendors sign the vendor acknowledgement forms, verifying coverage before accepting quotes. 8. Applicants must submit no fewer than 2 and no more than 5 color photographs showing the physical location of their project. Attach original color photos detailing the before status to application. 9. Each organization must submit three quotes for their proposed project. Be sure that all quotes are identical in work and products. Applicants will be required to verify the quotes upon approval of their projects. Identify businesses that can manage the entire project as much as possible. Subcontracting is allowed. 10. Improvements made through the Neighborhood Pride Grant Program must be completed within one hundred and eighty (180) days of initial funding and must be maintained after the completion date. Note: The maintenance of the improvements is the sole responsibility of the neighborhood/non-profit organization. The organization must enter into a grant agreement with Orange County, which makes maintenance a condition of the grant award. Failure to maintain project areas might result in denial of future grant funding. Projects are subject to audit which includes staff site visits. 6

7 11. Management companies may only be listed as alternate contacts in Applicant Contact Information. 12. Neighborhood projects involving removal/replacement of mature trees must consult Orange County s Arborist-Tree Protection Office at IMPORTANT: It is prohibited for any officers or contact persons to receive financial benefit from this grant. Grants are subject to audit by the Orange County Comptroller s office and any evidence of violation, misrepresentation or conflict of interest in the terms will result in loss of grant and/or repayment of funds to Orange County. 7

8 Eligible Non-eligible Common or recreational area improvements (cleaning, repairs or upgrades) Playground, Picnic tables, benches and pavilions/gazebo construction Fence/ wall pressure washing and painting and repair Ground lighting greater than $5000 Common area lighting Entrance wall Signs and Improvements Caulking, stucco repairs and fixing minor cracks on community walls Construction of perimeter walls or fences Improvements to County owned facilities, including parks and community service centers Improvements to individually owned property not benefitting the community Expansion or rehabilitation of facilities Staff for program or organization Improvements within gated communities or apartment complexes Reimbursement of past expenditures Equipment purchases (including office, lawn and gardening) Construction of sea walls, boat ramps or docks Resurfacing, fencing, lighting, and locks for community pools. Community newsletter New irrigation systems or major reconstruction of an existing system Landscaping Projects Projects that are exclusive to the community and don t serve a public purpose Projects not listed above will be considered upon review and consultation with staff. NOTE: The NGAB and Board of County Commissioners may not approve all projects for funding, even if all program guidelines and requirements are satisfied in the application. 8

9 Permit Guidelines & Procedures For 2016/2017 Capital Improvement Grant Projects Read the following information carefully. This list will provide guidance regarding any special requirements necessary to complete the budget sheet and the project timeline that is included in your grant application. In your quote you are required to include the permit cost associated with your proposed project(s). Therefore, your vendor(s) must include the cost of permit(s) in each of your project quotes. No permits should be pulled until after grant winners have had an orientation meeting with the Neighborhood Preservation and Revitalization Division. NOTE: It is the organization s responsibility to ask vendors/contractors what permits, impact fees, site plans, and recording fees or use agreements are required by law to complete the project. THE NEIGHBORHOOD ORGANIZATION WILL BE RESPONSIBLE FOR ANY UNANTICIPATED PERMITTING FEES! IMPORTANT PERMITTING INFORMATION VERIFY VENDOR LICENSES The following information is excerpted from the publication, Most Frequently Asked Questions published by Orange County Division of Building Safety. To obtain copies of this booklet, contact the Building Safety at (407) What type of construction do I need a permit for? A permit is required to enlarge, alter, repair, move, demolish, or change the occupancy of a building or structure. A permit is also required to augment, convert, or replace electrical, gas lines, mechanical fixtures, or plumbing. In addition, a permit is needed to build a neighborhood entrance sign or for common area improvements such as playgrounds, park gazebos, pavilions, etc. Note: Contractors must be licensed and registered in Orange County. A site plan drawing by an architect or engineer is required when pulling a permit. How much will the permit cost? The Orange County Division of Building Safety publishes a fee schedule annually. Fees are established as either fixed or are based on the estimated total cost of the project, depending on the type of permit. A copy of the fee schedule may be obtained from the Division of Building Safety or from the County s website, 9

