NOTICE OF FUNDING AVAILABILITY (NOFA) and Program Guidelines For:
Single Family Rehabilitation (SFR)
Emergency Housing Rehabilitation (EHR) for Program Year 2011-12
Completed applications must be received by:
4:30 p.m. on Thursday, May 12, 2011
FOR FURTHER INFORMATION PLEASE CONTACT:
Abdul Sesay
Business and Housing Services Office of Economic Development City and County of Denver 720-913-1532
TABLE OF CONTENTS
SECTION A: GENERAL INFORMATION & PROPOSAL INSTRUCTIONS ... 3
A.1 INTRODUCTION ... 3
A.2 BACKGROUND ... 3
A.3 SCHEDULE OF EVENTS... 4
A.4 APPLICATION QUESTIONS... 4
A.5 ADDENDA ... 4
SECTION B: FUNDING SOURCE AND NATIONAL OBJECTIVES ... 5
SECTION C: PROGRAM REQUIREMENTS ... 5
C.1 EMERGENCY HOUSING REHABILITATION (EHR) $250,000:... 5
C.2 SINGLE FAMILY REHABILITATION (SFR) $600,000: ... 7
C.3 LOAN SERVICING ... 10
SECTION D: RESPONSE FORMAT AND APPLICATION REQUIREMENTS ... 10
D.1 PROPOSAL RESPONSE REQUIREMENTS... 10
D.2 PROPOSAL RESPONSE REQUIREMENTS... 10
D.2.1.A. DEMONSTRATED ABILITY ... 10
D.2.1.B. SERVICES TO BE PROVIDED... 11
D.2.1.C. EXPERIENCE... 11
D.2.1.D. BUDGET NARRATIVE ... 11
D.3 PROPOSAL SUBMISSION ... 11
D.4 CHECKLIST... 13
SECTION E: EVALUATION AND AWARD SELECTION PROCESS ... 14
E.1 EVALUATION TEAM ... 14
E.2 SCORING PROCESS AND SCALE... 14
E.3 DECISIONS ... 14
SECTION F: AWARDED APPLICANT REPORTING AND PAYMENT PROCEDURES ... 15
F.1 REPORTING ... 15
F.2 PAYMENTS ... 15
ATTACHMENTS ... 16
APPENDIX ... 16
SECTION A: GENERAL INFORMATION & PROPOSAL INSTRUCTIONS A.1 INTRODUCTION
The City and County of Denver, Office of Economic Development (OED) is soliciting proposals under this Notice of Funding Availability (NOFA) for SFR and EHR Programs for 2011. The applicant must be a legal entity. If the applicant is a non-profit organization, 501(c)(3) status must be verified (a fiscal agent 501(c)(3) is acceptable). Documentation of this status must be attached to the application.
A.2 BACKGROUND
OED is dedicated to advancing community and economic prosperity for the City and County of Denver (the City), its businesses, neighborhoods and residents. In this regard, OED works with a variety of community partners to create a local environment that stimulates balanced growth through job creation, business assistance, housing options, neighborhood redevelopment and the development of a skilled workforce. To achieve these objectives, OED has established the following organizational priorities:
Sustainable Communities: Building sustainable neighborhoods that meet the housing, workforce and business needs of Denver residents.
Connecting People to Jobs: Preparing Denver’s workforce to fully compete in the labor market to sustain financial security and quality of life.
Business Retention and Expansion: Assisting local businesses to grow and thrive within the City and County of Denver.
The administrative entity for this NOFA is the Business and Housing Services (BHS) group of OED. BHS facilitates the development of vital and sustainable urban neighborhoods by promoting quality affordable housing, an enhanced living environment, and expanded economic opportunities for residents. BHS offers financing assistance for residential housing development and business development and grants/performance-based loans for neighborhood development and revitalization.
The highest priorities for BHS for the 2011 SFR and EHR NOFA are:
Target Population: Denver residents who have low- or moderate-incomes are to be the primary beneficiaries for programs solicited under this NOFA. To be considered low- or moderate-income, the income of individuals or households benefiting from the SFR program must not exceed 80% of Area Median Income (AMI), or 50% of AMI for the EHR program, adjusted for household size. This priority is consistent with the national objective described in Section B.
Target Neighborhood: BHS has determined that preserving the housing stock in target neighborhoods is essential to promoting housing choice, preserving architectural character, neighborhood cohesion, and diversity. As such, the SFR program will be targeted to the following neighborhoods: Barnum, Barnum West, Elyria/Swansea, Globeville, Lincoln Park, Sun Valley, Villa Park, Westwood, and West Colfax.
Cost-Effectiveness: BHS will give special attention to proposals that demonstrate a cost-effective investment of public funds. Proposers that meet this priority should describe in their application the cost-saving measures they will employ in their business or services. Following are examples of cost- saving approaches:
o Demonstrate a willingness to competitively bid contractors.
o Development and service costs should be reasonable and consistent with industry practice.
o Higher leverage ratios with additional contributions from proposers to stretch limited public funds.
o More households/housing units served per amount of public funds invested.
Sustainable redevelopment and Greenprint Denver: In support of the City’s Greenprint Denver initiative, which seeks to promote energy conservation, sustainable building practices and operational savings in community development projects, proposers should demonstrate how they will incorporate environmentally sustainable practices in their operations. Information and resources are available online at www.greenprintdenver.org.
Program Development and Implementation: BHS recognizes that establishing this program will require start-up and personnel expenses which can not be absorbed in a single program year. While BHS does not have a practice of awarding multi-year program contracts, the intent is to contract with the successful applicant for a period ending December 31, 2013. The contract award would be funded on a yearly basis, but extended based upon performance established within the contract (e.g.
administrative costs, award utilization, and housing rehabilitation).
