Grant Administration Manual

Ch. 1

Program Overview 09.25.23

Forms

1-A Progress Report 04.01.17

1-B Conflict of Interest Regulation 06.01.20

1-C Grant Amendment Request 08.24.23

Ch. 2

National Objectives 08.11.22

Forms

2-A Income Survey Application 02.01.15

2-B Ordinance Defining Slum and Blighted Area SAMPLE 09.01.13

2-C Job Creation Summary Report 08.11.20

2-D RR Income Eligibility Calculation SAMPLE 07.15.16

2-E RR Tenant Application 06.01.20

2-F RR Authorization to Release Information, non-LMI units SAMPLE 03.23.17

2-G RR Project Checklist 01.25.22

2-H RR Land Contract Subordination SAMPLE 09.15.21

2-I RR Renovate Right, EPA-740-K-10-001 09.01.11

2-J RR Equal Opportunity for All, HUD-1686-1-FHEO 01.01.11

2-L RR Annual Affordability Report 06.01.20

2-M RR Fair Housing Signature Receipt 02.01.21

Ch. 3

CDBG Loan Program (CLP) 08.23.21

Forms

3-A CLP Job Creation Application 01.21.21

3-A1 CLP Covid-19 Response, Job Retention Application 01.21.21

3-A2 CLP Covid-19 Response, Job Creation Conversion to Job Retention 01.21.21

3-B CLP File Sections, file checklist 01.21.21

3-B CLP File Sections, fillable efile checklist 08.08.23

3-C Submission Packets 01.21.21

3-D Financial Review Memo 04.02.19

3-E Request to Close Loan Memo 07.15.19

3-F CLP Reports 08.30.22

3-G CLP Program Report 02.21.19

3-H Accounting of Loan Funds, Local 01.02.19

3-I Accounting of Loan Funds, Regionalized 11.27.18

3-J Annual Performance Report, Local 12.26.18

3-K Annual Performance Report, Regionalized 12.26.18

3-L Final Accounting of Funds Expended 05.10.19

3-M Counting Job Types for Job Creation Projects Policy 01.21.21

3-N CLP Job Creation Summary Report 01.21.21

3-O CLP Job Retention Report 01.21.21

3-P CLP Job Retention Employee Report 01.21.21

3-Q Business Questionnaire 01.21.21

3-R Project Profile Template 08.02.21

3-S CLP Single Audit Guidance and Local Program Income 03.03.21

3-T Loan Extension Request 08.23.21

Ch. 4

Procurement and Contracting (Please note CDBG-DR addendum below) 08.21.23

Forms

04-AA CDBG-DR Procurement and Contracting Addendum 06.11.24

4-A Procurement Policy Sample 09.01.13

4-B Bid and Contract Document SAMPLE 09.01.13

4-D Format for Cost Analysis SAMPLE 09.01.13

4-E Advertisement for RFP for Administrative Consulting Services SAMPLE 09.01.13

4-F RFP for Administrative Consultant SAMPLE 03.07.18

4-G RFQ for Engineering Services SAMPLE 09.01.13

4-H Verification of Prime Contractor Eligibility 05.01.23

4-I Verification Professional Services Contractor Eligibility 09.01.13

4-J Notice of Contract Award 09.01.13

4-L Contract Special Provisions 04.03.20

4-M Verification of Contractors Bonding and Insurance 09.01.13

4-N Performance Bond, Dual Obligee, HUD-92452, 07.2009 exp 04.30.20 04.30.20

4-O Payment Bond, HUD-92452A-OHF, exp 04.30.26 09.22.23

4-P Contract and Subcontract Activity, HUD-2516, 08.1998 exp 01.31.13 01.31.13

4-Q Section 3 Clause 04.05.22

4-R DBRA Packet 01.08.24

4-S DBRA Posters 09.22.23

Ch. 5

Environmental Review (Please note CDBG-DR addendum below) 12.17.24

Forms

Exempt Project Packet

5-A Determination of Level of Environmental Review 08.20.20

5-AA CDBG-DR Environmental Review Addendum 06.11.24

5-B Finding of Exempt Activity 01.27.20

5-E Exemption Activities Determination Letter SAMPLE 10.14.21

CENST Project Packet

5-A Determination of Level of Environmental Review 08.20.20

5-C Finding of Categorical Exclusion NOT Subject to 58.5 04.28.22

5-E Exemption Activities Determination Letter SAMPLE 10.14.21

CEST Project Packet

5-A Determination of Level of Environmental Review 08.20.20

5-D Finding of Categorical Exclusion Subject to 58.5 03.01.14

5-F Statutory Checklist 12.17.24

5-G Request for Release of Funds and Certification 09.01.13

5-J Early Notice and Public Review of a Proposed Activity in a Federal Flood Risk Management Standard Designated Floodplain or Wetland 12.17.24