10 Do my plans have to be signed and sealed? Most plans must be signed and sealed by a licensed architect or an engineer. Contact Plan Coordination at (407) for information on exceptions. Individual Projects PARK EQUIPMENT UPGRADES & TOT LOTS IN COMMON AREAS & RECREATION AREAS Any improvement or replacement made to a playground area (owned by an association) will require a building permit. A licensed contractor is required to pull the permit. The contractor must also submit signed and sealed drawings from a licensed architect or engineer. Approximate cost of the permit is estimated under $ However, the cost varies depending on the type of project. Contact: Zoning Division, (407) Contact: Building Safety, (407) COMMON AREA IMPROVEMENTS (Example: Park Gazebo, Picnic Pavilion, Park Bench, Basketball Court, Soccer Field, or other). Improvements made to a common area that involves any of the examples listed above will require a building permit. A licensed contractor must to obtain the permit. The contractor must also submit signed and sealed drawings from an architect or engineer. Approximate cost of the permit is estimated at $100.00: however, cost varies depending on the value of the project. Contact: Zoning Division, (407) Contact: Building Safety, (407)

11 INSTALLING GROUND LIGHTING OR PARK LIGHTING A licensed contractor must obtain the permit. The contractor must also submit signed and sealed drawings from an architect or engineer. To obtain a permit, a licensed contractor must first visit the Zoning Division to initiate the permitting process and then obtain the necessary permits from the Building Department. Approximate cost of the permit is estimated at $100.00: However, costs vary depending on the type of project. Zoning Division, (407) Building Safety, (407) IRRIGATION IMPROVEMENTS Irrigation improvements require two permits, one from the Division of Building Safety and one from the Utilities Department. A signed and sealed permit is required if pipes are more than 2 inches in diameter. The cost of the building permit is based on the project s area and the number of sprinkler heads. A sketch is required by Orange County Utilities when applying for this permit. The cost of the utility permit is based on size of requested meter. The meter size and GPM (gallons per minute) request is required to obtain a permit. For information regarding the installation of a water meter contact your local utility company prior to applying for grant funds. Building Safety, (407) Utilities Department, (407)

12 ORANGE COUNTY 2016/2017 Capital Improvement Grant Program Tips and Check List Below are a few helpful questions/suggestions to assist your grant project team in securing quotes from vendors. Questions to ask vendors: Do you take Orange County Government purchase orders? Will permit cost, site design, engineering, surveys and any other fees be included in the quote? Can you subcontract and complete the entire project? Have you previously worked with Orange County Government? Are you a licensed contractor in Orange County? Can you provide all the insurance requirements required by Orange County? How quickly can you begin work once you receive the purchase order? Is there a person we can use as a main contact for the business? Can you prepare a site plan if needed for permits? Do you require down payments? STOP: Orange County will only pay once work is completed. Deposits made by organizations will not be reimbursed. Helpful Tips: Quotes should include all permit costs, materials, such as paint, delivery, shipping, contractor fees and labor. Be as specific as possible. Include three quotes for all project components (See Project Budget Summary sheet). Include the cost of any required permit(s) in your budget. Ensure all vendors have necessary insurance. Quote must be a signed original on company (vendor) letterhead and must include contact name, address, and telephone and fax numbers. Licensed contractors will be required to pull permits. Use approval timeline on pg. 5 to assist you in project planning with vendors. Remember that this grant is competitive; document the need for the project and be persuasive. The entire grant application should include: 501 (c)(3) if applicable Sketch of project location Original before color photos Project list of key steps Neighborhood Pride team roster Notarized minutes Notarized letter from organization s Treasurer 3 vendor quotes for each component of the project Vendors General Liability, Auto and Work Compensation Policies Budget sheet Original Application and all attachments 12

13 2016/2017 CAPITAL IMPROVEMENT GRANT APPLICATION 13

14 Orange County Neighborhood Preservation & Revitalization Division 2016/2017 GRANT APPLICATION Please refer to the accompanying 2016/2017 NEIGHBORHOOD PRIDE CAPITAL IMPROVEMENT GRANT GUIDELINES to complete this application. Submit the original application along with any attachments to The Orange County Neighborhood Preservation & Revitalization Division, 450 E South Street, 3 rd Floor, Orlando, FL Applicant Organization Name: Project Contact Name: PLEASE PRINT OR TYPE Applicant Contact Information Mailing Address: Street City Zip Code Daytime Phone: Evening Phone: Alternate Contact Name: Alternative Contact Information Daytime Phone: Evening Phone: Neighborhood Information 2016/2017 Neighborhood Pride Capital Improvement Grant Application 1

