FY2023 CDBG Competitive Application Workshop

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On-Line Application Information & Application Handbook & References

CDBG Competitive Applications will be made available through the Office of Housing & Community Development (OHCD) website at www.pwcgov.org/housing and can be found under the “Competitive Funding” link. The Application portal will be live on September 23, 2021 at 5:00pm.

The portal for participants to register as a user of Neighborly Software for the Competitive process is below; you will also find the “Getting Started Guide” on the website under “Competitive Funding” link : https://portal.neighborlysoftware.com/princewilliamcountyva/Participant

“Getting Started Guide”, Application Portal, Application Handbook and Reference Information can be found through:

www.pwcgov.org/housing Follow link to “Competitive Funding”

CDBG General Information: jduckett@pwcgov.org

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Program Schedule

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Date ActivitySeptember 23,2021 Applications Available – Online Only

September 23,2021 Workshop 10:30am – Virtual Online Workshop

October 29, 2021 Application Deadline by 5:00 pm

November 2021 Applications Reviewed and Scored

December 2021 Staff presents to Housing Board recommendations for funding

December 2021 Letters sent to all applicants informing them of application status

Anticipated DatesJanuary 2022 Funded Applications put into Draft FY2023 Annual Action Plan for Public

HearingMarch 2022 Public Hearing on Draft FY2023 Annual Action PlanApril 2022 BOCS consideration for Adoption of FY2023 Annual Action Plan containing

funded applications

May 2022 Submit Adopted FY2023 Annual Action Plan to HUD to final approval

June 2022 Subrecipient Agreements developed in DRAFT Form pending HUD approval

July 2022 or later Subrecipient Agreements signed by all parties after funds released by HUD

Applicant Eligibility Non-Profit 501c & 501c3

Faith-Based Organization

For-Profit

Governmental Entity

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Available Funds

Prince William County Activities$1.0 million

Manassas City Activities$50,000

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Maximum Level & Terms Maximum Per Applicant:

No more than 3 Activities or a maximum of $350,000 for County activities $50,000 for City of Manassas activities

Public Service Activities – are non-construction social service activities in the community that benefit low- and moderate-income citizens. To utilize CDBG funds for a public service, the service must be either: a new service or a quantifiable increase in the level of an existing service which has been provided by the Applicant. For an increased level of service, the Grant Funds can only be used to provide for the increased service

Single Service Delivery Agencies - refers to those agencies that only provide one service. Single service delivery project must be a new or increased level of service. To qualify, the new service cannot currently exist and will be established using CDBG grant funds. For an increase or expanded service, applicants must demonstrate that there will be a quantifiable increase in the level of services delivered in the prior 12 months prior to the grant application. Funding only for increase services.

Eligible Manassas Park Entities (government & non-profits) – May only apply for CDBG Competitive funding when the activities serve residents of PWC County and/or City of Manassas residents

Activities – If awarded, for FY23 activities will be eligible for consideration for funding for FY 2024 thru FY2025 coinciding with the remaining years of the current 5-Year Consolidated Plan

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Subsequent Year Funding:The Subrecipient Agreement will stipulate subsequent year funding levels, activity, and implementation schedule. Each year the Subrecipient will be required to provide this information to OHCD as it relates to the original funded Non-Public Service Activity. Public Service Activities will not be required to provide this information yearly as the activity must remain the same as originally awarded.

EXAMPLE FOR NON-PUBLIC SERVICE: Homeowner Association is awarded funding for an ADA Activity which is titled “Homeowner Association ADA Conversion”. The ADA conversion is to install an elevator in their Community Center. The Homeowners Association would be eligible for the same funding level for another ADA Conversion. The Homeowners Association will be responsible to determine what “ADA Conversion” activity they wish to undertake for year two along with a budget, and implementation schedule. If the budget for the “ADA Conversion” activity is less than the original awarded amount, the second-year funding will be reduced. This same process will be followed for all subsequent eligible years.

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Types of Assistance & Terms Public Service Activities

Forgivable Loans (grants)

Rehabilitation ActivitiesOption #1: 30-Year Deferred Forgivable Deed of Trust and Promissory NoteOption #2: Repayable Loan (15 Bonus Points)County Owned properties will only be required to have Director of Department sign a Promissory Note

Acquisition/Rehabilitation ActivitiesOption #1: 30-Year Deferred Forgivable Deed of Trust with Shared Market Appreciation Requirements for Acquisition funds and Promissory NoteOption #2: Repayable Loan (15 Bonus Points)

Subordination of Loan – No Subordination will be allowed in the case of a refinance which would result in removal of equity from the property for any reason

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CDBG National Objective Benefit for LMI

Area Benefit – benefits all residents in a particular area, where more than 51% are LMI; can be verified by census tract or neighborhood survey

Limited Clientele – benefits a specific group instead of area Presumed – elderly, homeless, persons with disabilities,

illiterate, battered spouse

Require Income Verification – to verify that at least 51% of clientele are LMI (if activity is funded)

Income limits – eligibility only for LMI at or below 80% AMI

Housing – adds or improves permanent residential structures that will be occupied by LMI beneficiaries

