ORANGE COUNTY ANNUAL ACTION PLAN FISCAL YEAR 2014-2015 Request for Applications (RFA) for Community Development Block Grant (CDBG) Community Development (Non-Public Service) Projects INTRODUCTION The purpose of this Notice is to solicit suggestions for community development projects that will accomplish priorities identified in the 2011-2016 Orange County Five Year Consolidated Plan. As part of the Consolidated Plan, an Annual Action Plan is submitted to the U.S. Department of Housing and Urban Development (HUD) every year to implement funding priorities for each of the federal grants identified in the Consolidated Plan. WHAT IS THE CONSOLIDATED PLAN? The Orange County Five Year Consolidated Plan identifies community development needs and the strategies to address those needs. The Plan focuses on the proposed uses of three federal funding sources for the 2011-2016 planning period: Community Development Block Grant (CDBG), Emergency Solutions Grant (ESG) and HOME Investment Partnership Program (HOME). Each year, an Annual Action Plan is prepared to establish priorities and activities that the county will implement during the grant year to accomplish community development goals. COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) The primary objective of the CDBG Program is to create a suitable living environment, provide for decent housing, and expand economic opportunities for low- to moderate-income persons. Orange County intends to use no less than 70 percent of its CDBG allocation for activities that benefit low to moderate income households (up to 80 percent of the area s median income). Community development projects are the core of community revitalization efforts and it facilitates providing services to low income persons and families. This RFA covers an array of community development activities including capital improvements such as street paving and drainage, neighborhood sidewalks, and acquisition, construction or renovation of public facilities, among others. The eligible activity criteria are found in the regulations at 24 CFR 570.201-206. CDBG NATIONAL OBJECTIVES The national objectives of CDBG are found at 24 CFR 570.208. All funded projects and activities must meet one of the following three CDBG national objectives: 1. Benefit low- to moderate-income persons Area benefit activities that benefit all residents in an area that is at least 51 percent low income Limited Clientele Activities that benefit the persons participating in the activity that are presumed to be low to income and the activity has Revised 2/14 2014-2015 Community Development Projects RFA 1
eligibility requirements in which income must be documented Housing activities that are undertaken for the purpose of providing or improving residential structures to be occupied by low income households Job Creation or Retention activities designed to create or retain permanent jobs for low to moderate income persons. 2. Aid in the prevention or elimination of slums or designated blighted areas. 3. Meet an urgent need defined as an existing condition that poses a serious threat to the community. COMMUNITY DEVELOPMENT PRIORITIES AND ACTIVITIES The 2014-2015 Action Plan will identify the following community development priorities and activities: 1. Public Facilities Public facilities serve low-income communities or limited clientele activities that are presumed to be low income. In some cases the public facility activities have eligibility requirement in which income must be documented. Acquisition, construction or renovation to public facilities are eligible activities under the CDBG program. Renovation improvements may include ADA compliance items such as bathrooms, ramps, and entrances. Building repairs may include roofing, plumbing, electrical, energy efficiency repairs to substandard conditions, etc. Types of public facilities may include but not limited to: homeless facilities, health facilities, neighborhood/recreation, park facilities, and handicapped facilities. 2. Infrastructure Needs Neighborhood projects such as water/sewer improvements, sidewalks, solid waste disposal improvements or other similar projects in qualified low income areas Other community development projects (not social services) that foster economic development, job creation and retention in a low income area PROJECT AWARD PROVISIONS Projects awarded funding from the CDBG Program will be subject to all federal laws, regulations and guidelines governing the grant. Orange County reserves the right to manage any project awarded funding from CDBG which could include but not be limited to design, bidding and construction. All CDBG approved projects will be funded through a contractual agreement with Orange County. At the discretion of Orange County, projects may be implemented by eligible organizations on a reimbursement basis. HOW TO APPLY This RFA includes the instructions and application needed to apply for funding. Applications may be submitted by mail or delivered in person. Applications must be received by 5:00 p.m., on Monday, March 31, 2014 at the following location: Revised 2/14 2014-2015 Community Development Projects RFA 2