15 Neighborhood Boundaries (Street Names): North: East: South: West: County Commission District: Project Street Address Or Nearest Intersection: Grant Information Type of Project please select all that apply: Common or recreational area improvements (cleaning, repairs or upgrades) Playground, Picnic tables, benches and pavilions/gazebo construction Fence/ wall pressure washing and painting Ground lighting greater than $5000 Entrance wall Signs and Improvements Other (please contact Neighborhood Preservation & Revitalization Division prior to completing an application for projects not listed above): Grant Amount Requested: Neighborhood Contribution Amount: (50% Match. See match requirements in guidelines) Please attach a notarized copy of the organization s minutes approving the expenditure of funds equal to the amount of your required match and participation in the grant program. Also, attach a notarized letter from the organization s financial officer verifying that funds have been set aside to pay any matching funds used for this grant. 2016/2017 Neighborhood Pride Capital Improvement Grant Application 2

16 Supplemental Information Has your community ever been awarded an Orange County grant before? (If you have received grant funding in 2015 and 2016 you will not be eligible for grant funding until 2018.) YES * NO If yes, when year(s)? How much? *Attach a current photograph of the project site as well as a brief explanation of what was improved. *Newsletter awards should include a copy of current issue. Does your community experience criminal activity? If yes, please tell us at what level would you assess the volume of activity: low, medium, or high. Does your community have a Neighborhood Watch? YES NO Do you have a Mandatory Association? YES NO Does your Association collect fees? YES NO Number of houses in your neighborhood? What year was your subdivision built? What is your community type? Single Family Homes Townhomes Condos Did you attend an Orange County Pride Grant workshop? YES NO 2016/2017 Neighborhood Pride Capital Improvement Grant Application 3

17 Vendor Information All applicants must obtain 3 quotes from vendors (businesses). All vendors must be able to provide a Certificate of Insurance that meets the requirements listed below. 1. Workers Compensation. The vendor shall provide coverage for its employees with statutory workers compensation limits, and no less than $100, for Employers Liability. Said coverage shall reference the contract number and include a waiver of subrogation in favor of the County and its agent, employees and official. NOTE: Orange County DOES NOT accept the State Waiver 2. Commercial General Liability The Vendor shall provide coverage for all operations including, but not limited to Contractual, Products and Completed Operations, and Personal Injury. The limits shall be not less than $500,000.00, per occurrence, Combined Single Limits (CSL) or its equivalent. The General Aggregate limit shall either apply separately to this CONTACT or shall be at least twice the required occurrence limit. The County shall be specifically included as an additional insured on the general liability policy. 3. Business Automobile Liability The vendor shall provide coverage for all owned, non-owned and hired vehicles with limits of not less than $500, , per occurrence, Combined Single Limits (CSL) or its equivalent. 4. Project Quotes Please verify that all 3 proposed quotes from each vendor are within the same scope of work. All 3 project measurements by vendors must match (design and style may be different) /2017 Neighborhood Pride Capital Improvement Grant Application 4