BHS anticipates providing roughly $2.0-2.5 million in funding between the contract award and December 31, 2013 related to this program area (depending on available funding from HUD or other sources).
A.3 SCHEDULE OF EVENTS
Applications available April 22, 2011
Deadline to submit additional written questions April 29, 2011 Responses to written questions posted to OED website May 3, 2011
Completed applications due to OED May 12, 2011 at 4:30 P.M
A.4 APPLICATION QUESTIONS
Questions regarding this NOFA are encouraged and should be submitted in writing by email to:
[email protected] on or before April 29, 2011. The City shall not be bound by, nor should any proposer request, any oral interpretation or clarification of this proposal.
Answers to questions from any applicant will be provided to all applicants. Written responses to written questions submitted will be posted by May 3, 2011 on OED’s website at www.denvergov.org/oed or www.milehigh.com All communications regarding this proposal shall only be through the OED contact listed above. No communication is to be directed to any other City personnel.
The NOFA and application are available on the “Latest News” section on the front page of OED’s website at www.denvergov.org/oed or www.milehigh.com
A.5 ADDENDA
In the event it becomes necessary to revise, change, modify or cancel this Notice, or to provide additional information, addenda will be issued to all recipients of this proposal.
SECTION B: FUNDING SOURCE AND NATIONAL OBJECTIVES Community Development Block Grants (CDBG):
Denver receives an annual allocation of CDBG funds through an entitlement grant from the U.S.
Department of Housing and Urban Development (HUD). The use of CDBG funds is restricted to projects that benefit individuals or households with low- and moderate-incomes. CDBG will be a source of funding for SFR and EHR programs under this NOFA. Additional or substitute funds may be made available from other OED (non-general fund sources), at OED’s discretion.
Please note: The final amount of program award from CDBG may change due to funding available through HUD.
Skyline Fund (Skyline):
Denver created the Skyline Revolving Fund to provide additional housing opportunities for low and moderate income families and to revitalize neighborhoods through new construction and redevelopment of existing housing units. These loaned funds must be repaid to the Skyline Fund through terms negotiated between the successful applicant and OED-BHS. The terms will include both repayment of principal, payment of appropriate interest, and interest lien against the benefiting properties.
National Objectives:
Any program requesting funding under this NOFA must qualify as meeting the CDBG national objective of benefiting low- and moderate-income persons. This requires that each proposed program or activity meet specific tests for benefiting low- and moderate-income (LMI) persons. See Appendix I for a definition of a low- and moderate-income person, and the 2010 Section 8 income limits published by HUD.
Applicants are required to collect and maintain documentation used to determine the eligibility of program beneficiaries.
Although there are four criteria for how an activity or program may be considered to benefit LMI income persons, only “Housing” is applicable to the SFR and EHR programs, as described below:
Housing:
Housing activities include acquisition, construction or improvement of permanent structures to be occupied by LMI persons. The structures can be renter- or owner-occupied, and can be either single family or multifamily. Examples include:
Acquisition of property used for permanent housing
Rehabilitation of permanent housing
Conversion of nonresidential structure into permanent housing
Housing services
Applicants are strongly advised to become familiar with the CDBG program before responding to this NOFA. More detailed information about the CDBG program can be obtained from the HUD web site at:
http://www.hud.gov/offices/cpd/communitydevelopment/programs/index.cfm
SECTION C: PROGRAM REQUIREMENTS
C.1 EMERGENCY HOUSING REHABILITATION (EHR) $250,000:
The purpose of the EHR Program is to assist very low- and low-income homeowners alleviate housing conditions which pose an imminent threat to life and safety. OED anticipates providing an award of up to $250,000 annually from CDBG funds for the program. The program will include, loan capital and program administration (overhead) costs, to cover the emergency repairs for approximately 60-70 houses annually for up to three years.
The EHR program provides loans and/or grants to homeowners throughout Denver whose houses require emergency repair(s). All program beneficiaries must have household incomes at
or below 50% of AMI as defined annually by HUD. The residence must be a single family home—
detached or duplex. Other units such as triplexes, condominiums and townhouses may be considered with prior written approval of the OED Housing Programs Manager. All loans will be secured with liens.
Services to be provided:
The successful proposer will be required to perform all of the following services:
1. Maintain and manage a list of certified contractors
2. Advertise annually for contractors and update the certified contractor list as needed 3. Develop and implement a fair marketing campaign to advertise and market the program 4. Accept applications and maintain records
5. Determine applicant eligibility and collect source documentation to verify eligibility.
Income shall be determined based on the IRS definition of adjusted gross income as defined for reporting on IRS Form 1040
6. Verify location within 100 year floodplain, and if required, floodplain insurance 7. Underwrite and approve loans/grants
8. Verify and evaluate the emergency situation the homeowner is experiencing, and determine corrective action
9. Structure contractor bidding and selection process in a competitive manner 10. Prepare loan documentation
11. Monitor rehabilitation activity 12. Disburse loan proceeds
13. Schedule and conduct a final inspection
14. Service loans/grants as further described in Section C.3 below Fee Schedule:
It is the responsibility of the applicant to negotiate reasonable rates with the contractors doing actual rehabilitation work. The administrative overhead for managing the EHR program is estimated to not exceed 15 percent of the total program budget.
Property Eligibility:
In addition to the required services listed above, all assisted properties shall meet the following criteria/guidelines:
1. Prior to commitment of funding and before any construction contracts are signed to perform rehabilitation work on the property, an environmental review that results in a determination that the property is in compliance with the National Environmental Compliance Act shall be conducted.
2. Eligible properties include single family detached or duplex home
3. The post-improvement value of the home cannot exceed 95 percent of the median purchase price for the area as defined by HUD.
4. Improved properties shall be in compliance with all applicable housing, building and maintenance codes, fire prevention and other public standards.