Orange County Housing and Community Development Division Attn: Community Development RFA 525 East South Street, Orlando, FL 32801 HOW PROJECTS ARE SELECTED FOR FUNDING Staff from the Housing and Community Development Division will review the applications and make recommendations for funding to the members of the Community Development Advisory Board (CDAB). Once a consensus is reached, the recommendations from staff and the CDAB will be submitted to the Board of County Commissioners (BCC) for approval. The CDAB is comprised of Orange County residents appointed by the BCC. Members of the advisory board serve on a volunteer basis. Eligible Applications will be reviewed and rated according to the evaluation criteria listed on page 11 of this RFA. The funding recommendations will be submitted for approval to the BCC in August 2014 and submitted to the Department of Housing and Urban Development (HUD) for approval. All funding recommendations are contingent upon HUD s approval of the Action Plan and the availability of CDBG funds. Orange County reserves the rights to accept or reject any or all applications, with or without cause; to waive technicalities; or to accept applications which, in its sole judgment, best serve the interest of Orange County. APPEALS Limited staff resources and anticipated budget cuts are expected to limit the number of projects that can be selected for funding and implemented during the 2014-2015 fiscal year. An Applicant may submit a request to receive information addressing the reasons why the project proposal was not funded or to request technical assistance for future applications. Recommendations are not a guarantee of funding. Orange County does not assume responsibility for any costs or loses incurred in the preparation of this Application. Applicants may contact the Division regarding an appeal, except for the following reasons: 1. The proposed activity is ineligible under CDBG regulations. 2. The Applicant failed to meet federal and Orange County eligibility requirements for this grant. 3. The Application is incomplete (missing narratives, documentation or an explanation of why the required documentation is not available. Please refer to the Application Content and Required Forms). 4. The Applicant is dissatisfied with the amount of a grant award. An Applicant must appeal the recommendations by providing a written notice to the Manager of the Housing and Community Development Division no later than 5:00 p.m. on the third business day after the agencies have been notified of the funding recommendations. Agencies will be notified on or before May 31, 2014. The written notice should be addressed to: Mr. Mitchell Glasser, Manager Housing and Community Development Div. 525 East South Street Orlando, FL 32801 An appeal committee comprised of the following individuals will review appeals and render a decision: One individual serving on the Community Development Advisory Board, One Staff person from the Housing and Community Development Division, Revised 2/14 2014-2015 Community Development Projects RFA 3
One independent person to be appointed by the Director of the Community, Environmental, and Development Services Department, and The Manager of the Housing and Community Development Division or his designee. 1. APPLICATION PREPARATION Applicants must include the following information, tables and narratives in the order listed below in their application submission: Application Cover Sheet Application Checklist Table of Contents Project Budget Form Project Application Narratives Project Eligibility and Competency Project Feasibility Implementation Plan and Outcomes Budget Justification and Leverage of Funds Attachments, as applicable 2. APPLICATION SUBMISSION The Application must include the following: All pages are to be numbered, including attachments. There is no limit to the number of project requests an organization may submit. However, each application must be submitted and packaged separately with all requested forms and attachments. Applicants are requested to submit two (2) unbound originals with all narratives, forms and attachments, and three (3) unbound copies with all the required narratives and no attachments. Submission by facsimile machine or via E-mail will not be accepted. Applications should be submitted in sealed envelopes or boxes. The Applicant s name and address should be indicated on the outside of each envelope or box. An Application with an unsigned Cover Sheet will not be accepted. Applications must be received at the following location: Orange County Housing and Community Development Div. Attn: Community Development RFA 525 East South Street Orlando, FL 32801 Applications received after 5:00 p.m., on Monday, March 31, 2014 at 5:00 pm will be disqualified. 3. E-FORMS This RFA is available for downloading through the Orange County Internet at: http://www.ocfl.net/neighborshousing/com munitydevelopment.aspx 4. QUESTIONS A Technical Assistance Workshop will be held on Thursday, March 13, 2014 at 9:30 a.m. at the Orange County Administration Building, BCC Chambers, located at 201 South Rosalind Avenue, Orlando, FL 32801. The purpose of the workshop is to give potential applicants an opportunity to ask questions regarding the RFA. Attendance is highly recommended. It will be the only session held on this solicitation. To RSVP for this meeting, please e-mail: Elizabeth.Rico@ocfl.net Questions regarding this RFA should be directed to Nancy Sharifi, Housing and Community Development Division via e- mail at Nancy.Sharifi@ocfl.net Questions related to the RFA will be accepted until Friday, March 21, 2014. Revised 2/14 2014-2015 Community Development Projects RFA 4
