HCD Subrecipient Orientation Workshop FY

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(1)HCD Subrecipient Orientation Workshop FY 2011-2012.

(2) Contract Development Overview Journey Beard.

(3) Improving Client Services  40% of HCD Staff Hired Within Past 3 Years  Restructuring Department  Electronic Contract Management System  Electronic System - Loan Underwriting, Processing, Servicing, and Recordkeeping. Page 3.

(4) Homeless Resource Center – 45th Street. Page 4.

(5) 3 Keys to Success …  Scope of Work  Detailed Project Description.  Certificate of Insurance  Updated  Coverage Amounts  Additional Insured.  Authority to Execute Agreement Page 5.

(6) Language in Agreements  Public Services Technical Assistance Performance Benchmarks.  Capital. Improvement Projects. Technical Assistance Performance Benchmarks Construction Retainage: 10% Project Closeout Submission of Documents = 45 days. Page 6.

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(8) Contact Info Journey Beard Director of Contract Development & Quality Control 100 Australian Avenue, 5th Floor West Palm Beach, FL 33406 (561) 233-3612 [email protected] Stephen Mayer Planner I (561) 233-3618 [email protected]. Page 8.

(9) REVIEW OF CONTRACT COMPONENTS Clement Clarke.

(10) Contract Components  Changes to Agreements  Benchmarks  Repayment of Grant  Reduction in Award.

(11) General Contract Requirements  Agreement Term.  Insurance.  Amendments  Use of Funds  Other Types of Amendments  Inspector General.  Work Program Narrative.  Conflict of Interest.  Beneficiaries  Monthly Reports  Client Files  Monitoring.

(12) QUESTIONS.

(13) ESGP Specific Contract Components Jo Miller.

(14) Emergency Shelter Grants Program  Local Match Requirement  Grantee Statistic Report  Homeless Prevention Activities  Participation In CMIS  Homeless Definition  Documenting Homelessness At Intake.

(15) Emergency Solution Grants Program  Program Description  Eligible ESG Activities and Applicants . Eligible Program Components  Street Outreach Component  Emergency Shelter Component  Homeless Prevention Component  Rapid Re-housing Component  HMIS Component  Program Planning and Administrative costs Component.

(16) QUESTIONS.

(17) Environmental Requirements Melanie Borkowski.

(18) Environmental Requirements  Projects/Activities for funding must comply with 24. CFR Part 58 Environmental Review Procedures.

(19) Public Services  HCD Prepares an Environmental Review for Each. Public Service Agency.

(20) Activities with unspecified sites  Municipalities, Public Housing Authorities and. Agencies:.  Submit an Environmental Review Request Form to HCD. section for the identified activity(s)..

(21) Components of an Environmental Review  Location  Structure Age  Floodplain & Wetlands  Coastal Zone Management  Sole Source Aquifers  Hazards  Explosives  Toxic sites.  Additional Criteria  Air Quiality  Coastal Barriers  Endangered Species  Environmental Justice  Farm Lands Protection  Fish and Wildlife  Runway Clear Zones  Solid Waste Disposal  Water Quality  Wellfield Protection  Wild & Scenic Rivers.

(22) Key Points  No Expenditure of funds prior to Environmental. Review  All activities require a review  Submit an Environmental Review Request.

(23) QUESTIONS.

(24) Insurance Requirements Scott Marting.

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(26) Insurance Requirements Commonly Asked Questions:  Why Does Palm Beach County Require You To Carry. Insurance?.  What Insurance Coverage's Are Typically Required &. Why?.  General Liability Insurance  Automobile Liability Insurance  Workers Compensation Insurance.

(27) QUESTIONS.

(28) Invoicing & Fiscal Monitoring (HCD Fiscal) Naimah Abdul-Rahmaan.

(29) QUESTIONS.

(30) Invoice Processing Requirements (Clerk & Comptroller) Kristeena Pinto.

