Economic Development Department FY 2019 CDBG Request for Proposals (RFP) Mandatory Workshop Valencia Park/Malcolm X Branch Library November 2017 Welcome!! Introductions Questions Topics to Be Covered: o City of San Diego s CDBG Program o FY 2019 Scoring Criteria and RFP Questions o ED Grants o Submittal Requirements o Additional Information for Construction Projects Economic Development Department 1
City of San Diego s CDBG Program Community Development Block Grants (CDBG) Primary Objective: Improve living environment, expand economic opportunities, and provide decent housing for low- and moderateincome residents and areas Federal entitlement program established by Housing & Community Development Act of 1974 Administered by U.S. Department of Housing and Urban Development (HUD) Regulations found in 24 CFR Part 570 Economic Development Department 2
CDBG Eligibility: National Objectives City of San Diego Organization Economic Development Department 3
City of San Diego Strategic Plan City of San Diego Strategic Plan Economic Development Department 4
Economic Development Department Mission To cultivate economic and community development opportunities that serve businesses, neighborhoods, and residents Consolidated Plan Goals 1 Enhance the City s economic stability and prosperity by increasing opportunities for job readiness and investing in economic development programs. 2 3 Strengthen neighborhoods by investing in the City s critical infrastructure needs. Improve housing opportunities by creating and preserving affordable rental and homeowner housing in close proximity to transit, employment, and community services. Economic Development Department 5
Consolidated Plan Goals 4 5 6 Assist individuals and families to stabilize in permanent housing after experiencing a housing crisis or homelessness by providing client-appropriate housing and supportive service solutions. Invest in community services and nonprofit facilities that maximize impact by providing new or increased access to programs that serve highly vulnerable populations such as youth, seniors, and food-insecure households. Meet the needs of persons with HIV/AIDS and their families through the provision of housing, health, and support services. Sequence RFQ RFP CPAB Council NOFA Economic Development Department 6
A Word on Timeliness Entitlement jurisdictions are required to use their CDBG funds in a timely manner HUD timeliness standard = no more than 1.5 times the entitlement amount Unspent subrecipient funds can place the entire CDBG program into noncompliance A Word on Timeliness Date of Test Grant Amount Ratio < 1.5 Economic Development Department 7
City Strategy Select organizations with capacity Contractual timeliness requirements Sanctioning untimely subrecipients What Can You Do (If Awarded)? Identify cause of any backlog Identify actions to take and expected results Develop a milestone schedule and expenditure projection Overview of the FY 2019 Scoring Criteria and Related RFP Questions Economic Development Department 8
FY 2019 Scoring Criteria Updates Rearranged criteria into more logical groupings and order Added points for projects addressing homelessness Clarified language Revised point allocations regarding: Method of delivery Project schedule Benefits to high-need populations Geographic targeting FY 2019 Scoring Criteria Categories Category Category Name Max Points Possible PS/CED NCIP/HR/SUS 1 Project Characteristics 30 30 2 Project Specifics 18 23 3 Project Benefits 20 13 4 Organizational Capacity 12 12 5 Project Budget 18 18 6 Project Eligibility & Performance Indicators 2 4 Economic Development Department 9
1. Project Characteristics (30 points) a. Project Summary (15 points) b. Project Numbers (5 points) PS/CED: New Service or Expansion of Service NCIP/HR: New/Expanded/Improved Facility or Housing Units SUS: Description/Quantification of Sustainability Features c. Project Goals (5 points) d. Project Results (5 points) 2. Project Specifics (18 or 23 points) PS/CED (18 points) a. Services to Be Provided (13 points) b. Project Schedule (5 points) NCIP/HR/SUS (23 points) a. Contract Execution Readiness (11 points) b. Project Schedule (12 points) Economic Development Department 10
3. Project Benefits (20 or 13 points) PS/CED (20 points) a. Services to High-Need Populations (12 points) b. Services to Homeless Population (2 points) c. Geographic Targeting Main Office Location (1 point) d. Geographic Targeting Client Location (5 points) NCIP/HR/SUS (23 points) a. Services to High-Need Populations (7 points) OR b. Low- and Moderate-Income Housing (7 points) OR c. Low- and Moderate-Income Area Benefit (7 points) AND all the following: d. Services to Homeless Population (2 points) e. Geographic Targeting Facility/Housing Units Location (1 point) f. Geographic Targeting Client Location (3 points) 3. Project Benefits (20 or 13 points) Community Planning Areas identified by Geographic Targeting Initiative: Barrio Logan City Heights Encanto Linda Vista San Ysidro Southeastern San Diego Federally designated San Diego Promise Zone: Covers targeted area of 6.4 square miles spanning from East Village and Barrio Logan to Encanto and Emerald Hills; home to City s most disadvantaged and underserved communities Economic Development Department 11