5-K Final Notice and Public Explanation of a Proposed Activity in a Federal Flood Risk Management Standard Designated Floodplain or Wetland 12.17.24

5-L 8 Step Process for Compliance with Floodplain Management 12.17.24

5-M Notice of Intent to Request Release of Funds 12.15.17

EA Project Packet

5-A Determination of Level of Environmental Review 08.20.20

5-F Statutory Checklist 12.17.24

5-G Request for Release of Funds and Certification 09.01.13

5-H Environmental Assessment 12.17.24

5-I Combined Notice 09.01.13

5-J Early Notice and Public Review of a Proposed Activity in a Federal Flood Risk Management Standard Designated Floodplain or Wetland 12.17.24

5-K Final Notice and Public Explanation of a Proposed Activity in a Federal Flood Risk Management Standard Designated Floodplain or Wetland 12.17.24

5-L 8 Step Process for Compliance with Floodplain Management 12.17.24

5-Y FFRMS Floodplain Determination Job Aid Worksheet 12.17.24

Reference

5-N Re-Evaluation of Environmental Assessment 09.01.15

5-O Environmental Review Checklist 12.17.24

5-P Environmental Review Process Flowchart 10.15.14

5-Q Protect Your Family from Lead in Your Home, EPA, 747-K-12-001, 03.2021 09.15.21

5-R Disclosure of Information Lead-Based Paint and.or Lead-Based Paint Hazards 06.02.20

5-S Lead-Based Paint Applicability and Compliance Worksheet 10.14.19

5-T Four Approaches to Implementing Lead Hazard Evaluation and Reduction 11.28.18

5-U Summary of Required Activities to Address Lead-Based Paint 11.28.18

5-V Asbestos Applicability Worksheet 10.14.19

5-W Radon Applicability Checklist 10.15.19

5-X FFRMS Floodplain Determination Job Aid 12.17.24

5-Y FFRMS Floodplain Determination Job Aid Worksheet 12.17.24

Ch. 6

Acquisition 06.01.20

Forms

URA Not Applicable

6-A Property Acquisition and Relocation Will Not Occur Letter SAMPLE 09.01.13

Voluntary Acquisitions

6-B Voluntary Acquisition Notice for UGLGs with Eminent Domain SAMPLE 09.01.15

6-C Voluntary Acquisition Notice for UGLGs without Eminent Domain SAMPLE 09.01.15

6-D Waiver Valuation SAMPLE 06.02.20

6-S Voluntary Acquisition Review Checklist 09.01.15

Involuntary Acquisitions

6-D Waiver Valuation SAMPLE 06.01.20

6-E Acquisition Process Under URA Flowchart 09.01.90

6-F Involuntary Preliminary Acquisition Notice SAMPLE 09.01.13

6-G When a Public Agency Acquires Your Property, HUD-1041-CPD, 03.2005 03.01.05

6-H When a Public Agency is Interested Acquiring Easement, HUD-1041-CPD, 03.2005 03.01.05

6-I Statement of Just Compensation SAMPLE 09.01.13

6-J Written Offer to Purchase SAMPLE 09.01.13

6-K Notice of Intent Not to Acquire SAMPLE 09.01.13

6-L Statement of Settlement Costs 09.01.13

6-M Invitation to Accompany an Appraiser SAMPLE 09.01.13

6-N Easement Servitude Appraisal SAMPLE 09.01.13

6-O Waiver of Just Compensation and Appraisal SAMPLE 09.01.13

6-Q Record of Personal Contacts 09.01.13

6-T Involuntary Acquisition Review Checklist 09.01.15

Reference

6-P General URA Acquisition 03.01.07

6-R Preparing an Appraisal Scope of Work 03.01.07

6-U Agreement for Appraisal Services SAMPLE 09.01.90

Ch. 7

Relocation 03.05.21

Forms

Plans

7-A Residential Anti-Displacement and Relocation Plan SAMPLE 09.01.15

7-B RARAP Checklist 09.01.15

7-C Optional Temporary Relocation Assistance Policy SAMPLE 09.01.13

7-D Optional Temporary Relocation Assistance Policy Checklist 08.01.14

7-E Optional Temporary Relocation Assistance Application SAMPLE 09.01.13

Residential Notices

7-F GIN Residential Tenants Not Displaced SAMPLE 09.01.13

7-G Move In Notice to Prospective Tenant SAMPLE 09.01.13

7-H Notice of Non-Displacement Nonresidential and Residential Tenants Not Displaced SAMPLE 09.01.13