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CDBG Eligible Activities

570.201 (a) Acquisition of Real Property

570.201 (c) Public Facilities & Improvements (ADA)

570.201 (e) Public Service – New Public Service or Quantifiable increase in level of an existing public service

570.201 (k) Housing Services (Counseling)

570.202 (a) Eligible Rehabilitation & Preservation Activities

570.202 (e) Renovation of Closed Buildings (ADA or re-used)

10Listed on Application Section B Eligible CDBG Activities

CDBG Activities 5-Year Consolidated Plan Goals & Objectives

Support Efforts to Combat Homelessness

Expand Affordable Housing Options

Goal: Facilitate an expansion of housing and supportive services offered to homeless families and individuals in Prince William County over a five-year period

Objectives: Continue to provide support for service providers within the Continuum of Care to serve homeless and at-risk households in the Prince William Area

Goal: Improve the condition and availability ofaffordable housing over a five-year period

Objectives: Improve the condition of and accessto affordable housing options in the PrinceWilliam Area

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CDBG Activities 5-Year Consolidated Plan Goals & Objectives (cont.)

Enhance Access to Public Facilitates & ADA Accessibility

Provide Support for Public Service Programs

Goal: Improve living conditions in by addressing housing and non-housing community development for special needs and low to moderate income households over a five-year period, including ADA accessible activities

Objective: Address community needs through improvements to public facilities (group home)

Goal: Help address the needs of homeless, non-homeless, and special needs population in the Prince William Area

Objectives: Provide support to public service providers in the Area to help increase access to public service options

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Ineligible Activities Not meeting National CDBG Objective; Activities that do not serve at least 51% low-moderate income

persons and households; Acquisition, construction or reconstruction of buildings for the

general conduct of government; Maintenance and repair of public facilities and improvements that

are not ADA related; Services that promote political or religious activities; Replacement of general dollars or administrative costs that are

excessive or unreasonable Construction of new housing; Purchase of equipment/travel expenses; and Costs not directly related to implementation of the activity

approved as described in the application; or that cannot be supported through back-up documentation, costs incurred prior to July 1, 2022, or after expiration of yearly contract. PWC does not identify indirect costs as eligible due to limited funding level

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Threshold RequirementsNot Considered for funding:

An Organization that has been in business for less than (2) years

Activity cannot demonstrate meeting National Objective of CDBG of benefiting at least 51% LMI

Activity does not address current measurable 5-Year Consolidated Plan Priority Needs Objective/Goal

Activities that score less than 150 points (75%)

Activity funding requested exceeds maximum award level (slide 6)

Applications that the required Board Resolution and Board Minutes which do not substantiate and authorize the CDBG Application. The Resolution and minutes must also include the activity CDBG dollar amount, a description of the activity, identify the source and dollar amount of match and/or contingency funds if applicable, and loan type along with applicable repayment provisions.

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Lead-Based Paint Regulations effect homes built prior to

January 1,1978 Affects:

AcquisitionHomebuyer ProgramSpecial Needs Housing

Rehabilitation Tenant-Based Rental Assistance Public Service Facilities

Properties built after 1978 are exempt Make sure to include a budget for testing

and corrections as may be needed15

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Federal Labor Standards Davis-Bacon

Mechanics and labors employed in federal assisted contracts over $2,000 for construction, alteration or rehabilitation/repair of public buildings or public works. (Owner occupied properties, residential buildings and rental properties of less than eight units are not subject to Davis-Bacon requirements)

Contract Work Hours and Safety StandardsWorkers paid 1½ times basic rate of pay for time in excess of 40 hours in a week

Copeland Anti-Kickback Act Employers only withhold permissible deductions for benefits

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Application Selection Criteria

County & City Applications will be reviewed by staff 200 Maximum Points 150 Minimum points to be considered for funding Bonus Points

15 points for dollar-for-dollar Match

15 points for repayable loan method

Applications with same score will be ranked based upon date/time Application was submitted

If Application is made for both County and City funds application will be reviewed and scored as one Application

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National Objective/Eligible Activities15 points

National ObjectiveArea BenefitLimited Clientele ActivitiesHousing Activities

10-Points for 100% LMI benefit

5 Points for selection of appropriate eligible activity

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Consistent with Consolidated Plan FY2021-2025 (0 points)

To be considered for funding the proposed activity must address a measurable Consolidated Plan Priority Goal/Objective

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Activity Description 110 Points

50 points = Soundness & Content 20 points = Clear Methodology to Support Cost Estimates to include :

Completeness & current cost estimates, reasonable, realistic costs, clear relationship between costs & activity; if 1st year public/single service project is there a supported and realistic increase level of service & is there need for contingency funds & if applicable provide source & amount

40 points = Clarity & Reasonableness of proposed administrative & project related procedures and identification of staff to carry out same

There are nine questions; answer each one completely!

1. How your activity will address a measurable Prince William County 5-Year Consolidated Plan priority, what are the measurable outcomes, which must demonstrates benefiting at least 51% Low-Moderate Income Persons/Households?