APPLICATION CONTENT Applicants are requested to provide the following information: APPLICATION COVER SHEET The application must have a cover with the name of the project and the organization submitting the request. The application (original and copies) must be unbounded. Complete the Application Cover Sheet included in this RFA. The Applicant s Executive Director or designee must sign the Application Cover Sheet. Applications without signed cover sheets will not be considered for funding. APPLICATION CHECK LIST For your convenience, an Application checklist has been provided. Please include as part of your submission package. TABLE OF CONTENTS Each section must be identified by name and page number in the table of contents. PROJECT BUDGET FORM Complete the enclosed project budget form or similar formatted budget. NARRATIVES Each narrative section may not exceed the established maximum pages per section. Additional information may be added as an attachment. A. Project Eligibility and Competency (30 points 4 pages maximum) In this section, the Applicant shall provide a problem statement; describe the need or the severity of a problem and how the problem will be addressed by the project. The narrative must state how the project meets the priorities of the Orange County 2011-2016 Consolidated Plan and CDBG national objectives, and provide supportive documentation that it benefits low income persons (i.e. project location, census tract, low-income eligibility). For limited clientele activities, the narrative must explain how the income eligibility of persons benefitting from this activity will be documented (if applicable). The narrative must include information to justify the agency s track record in the community and organizational capacity covering general management, fiscal staff, programmatic staff, strong board of directors and experience (i.e. appropriate credentials). B. Project Feasibility (20 points 4 pages maximum) The narrative shall include the specific staff positions or contractors that will be needed to administer the project and discuss the necessary capital/income, facilities, equipment, materials, and other physical resources applicable to the project. The Applicant should demonstrate a track record of successful past project performance for similar capital improvement projects and evidence of a strong management capable of complying with federal requirements such as record keeping, Labor Standards, Section 3, etc. for an accountable and responsible federally funded project. The narrative should also address of all applicable questions: Is the project ready to proceed? Have you identified a site? If yes, provide location site map(s). Revised 2/14 2014-2015 Community Development Projects RFA 5
Do you have site control? If answer is yes, attach purchase agreement, title, or other evidence and label as an Attachment. Does the property require rezoning/ or special use permit? Are utilities available at the site? Has an environmental Phase I of the site been undertaken? If so, please submit a copy as an Attachment. Do you have schematics and a preliminary site plan for the project? If so, please submit a copy as an Attachment. Is a license required for the proposed facility? If so, provide evidence that the applicant can meet license requirements prior to the award of funds. Do you have a detailed work description from a licensed general contractor, engineer, architect or renderings of the proposed project; Photographs of the site, facility and/or proposed construction area, rendering or blue prints of proposed improvements including floor plans? If so, please submit as an Attachment. The narrative must also explain the longterm economic or social benefits to the low income community or persons that will be served. C. Implementation Plan and Outcomes (25 points- 3 pages maximum) This narrative section shall describe how the project will be implemented, operated, and administered. The narrative should include an Implementation Plan with an estimated timeline for implementation describing tasks and specific activities to be accomplished during the entire project period. identified need. Indicate the expected outcomes of the project and how the outcome(s) will have a significant impact on the population and/or the community affected by the unmet need. D. Budget Justification and Leverage of Funds (25 points-3 pgs. maximum) In a narrative, explain and justify the budget and why CDBG funds are required. You may provide the following supportive documentation: Cost estimates based on a detailed itemized total construction cost estimate from a licensed general contractor or subcontractor, architect or engineer; and/or Acquisition estimates based on contract to purchase the existing facility, and/or Other costs for improvements, rehabilitation, equipment, inspections, design, conditional permits, etc. Additionally, the narrative and budget should identify how the project will be leveraged with other programs and funds and the amount / percentage of leverage for each funding source. Identify fundraising activities, and/or other sources of funding expected for the project and the status of those funds. Provide the date in which other leverage funding was secured or will be secured. Provide copies of award letters and/or loan commitments, if applicable. The narrative shall clearly identify and describe two or more measurable project outcomes that are consistent with the Revised 2/14 2014-2015 Community Development Projects RFA 6
