Hillsborough County Affordable Housing Services Department PY 2016 CDBG Application Instructions U.S. Department of Housing and Urban Development (HUD) Community Development Block Grant (CDBG) Program Application Process Hillsborough County Affordable Housing Services (AHS) is seeking applications for CDBG projects and programs for the 2016 Program Year that will begin October 1, 2016 and end September 30, 2017. Successful applications must address: (1) the Vision and Mission of the Hillsborough County Board of County Commissioners, (2) meet the guidelines provided in this Request for Applications (RFA) and (3) be eligible activities that meet a National Objective under the CDBG regulations. Interested agencies must submit one (1) original, five (5) printed copies and one (1) digital copy on a Flash Drive (as a single PDF file) of the Application by 3:00 p.m., on Monday, April 25, 2016 as follows: Affordable Housing Services Department Attention: Planning & Reporting Section 601 E Kennedy Blvd, 24 th floor Tampa, FL 33602 Technical Assistance Workshop Tuesday April 12, 2016 10:00 a.m. Workshop Location Affordable Housing Services 601 E Kennedy Blvd, 24 th floor Tampa, FL 33602 Conference Room 2416 W-A Application Deadline by 3:00 p.m. Monday April 25, 2016 AHS is issuing 2 RFAs in this funding cycle: 1. AHS CDBG Application for Assistance for Public Facility Projects. 2. AHS CDBG Application for Assistance for Public Services, Economic Development and Housing Activities. Please select the appropriate application for your organization s project/program. It is the responsibility of the submitting agency to provide the correct application and adhere to the CDBG Applications Instructions as indicated. Questions regarding the Application must be submitted in writing (via email) to Maureen Calderaro at calderarom@hillsboroughcounty.org or Mike Marshall at marshallmw@hillsboroughcounty.org. NO PHONE CALLS PLEASE all questions must be documented via email. The CDBG funds will be allocated to agencies for activities that benefit low and moderate income areas or low and moderate income households/persons. 1
Application Format: Each Application and related attachments should be typed and submitted as provided in the RFP (8.5 x 11 ). For any pages in landscape format, the orientation should be the top of the page on the bound side of the package. The original should be bound in a plastic spiral binder, labeled on the front sheet as the original and signed by the agency official in blue ink. The five copies must also be spiral bound and copied on both sides of the page (duplexed). If the Application is hand written it will be rejected. A cover letter is not required. Do not include these instructions with your submission. Include a flash drive of the Final signed Application and related attachments combined into one file with the submission package. Letters from collaborating agencies or letters from other funding sources should clearly specify their role in the Application s project or contribution (financial or in-kind) that they will make. To be clear, these letters should apply directly to the project being submitted in this RFA or directly relate to the project. If your organization is submitting more than one Application, you must prioritize each project/program by attaching a list of all projects/programs submitted in a prioritized order. Please keep responses to questions as BRIEF as possible. Don t include information or attachments not related to the Application or that are not specifically requested. Pease keep application pages in numerical order, do not insert any other information between these numbered pages. Please keep the Project title of your application to no more than 40 characters. We request that you put your agency s history, photos of past projects, awards, and any other items you want to emphasize about your agency ON your website for the Review Committee to examine while they review your application. 1. Eligible Applicants Eligible Applicants are non-profit agencies that have been operating in good standing with the State of Florida for a minimum of two years. Any party on the Excluded Parties List System will be considered ineligible for funding. 2. Income Guidelines Every Application must benefit low and moderate income persons and if awarded, will be required to provide evidence that the beneficiaries of the agency s project or program meet income guidelines. The majority (51%) of the project s or program s beneficiaries must meet HUD income guidelines. The current income limit guidelines (published 3/30/16) are below: 2