7-I Notice of Non-Eligibility SAMPLE 08.01.14

Residential Temporary Relocation

7-J Relocation Assistance to Tenants Displaced from Their Homes, HUD-1042-CPD 06.01.16

7-K Site Occupant Record Residential 09.01.13

7-L Elderly Waiver for Temporary Relocation SAMPLE 09.01.13

7-M Record of Advisory Assistance and Other Contacts 09.01.13

7-N Comparable Replacement Dwelling, HUD-40061, 04.2005 exp 07.31.21 09.15.21

7-O Resident Survey SAMPLE 09.01.13

7-P Residential Relocation Management Report 09.01.90

7-Q1 Residential Claim for Moving and Related Expenses, HUD-40054, exp 07.31.21 06.01.20

7-Q2 Claim for Temporary Relocation Expenses, Residential Moves, HUD-40030 exp 07.31.21 06.01.20

7-R Nondisplacement Checklist 09.01.15

7-S Claim for Rental Assistance or Downpayment Assistance, HUD-40058 06.2016 exp 07.31.21 06.01.20

Non-Residential Notices

7-G Move In Notice to Prospective Tenant SAMPLE 09.01.13

7-H Notice of Non-Displacement Nonresidential and Residential Tenants Not Displaced SAMPLE 09.01.13

7-I Notice of Non-Eligibility SAMPLE 08.01.14

7-T GIN Nonresidential Tenant Not Displaced SAMPLE 09.01.13

Non-Residential Temporary Relocation

7-M Record of Advisory Assistance and Other Contacts 09.01.13

7-U Relocation Assistance to Displaced Businesses, Nonprofit Organizations and Farms, HUD-1043-CPD 06.01.16

7-V Site Occupant Record, Nonresidential 10.01.16

7-W Nonresidential Relocation Management Report 09.01.90

7-X Claim for Actual Reasonable Moving and Related Expenses, Nonresidential, HUD-40055, 06.2016 exp 07.31.21 06.01.20

7-Y Claim for Fixed Payment in LIeu of Payment for Actual Expenses, Nonresidential, HUD-40056, 06.2016 exp 07.31.21 06.01.20

One-for-One Replacement

7-AA Lower Income Residential Dwelling Units Rehab Suitability Checklist 09.01.15

7-AB Determination to Demolish SAMPLE 09.01.13

7-AC Actions That Trigger Section 104d One-for-One Unit Replacement Requirements Flowchart 09.01.15

7-AD Replacing Lower Income Residential Dwelling Units Checklist 09.01.15

7-Z Determining Lower Income Dwelling Units Checklist 09.01.15

Ch. 8

Financial Management 06.27.23

Forms

8-A Disbursement Request 10.10.22

8-B1 Personal Property Management Report 04.01.17

8-B2 Real Property Management Report 04.01.17

8-C Single Audit Certification 11.09.18

8-D Administrative Activity Report 09.01.15

8-E Cost Allocation Plan SAMPLE 09.01.15

8-I Time and Effort Tracking Log 03.07.18

Ch. 9

Fair Housing and Equal Opportunity 08.21.23

Forms

FHEO Plans and Polices

9-E Fair Housing Ordinance SAMPLE 09.01.13

9-F Housing Discrimination Complaints SAMPLE 09.29.13

9-G Section 504 Self-Evaluation 09.17.21

9-I Grievance Procedure SAMPLE 09.01.13

9-J Non-Discrimination on Basis of Handicap SAMPLE 09.01.13

9-K Excessive Force Policy SAMPLE 09.01.21

Section 3 Forms for Projects with Construction Contracts SIGNED ON OR BEFORE 11/29/2020, 24 CFR 135