APPLICATION CHECKLIST Table of Contents Application Cover Sheet (signed) Project Budget Narratives (Project Eligibility and Competency, Feasibility, Implementation Plan and Outcomes, Budget and Leverage of Funds) PROJECT ATTACHMENTS Location Map Sales Contract (if applicable) Evidence of Site Control (if applicable) Cost Estimates for Work Construction (if applicable) Photographs of Site (if applicable) ORGANIZATION S ATTACHMENTS Documents describing the Organization- Include the Mission of the Organization and dated Organizational Chart Board Resolution (copy of minutes) or Letter Authorizing the submission of the Application 501(c) (3) certification confirming agency has been certified for two or more years (nonprofit entities) Federal Tax Form 990 (most recent, as applicable) (nonprofit entities) Articles of Incorporation / Bylaws (nonprofit entities) Organizational Capacity- Track record implementing similar projects, staff position descriptions (including Development Team) Evidence/documentation of an acceptable and accountable financial management system in accordance to OMB Circulars and Parts 84 and 85 that minimizes any opportunity for fraud, waste, or mismanagement. Provide a description of the project s fiscal management system, which should include, (but not be limited to) established (written) fiscal procedures. These should explain agency s cash handling procedures, accounts payable, bank reconciliations, purchase orders, designated payment approval and check signing authority; type of accounting records (manual or automated), description of accounting and payroll services (internal and/or external); ability to identify/track CDBG and other Federal funds; recording of program income, if any; recording of clients assisted; separation of fiscal responsibilities; and adequacy of staff positions involved in fiscal and programmatic reporting. Most Recent Financial Statements (with Management Letter, as applicable). Audited Financial Statements for the previous two years (with Management Letters) OTHER ATTACHMENTS (please specify) Revised 2/14 2014-2015 Community Development Projects RFA 7
CDBG PROJECT (Non-Public Services) APPLICATION COVER SHEET Organization Name: Address: Contact Person: E-mail : Date Designated as 501(c)(3): Telephone ( ) Fax: ( ) Federal Identification Number: Please provide proof that the 501(c)(3) is active: Agency DUNS #: Name of Project: Location of Project: Brief Description of Project Activities (Include need to be addressed, population to be served, how CDBG funds will be used.): Check One: New Project Currently funded through CDBG or ESG Consolidated Plan Priority: Project Type Public Facilities Infrastructure Improvements Other Project: Specify Requested Funding: $ Other Contributions: $ Total Project Costs: $ Identify if Application(s) is being submitted in collaboration with other nonprofit organization(s): Yes No List other organization(s) by name: Revised 2/14 2014-2015 Community Development Projects RFA 8
Continuation Application Cover Sheet Please check all that apply: I acknowledge that CDBG funds must be used for households at less than 80 percent of median income. I acknowledge that if funded, the agency is required to document eligibility status for individuals served with CDBG funds. I acknowledge that if funded, the agency is required to submit programmatic reports. I acknowledge that if funded, the agency must comply with applicable federal requirements including the Federal Fair Housing Act of 1968. I acknowledge that if recommended, an Environmental Review must be completed before funding the project. I acknowledge that if the project involves acquisition of real property, the project may be subject to the Uniform Assistance and Real Property Acquisition Policies Act of 1970 (URA). PLEASE SIGN BELOW. APPLICATIONS WITH AN UNSIGNED COVERSHEET WILL BE DISQUALIFIED I certify to the best of my knowledge, that the information provided in this application reflects accurate information and data regarding need, and appropriate estimates of planned services. This application was considered and approved for submission by the following: Board of Directors on (date). Meeting minutes (date). Letter, dated certifying authority of agency Director to submit application. By signing this application, the undersigned agrees that if the application is accepted, items or services for which prices are quoted will be provided, subject to final negotiation and acceptance by Orange County, and subsequent contract award. Signature of Executive Director (or designated representative) Date Print Name Title Revised 2/14 2014-2015 Community Development Projects RFA 9
Source: Source : Source : Sources of Funds PROJECT BUDGET TOTAL PROJECT BUDGET PROPOSED FISCAL YEAR 2014-2015 CDBG BUDGET REQUEST GRANTS Federal State OTHER (SPECIFY) TOTAL SOURCES: Uses of Funds ACQUISITION ARCHITECTURE CONSTRUCTION SITE WORK APPRAISAL ENGINEERING SURVEY ENVIRONMENTL IMPACT FEES LEGAL FEES TITLE FEES OTHER (SPECIFY) TOTAL USES/ COSTS TOTAL BUDGET NOTE: Total Project Budget means the total cost of conducting the project in Orange County (CDBG funds requested included). Funds requested in this application should reflect the portion of the total budget to be funded by Orange County. Applicant must identify other funding sources from Orange County in the narrative section. Revised 2/14 2014-2015 Community Development Projects RFA 10
EVALUATION CRITERIA The evaluation criteria identified in the Application will be used to rank each Application submitted. Each criterion element will be rated separately. ALL APPLICATIONS WILL BE EVALUATED IN ACCORDANCE WITH THE FOLLOWING CRITERIA: Maximum Points Criteria I Project Eligibility and Competency 30 Criteria II Project Feasibility 20 Criteria III Implementation Plan and Outcomes 25 Criteria IV Project Budget and Leverage of Funds 25 TOTAL POINTS 100 The Application must include the required organizational documents (if applicable), and evidence that a Board or authorized representative(s) has approved the grant request. Points will be deducted for missing documents. Revised 2/14 2014-2015 Community Development Projects RFA 11