3. Eligibility and Meeting a National Objective All projects/programs must prove that they are: 1) eligible and 2) meet a National Objective. The Guide to National Objectives and Eligible Activities for Entitlement Communities and other tools to review are available on the website noted below. https://www.hudexchange.info/resource/89/community-development-block-grant-program-cdbgguide-to-national-objectives-and-eligible-activities-for-entitlement-communities/ Eligible activities include but are not limited to acquisition of property, public facility construction/rehabilitation, installation of infrastructure, economic development, public services (only for a new or expanded service), and clearance/demolition. More descriptive activities are listed in the Guide noted above. National Objectives applicable to these RFAs include: 1) principally benefitting low and moderate income persons whose household income is below 80% of area median income (AMI) and 2) aid in the prevention or elimination of slum or blight. Benefiting low/moderate income (LMI) persons can meet the test in the following ways: Housing Benefit - if the activity benefits a household whose income is below 80% of AMI; Job Creation/Retention Benefit - if the activity creates or retains at least 51% of full-time jobs for households whose income is below 80% of AMI; Limited Clientele Benefit - if the activity only serves clientele such as elderly, homeless, migrant farm workers, abused spouses, etc. where at least 51% of the households being served will be below 80% of AMI. Or it can be presumed that the users are low income such as homeless, severely disabled, or illiterate adults; Area Benefit - if the activity can benefit all households in a census tract/block group that is defined as low income by census data. 3
All applications should ensure that the following is clearly explained in the application. LMI benefit activity selected; Number of LMI persons to be served; How the LMI person will benefit; How LMI persons will be determined; Percent of qualifying LMI persons to be served. 4. Performance Measures All Applications will be reviewed by AHS Staff for objectives and outcomes related to the performance of the actions funded by the CDBG Program. The Objectives are as follows: 1. Suitable Living Environment: Relates to activities that are designed to benefit communities, families, or individuals by addressing issues in their living environment. 2. Decent Housing: Designed to cover the wide range of housing possible under CDBG. This objective focuses on housing programs where the purpose of the program is to meet individual family or community needs and not programs where housing is an element of a larger effort. 3. Creating Economic Opportunities: Applies to the types of activities related to economic development, commercial revitalization, or job creation. The Outcome Categories are: 1. Availability/Accessibility: This outcome category applies to activities that make services, infrastructure, public services, public facilities, housing, or shelter available or accessible to low and moderate income persons, including persons with disabilities. In this category, accessibility does not refer only to physical barriers, but also to making the affordable basics of daily living available and accessible to low and moderate income persons where they live. 2. Affordability: This outcome category applies to activities that provide affordability in a variety of ways in the lives of low and moderate income persons. It can include the creation or maintenance of affordable housing, basic infrastructure hook-ups, or services such as transportation or daycare. 3. Sustainability: Promoting Livable or Viable Communities: This outcome applies to projects where the activity or activities are aimed at improving communities or neighborhoods, helping to make them livable or viable by providing benefit to persons of low and moderate income or by removing or eliminating slums or blighted areas, through multiple activities or services that sustain communities or neighborhoods. 5. Consolidated Plan priorities The County is currently developing a new Five Year Consolidated Plan for 2016 2020. During this transitional period priority will be given to projects that promote Improved Quality of Life and Self Sufficiency. 4
