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Disaster Recovery Project Application Guide

Learn how to apply for disaster recovery projects to aid economic revitalization in DR-qualified counties post-2008 disaster. Eligible projects include wastewater/drinking water, economic development, storm drainage, emergency services, and downtown revitalization. Applications will be assessed based on importance to recovery, LMI people served, and economic distress. Submission deadlines vary per category. Grant administrators are vital for small procurement methods and general administration. Ensure compliance with income surveys, public hearings, and post-award deadlines.

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Disaster Recovery Project Application Guide

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  1. 3 CDBG Disaster Recovery Appropriation # 2 Workshop Thursday, April 2, 2009

  2. DR2 Eligibility County qualified as disaster area in 2008: DR-1740, DR-1766, DR-1795 Project is vital to economic recovery of area Meet national objective of low to moderate income (LMI) 51%

  3. Eligible Projects Wastewater & Drinking Water Economic Development Storm Drainage Community Development Emergency Services Downtown Revitalization For specific projects contact Community Liaison

  4. Wastewater & Drinking Water Improvements • Approved projects with SRF and/or USDA-RD water and environmental programs • Non-Competitive • Applications accepted April 17th(subject to change) • 1 Original and 1 Copy • Projects/applications will be evaluated using the following criteria: • The importance of the project to post disaster recovery of the applicant; • The percentage of low-to-moderate income persons served; • The relative economic distress of the applicant.

  5. Economic Development Programs • Non-Competitive • Applications accepted April 17th(subject to change) • 1 Original and 1 Copy • Projects/applications will be evaluated using the following criteria: • The importance of the project to post disaster recovery of the applicant; • The percentage of low-to-moderate income persons served.

  6. Storm Drainage Improvements • Due June 12, 2009 • Awarded on July 31, 2009 • 1 Original and 3 Copies • Projects/applications will be evaluated using the following criteria: • The importance of the project to post disaster recovery of the applicant – 30%; • The percentage of low-to-moderate income persons served – 25%; • The percent of grant amount in relation to applicant’s annual budget – 15%; • The relative economic distress of the applicant – 15%; • Applicant ranking on the OCRA Rurality Index – 15%.

  7. Community Development Programs • Due July 31, 2009 • Awarded on September 25, 2009 Includes Emergency Services & Downtown Revitalization • 1 Original and 3 Copies • Projects/applications will be evaluated using the following criteria: • The importance of the project to post disaster recovery of the applicant – 40%; • The percentage of low-to-moderate income persons served – 30%; • The percent of grant amount in relation to applicant’s annual budget – 5%; • The relative economic distress of the applicant -10%; • The rurality of the applicant – 15 %.

  8. Grant Administration OCRA Certified Grant Administrator required. • May procure by small purchase method: • Must be $50,000 or less • Includes labor standards & Environmental Review if applicable • Must Contact 3 qualified sources to solicit quotes • Firm/Person must respond in writing • Quotes may be faxed, e-mailed, hand delivered or mailed • Respondents must be allowed 5 days minimum to respond • Must maintain records documenting date, time, & persons solicited/respondents

  9. Grant Administration • General Administration • Two and one-half percent (2.5%) of Grant Amount • Environmental Review • $3,000 maximum • Labor Standards (based on Total Project Cost) • Up to $2,000,000 $5,000 • $2,000,001 - $5,000,000 $7,000 • $5,000,001 and up $9,000

  10. General Information • May not be on the CDBG findings/ineligible list • CFF/PL grant limits do not apply • No required match • Actual grant amounts are determined on a case by case basis and the amount of assistance will be dependent upon the evaluation factors specific to each program

  11. Project Description • Must include detailed description of project activities, including how it fits with the overall economic recovery efforts of the applicant. • Must match detailed budget • Must not include normal maintenance costs

  12. Detailed Budget Pages CDBG OTHER

  13. Income Surveys • Good for 6 years from original date of certification • Original Certification – January 2007 • Survey Expires – January 2013 • Responses are good for 6 years • MUST include signed certification letter and recertification (if applicable) • This is an exception for Disaster Recovery Only

  14. Income Surveys • Grant Administrators should verify: • Service area (beneficiaries) match survey area • The survey properly completed • Community information • Proper # of responses • Consistency throughout the survey

  15. Public Hearing/Resolution Documentation • Applicant MUST advertise public hearing notice a minimum of 10 days prior to meeting. • Hearing MUST take place prior to application • Application Must Include: • Original Publishers Affidavit • Original/Signed Public Hearing Minutes • thoroughly document meeting • Authorization to Conduct Hearings (if applicable) • Original Sign-in Sheet • Original Resolutions

  16. Compliance Status • Applications will not be approved if the applicant is not in compliance with all requirements of any previous or current CDBG grant.

  17. Post Award Deadlines • ER Deadline – two months • Publish locally • Submit documentation to OCRA • Bid Deadline – six months • IFB Notice (original) • Proof of Publication • Certified Bid Tabulation • ROF Deadline – eight months • See checklist on website • Do not start construction until you have received ROF (we will find out!)

  18. Post Award Deadlines • Claims will not be processed until Grant Support has received the following documents: • Notice of Contract Award • Start of Construction Notice (do not submit until you have actually started construction) • Wage/Fringe Benefit Certifications

  19. Grant Reporting Requirements • To Be Determined

  20. Q&A

  21. Contact OCRA Indiana Office of Community and Rural Affairs One North Capitol, Suite 600 Indianapolis, Indiana 46204 800.824.2476 www.ocra.IN.gov

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