2. How cost estimates relate to realistic project costs in relation to the activity? 3. Identify staff who will administer the activity to include proposed administrative and

project related procedures why?4. How will lead based paint requirements be addressed and provide an explanation?5. Single Service Delivery Agencies and public service activities must describe if the activity

is a new or increased level of service; number of persons [public service] or households [Single Service Delivery Agencies] to be served; and if activity will require new staff or increased hours of existing staff?

6. Provide a description of how Davis Bacon Wage Rates for improvements will be followed? 7. Type of grant or loan along with applicable repayment provisions as may relevant?8. If there is a dollar-for-dollar match; indicate amount and source; if contingency funds

are required indicate amount and source?9. What methods will be used to publicize funding of this activity with CDBG funds?

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Sponsor Capacity75 points (limit 1 page)

25 points = Applicant’s Experience 25 points = Adequacy of existing or proposed staff 25 points = Financial Management System

Responses will be evaluated based on the following factors:

Applicant has current or previous experience with related program activities

Adequacy of existing or proposed staff and can demonstrate capacity and experience in managing federal funds

Applicant demonstrates appropriateness and adequacy of financial management systems and agency audit, or financial statement is without noted financial concerns/findings

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Match Guidelines

A Match is not required but shows greater impact of CDBG funds

15 Bonus Points

Verification of Match: Must be verified through Board Authorization and Board Minutes;

and

Must verify availability of funds and dollar amount of Match; and

In-Kind Contribution can only be for Professional Services

In-Kind Agreements for Professional Services such as legal, accounting, engineering, management, planning, etc. can also be used as a match for the project. In-Kind contributors must state the value of their services for the project. Volunteer hours except for professional services are not applicable

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Board Resolution for Board of Directors Authorizes Application

Describes Activity

Supports & Identifies CDBG Activity Dollar Amount Requested

Type of Loan/Grant

Terms of Loan

If applicable:

Subordination of Loan

Match/Contingency

Minutes (Substantiates Board Resolution), must include signature & Vote

Application will not be eligible for consideration for funding if Board Resolution does not include all applicable requirement language and if Board Minutes are not provided which substantiates the Board Resolution

For entities that do not have a Board of Directors, must provide a formal letter from Executive Director/President and must include all the above required language

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Required Documents: Costs Estimates

Current Budget

Current Audit, Management Letter or letter from CPA that Management Letter was NOT issued, Management Response Letter

Current Income Tax Return [Form 900 or 990-EZ for Non-Profit

Board Authorization Resolution and copy of Board Minutes to substantiate Board Resolution [Letter from Executive Officer if Organization does not have a Board of Director]. If vote is by e-mail must be supported through By-Laws to verify this means of voting is allowed

IRS 501(c) determination

Articles of Incorporation & Certification from State of Good Standing

Organizational Chart to describe the agency’s administrative framework and staff positions indicates where the proposed activity will fit into the organizational structure

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Supplemental Documentation/ Attachments

Proof of Match; as applicable

Source of Contingency Funds; if applicable

Contracts and/or Agreements with other Organizations to Administer the Proposed activity; as applicable

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Certifications Certification Regarding Board of Directors/Governing Board’s Economic Interest (must

submit a completed form for every Board Member (Ref. Application Sec. J.1 & J. 2)

Certification Regarding Lobbying (Ref. Application Sec. K)

Certification Regarding a Drug-Free Workplace (Ref. Application Sec. L)

Certification Regarding the Civil Rights Act and American with Disabilities Act (Ref. Application Sec. M)

Certification Regarding Section 3 (Ref. Application Sec. N)

Certification Regarding Use of Real Property (Ref. Application Sec. O)

Certification of Compliance with Conflict of Interest and Procurement Policies (Ref. Application Sec. P)

Assurance of Audit Requirements (Ref. Application Sec. Q)

Certification of Affiliation (Ref. Application Sec. R)

Certification Regarding Debarment and Suspension (Ref. Application Sec. S)

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Application Submission

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All applications must be submitted through the on-line process; the portal link will be located on the Office of Housing & Community Development (OHCD) website at www.pwcgov.org/housing; follow the “Competitive Funding” link. Please read all Application instructions and Application Handbook which will also be located on the OHCD website, will be available by 5:00pm on September 23, 2021. The portal link is: https://portal.neighborlysoftware.com/princewilliamcountyva/Participant

Also on website will be CDBG Definitions; 2021 Federal Income Limit Table (effective 6.1.2021), and Example Board Resolution

All applications must be submitted on or before October 29, 2021 by 5:00pm;

To request Technical Assistance with the FY2023 CDBG Application please submit your written inquiry via email to; SUPPORT@NEIGHBORLYSOFTWARE.COM

Please be sure to review the entire Application thoroughly for completion, errors or omissions prior to “submitting” the Application. Save each page often; don’t select “complete and continue” until each page is completed and required documents if applicable have been uploaded. The System will not allow you to “Submit” your application if all required documents are not provided

Please be sure Application responses are clear and concise as you complete each section. Applications will be evaluated and scored based on appropriate and relevant detailed information provided within the Application

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Questions

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