3. Project Benefits (20 or 13 points) 4. Organizational Capacity (12 points) a. Experience in Implementation of Similar Projects (5 points) b. Experience Providing Services to LMI Populations (3 points) c. Collaboration with Other Agencies (4 points) Economic Development Department 12
5. Project Budget (18 points) a. Future Sources of Funding to Sustain Program or Maintain Improvements Maximum Funding Request Threshold (see Qualified RFQ e-mail) b. All Sources of Funding Identified c. Uses of Funding d. Secured Funding (confirmed and scored by CDD staff): 5. Project Budget (18 points) b. Sources of Funding Identified No advances will be provided Must be capable of performing services on a reimbursement basis (3-month cash recommendation) Total Project Budget includes secured and unsecured funding sources NOTE: CDBG funding amount is not secured Ineligible secured funding sources: Lines of credit Funds expended prior to July 1 st In-kind support/match or future pledges Economic Development Department 13
5. Project Budget (18 points) c. Uses of Funding Provide detailed breakdown of costs necessary to complete project Personnel costs (PE) Position title & salary description Specific list of fringe benefits to be covered, if applicable Annual budget for salaries/wages & fringe benefits NOTE: Personnel costs not eligible for CIP public facilities/construction Non-personnel (NPE) costs by line item Copy of FAIC applicable in FY 2019 to be submitted with RFP Ensure that all budget calculations are correct 5. Project Budget (18 points) d. Leverage of Secured Funding a. The formula for the leverage percentage is the total amount of secured funding divided by the total project budget. b. Amount of points awarded varies by percentage calculated c. CDD staff will confirm and score leverage funding d. Organization required to certify funding sources and secured fund amounts Erroneous/falsified claims may be cause for forfeiture of award funds Economic Development Department 14
6. Project Eligibility & Performance Indicators (2 or 4 points) a. Project Eligibility Scope and budget demonstrate compliance with CDBG eligibility, CDBG National Objectives, and other HUD requirements Environmental review (City, state, federal) needed has been identified and planned for b. Track Record with City of San Diego CDBG Program Fiscal, administrative, and programmatic performance of organizations previously awarded CDBG funding through City of San Diego 6. Project Eligibility & Performance Indicators (-3 points) Assessment Area Indicators Standards Fiscal Performance Administrative Performance** Balance of Award $ at Closeout Total of Disallowance $ at Closeout Number of Disallowances Processed Number of Late MPRs Submitted Number of Late RFRs Submitted Award Balance: 10% (-0.50 point) Total Disallowances $: 10% (-0.25 point) Disallowance Frequency: 50% (-0.25 point) Number Late: > 25% (-0.50 point) Number Late: > 25% (-0.50 point) Programmatic Performance Number of Clients Served OR Number of Projects Completed Clients Served OR Projects Completed 80% of target met (-0.00 point) 51 79% of target met (-0.50 point) 50% of target met (-1.0 point) **For NCIP/HR projects, the Administrative Standard is as follows: Monthly Programmatic Reports (MPRs) Submitted Late: > 25% ( 1.00 point). Economic Development Department 15
Economic Development Grants Management System (ED Grants) ED Grants https://edgrants.force.com Economic Development Department 16
ED Grants: Submission Deadline PROPOSALS MUST BE SUBMITTED ON OR BEFORE JANUARY 16, 2018, AT 11:59 P.M. (PST) ED Grants: Open Lab Hours Location: Civic Center Plaza 8 th Floor Training Room 1200 Third Avenue San Diego, CA 92101 Time: December 7, 2017 OR January 11, 2018 9:00 12:00 a.m. OR 1:30 4:00 p.m. (choose one) Format: Open Lab with Internet connection No formal presentations by staff No RFP-related questions will be answered onsite First come, first served Help on basic navigation Economic Development Department 17
ED Grants: User Updates/Password Resets Deadline to request updates to ED Grants users (Primary and Secondary Representatives) is Friday, January 12, 2018, at 5:00 p.m. (PST) Email CDBG@sandiego.gov with your request At least three (3) days prior to submission deadline, ensure your Primary Representative can access ED Grants and is available to click on Submit button All other technical assistance related to ED Grants navigation, including password resets, ends at 12:00 p.m. (PST) on Tuesday, January 16, 2018 Submittal Requirements Economic Development Department 18