The definition for Self-Sufficiency and Quality of life has been determined to mean A way of life where you endeavor to produce all you need from resources that are available to you and will result in one, or more of the following outcomes : 1. Economic/Financial Stability 2. Health Care Access 3. Educational Achievement 4. Energy and Waste Efficiencies 5. Inter-Generational and Family connectedness 6. Service to others 7. Productive Citizenship 6. Welfare Transition Program (WTP) Applicants that can document that they have hired employees that were participants in the WTP will be awarded bonus points. If you have at least one employee hired in 2015-16, then 5 points will be added. Proof of employee participation must be documented. More information about this program can be found at the State of Florida Department of Economic Opportunity. The web site link is below: https://www.employflorida.com/admin/gsipub/htmlarea/uploads/staff_guide_v12_0_r2_(08)_ WTP.pdf 7. D-U-N-S Number Requirement Every Application must contain a D-U-N-S Number. Agencies can register with Dun and Bradstreet at the web address below to receive a DUNS number if needed. http://www.dnb.com/get-a-duns-number.html 8. Application Review All submitted applications are final and may not be amended or substituted, unless the amendment has been requested or allowed by the County. The County, at its sole discretion, reserves the right to contact an applicant for additional information which may be necessary for the review process. AHS staff will review the applications to determine if it meets the eligibility and National Objective criteria. Applications will be rejected if they are incomplete or submitted after the deadline. Applicants will be notified if the Application is rejected by US Postal Service delivery. All applications are evaluated by a Review Committee. The Committee will evaluate applications based on information provided in the submission, but may request additional information for clarification purposes and may visit the Application site(s). AHS Staff will conduct a site visit for each application. 9. Evaluation Criteria Applications will be reviewed on the categories listed below for each type of application. It is the responsibility of the Applicant to select the appropriate scoring sheet based upon the type of activity submitted. Scoring. Applications will be evaluated and ranked using an objective point system with 55 being the highest number of points possible and 0 being the lowest number of points possible. 5
CDBG Public Facility Application Scoring Sheet Program Year 2016 Category Description 0 points 2 points 4 points 5 points Points A way of Life where you Self Sufficiency Does Not Meet One of the Meets at Least 2 of Meets more than 2 of the Endeavor to Produce all Needs Meetes One Criteria & Quality of Life Criteria the Criteria Criteria from Resources Available Minor Systems Major System Major Systems/Green Bldg. Improvement Impact Cosmetic Goal & Upgrade Upgrade Measures Outcomes Target Population > 80% AMI 51-80% AMI 31-50% AMI 0-30% AMI Coordination of Efforts Program that does not Duplicate Services Duplicates Existing Service Other Programs Offer Service but Leaves a large Gap Other Programs Offer Service but Leaves No Duplication of Services Some Gaps Funding Justification Leveraging of Program/Activity Funding 0% of Budget from Other Sources 25% 50% >50% of Budget From Private Sources Performance Capacity Project Team Timetable for Implementation No Applicable No Timetable Some No Team Members Identified Limited Timetable Some Team Members Identified Timetable has Milestones Significant (2+ years) Detailed Timetable * Score Prior Performance of Past Subrecipents Only * Score New Applicants Only Please Award Points to Past CDBG Subrecipents Only Please Award Points to New CDBG Applicants Only Project Accomplishments Not Met No Reporting No Program/Project No Federal Grant Project Accomplishments Met Reporting 30+ days late Less than One Year's Less than One Year's Project Accomplishments Met + 5% Reporting 15+ days late One Year's One Year's Project Accomplishment Met + 10% Reporting on Time Extensiv e (2+yrs) Program/Project Extensive (2+yrs) Federal Grant Welfare to Work Assisting Low Income Earners No Employee At Least One Employee Financial Capacity Organizational Controls and Financial Solvency Agency has Failed the Financial Review Agency has Passed the Financial Review * Please only score one Category for either New Applicant or Past Subrecipent. Total CDBG Public Services, Economic Development, and Housing Application Scoring Sheet Program Year 2016 Category Description 0 points 2 points 4 points 5 points Points A way of Life where you Self Sufficiency Does Not Meet One of the Meets at Least 2 of Meets more than 2 of the Endeavor to Produce all Needs Meetes One Criteria & Quality of Life Criteria the Criteria Criteria from Resources Available Public Service New or Expanded Service No Expansion Expanded Service Expanded Service Expanded/New Clients Program Clients/Program Goal & Hillsborough County Outcomes Target Population > 80% AMI 51-80% AMI 31-50% AMI 0-30% AMI Other Programs Offer Other Programs Offer Coordination of Program that does not Duplicate No Duplication of Duplicates Existing Service Service but Leaves a Service but Leaves Efforts Services Services large Gap Some Gaps Funding Leveraging of Program/Activity 0% of Budget from >50% of Budget From 25% 50% Justification