9-A Section 3 Resident Eligibility Certification 09.01.13

9-B1 Section 3 Plan for General Contractor 09.01.15

9-B2 Section 3 Plan for Subcontractors 09.01.13

9-C Section 3 Summary Report, HUD-60002, 06.2001 exp 11.30.10 06.01.01

Section 3 Forms for Projects with Construction Contracts SIGNED 11/30/2020 AND AFTER, 24 CFR 75

9-A1 Section 3 Business Concern Certification 10.10.22

9-B Section 3 Policy 07.24.24

9-B3 Section 3 Contractor Plan 05.15.23

9-L Section 3 Worker-Targeted Worker Certification 05.15.23

9-M Contractor Permanent Workforce 03.15.23

9-N Section 3 Contractor Labor Hours Tracking 05.15.23

9-O Section 3 Total Labor Hours Final Report 05.15.23

Resources

9-C1 Section 3 Packet 10.01.22

9-D Section 3 Contractor & Worker Solicitation 10.10.22

9-P Section 3 Notice to Citizens Opportunity for Work 10.10.22

9-Q Fair Housing Awareness 05.12.20

Ch. 10

Construction Management and Labor Standards 01.04.21

Forms

10-A Chapter 10 PowerPoint Presentation 01.04.21

10-B Wage Decision SAMPLE 09.01.13

10-C Request for Wage Decision 09.01.13

10-D Ten Day Call Form 09.01.13

10-E Notice of Contract Award 09.01.13

10-G Handout of Frequently Asked Questions on Equal Opportunity 09.01.13

10-I Payroll Review Flowchart 09.01.13

10-J Federal Labor Standards Provisions, HUD-4010, 06.22 09.22.23

10-K Payroll, WH-347, 12.2008 exp 07.31.24 09.15.21

10-L Payroll Review Worksheet 11.01.12

10-M Report of Additional Classification and Rate, HUD-4230A, 08.2019 exp 08.31.22 06.01.20

10-N Payroll Deduction Authorization 09.01.13

10-O Record of Employee Interview Instructions, HUD-11, 05.21, exp 12.31.24.pdf 09.22.23

10-P Federal Labor Standards Complaint Intake Form, HUD-4731, 06.2004 exp 01.31.24 09.15.21

10-Q Labor Standards Enforcement Report 09.01.13

10-R Final Wage Compliance Report 09.01.13

10-S Semi-Annual Labor Standards Enforcement Report, HUD-4710, 09.30.24.pdf 09.22.23

Ch. 11

Citizen Participation and Other Requirements 06.01.20

Forms

11-A Notice of Public Hearing SAMPLE 09.01.15

11-A1 Notice of Closeout Public Hearing SAMPLE 09.01.15

11-B Applicant Recipient Disclosure Update Report, HUD-2880, 01.27.23, exp 01.31.26.pdf 09.22.23

11-C Disclosure of Lobbying Activities 07.01.97

Ch. 12

Monitoring 06.27.23

Forms

12-A Monitoring Checklist 06.27.23

Ch. 13

Grant Closeout 09.29.21

Forms

13-A Actions to Affirmatively Further Fair Housing 01.21.21

13-C Grant Award Decrease for Closeout 08.30.22

Ch. 14

Certified Grant Administrator Program and Certification Policy 06.27.22

Forms

14-A Procurement Process for Selecting a Certified Grant Administrator 06.27.22

14-C Certified Grant Administrators List 08.30.22

14-D Certified Grant Administrator Request For Proposal SAMPLE 06.27.22

Ch. 15

Program Income Policy and Emergency Repair Program 07.18.22

Forms

15-A UGLG PI Decision Tree 05.08.17

15-B Program Income Certification 04.22.21

15-C Program Income Emergency Repair Activity Checklist 09.12.22

15-D Program Income Emergency Repair Grant Checklist 09.12.22

15-E Certifying Officer Designation 07.01.14

15-F Land Contract Subordination, SAMPLE 08.15.18

15-G Program Income Exempt Project Determination 04.22.21

15-H Program Income Accomplishment Report 03.31.22

Ch. 16

Duplication of Benefits 01.08.24

Forms

16-A Duplication of Benefits 01.08.24

16-B Sample Duplication of Benefits Calculation 01.08.24

16-C Sample Subrogation Agreement 01.08.24

Ch. 17

Mitigation and Resiliency 01.08.24

Forms

17-A Mitigation and Resiliency 01.08.24