18 Project Information Please provide the answers to the following questions. No more than six (6), 8 1/2 x 11 pages will be accepted for answers to questions Requested attachments will not count toward the page limit. We require all submittals to be single space and no less than 10pt font. NOTE: This is a competitive grant program, only a limited number of grants will be awarded per County Commission district each calendar year. Due to budgetary constraints grant applicants are required to demonstrate project need. Greater weight will be given to projects that address a physical deterioration or repair to blighted conditions. All grants are scored and based upon information submitted in the application. 1. Description of the Project. This summary should provide an overview of the entire project; include what improvements will be constructed, installed, or applied. Remember to demonstrate the need for the project. 2. State the location and land ownership of the proposed project. Is the project on public property? (Right-of-way use agreement/permit will be required.) Is the project on property owned by a non-profit or religious organization? (Property owner may need to sign an access agreement for community use). Failure to receive proper approvals for access to private property will result in loss of funding. Please state the exact location of the project, including an address or cross streets. 3. Submit a site plan/sketch drawing that indicates where improvements will be made. Include 2-5 original color photos, and include a brief description of each photo. Please also provide the original color photos. 4. Provide a map showing the street names of where the project will be located. 5. How will property owners directly adjacent to or affected by the project be notified of project implementation and detail? Failure to notify affected property owners may result in loss of funding. I. Planning Process: 6. Provide a detailed list of the key steps necessary to complete the project (page #9 of the application). Provide as many details as possible. Next to each step, indicate how long it will take to complete the task, as well as which member of your Pride Grant Team will be responsible for the task. You will need to discuss this with all businesses that will be providing services or materials. Make sure to include planning, use agreements, permitting, and delivery time for all steps. NOTE: All projects must be completed in 90 days. 7. Indicate the organization s level of experience in undertaking neighborhood projects. Organizations must demonstrate their ability to participate in the implementation of the requested project as well as their capacity to manage the financing of the project and ability to complete the project in a timely manner. 8. Project Maintenance: Describe how the property has been maintained in the past, any failures to maintain property, and how the project will be maintained and by whom after it is completed /2017 Neighborhood Pride Capital Improvement Grant Application 5

19 II. Community Value: 9. Describe why this project is important to the community. Will your project impact or deter crime in your community? Provide a brief summary of how the project will enhance the quality of life in the community. How will this project empower your organization to work together to accomplish common goals and objectives? (i.e., to improve neighborhood communication and participation). Proposed projects are not required to have an impact on crime to be awarded, however projects that demonstrate an impact on deterring crime will receive additional points. 10. Describe the roles of any other organizations and businesses in the project. Describe any partnerships that will be established as a result of the project. Please identify any inkind donations as partnerships and include the monetary value of the service. Are there any special efforts to include seniors, youth, or other members of your community as volunteers? If yes, explain the efforts your grant team has made toward getting people involved in your proposed project. This is where your organization can convince reviewers: Be specific, to the point, and persuasive. *NEIGHBORHOOD VOLUNTEER HOURS WILL NOT BE CONSIDERED IN-KIND DONATIONS. HOWEVER, VOLUNTEER HOURS WILL BE MONITORED THROUGH STATUS REPORTS /2017 Neighborhood Pride Capital Improvement Grant Application 6

20 Neighborhood Pride Grant Team Roster Each organization is required to have at least a five to seven member grant team. The volunteers on the grant team will serve as a committee and meet with Neighborhood Preservation & Revitalization staff to plan and implement your community project. Team members will be required to sign the team member roster as a part of the grant application. Each team member must indicate his or her role/responsibility on the team. Only one team member per household will be allowed. NAME (Print name & provide signature) ADDRESS/PHONE/ ROLE/RESPONSIBILITY Signature Signature Signature Signature Signature Signature Signature SUGGESTED TEAM ROLES PROJECT MANAGER Team Captain. Responsible for leading project, getting a group consensus on what projects the group wants to pursue, and serve as the main contact with County staff. ASST PROJECT MANAGER Co-Captain. Will work in concert with the project manager and assist in obtaining quotes once the project idea has been decided upon. This position can also serve as the Fund Watcher monitoring project expenses. REPORT WRITER Responsible for submitting monthly progress reports to the NPRD. SOCIAL DIRECTOR Responsible for keeping the community/neighborhood informed about the project as well as planning a possible celebration for the team and the neighborhood once the project is completed. This position would also be great for establishing community partnerships. HISTORIAN (the shutter bug) Responsible for taking photos at each stage of the project. GRANT WRITER will work with project manager in organizing and developing grant application. This position should attend Neighborhood Pride Grant Workshop as well as schedule a courtesy review with staff once grant application has been completed /2017 Neighborhood Pride Capital Improvement Grant Application 7