5. Ineligible properties are:
Properties intended for investment
Properties intended for recreational use
Properties where a portion of the residence is specifically designed for a commercial use or properties where 50% or more of the total area of the residence is used in a trade or business.
Repair Eligibility:
Each improvement to a property must be a permanent general improvement made in compliance with all applicable building and maintenance codes, fire prevention, and other
public standards. Only the defects listed below are eligible for this program. Total EHR loans to any household may not exceed $6,000.
Improvements that qualify as emergency repairs include:
1. Sewer system failure, or broken sewer piping between house and city main sewer 2. Loss of utilities (gas, electric and or water)
3. Extremely unsafe or unsanitary conditions
4. Furnaces that have been deemed inoperable or a hazard to the occupants 5. Leaking roof that threatens the habitability of the structure
6. Malfunctioning or inoperable water heater 7. Plumbing failure
8. Electrical failure or hazard
9. Removal of asbestos in association with furnace installation
Other rehabilitation services may be allowed under the separate SFR program described in Section C.2 below. However, both programs will not apply simultaneously to any one household within any given program year unless authorized specifically in writing by the BHS Housing Program Manager.
Beneficiary Eligibility:
An eligible beneficiary is one that satisfies all of the following criteria:
1. Must not have previously received financing through this loan/grant program totaling more than $6,000 for the previous 5 years
2. Must be current on mortgage payments and up to date on real estate taxes
3. Must have a gross household income at or below 50% of AMI as adjusted by household size for the Denver metropolitan area. Income will be verified using the IRS definition of adjusted gross income as defined for reporting on IRS Form 1040, and must be
conducted no more than 6 months prior to start of rehabilitation 4. Must not have liquid assets in excess of $25,000
5. Must have occupied the property as an owner occupant for no less than 6 months prior to start of rehabilitation
6. Must have clear title to property as evidenced by a title search
Loans to beneficiaries will be deferred and forgiven at a rate of 20% per year for five years. If ownership is transferred for any reason during the five years, the remaining loan balance will be immediately due and payable.
Please note: OED is currently evaluating the requirements and costs to provide this program directly through OED’s Business and Housing Service Division. A proposal may be submitted by BHS staff – not part of the program proposal evaluation team.
C.2 SINGLE FAMILY REHABILITATION (SFR) $600,000:
The Purpose of the SFR Program is to preserve the supply of decent, safe, and affordable housing stock within the City and County of Denver. OED anticipates providing an award of up to
$600,000 annually from CDBG funds and Skyline for the program. The funding break-down would be CDBG funds to cover administrative costs and Skyline funds for SFR loans. The program will include, loan capital and program administration (overhead) costs, to rehabilitate approximately 20-30 houses annually for up to three years.
The SFR program is designed to make loans of up to $24,999 to assist low- and moderate- income homeowners who occupy their home as their principal residence. The loans may be increased by $10,000 in order to comply with necessary lead-based paint mitigation requirements. The loans will be used to rehabilitate the property to such an extent that it will pass federal Housing Quality Standards (HQS) and applicable City and County of Denver building codes. A minimum of $5,000 of the loan proceeds must be utilized for improvements to the
exterior of the home. Loans will be secured by a mortgage lien on the property, which will be similar to any security agreement for a long-term home improvement loan.
Services to be provided:
The successful proposer will be required to perform all of the following services:
1. Maintain and manage a list of certified contractors
2. Advertise annually for contractors and update the certified contractor list as needed 3. Develop and implement a fair marketing campaign to advertise and market the program
to gain broader participation in the community 4. Work with OED to define target or priority areas
5. Accept applications from eligible homeowners and maintain records
6. Determine applicant eligibility and collect source documentation. Income shall be determined based on the IRS definition of adjusted gross income as defined for reporting on IRS Form 1040
7. Verify homeowners insurance
8. Verify location within 100 year floodplain, and if required, floodplain insurance
9. Perform due diligence and underwrite each loan. Approved loans must not exceed 97%
of the value of the home
10. Determine rehabilitation needs and develop comprehensive work specifications 11. Structure contractor bidding and selection process in a competitive manner 12. Prepare loan documentation
13. Monitor rehabilitation activity 14. Disburse loan proceeds
15. Service loans as further described in Section C.3 below 16. Schedule and conduct final inspections
17. Enter into agreement with lending institutions to service outstanding amortizing loans.
Such agreements must provide for monthly reporting of all outstanding loans, including payments received during the reporting period, total payments made to date, and balance owed
18. Ensure compliance with all program guidelines and federal regulations
19. Conduct follow-up survey with participants who received assistance. At least 25% of the participants will be surveyed after six months of rehabilitation of their home. Twenty percent (20%) of the participants surveyed will be surveyed by phone. All others may receive a written survey by mail with instructions for its return. The survey shall determine if the homeowners are able to maintain timely monthly mortgage payments, maintain upkeep of the exterior and interior of the property, and are able to make necessary repairs
Fee Schedule:
It is the responsibility of the applicant to negotiate reasonable rates with the contractors doing actual rehabilitation work. The administrative overhead for managing the SFR program will be paid at a rate of $2,500 per house rehabilitated or 10% of the total rehabilitation cost, whichever is lower.
Property Eligibility:
In addition to the required services listed above, all assisted properties shall meet the following criteria/guidelines:
1. Prior to commitment of funding and before any construction contracts are signed to perform rehabilitation work on the property, an environmental review that results in a determination that the property is in compliance with the National Environmental Compliance Act will be conducted.
2. Eligible properties must be single family detached or duplex homes
3. The post-improvement value of the home cannot exceed 95 percent of the median purchase price for the area as defined by HUD.
4. Improved properties shall be in compliance with all applicable housing building and maintenance codes, fire prevention and other public standards.
5. Ineligible properties are:
Properties containing more than units
Properties intended for investment
Properties intended for recreational use
Properties where a portion of the residence is specifically designed for a commercial use or properties where 50% or more of the total area of the residence is used in a trade or business.
