Good Stuff Happens in 1:1 Meetings: Why you need them and how to do them well
CDBG Grant Training
1.
2. Project Administration
Environmental Review Process
Resolutions and Policies
Labor & Procurement
Financial and Audit
3. 1. List of Files
2. Project Checklist
3. Quarterly Reporting
4. Application File Labor File
Copy of Original Application Wage determinations
Correspondence dealing with Bid/Procurement
application Debarment information
Financial File Payroll Information
Copy of Grant Agreement Other Related Items
Sub-agreement (if applicable) Environmental File
Copies of drawdown request Copy of Environmental Review
with supporting invoices
Request for release of funds
submitted to WBC
Advertising related to
Quarterly Reports
environmental comment and
Any supporting HUD Form 7015.16
correspondence
Audit & Close Out File
Fair Housing File Annual Audit Information
Resolution
Monitoring Booklet
Anti-displacement
Close out Letters
5.
6.
7. •Quarterly Reports are due :
1st Qtr=April 15th
2nd Qtr=June 15th
3rd Qtr=October 15th
4th Qtr=January 15th
•Reports are completed online through WBC Reporting system.
•Log in and passwords are emailed to Project Administrator.
•Report Reminders are sent out the beginning of the month the
report is due.
System Requirements
The Quarterly Reports software is designed to work on as many platforms as possible. Due to
the
impossibly large combinations of client software, we must limit our officially supported clients
to the
following:
• ALL CLIENTS: Adobe Flash 10
• Windows 2000, XP, and Vista: Internet Explorer, Firefox, Opera
• Mac OSX, Safari, Firefox, Internet Explorer
NOTE: If your client isn't listed, please try to use it on your current platform. If the platform will
not
support the application you may submit your report in hardcopy to the Wyoming Business
Council.
8. 1. Initial Application Screen A username and password
will be emailed to you the first time you are setup as a
reporting contact in the system. You will always use
the same username (your email address) and
password to log into the Grant Reporting application.
If you ever forget your password visit this screen and
click the ―Forgot Your Password?‖ link. The application
will send you a new randomized password at the
email address registered for you.
NOTE: We recommend adding this web site to your list
of favorites in your web browser.
9. Login
Once you have successfully logged in, you will be
presented with one of these scenarios:
1. You are the reporting contact on BRC, CFP, or
CDBG grant(s) only
2. You are the reporting
contact on both IRC and
Energy grants
10. The Navigation Menu
All navigation by the user is done through the menu in the upper left of
the application. Entries in this menu can be clicked at any time to bring
the user to the desired area.
The Password Menu
The ―Password‖ menu option will allow you to change your
password.
11. Creating a Report
If not already highlighted, click on the ―Reports‖ view in the menu at the top of the
screen.
The Grants pane on the left of the screen lists the grants that require a report. If a
report does not exist, click the “Create New Grant Report‖ button in the lower
right hand area of the screen . The following screen will
be displayed:
12. IRC Grants: NOTE: Essay responses are limited to 300 words.
•Basic
•Progress
•Milestones
•Economic Milestones
•Commitments
•Comments
•Attachments
13. After making any changes to a report, click the Save Report button in
the lower right hand corner of the screen.
Editing and Submitting Reports
Reports with a status of draft and rejected are available to edit. When you
have completed your edits, click the Save Report button .
To submit the report for Business Council review, click the Submit Report
button in the lower right hand corner of the screen.
14. 1. Introduction/General Information
2. Grant Award/Environmental Letter
3. ERR Guide #1,#2,#3,#4,#5-Statutory
Worksheet.
4. Statutory Checklist
5. Environmental Assessment
6. Combined Notice (FONSI and NOI/RRF)
7. Request for Release of Funds Form
15. • Protect health and safety, avoid or mitigate impacts that may
harm our clients,
• Avoid or mitigate any harm to the surrounding environment and
project site.
• Avoid litigation that could stop project on environmental grounds
• Avoid monitoring findings and/or loss of HUD financial assistance
to your project
• REQUIRED – by Federal Law & Regulation under the National
Environmental Policy Act of 1969 (NEPA) and NEPA related laws
16. Once your project has been awarded
by the WBC board you will receive a
Grant Award/Environmental Letter
Read this letter carefully as it contains
important information for the
administration of your grant.