21 Project Budget 1) All project components must include at least three quotes for each project segment. 2) Use the lowest quote when developing your project budget. 3) Please complete the budget sheet on the following page. If your project requires permitting, be sure to verify whether a business is licensed to pull permits in Orange County. Contact Contractor Licensing at: or Make sure that all quotes are comparable each must quote for the same product, activity, or service. Also remember to include all components for instance power and water sources. When possible or appropriate, try to solicit quotes from businesses that can complete the entire project; subcontracting is acceptable. For instance, for an entranceway project, rather than having quotes from three landscaping companies, irrigation companies and sign companies, inquire whether the companies can subcontract and manage the entire project. NOTE: If you need assistance with creating a sample scope of services to assist you in requesting quotes from vendors, please contact Neighborhood Preservation & Revitalization Staff. Include the cost for all permits, impact fees, surveying, design, engineering, and site plans needed for your project. Refer to permit determination sheets of the ReNEW Grant Guidelines booklet. All related project costs must be included in the budget. It is important that your budget figures clearly relate to what is proposed in the project description. Also, please be aware that Orange County will not pay for any unanticipated costs after the grant is awarded. FAILURE TO ANTICIPATE ALL PROJECT COST MAY RESULT IN LOSS OF FUNDING /2017 Neighborhood Pride Capital Improvement Grant Application 8

22 Project Budget Summary This budget summary must include the costs of all materials, labor and permits for your enhancement project. Please note, equipment such as rakes, gloves, lawn mowers, etc. are not allowable purchases. You must use the lowest quote obtained to complete the Budget. However, you must attach all business quotes to the application. Contact the Neighborhood Preservation & Revitalization Division at (407) if you have any questions as to whether a purchase is covered by the grant. All projects must have three quotes for each component. *Organizations may be subject to tax on match amounts. A. PROJECT COST: MATERIALS $ LABOR $ DELIVERY $ EQUIPMENT RENTAL $ PROFESSIONAL SERVICES $ PERMITS/IMPACT FEES $ TOTAL PROJECT COST $ B. PROJECT RESOURCES: COMMUNITY CONTRIBUTION 50% CASH $ IN-KIND SERVICES $ (CAPITAL PROJECT S MAY NOT EXCEED 20% OF TOTAL PROJECT COST) GRANT REQUEST $ TOTAL RESOURCES $ * IN-KIND DONATIONS MAY BE INCLUDED IN YOUR MATCH. * VOLUNTEER HOURS WILL NOT BE AS CONSIDERED IN- KIND DONATIONS. *ORGANIZATIONS MUST NOT INITIATE PROJECTS OR DELIVER DEPOSITS TO VENDORS/CONTRACTORS BEFORE DELIVERY OF AN ORANGE COUNTY PURCHASE ORDER /2017 Neighborhood Pride Capital Improvement Grant Application 9

23 Vendor Acknowledgement Form Your company is bidding to be selected to perform services for a neighborhood organization as part of Orange County Pride Grant Program. Please read this acknowledgement in its entirety before proceeding with any activity. By signing the below form you are accepting the terms set forth: You acknowledge upon submission of your quote, that you will comply with all vendor requirements including requirements for proof of insurance for workman compensation (waiver of subrogation), Commercial General Liability and Business Automobile Liability. You are not to start any work on proposed project until you have been granted permission by Orange County Neighborhood Preservation & Revitalization Division. The quote provided by your organization should include all costs associated with completing this project, i.e. labor, material, permitting, engineering and design. You understand that if you are completing work that requires permitting, you must be an Orange County licensed contractor. You understand that Orange County will not be responsible for costs exceeding the amount on the original quote. You understand you will not receive any kind of payment until the project is complete You understand upon completion Orange County can take up to 60 days to process your invoice (If the project was completed with a Purchase Order) You are aware that the project must be completed within 60 days of approval of the Project. If your services or costs have changed or the project is delayed, Orange County Neighborhood Preservation & Revitalization Division must be contacted immediately. Upon completion of the project, you are to invoice the Neighborhood Preservation & Revitalization Division with the exact products/services identified on the original quote. Any deviation may result in loss of payment. You may not ask for a deposit or installments for project from community or Orange County Neighborhood Preservation and Revitalization Division If your project cost is $1,500 or under, you must accept credit cards Company Name: Print Name: Signature: Date: /2017 Neighborhood Pride Capital Improvement Grant Application 10

24 Project Key Steps List in chronological order a detailed list of all the key steps or activities required to complete your project once grant funds have been awarded. Provide as many details as possible. Next to each step, please indicate how long it will take to complete the task. You will need to discuss this with all businesses that will be providing services or materials. Make sure to include planning, Reporting, permitting, and delivery time for all steps. This is an estimate of the time frame it will take to complete your project. Key Step or Activity Start Date End Date Team Member Responsible /2017 Neighborhood Pride Capital Improvement Grant Application 11