RFP Applications Applications and questions therein vary by RFP type Follow instructions and answer all questions beware of OR & AND Refer to RFP Manual for instructions and information on questions Refer to RFP Submission Guide for instructions on how to navigate ED Grants to submit proposals Attach all Required documents NOTE: Optional means if applicable, then attach (not applicant decides if to submit or not ) Beware of character count limits When entering budget information, provide detailed and specific descriptions of planned expenditures Supporting Documents Updated Org Chart Entire Agency: Optional, if no revision since RFQ submittal Updated Org Chart Division/Section: Optional, if no revision since RFQ submittal Updated www.sam.gov Registration: Required, if expiring prior to 01/16/2018 Documentation of Approved FAIC (PS): Required, only if budgeted Deed of Trust/Lease Agreement Copy (PS/CED): Required, only if budgeted Deed of Trust/Lease Agreement Copy (NCIP/HR/SUS): Required, unless single-family HR program Economic Development Department 19
Supporting Documents Certification Regarding Use of Applicant-Owned Real Property (NCIP/HR/SUS): Required Certification Regarding Use of City-Owned Real Property (NCIP/HR/SUS): Required Certification Regarding Property Owner Authorization to Complete CDBG Activities on Property (NCIP/HR/SUS): Required Copy of GIN Issued to Tenants (HR/SUS): Required for HR Projects Colored Photos (NCIP/HR/SUS): Required; maximum two pages CDBG RFP Categories FY 2019 Public Services Direct Services Small/Emerging Organization Capacity Building Community and Economic Development Microenterprise Assistance Grant Capital to Microenterprises Nonprofit Capital Improvement Projects & Housing Rehabilitation Nonprofit Facility Improvements Multifamily Housing Rehabilitation Single-Family Housing Rehabilitation Sustainability Rehabilitation Nonprofit Facility Improvements Housing Rehabilitation (Single-Family or Multifamily) Economic Development Department 20
Consolidated Plan Budget Priorities (Entitlement) Public Services FY 2019 Budget $742,480 Eligible Activities Minimum Allocation Employment training Senior services* Health Services Homeless services Disability services* Domestic violence services $50,000 Tenant/landlord counseling Substance abuse services Mental health services Housing counseling Food banks/meal distribution Outcome Measure Low/moderate-income clientele *Presumed LMI possible Economic Development Department 21
Public Services: Small/Emerging Organizations FY 2019 Budget $300,000 Eligible Activities Preset Allocation Outcome Measure Employment training Senior services* Health Services Homeless services Disability services* Domestic violence services Tenant/landlord counseling Substance abuse services Mental health services Housing counseling Food banks/meal distribution $50,000 for each organization awarded to cover audited financial statements and public services project implementation; mandatory attendance at nonprofit boot camp Low/moderate-income clientele *Presumed LMI possible Community/Economic Development FY 2019 Budget $3,000,000 Eligible Activities Minimum Allocation Outcome Measures Microenterprise assistance Technical assistance on establishing a microenterprise, including accessing capital, filing legal documents, creating business plan, etc. Provision of grant capital to microenterprises Microenterprise defined as a for-profit business with five or fewer employees, one or more of whom owns the business $50,000 Low/moderate-income clientele Businesses established or expanded Economic Development Department 22
Nonprofit CIP and Multifamily Housing Rehabilitation FY 2019 Budget $2,000,000 Eligible Activities New construction or rehabilitation of public facilities ADA improvements Health/safety hazards Multi-unit residential rehab Rental housing Non-sustainability scope Minimum Allocation Examples: Senior and youth centers; homeless facilities; neighborhood facilities; health facilities; child care centers; handicapped centers $100,000 Outcome Measures Low/moderate-income clientele Low/moderate-income households Low/moderate-income area (if primarily residential and benefitting all residents) Single-Family Housing Rehabilitation FY 2019 Budget $2,000,000 Eligible Activity Single-unit residential rehab Owner-occupied Non-sustainability scope Minimum Allocation Outcome Measure $100,000 Low/moderate-income households Economic Development Department 23
Sustainability Rehabilitation FY 2019 Budget $2,000,000 Eligible Activities Minimum Allocation Residential rehab Owner-occupied/rental Examples: Solar installation Effective insulation systems High-performance windows and doors Water leak repairs $100,000 New construction or rehabilitation of public facilities Tight construction and ducts Efficient heating and cooling Energy Star certified lighting Water-wise faucets, shower heads, toilets Outcome Measures Low/moderate-income clientele Low/moderate-income households Low/moderate-income area (if primarily residential and benefitting all residents) Common Disqualifiers Organization did not attend a mandatory workshop Conflict of interest identified Incorrect or incomplete attachments submitted Incorrect RFP category Not providing services to City of San Diego residents Currently open NCIP project at the same facility No documentation of site control for NCIP/HR/SUS projects Inconsistent with HUD regulations Economic Development Department 24