If you have any questions contact your
program manager Sandy Quinlan at
sandy.quinlan@wyo.gov or 307-777-2825
17.
18. Exempt=No Perceived NEPA (National
Environmental Policy Act) Impact
Types of Exempt Activities
› Study or Report Costs
› Public services with no physical changes
› Inspections & testing costs
› Engineering and design costs
› Technical assistance & training
› Disaster assistance for temporary
improvements
19. Categorical exclusions not subject to
§58.5 (CENST-Categorically Excluded Not
Subject To)
20. Categorical exclusions subject to §58.5
(CEST)
› Acquisition/rehab/improvements/reconstruction
of a public facilities
No Change in use
No change in size over 20%
› Removal of architectural barriers
21. Full NEPA review=EA or EIS
› Environmental Assessment required when:
Project/activity is not ―exempt‖
Project/activity is not categorically excluded
Categorically excluded project/activity may
have a significant environmental effect
› Environmental Impact Statement (EIS)
required when:
Evident an EIS is warranted when preparing EA
EA results in a Finding of Significant Impact
(FOSI)
EIS threshold is reached
22. Site Specific Checklist
› Historic Preservation (ref. 36 C.F.R. Part 800)
23. Your Project may require you to
complete a statutory checklist.
There are instructions available on the
WBC website to complete that checklist.
24. EA Content and Format
General discussion items
› Existing conditions
› Project vicinity
› Trends
› All potential environmental impacts (adverse and
beneficial);
Human environment
Various Federal environmental laws and authorities
› Mitigation
› Alternatives
› Environmental review subprocesses
› Findings
Finding of No Significant Impact (FONSI)
Finding of Significant Impact (FOSI)
25. Finding of No Significant Impact and
Request for Release of Funds
An Example of this form can be found on
the website at:
http://www.wyomingbusiness.org/program
/cdbg-forms-and-grantee-
information/3289
26.
27. 1. Fair Housing Resolution
2. Residential Anti-
displacement/Relocation Plan
28. A federal requirement is a current Fair
Housing Resolution. This form can be found
on our website at
http://www.wyomingbusiness.org/program
/cdbg-forms-and-grantee-
information/3289
We also have a Fair Housing Brochure that
can be found at:
http://www.wyomingbusiness.org/Do
cumentLibrary/CDBG/fair_housing_W
EB_2_11.pdf
30. 1. Requirements
2. Federal Labor Standards
Provisions
3. Davis-Bacon Act
Compliance and Reporting
4. Section 3
• Disadvantaged Business
Directory
31. There is a Labor Standards Guide on our
website for your reference
http://www.wyomingbusiness.org/program
/cdbg-forms-and-grantee-
information/3289
32. An Example of this form can be found on
the website at:
http://www.wyomingbusiness.org/progra
m/cdbg-forms-and-grantee-
information/3289
This Document must be included in all bid
proposals.
33.
34. All projects funded in whole or in part
through Federal Government dollars
All Contractors and Subcontractors
All Laborers and Mechanics employed
on such projects
All Building and Project Types with
contracts over $2,000
35. Auditors, Inspectors and Other Personnel
not performing physical or manual work
at the site of the work.
State, Local or Tribal Government
Employees
36. Designate someone on your staff to:
› ensure all bid documents and contracts contain Federal
labor standards provisions and the applicable Davis-
Bacon wage decisions,
› ensure contractors are not debarred: http://epls.arnet.gov
› ensure compliance by monitoring weekly payroll reports,
› Forward first payroll report to the Wyoming Business
Council with your first draw request
› And keep good files—create a hard file for all wage
decisions and weekly reports. This file must be kept for 5
years after project completion.