Rehabilitation Eligibility:
Each improvement to a property must be a permanent general improvement made in compliance with all applicable building and maintenance codes, fire prevention, and other public standards.
Improvements that are priority include:
1. Lead-based paint mitigation or abatement in properties built before 1-1-1978 2. Roofs
3. Unstable foundations 4. Mechanical
5. Electrical 6. Plumbing
7. Sewer system failure, or broken sewer piping between house and city main sewer 8. Windows, doors, storm windows, weather stripping
9. Exterior paint
10. Unsafe or unsanitary conditions such as dilapidated porches, unsanitary kitchens, unsafe steps and railings
11. Infestation
12. Handicap accessibility such as ramps and retrofitted bathrooms and kitchens 13. Sidewalks and driveways that are hazardous to occupants
14. Floor coverings that present severe tripping hazards 15. Interior paint
16. Fencing
Improvements that are not eligible include:
Construction or rehabilitation of garages
“Luxury” type of improvements (i.e. hot tubs, swimming pools, etc.)
Improvements that are not a permanent part of the property such as freestanding refrigerators and stoves
Existing debt service
Improvements already in place
Public improvements.
Beneficiary Eligibility:
An eligible beneficiary is one that satisfies all of the following criteria:
1. Must not have previously received financing through this loan program for the previous 10 years
2. Must be current on loan payments and up to date on real estate taxes
3. Must have a gross household income at or below 80% area median income levels as adjusted for the City and County of Denver area listed by HUD (income verifications to be conducted using the IRS definition of adjusted gross income as defined for reporting on IRS Form 1040). Income calculations must be conducted no more than 6 months prior to start of rehabilitation
4. Must not have liquid assets in excess of $25,000
5. Must have occupied the property as an owner occupant for no less than 6 months prior to start of rehabilitation
6. Must have clear title to property as evidenced by a title search
Loans to beneficiaries will be deferred and forgiven according to the following guidelines, depending on household income:
Loans to beneficiaries with incomes at or below 50% of AMI will be deferred and forgiven at a rate of 10% per year for ten years. If ownership is transferred for any reason during the ten year period, the remaining loan balance will be immediately due and payable.
Loans to beneficiaries with incomes between 50% and 80% of AMI may be deferred until the house is sold, title is transferred, or the mortgage is refinanced depending upon loan underwriting analysis.
C.3 LOAN SERVICING
Loan servicing and grant management are integral to successful EHR and SFR programs.
Organizations wishing to provide EHR and SFR services must clearly and thoroughly demonstrate how they will provide complimentary loan servicing and grant management for all homes and homeowners assisted through the EHR and SFR programs. Organizations that do not have in-house expertise or capacity to service loans and grants may partner with another organization to provide those services. Loan servicing requirements are:
1. Provide ongoing servicing for loans and grants provided to homeowners under these programs, including the collection of payments, providing amortization schedules, mailing out late/default notices, mailing year-end tax statements, etc.
2. Return all program income from loan repayments to the City. These proceeds will be used to replenish the funds needed to maintain the programs beyond the initial three year commitment by the City and County of Denver.
3. Fund Management activities include quarterly reporting on fund status (loan status, program income (loan repayments) and unused funds to be loaned or granted). The programs (SFR and EHR) are independent programs and funds may not be co-mingled, if a single entity is awarded a contract for both programs.
SECTION D: RESPONSE FORMAT AND APPLICATION REQUIREMENTS D.1 PROPOSAL RESPONSE REQUIREMENTS
All applicants must provide narrative responses to Sections D.2.1.a ~ D.2.1.d below. Excluding the required forms and attachments, the narrative portion shall not exceed six (6) consecutively numbered, 8.5 X 11-inch pages of single-spaced, standard 11-point type with 1-inch margins.
D.2 PROPOSAL RESPONSE REQUIREMENTS
Applicants should include the following information about the proposed project:
D.2.1.a. DEMONSTRATED ABILITY
Describe your background and experience as it relates to the services for each program for which a proposal is submitted, including the number of years and/or months the firm has been in operation and has performed the requested services.
Discuss your ability to complete all the tasks and services you will be providing under this NOFA, including a schedule of program milestones. The milestones should reflect major events or tasks that should help determine progress to success; serve as points at which funding
reimbursements might be requested, and be marked accordingly on a Gannt Chart or similar diagram.
Identify key staff members, and provide their resumes.
D.2.1.b. SERVICES TO BE PROVIDED
Describe how you intend to provide the services requested for each program category for which a proposal is submitted, including the tasks and any deliverables that will be provided. A Gantt chart or similar diagram should be used to delineate tasks and timelines.
Discuss how you will provide monthly and/or quarterly reports to ensure quality assurance that grant funds are being used appropriately.
Describe the method you will use to bid work and select sub-contractors. Please note that if any of the tasks will be subcontracted, a competitive bid process is required in the selection of a subcontractor.
D.2.1.c. EXPERIENCE
Describe your experience as it relates to the program services you intend to provide. Please cite actual work examples or projects that demonstrate experience and expertise in delivering a given service. The examples should include name of project and service provided, date, time and place services where provided, main beneficiaries of the service, and outcomes achieved.
Provide samples of your work such as, completed reports, business plan, marketing plan, brochures, and any other critical information that has not been requested by the NOFA.
Provide a list of three references for whom you have performed similar services.
D.2.1.d. BUDGET NARRATIVE
Provide a budget narrative and chart that details the allocation of funds to all services or tasks to be performed and the source of all funds.
Please provide anticipated funding as well as secured funding and any timelines associated with the funds.
Please include a description of the accounting system and procedures you now have in place or will put in place to manage this grant.