(31)  The Clerk & Comptroller is the elected Accountant, Auditor, and Treasurer for Palm Beach County.  Our office maintains timely and accurate financial records and reports, and receives, safeguards, and disburses all monies on behalf of the Board of County Commissioners (BCC).  Invoice Processing Information:  County department receives your invoice and any additional deliverables noted within your contract.  County department approves invoice and the Director, Fiscal Manager, or Financial Analyst signs off and forwards original documents to the Clerk’s Finance Department.  Finance verifies vendor name, contract period, resolution number, and accounting line.  Finance verifies contract requirements and applicable regulatory guidelines, such as PPMs and FL Statutes.  Finance confirms budget availability and that County department has authorized payment.  Checks are processed at the end of each day, verified, and then mailed the following day..

(32) QUESTIONS.

(33) Audit Requirements Kim Spence.

(34) Federal Regulations  Single Audit Act of 1984, as amended  OMB Circular A-133  To ensure proper expenditure of Federal funds  Non-federal entities expending $500,000 or more in a. year  Exempt if expend less than the $500,000 threshold.

(35) When are audit reports due  30 days after receipt of the auditor’s report  No later than 9 months after the end of the audit. period  Example:.  If your audit is for the period ended December 31, 2011,. HCD must receive your audit report no later than September 2012.  Submit audit report including any management letter  Request for an extension to the deadline.

(36) Exempt Organizations  Send a letter to HCD certifying that the organization is. exempt  State the reason for the exemption  Provide audited financial statements for the year the exemption is claimed.

(37) Review Process  One or two-stage review  Agency contacted if corrective action is necessary.

(38) QUESTIONS.

(39) Palm Beach County Procurement Requirements Angela Sims.

(40) Purchasing Department  Services provided by the Purchasing Dept.  Brief description of Palm Beach County’s Purchasing. Code.  Definitions – Request for Quotation (RFQ)and the Request for Submittal (RFS).  Professional services requirement..

(41) The Request for Submittal Process  Clear and concise description of services.  HCD’s specifications inclusion in RFS.  Evaluation and award process.  For additional information- visit. www.pbcgov.com/Purchasing Click on Business Opportunities for a sample of an RFS..

(42) QUESTIONS.

(43) Construction, Land Acquisition & Capital Improvements Bud Cheney.

(44) Davis Bacon, Related Acts & Bonding Tony Compagnone.

(45) DAVIS-BACON: Applies to construction contracts which are funded in part or in whole by CDBG program and which are valued in excess of $2,000.00. www.dol.gov/compliance/laws/c omp-dbra.htm. BONDING: Municipalities: see www.hud.gov/offices/lead/library/lead/24_C FRPART_85 Non-profit Subrecipient: see www.hud.gov/offices/cpo/grantees/24cfr84.

(46) Real Estate Acquisition & Procurement Joe Greco.

(47)  Acquisitions and Purchases . Proceed with Caution     . Appraisals URA Regulations Relocation Environmental Concerns at the Property Procurements – Detailed in Agreement with PBC • Determined at time of Grant Award • Engineering/Consultant Services • Scope of Work.

(48) Demolition/Rehabilitation of Buildings David Schwarz.

(49) Section 3 & Written Approval Lynette Scraper.

(50) Section 3 – Income Based  Applicable for all projects funded in part or in whole with CDBG funds and includes all prime and sub-contractors and professional service agreements such as consultants. Used for:.  Construction, rehabilitation, abatement of housing and public construction. which includes buildings or improvements. Sub-recipients receive from HCD:.  PBC Income Table, Section 3 Report form and Requirements documentation. during bid and award approval process. Information is also included in the Agreement.. NOTE: Including “Section 3” in bid advertisement is suggested for reaching these types of companies..

(51) HCD – Prior Written Approval  Needed for:  Proceeding with Bid Advertisement for Consultant, Construction, RFP  Proceeding with Awarding Contracts  Proceeding with final payment to Contractor  Executing Change Orders.

(52) QUESTIONS.

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