Useful technical assistance guide:
http://www.hud.gov/offices/adm/hudclips/guidebooks/HUD-LR-4812/4812-LR.pdf
37. › Contact CDBG staff to determine appropriate
wages 10 days before opening bids
› Submit Labor Standard Notice to CDBG before
signing contract
› Ensure that Contractor is Displaying Proper
Signage:
http://www.dol.gov/whd/regs/compliance/posters/dav
is.htm
› Receive weekly Certified Payroll Record from
your contractor
(http://www.dol.gov/whd/forms/wh347.pdf)
› Verify Compliance of Wages Paid
› Forward the first Certified Payroll Record to
CDBG staff with first draw request
41. Should be conducted on-site with
random employees
Use to verify that Contractors are paying
their employees properly, including
overtime and fringe benefits
43. Section 3 General Information
The Housing and Community Development Act of 1968 includes a provision
(Section 3) designed to assist local economic development while improving
neighborhood economic conditions. Section 3 requires that recipients of
certain HUD funding provide, to the best of their abilities, job
training, employment and contracting opportunities for low or very low
income residents or business interests in connection with projects and
activities in their neighborhood. This applies to CDBG projects in the amount
of $200,000 or more. Section 3 is different from Minority and Women Owned
business considerations as it is both race and gender neutral and instead
focuses on those with low incomes.
A table to assist you with determining income levels (provided by HUD on an
annual basis) and can be found on the Wyoming Business Council’s (WBC)
website (http://www.wyomingbusiness.org/community/cdbg_forms.aspx). A
listing of Wyoming’s Disadvantaged Business Enterprises can also be found
there.
44. As CDBG grantee you will be responsible for making sure there is outreach to make low income
persons in your community aware of potential job training or employment that will result from a CDBG
project. The most appropriate manner for compliance may be incorporating this into the agreement
that is made with the project contractor. Contractors who receive more than $100,000 are required to
comply with Section 3 in the same manner as the grantee that provided funding to them.
The following link (http://www.hud.gov/offices/adm/hudclips/forms/files/60002.pdf) will help you
understand what information must be gathered for reporting. The reporting is NOT done by you as a
grantee of the state. The reporting is the responsibility of the WBC. However, please reference the
report form in order to gather the information which will be requested at the beginning of each calendar
year.
A person alleging a Section 3 complaint may file same at the regional Fair Housing Office
(www.hud.gov/offices/fheo).
The following Links may also be helpful.
General Information
http://www.hud.gov/offices/fheo/section3/section3.cfm
Section 3 Requirements
http://www.hud.gov/offices/fheo/section3/Sec3-Reporting-Guidance-cpd-finaL-1.31.pdf
Frequently Asked Questions
http://www.hud.gov/offices/fheo/section3/FAQ08.pdf
45. 1. Instructions for Payment
Request
• Sample of Pay Request
workbook
2. Circular A-133 Audit
Requirement
46. GRANTEE PROJECT NAME Award %
Grant Period: TO
Construction Period: TO Line Item categories from
Attachment B Budget in the Grant
Contract/PO#:
Agreement
Budget #:
Total
CDBG Attachment
Invoice Period Reimbursable
B Budget →
Covered CDBG Invoices Amount Balance
Start Date End Date DDR Date DDR # $ -
1 $ - $ - $ -
Invoice Period 2 $ - $ - $ -
Covered- date of 3 $ - $ - $ -
first invoice 4 $ - $ - $ -
attached to request
5 $ - $ - $ -
form to the last
invoice date 6 $ - $ - $ -
7 $ - $ - $ -
8 $ - $ - $ -
9 $ - $ - $ -
10 $ - $ - $ -
11 $ - $ - $ -
12 $ - $ - $ -
13 $ - $ - $ -
14 $ - $ - $ -
15 $ - $ - $ -
Total Requested $ -
CDBG Balance $ - $ -
Request forms are automatically generated when grantee enters invoice amounts into the
appropriate cell relating to that request number. Click on the appropriate DDR Form Tab
below to access each form. Just print, sign & send form in with invoices.
47. Wyoming Business Council
Investment Ready Communities
Draw Down Request Form
Grantee: Community
Project: Project
Request No. 1
Date:
Invoice Period Covered
Start Date:
End Date:
% of Charges to Reimbursable
CDBG Budget Categotries Invoice Amount
be Paid Amount
CDBG Invoices $ - $ -
Draw Down Request Total: $ -
Total CDBG
Total CDBG Total CDBG
CDBG Budget Categotries Funds
Budget Funds Requested
Remaining
CDBG Totals $ - $ - $ -
I hereby certify that the above requested funds by the Grantee are a true and accurate request for funds
from the Wyoming Business Council Community Development Block Grant Program and that I am
authorized to sign this Draw Down Request.