What comes next? Next Steps Date Step 11/27/2017 RFP released via ED Grants 01/16/2018 RFP submittals due in ED Grants 01/17 26/2018 Community Development Division (CDD) reviews RFP responses 01/29/2018 Consolidated Plan Advisory Board (CPAB) evaluation/scoring of proposals starts 03/08/2018 CPAB scores of proposals due in ED Grants 03/14/2018 CPAB meets to ratify scores of proposals for forwarding to City Council 04/2018 Council approval of FY 2019 allocations Economic Development Department 25
Technical Assistance (TA) 30-minute one-on-one Technical Assistance meetings with City staff Available November 30 to December 19 One session per organization Call (619) 236-6700 to schedule appointment Information on available appointment slots may be accessed at http://www.sandiego.gov/cdbg To expedite your request, please provide the following during your phone call: o Organization name o Attendee name(s) and title(s) o RFP category (PS; CED; NCIP/HR; SUS) o Category of assistance needed: ED Grants General Administration Other (Specify) Project Specifics & Eligibility Budget Computer and/or Internet Access Applicants needing access to a computer or Internet may utilize resources in our office until 5:00 p.m. on January 11 only. To request an appointment: Email CDBG@sandiego.gov Subject Line: Computer/Internet Access Request [Insert Organization Name] To expedite your request, please provide the following in your email: Organization name Two or three preferred dates/time for an appointment Email/telephone number for questions Confirmation will be emailed to you. Economic Development Department 26
Submitting Questions All questions related to the RFP (not related to ED Grants navigation) must be submitted on or before 12:00 p.m. on January 8, 2018. Email CDBG@sandiego.gov Subject Line: RFP Question [Subject matter of the question see below] ED Grants General Administration Project Specifics and Eligibility Other (Specify) Budget To expedite the response to your question, please provide the following in your e-mail: o Applicant organization name o RFP category (PS; CED; NCIP/HR; SUS) o Clearly written question; break complicated questions into simpler ones Submitting Questions Staff will assist applicants with ED Grants navigation (except updates to Primary and Secondary Representatives) until 12:00 p.m. (PST) on January 16, 2018 only. Staff will not entertain questions received after the deadline Email CDBG@sandiego.gov Subject Line: CDBG RFP ED Grants Navigation Make sure to include a call back number Economic Development Department 27
Responding to the RFP: Tips and Tricks Choose one person to be the lead contact for your organization Read the Handbook, FAQs, and Resources before contacting City staff with questions But if you do have questions, don t hesitate to email us at CDBG@sandiego.gov; we are here to help! Take advantage of opportunities for help, such as TA sessions, office hours, etc. Responding to the RFP: Tips and Tricks Start the process early and allow enough time to review the quality and accuracy of your responses and the required documents before submission Have someone proofread and review your application before submission By 5:00 p.m. (PST) on Friday, January 12, confirm your organization s Primary Representative has a valid username and password and would be available to click on the Submit button by the deadline Economic Development Department 28
Summary of Deadlines Date Deadline (all Pacific Standard Time) 12/07/2017 ED Grants Open Lab (Civic Center Plaza 8 th floor) 12/19/2017 12:00 p.m. deadline to meet with City staff for 1:1 technical assistance 01/08/2018 12:00 p.m. deadline to email RFP questions (not related to ED Grants navigation) 01/11/2018 ED Grants Open Lab (Civic Center Plaza 8 th floor) 01/11/2018 5:00 p.m. deadline to use City computer/internet to submit RFP responses 01/12/2018 5:00 p.m. deadline to request updates to Primary/Secondary Representatives 01/16/2018 12:00 p.m. deadline to request ED Grants navigation assistance/staff support 01/16/2017 11:59 p.m. deadline to submit RFP responses in ED Grants Construction Projects Economic Development Department 29
NCIP/HR/SUS: Additional Requirements/Considerations Construction projects are complex, and there are many special/eligibility requirements and scheduling considerations. PRO TIP: Schedule a technical assistance appointment with City staff prior to submitting your NCIP/HR/SUS RFP response. Prevailing wage Permitting & approvals Form DS-3032 (General Application) from Development Services Dept. Environmental review (NEPA/CEQA) Accessibility compliance (ADA and Section 504) Procurement requirements Invitation for Bids (IFB) process Relocation/displacement requirements & notices (housing rehab) Construction management (6% cap) The City is dedicated to: People Integrity Excellence Service We are here to serve and assist you. Economic Development Department 30
Thank You!! Michele Marano, Community Development Coordinator Leonardo Alarcon, Community Development Specialist Ulysses Panganiban, Community Development Specialist Michele Kelley, Senior Management Analyst Michelle Harati, Community Development Project Manager Rosalia Hernandez, CDD Fiscal Analyst 1200 Third Avenue, Floor 8, San Diego, CA 92101 CDBG@sandiego.gov Q&A Economic Development Department 31