Funding Other Sources Private Sources Some Some Significant (2+ years) Project Team No Applicable No Team Members Team Members Performance Identified Identified Capacity Timetable for Implementation No Timetable Limited Timetable Timetable has Milestones Detailed Timetable * Score Prior Project Project Project Accomplishments Project Accomplishment Performance of Accomplishments Accomplishments Please Award Points to Past Not Met Met + 10% Past Met Met + 5% CDBG Subrecipents Only Subrecipents Reporting 30+ days Reporting 15+ days No Reporting Reporting on Time Only late late No Program/Project Less than One Year's One Year's Extensiv e (2+yrs) * Score New Please Award Points to New Program/Project Applicants Only CDBG Applicants Only No Federal Grant Less than One Year's One Year's Extensive (2+yrs) Federal Grant Welfare to Work Assisting Low Income Earners No Employee At Least One Employee Financial Capacity Organizational Controls and Financial Solvency Agency has no Cash Flow Agency has Adequate Cash Flow * Please only score one Category for either New Applicant or Past Subrecipent. Total 6
10. Award Recommendations The Review Committee will make initial recommendations for funding to the AHS Director in accordance with the Application criteria and grant allocation. All applications will be ranked and submitted to the AHS Director. If more applications are submitted than funding available the ranked list will determine any Alternative Applications that may be funded if an awarded project is unable to proceed. All AHS recommended projects will be included in the PY 2016 Annual Action Plan for final approval by the Board of County Commissioners in July of 2016. Funding Agreements will be completed prior to the start of the 2016 Program Year on October 1, 2016. 11. Disclaimer AHS reserves the right to: 1) accept or reject any or all applications received; 2) waive any nonsubstantive deficiency or irregularity; 3) negotiate the project budget and funding source with a qualified Applicant; 4) award a contract in what it believes to be the best interest of the County; 5) cancel this request, in part or its entirety, if it is deemed to be in the best interest of the County; 6) reject the Application of any Applicant who has previously failed to perform properly; 7) reject the Application of any Applicant who has failed to complete a former project within the specified timeframe; 8) reject the Application of any Applicant that is not in a position to fulfill a resulting contractual obligation. This RFA does not commit the County to award any contract, pay any pre-award expenses, or pay any costs incurred in the preparation of the Application. For projects that will not be able to continue once a CDBG award is made (loss of leverage funds, loss of site control, infeasible due to environmental review) AHS has the right to redistribute the funds to other eligible projects. Each applicant is to take no action on their project or activity until the funding agreement is fully executed. Proceeding with your project or activity prior to final approval by the BOCC may result in ineligibility of your project and funding will not be awarded. Appeal Process Upon approval of the Committee recommendations all applicants will be notified of the recommendations via email. An applicant may object to the recommendation and file a formal appeal with AHS by following the steps outlined below: 1. The Applicant must submit a letter of appeal in writing to the AHS Director in her capacity as the Affordable Housing Officer (AHO) within three (3) business days after the date of notification of the funding recommendation. The appeal letter may include other documentation necessary to support the Applicant s position and include the Applicant s email point of contact. AHS Director contact information is as follows: Director of Affordable Housing Services contact information: Paula Harvey, Director of Affordable Housing Services harveyp@hillsboroughcounty.org 601 E. Kennedy Blvd., 24 th Floor Tampa, FL 33602 (813) 612-5397 or Fax (813) 635-8133 2. Staff will review the objection and provide a recommendation to the AHO. 7
3. If the AHO concurs with the Applicant, the Applicant will be notified via email and the appeal process will be concluded. 4. If the AHO does not concur with the Applicant, the Applicant will be notified in writing of the AHO s decision via email. 5. If an Applicant fails to object or respond at any point in the process, then the Applicant waives its rights to an appeal. Objections or responses received after the three (3) day time period for either decision by the AHO will not be considered. The AHO has the authority to determine whether or not the recommendations will be deferred pending the outcome of an appeal. End of Instructions 8