Responsible Official Signature:
Printed Name:
Draw Down Request Contact Person:
Contact Title:
Phone Number:
Email Address:
Internal Use Only
Quarterly Report Grant Agreement
Current? expiration
Hinweis der Redaktion
Project checklists are mailed to the grantee when they are sent the Executed Grant agreement. This checklist goes over all of the information that you will need to have during the grant process to stay in compliance. We won’t go into to much detail of this list as most of this information is covered in other parts of this training.
Notice that last thing of the project checklist is the Contact form. A contact form will be mailed with the Grant agreement when it is sent to the community to be signed by the elected official. This form is important because we need to know who will be responsible for each part of the grant process.
The primary goals of the online grant reporting system are to make the submission, review, and storageof the Wyoming Business Council's quarterly grant reports easier. Individual email address- Many emails are sent for reminders as well as your log in information. WE’ve also had problems seeing grants because 2 people have the same email. So if possible you should have your own email address.
1. You are the reporting contact on BRC, CFP, or CDBG grant(s) only:A list of grants and reports, similar to the one seen in Figure 3 will be displayed. This view (alwaysavailable through the “Reports” option of the menu at the top of the screen) allows you to navigatethrough all of the IRC grants for which you are responsible for quarterly reporting. Through thismenu you may browse your old reports and edit any soon‐to‐be‐due reports. Reports that arepending review or approved are not editable, but they are viewable.2.You are the reporting contact on both IRC and Energy grants: You will be asked to select which type of grant you need to report on.
PASSWORDYour initial password is the randomly generated password you received via email when you first setup as a user. Now may be a good time to change to one that is easier for you to remember. Click on the “Password” menu option to display the“Change Password” screen. On this screen,enter your current password and your newpassword (twice to guard against a single typo from locking you out of the system). As always, it is a wise idea to include uppercase and lowercase letters as well as numbers and punctuation in your password. You will need your username and password through the term of your grant, so make them memorable.
Creating a ReportIf not already highlighted, click on the “Reports” view in the menu at the top of the screen.The Grants pane on the left of the screen lists the grants that require a report. The Reports pane on the right of the screen lists available reports for each grant. As previously mentioned, from this view you may browse all of your grants and reports. Select a grant from the Grant pane. Verify that a report for the due date you plan to create is not available in the Reports pane. NOTE: If a report with that due date exists, continue with Editing and Submitting a Report. If a report does not exist, click the “Create New Grant Report” button in the lower right hand area of the screen . The following screen will be displayed:Select the correct due date and click the “Submit” button.NOTE: Always pick the DUE DATE of the report you are creating. Late reports should still be enteredunder the CORRECT DUE DATE.The report will be created with draft status and will be displayed in the Report Contents pane at thebottom of the screen. This view is broken up into several tabs across the top of the report pane:
The report will be created with draft status and will be displayed in the Report Contents pane at thebottom of the screen. This view is broken up into several tabs across the top of the report pane:IRC Grants:Basic – select the current project stage by clicking on the radio button next to the stageProgress – essayMilestones – essayEconomic Milestones – essayCommitments – essayComments – essayAttachments – see A Note About Attachments.NOTE: Essay responses are limited to 300 words.
After making any changes to a report, click the Save Report button in the lower right hand cornerof the screen.Editing and Submitting ReportsReports with a status of draft and rejected are available to edit. When you have completed your edits, click the Save Report button .To submit the report for Business Council review, click the Submit Report button in the lower right hand corner of the screen.A WBC grant specialist will review your report and either accept or reject the report. If the report isrejected, you will receive an email stating the reasons. This will change the report to a reject status andyou will be able to edit the report and resubmit for approval. If the report is approved, you will receivean email informing you of the accepted report. The report will now have an approved status.A Note About AttachmentsWhile a report is primarily comprised of text, an “Attachments” tab allows you to include various mediatypes as additional information. Supported formats include common image types (bmp, jpg, jpeg, gif,png), text files (txt, docx, doc, pdf, rtf), and spreadsheets (xls, xlsx). To add a new attachment, click theUpload a new attachment button and locate the file on your local hard drive. Once uploaded, anattachment may either be downloaded or deleted from this screen by using the buttons next to theattachment.NOTE: If you need to send attachments larger than 1.5 megabytes, please attach them to a separateemail to the Senior Grant Specialist managing your grant.Logging OutWhen you are ready to leave the WBC Grant Reporting application, simply click on “Log Out” on themenu at the top of the screen. If you forget to do this, the program will automatically log you out after30 minutes of inactivity.WARNING: Your report is not automatically saved if you are logged out after a period ofinactivity or if you purposely logout. Make sure to save changes often.