D.2.1.e. FUNDING LEVERAGING
Please provide a narrative of intent and approaches intended to be taken to obtain additional funding for the SFR program. These approaches may include fund raising and financing methods to leverage BHS funds to increase the SFR pool for lending.
Provide any experience or successes for similar programs to demonstrate the likelihood of success.
A complete application should include, in this order:
1. Checklist
2. Table of Contents 3. Narrative Responses 4. Attachments
5. Certifications D.3 PROPOSAL SUBMISSION
Proposals must be received and time stamped by 4:30 p.m. (MST) on May 12, 2011, at the address below. Late applications will be disqualified without exception.
Office of Economic Development
Business Assistance Center, (1st Floor Atrium) Wellington E. Webb Municipal Office Building 201 W. Colfax Ave., Dept 204
Denver, CO 80202
Attn: Housing Programs NOFA
Proposals are to be in either a sealed envelope or a sealed box and labeled with the proposal name. The City requires six (6) copies of the proposal. The original copy of the proposal should be unbound and five copies of the proposal must be bound in some manner, preferably clipped together. Hand deliveries are recommended. Faxed proposals are not acceptable. Individual proposals will not be read in public or available for public inspection until after an award determination has been made.
D.4 CHECKLIST
THE FOLLOWING CHECK LIST SHOULD BE USED AS THE COVERSHEET FOR YOUR PROPOSAL TO ENSURE REQUIRED DOCUMENTATION IS ATTACHED.
1. DO YOU HAVE A TABLE OF CONTENTS? ________
2. ARE ALL SECTIONS OF YOUR PROPOSAL NUMBERED? ________
3. ARE ALL ATTACHMENTS INCLUDED AND LABELED CLEARLY? ________
4. ARE ALL CERTIFICATIONS INCLUDED? _______
a. Disclosure of Principals b. Federal Debarment Form
c. Explanation of any Federal Suspension or Debarment within the past 5 years, if applicable
d. Certification Under § 8-17.5-102, C.R.S – Illegal Aliens e. Certification Regarding Drug-Free Workplace Requirements f. Vendor Information Form
1. Request for Taxpayer Identification Number Verification
5. DID YOU MARK THE ENVELOPE WITH PROPOSAL TITLE AND DATE REQUIRED. ________
CERTIFICATION
I HEREBY CERTIFY THAT THE INFORMATION I HAVE PROVIDED IN THE PROPOSAL IS ACCURATE TO THE BEST OF MY KNOWLEDGE, AND THAT I AM DULY AUTHORIZED/EMPOWERED TO SIGN CONTRACTS ON BEHALF OF THIS ORGANIZATION.
_____________________________________________________________________________________
PRINT ORGANIZATION NAME
SIGNATURE YOUR NAME (PLEASE PRINT)
TITLE DATE
SECTION E: EVALUATION AND AWARD SELECTION PROCESS
E.1 EVALUATION TEAM
All applications will be reviewed by an Evaluation Team comprised of OED staff and other evaluators as appropriate. Applicants will be notified when/if additional information, documentation or personal interviews are required. All information required to complete the application for funding, including attachments and appendices, is provided herein. Any additional information or inquiries pertaining to proposal submittal, including e-mail and phone calls, will not be considered during the selection process.
E.2 SCORING PROCESS AND SCALE
Applicants will be scored and ranked based on the information contained in the Narrative responses to Sections D.2.1.a ~ D.2.1.e. All the sections will carry equal weight with a maximum score of 25 points.
Performance outcomes of prior contracts with OED will be considered in the overall rating of proposals submitted by respondents who currently have, or have previously had, contracts with the OED.
E.3 DECISIONS
Based on the information provided by the applicant, the Evaluation Team will rank the applications in order of preference and make recommendations to OED senior management. Additional financial or technical information may be requested by OED prior to final award determination.
Funding is limited. Applications meeting all of the NOFA’s general guidelines and requirements many not necessarily receive an award.
Successful applicants will be invited to enter into contract negotiations and development of a final scope of services. Contract negotiations may involve additional requirements, such as environmental reviews, personal financial guarantees, and other federal requirements. If negotiations are not successful, OED reserves the right to negotiate with the next ranked proposers, or reject all submittals. Once negotiations are complete, OED will contract with the selected applicants.
OED reserves the right to postpone or cancel this proposal, or reject all proposals, if in its judgment it deems it to be in the best interest of OED to do so. OED reserves the right to waive any technical or formal errors or omissions and to reject any and all proposal(s), or to award contracts, either in part or whole, if deemed to be in the best interests of OED to do so. The successful applicant shall be in complete compliance with all of the specifications, terms and conditions of this proposal. OED shall have the right to inspect the facilities and equipment of the successful proposer to insure such compliance.
OED shall not be liable for any costs incurred in the preparation of proposals or for any work performed in connection therein.
OED may recommend funding a project or service for the full amount requested, or less than the full amount, or not at all. There is no requirement or expectation that OED will award all or any funds through this NOFA process.
Funding decisions are final. Funds awarded are based on a competitive process where applications are rated against other applications. Changes to a successful applicant’s scope of work after contracts are executed will not be allowed and may result in the nullification of the contract.
SECTION F: AWARDED APPLICANT REPORTING AND PAYMENT PROCEDURES
F.1 REPORTING
All awards are conditioned upon veracity of information provided by the applicant and will require significant accountability and reporting. The following reporting requirements will be included in OED’s Contract with the Grantee (successful applicant).
Unless otherwise provided in the Contract, the Grantee shall be responsible for the following reporting requirements. Required reports shall be submitted to OED not later than the end of each calendar month, or at such time as otherwise specified. The preparation of the reports in a timely manner shall be the responsibility of Grantee and failure to comply may result in the delay of payment of funds and/or termination of the Contract.