25 Conflict of Interest Statement It is prohibited for any officers or contact persons to receive financial benefit from this grant. These grants are subject to audit by the Orange County Comptroller s office and any evidence of violation, misrepresentation in the terms of this grant, or conflict of interest will result in loss of grant and/or repayment of funds to Orange County. I hereby certify that the information provided in this application is true and accurate. I further certify that I possess the authority to apply for this grant on behalf of the applicant organization. Please have the above statement signed and notarized. Association President Signature Print Name Date Notary Signature Date Seal /2017 Neighborhood Pride Capital Improvement Grant Application 12

26 Definitions of key terms: Application: The county designated forms used by the organization to submit your proposal. You should call or write the Neighborhood Preservation & Revitalization Division before you begin writing the grant. Authorized Signature: The signature of the person who is legally responsible for your organization. Budget: a financial plan which estimates the monetary receipts and expenditures for an operating period. Budgets directed toward project are primarily used as a comparison and control feature against the actual financial results. Community Match: Value of matching resources being provided (if any) by applicant for each business through cash contribution, donated goods and services, in-kind services and professional services. (Quotes must be provided for all donated goods and services, in-kind services, and professional services identifying the monetary value of service.) Effective Date: The date the award is made. Expiration Date: The day on which funding cycle ends. Final Report: A summary of your project's outcomes in terms of the program, evaluation, budget and personnel. Take your time and make the report thorough, as it can affect future funding. Goals: The broad outcomes expected from project. Unlike objectives, it is not directly measurable. Grant: An award of financial assistance, or other forms of assistance that is based on a proposal for change. A grant does not have to be "paid back." Grant Request Amount: Amount of money (if any) requested for each business from Neighborhood Pride Grant funds. In-Kind: A value placed on a donation that may be counted toward match (i.e. donation of landscape material sold at retail for $ would count as a $ match). * In-kind services must not exceed 20% of the total project cost. Initial Funding Date: The date Orange County creates the Purchase Order. Project Component: The materials/services each business will be providing. Matching Funds: This refers to a dollar amount that the grantee or other outside party contributes to the project. Materials: Items needed to complete your project. Objective: Specific, measurable aims for project, with matching outcomes to measure them. Permits and Impact Fees: It is the organization s responsibility to ask vendors what permits or impact fees are required by law to complete the project. Costs over runs related to these items are the applicant s responsibility. Project: The activities that you will carry out as part of the grant. Site Visit: One or more evaluators from the County visit your organization to either review the facilities for the purpose of funding you, or as part of the evaluation after you have been funded. Summary: The portion of the narrative in which you describe who, what, when, where, why and how, but do it briefly. Let the reader know what the proposal is about. 501(c) (3): Section of the Internal Revenue Code that designates an organization as charitable and tax-exempt. Organizations qualifying under this section include religious, educational, charitable, amateur athletic, scientific or literary groups, organizations testing for public safety or organizations involved in prevention of cruelty to children or animals. Most organizations seeking foundation or corporate contributions secure a Section 501(c) (3) classification from the Internal Revenue Service (IRS). Vendor Name: Name of business that provided quotes for materials/services required to complete the project /2017 Neighborhood Pride Capital Improvement Grant Application 13

27 Application Checklist Please complete the following checklist and submit with your application. Place a check in the box of each item you have completed. Applications that are incomplete will lose points in the scoring process. Attached notarized copy of minutes approving expenditure of funds for match. Organization registered with Neighborhood Preservation & Revitalization. Is the proposed project an eligible project? Completely answered all application questions and included all attachments. Included 2-5 original color photos of project site. Application includes a site plan/sketch of project location. Completed a detailed timeline indicating completion of project within 90 days of award. Application includes 3 vendor quotes for each part of project. Application includes completed budget sheet using lowest quotes. Application includes at least 5 to 7 grant team members with original signatures. Project is located within unincorporated Orange County. Application includes any required use/access agreements needed for project. All permit costs, impact fees, and recording fees have been included in total project cost on budget sheet. Right-of-way Projects will require Use Agreements and/or permits. Vendor Acknowledgement Form Copy of the Vendor General Liability, Auto Insurance, and Work Compensation Policies. Signed Conflict of Interest Statement /2017 Neighborhood Pride Capital Improvement Grant Application 14

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