Monthly and/or Quarterly Progress Reports
Grantee shall submit, on a monthly and/or quarterly basis, a written progress report analyzing the performance under this award. The report shall refer to the status of work to be performed pursuant to this award and shall include a description of the deliverables and tasks completed during the reporting period. The report shall contain expected indicators and outcomes, such as the number of residents served as a result of the funding provided and other characteristics such as household income, gender, race or ethnicity, family status and disability.
In addition, the report shall include a description of any findings or results, and any unanticipated outcomes or roadblocks encountered. The report shall indicate clearly whether work is proceeding according to schedule, ahead of schedule or behind schedule. If the work is behind schedule, the report shall include a summary of the reasons for the delay and a plan of action to bring the project back on schedule, which shall be subject to review and approval by OED prior to implementation.
Monthly and/or Quarterly Financial Status Report
The progress report shall include a Financial Status Report summarizing expenditures for City and non- City funds. Expenditures shall be shown for each line item during each reporting period.
Final Reports
Grantee shall produce and submit to the Neighborhood Development Program Manager a Final Financial Status Report and a Final Narrative Progress Report of the project that shall provide a final accounting of the total work performed, the results achieved, and financial status summary. Photographs and testimonials of program beneficiaries are strongly encouraged.
Post-Completion Document Retention
Grantees are required to maintain all documents/records relating to their award for a minimum of five (5) years after the expiration of each Contract.
F.2 PAYMENTS
Any procurement of services must follow OED’s procurement procedures. Expenses incurred prior to the start date of the contract with OED are not eligible for reimbursement.
Payments shall be made in accordance with the provisions of the Contract. OED shall pay Grantee the reasonable, allocable, and allowable costs for work performed based on satisfactory progress of the work defined in the NOFA and negotiated scope of services. Grantee shall be compensated only for work and services performed by Grantee and accepted by OED pursuant to the terms of the Contract. Payment shall also be contingent upon timely receipt and acceptance of required reports described herein. Grantee shall be reimbursed no more than once a month based on the submission a Request for Payment and a Financial Status Report providing a detailed account of the amount of costs incurred relating to the line
items per the project budget. OED shall withhold payment of the final ten percent (10%) of the total amount until Grantee has submitted and OED has accepted all required progress and financial status reports enumerated here in.
ATTACHMENTS
Please download the Certifications in Attachment A. These attachments constitute part of your application package and are mandatory.
APPENDIX
The appendix provides references and additional information to help the applicant complete the application.
201 W. Colfax Ave., Dept. 204 Denver, CO 80202
P: 720.913.1999 www.milehigh.com
APPENDIX I INCOME DEFINITIONS Low Income:
A household whose income does not exceed 80 percent of the median income for the area, as determined by HUD, with adjustments for smaller or larger families.
Low- and moderate-income person:
A member of a family having an income equal to or less than the Section 8 low-income limit established by HUD and adjusted for family size.
Family:
A family is defined as all persons living in the same household who are related by blood, marriage, or adoption. Adult children who continue to live at home and dependent children living outside of the home (e.g., students living in a dormitory or other student housing) are considered to be part of the family for the purpose of determining family income. Unrelated individuals are considered as one-person families for this purpose.
Low- and moderate-income household:
A household having an income equal to or less than the Section 8 low-income limit established by HUD.
2010 Section 8 Income Limits for Denver
Income Limit by Household Size
Percent of Area Median
Income (AMI) 1 Person 2 Persons 3 Persons 4 Persons 5 Persons 6 Persons 7 Persons 8 Persons
Extremely Low
(30% of AMI) $15,950 $18,200 $20,500 $22,750 $24,600 $26,400 $28,250 $30,050
Very Low (50%
of AMI) $26,600 $30,400 $34,200 $37,950 $41,000 $44,050 $47,100 $50,100
Low Income
(80% of AMI) $42,500 $48,600 $54,650 $60,700 $65,600 $70,450 $75,300 $80,150
Published by HUD: Effective May 14, 2010
SECTION H: CERTIFICATIONS
Please complete and return the following required forms as clearly labeled attachments to your submittal.
H.1 DISCLOSURE OF PRINCIPALS
Pursuant to D.R.M.C. 20-69: all contract for professional or personal services which will exceed twenty- five thousand dollars ($25,000.00); all proposals for use of real property of or by the City, the duration of which is one year or longer and which exceeds twenty-five thousand dollars ($25,000.00) in revenue or cost; and all proposals for concession agreements for the use of City facilities or property must be accompanied by a separate detachable page setting forth the following information:
the names of any officer, director, owner or principal of the business entity, including the identity of any shareholder who owns or controls 5% or more of the business entity, and either 1) the names of his or her spouse, and children under eighteen years of age; or 2) a statement that he or she or his or her spouse, or children, if any, under the age of eighteen have or have not made a contribution, as defined in D.R.M.C. 15-32, or contribution in-kind, as defined in D.R.M.C. 15-32, to any candidate, as defined in D.R.M.C. 15-32, during the last five years and identifying by name himself or herself or any spouse or child under the age of eighteen who has made such a contribution or contribution in-kind to a candidate.
the name of any subcontractors or vendors whose share of the proposal exceeds
$100,000.00 of the contract or formal proposal amount; and the names of any unions with which the vendor has a collective bargaining agreement.
See the following page for a form which may be used for such vendor disclosure.
The information required in (1) above must be provided at the time of proposal submittal, and the information required in (2) and (3) must be submitted in a timely fashion prior to award.
Failure to provide the required information in a timely fashion shall render any proposal to which D.R.M.C.
20-69 applies non-responsive.
While a vendor who has already disclosed such information need not provide such information with a second or subsequent proposal unless such information has changed, it shall be the responsibility of each such vendor to verify that such information is still current as of the date of such subsequent proposal and is in fact on file with the City Clerk by so stating and signing the Disclosure Form. Failure to provide or update the required information in a timely fashion shall render any proposal to which D.R.M.C.
20-69 applies non-responsive.
VENDOR/CONTRACTOR/VENDOR/VENDOR DISCLOSURE
______________________________ ___________________________ ____________________
Bidding Entity's/Vendor's Name Telephone Number Form Completion Date ______________________________ __________________________________________________
Address Printed Name of Officer/Owner
______________________________ __________________________________________________
City, State, Zip Code Signature of Officer/Owner
Section 20-69, D.R.M.C. requires the disclosure of the name of each officer, director, shareholder who owns or controls 5% or more of the business entity, principal, and owner of each bidding or proposing entity, and either the names of the spouses of those individuals and the names of their children under the age of eighteen (18), or a statement in lieu of the disclosure of the names of such spouses and children as set forth below in the "Certified Statement in Lieu of Disclosure".
The names of officers, directors, 5% shareholders, principals and owners must be disclosed in either event.
Required disclosures also include the names of any subcontractor/supplier receiving more than $100,000.00 of work and the names of any unions with which the bidder/Vendor has a collective bargaining agreement.
This page may be photocopied if additional space is required.
The individuals listed below are disclosed as having the noted relationship with the business entity/Vendor listed above.
Show appropriate letter in the box to the left. Use center box for relationship to another line number: A=Officer, B=Director, C=Principal, D=Owner, E=Controller of 5% or more of the stock, F=Spouse, G=Child under age 18, H=Subcontractor, I=Supplier, J=Union. Identify with an asterisk (*) all listed persons who have made a contribution or contribution in-kind, as defined by Section 15-32 D.R.M.C., within the last five years.
1. [ ] [ ] ______________________ 9. [ ] [ ]________________________
2. [ ] [ ] ______________________ 10. [ ] [ ]________________________
3. [ ] [ ] ______________________ 11. [ ] [ ]________________________
4. [ ] [ ] ______________________ 12. [ ] [ ]________________________
5. [ ] [ ] ______________________ 13. [ ] [ ]________________________
6. [ ] [ ] ______________________ 14. [ ] [ ]________________________
7. [ ] [ ] ______________________ 15. [ ] [ ]________________________
8. [ ] [ ] ______________________ 16. [ ] [ ]________________________
BIDDER/CONTRACTOR/VENDOR/VENDOR CERTIFIED STATEMENT IN LIEU OF DISCLOSURE OF NAMES OF SPOUSES AND CHILDREN
I hereby certify that, except as identified by an asterisk above, no officer, director, shareholder who owns or controls 5%
or more of the business entity, principal, or owner or his or her spouse or child under eighteen years of age has made a contribution, as defined at Section 15-32 D.R.M.C., or a contribution in kind, as defined at Section 15-32 D.R.M.C., to a candidate, as defined at Section 15-32 D.R.M.C., during the last five years.
________________________________________________
Printed Name of Officer/Owner of Bidding/Proposing entity
________________________________________________
Signature of Officer/Owner of Bidding/Proposing entity
H.2 FEDERAL DEBARMENT FORM
Certification Regarding
Debarment, Suspension, and Other Responsibility Matters Primary Covered Transactions
This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 29 CFR Part 98.510, Participants’ responsibilities. The regulations were published as Part VII of the May 26, 1988 Federal Register (pages 19160-19211).
BEFORE SIGNING CERTIFICATION, READ ATTACHED INSTRUCTIONS WHICH ARE AN INTEGRAL PART OF THE CERTIFICATION)
(1) The prospective primary participant certifies to the best of its knowledge and belief, that is and its principals:
(a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department of agency;
(b) Have not within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;
(c) Are not presently indicted for or otherwise criminally or civilly charged by a government entity (Federal, State, or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and
(d) Have not within a three-year period preceding this application/proposal/date had one or more public transactions (Federal, State, or local) terminated for cause or default.
(2) Where the prospective primary participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal.
__________________________________________________________
Name and Title of Authorized Representative
___________________________________________________________
Signature Date
Instructions for Certification
1. By signing and submitting this proposal, the prospective primary participant is providing the certification set out below.
2. The inability of a person to provide the certification required below will not necessarily result in denial of
participation in this covered transaction. The prospective participant shall submit an explanation of why it cannot provide the certification set out below. The certification or explanation will be considered in connection with the Department of Labor’s (DOL) determination whether to enter into this transaction. However, failure of the prospective primary participant to furnish a certification or an explanation shall disqualify such person from participation in this transaction.
3. The certification in this clause is a material representation of fact upon which reliance was placed when the DOL determined to enter into this transaction. If it is later determined that the prospective primary participant
knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the DOL may terminate this transaction for cause or default.
4. The prospective primary participant shall provide immediate written notice to the DOL if at any time the
prospective primary participant learns its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.
5. The terms “covered transaction,” “debarred,” “suspended,” “ineligible,” “lower tier covered transaction,”
“participant,” “person,” “primary covered transaction,” “principal,” “proposal,” and “voluntarily excluded,” as used in this clause, have the meaning set out in Definitions and Coverage sections of the rules implementing Executive Order 12549. You may contact the DOL for assistance in obtaining a copy of those regulations.
6. The prospective primary participant agrees by submitting this proposal that, should the proposed covered
transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligibility or voluntarily excluded from participation in this covered
transaction, unless authorized by the DOL.
7. The prospective primary participant further agrees by submitting this proposal that it will include the clause titled
“Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion-Lower Tier Covered Transactions,” provided by the DOL, without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions.
8. A participant in an covered transaction may rely upon a certification of a prospective participant in an lower tier covered transaction that it is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may, but is not required to, check the List of Parties Excluded From Procurement or Nonprocurement Programs.
9. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.
10. Except for transactions authorized under paragraph 6 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible , or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the DOL may terminate this transaction for cause or default.
FEDERAL DEBARMENT FORM
H.3 CERTIFICATION UNDER § 8-17.5-102, C.R.S. – ILLEGAL ALIENS
The Contractor, in compliance with §8-17.5-102, C.R.S., certifies that at the time of the execution of this Certification:
1. The Contractor does not knowingly employ or contract with an illegal alien.
2. The Contractor has participated or attempted to participate either the E-Verify Program, as defined in
§ 8-17.5-101(3.7), C.R.S., or the employment verification program established by the Colorado Department of Labor and Employment under § 8-17.5-102 (5) (c), C.R.S. (the “Department Program”), to verify that it does not employ any illegal aliens.
Company Legal Name:
By:
Print Name:
Title:
DATE:
H.4 CERTIFICATION REGARDING DRUG-FREE WORKPLACE REQUIREMENTS
Instructions for Certification
1. By signing and/or submitting this application or grant agreement, the grantee is providing the certification set out below.
2. The certification set out below is a material representation of fact upon which reliance is placed when the agency awards the grant. If it is later determined that the grantee knowingly rendered a false certification, or otherwise violates the requirements of the Drug-Free Workplace Act, the agency, in addition to any other remedies available to the Federal Government, may take action authorized under the Drug-Free Workplace Act.
3. For grantees other than individuals, Alternate I applies.
4. For grantees who are individuals, Alternate II applies.
5. Workplaces under grants, for grantees other than individuals, need not be identified on the certification. If known, they may be identified in the grant application. If the grantee does not identify the workplaces at the time of application, or upon award, if there is no application, the grantee must keep the identity of the workplace(s) on file in its office and make the information available for Federal inspection. Failure to identify all known workplaces constitutes a violation of the grantee’s drug-free workplace requirements.
6. Workplace identifications must include the actual address of buildings (or parts of buildings) or other sites where work under the grant takes place. Categorical descriptions may be used (e.g., all vehicles of a mass transit authority of State highway department while in operation, State employees in each local unemployment office, performers in concert halls or radio studios).
7. If the workplace identified for the agency changes during the performance of the grant, the grantee shall inform the agency of the change(s), if it previously identified the workplaces in question (see paragraph 5).
8. Definitions of terms in the Nonprocurement Suspension and Debarment common rule and Drug-Free Workplace common rule apply to this certification. Grantee’s attention is called, in particular, to the following definitions from these rules:
Controlled substance means a controlled substance in Schedules I through V of the Controlled Substances Act (21 U.S.C. 812) and as further defined by regulation (21 CFR 1308.11 through 1308.15);
Conviction means a finding of guilt (including a plea of nolo contendere) or imposition of sentence, or both, by any judicial body charged with the responsibility to determine violations of the Federal or State Criminal drug statutes;
Criminal drug statute means a Federal or non-Federal criminal statute involving the manufacture, distribution, dispensing, use, or possession of any controlled substance;
Employee means the employee of a grantee directly engaged in the performance of work under a grant, including: (i) All direct charge employees, (ii) All indirect charge employees unless their impact or involvement is insignificant to the performance of the grant; and (iii) Temporary personnel and consultants who are directly engaged in the
performance of work under the grant and who are on the grantee’s payroll. This definition does not include workers not on the payroll of the grantee (e.g., volunteers, even if used to meet a matching requirement; consultants or independent contractors not on the grantee’s payroll; or employees of subrecipients or subcontractors in covered workplaces).
DRUG-FREE WORKPLACE REQUIREMENTS
Certification Regarding Drug-Free Workplace Requirements
BEFORE SIGNING CERTIFICATION, READ ATTACHED INSTRUCTIONS WHICH ARE AN INTEGRAL PART OF THE CERTIFICATION
A. The grantee certifies that it will or will continue to provide a drug-free workplace by:
(a) Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the grantee’s workplace and specifying the actions that will be taken against employees for violation of such prohibition;
(b) Establishing an ongoing drug-free awareness program to inform employees about:
(1) The dangers of drug abuse in the workplace;
(2) The grantee’s policy of maintaining a drug-free workplace;
(3) Any available drug counseling, rehabilitation, and employee assistance programs; and
(4) Thee penalties that may be imposed upon employees for drug abuse violations occurring in the workplace;
(c) Making it a requirement that each employee to be engaged in the performance of the grant be given a copy of the statement required by paragraph (a);
(d) Notifying the employee in the statement required by paragraph (a) that, as a condition of employment under the grant, the employee will—
(1) Abide by the terms of the statement; and
(2) Notify the employer in writing of his or her conviction for a violation of a criminal drug statute occurring in the workplace no later than five calendar days after such conviction;
(e) Notifying the agency in writing, within ten calendar days after receiving notice under paragraph (d)(2) from an employee or otherwise receiving actual notice of such conviction. Employers of convicted employees must provide notice, including position title, to every grant officer or other designee on whose grant activity the convicted employee was working, unless the Federal agency has designated a central point for the receipt of such notices. Notice shall include the identification number(s) of each affected grant;
(f) Taking one of the following actions, within 30 calendar days of receiving notice under paragraph (d)(2), with respect to any employee who is so convicted—
a. Taking appropriate personnel action against such an employee, up to and including termination, consistent with the requirements of the Rehabilitation Act of 1973, as amended; or
b. Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State, or local health, law enforcement, or other appropriate agency;
(g) Making a good faith effort to continue to maintain a drug-free workplace through implementation of paragraphs (a), (b), (c), (d), (e), and (f).
B. The grantee may insert in the space provided below the site(s) for the performance of work done in connection with specific grant:
Place of Performance (Street Address, city, county, state, zip code)
_____________________________________________________________________________________________
_____________________________________________________________________________________________
__________________________________________________________________________________
Name and Title of Authorized Representatives
______________________________________________________
Signature Date