Why is environmental review necessary?To Protect health and safety, avoid or mitigate impacts that may harm UGLGS and the public. To Avoid or mitigate any harm to the surrounding environment and the project site.To Avoid litigation that could stop the project on environmental grounds.To Avoid monitoring findings and/or loss of HUD financial assistance to your project.IT IS REQUIRED – by Federal Law & Regulation under NEPA and NEPA related lawsNational Environmental Policy Act of 1969If CDBG funding is utilized for any part of the project – the ENTIRE project will be held to the ER regulations.
CEST means that the grantee is subject to further review and if the project is not found categorically excluded you will be required to advertise for the FONSI and ROFI.
if an EIS is required staff will recommend not to proceed as the cost of the EIS will overrun the cost of the project.
The primary purpose of this webinar is to discuss the compliance and reporting requriements set forth by the Davis-Bacon Act as they relate to CDBG Grants. We are hoping to clarify some of the requirements as well as give you a road map to follow on your DBA compliance journey.
DBA requirements are applicable to all “projects funded directly by or assisted in whole or in part by the Federal Government.” This means that even a project that is receiving some funding from ARRA money and some from other sources is still held to the DBA.The act applies to the Laborers and Mechanics of all Contractors and Subcontractors on a Project. : The DOL defines “Laborer or mechanic” at 29 CFR § 5.2(m) as follows: “The term laborer or mechanic includes at least those workers whose duties are manual or physical in nature (including those workers who use tools or who are performing the work of a trade), as distinguished from mental or managerial. The term laborer or mechanic includes apprentices, trainees, helpers, . . . The term does not apply to workers whose duties are primarily administrative, executive, or clerical, rather than manual. Persons employed in a bona fide executive, administrative, or professional capacity as defined in part 541 of this title are not deemed to be laborers or mechanics. Working foremen who devote more than 20 percent of their time during a workweek to mechanic or laborer duties, and who do not meet the criteria of part 541, are laborers and mechanics for the time so spent.” There is not requirement that the project be a public building or public work, the act is applicable to all buildings.
Act is applicable only those performing physical or manual work at the job site, even when those jobs are being performed by employees of the Grantee.The act does not apply to state, local or tribal government employees.
It will be important that you keep a file of all Davis-Bacon related documents, including Wage Determination forms, Labor Standard Notices and copies of Weekly Payroll reports. The file must be kept for a minimum of 3 years after the projects completion.Debarment:Verify prime contractor and all subcontractor eligibility against GSA Debarment ListOn-line access at: http://epls.arnet.govMake record of verification to contract file Bid/contract documents (including RFPs) must contain: --Applicable Davis-Bacon Wage Determination (WD)--Federal labor standards clauses
Before going out to bid, you should contact your program manager to get the correct DBA WD. Once your program manager has emailed you the correct wage determination Print this Wage Decision and be sure to include it in the bid packet that you provide to contractors. During the bid review, be sure to check that all wages are the same or greater than the wages shown in the Wage Decision document. ~Prior to going to bid, you need to complete the Labor Standards Notice, being sure to include the General Decision Number in the Davis Bacon Wage Decision Number area. The date on the last line of the Labor Standards Notice will be filled in by the your CDBG Program Manager. Prior to going to bid, send the Labor Standards Notice to your program manager at Wyoming Business council(email is acceptable and the fastest). Your program manager will ensure the Wage Decision Number is current. If the Wage Decision Number is current then it will added to the date of the program managers review to the "Davis Bacon Lock-In Date” portion of the form. Then Form will be sent back to you (via email). After Wage Lock-In - then include the Wage Decision document as part of the contractor's contract. ~Ensure that your contractor is displaying the proper sign. The sign can be found at: http://www.dol.gov/whd/regs/compliance/posters/davis.htm ~Under the DBA, contractors will need to pay their laborers weekly for work performed on the project. The contractor will fill out the Dept. of Labor Weekly Payroll form (also found at above link) and submit it to you, the grantee. You will need to review the form to make sure that the contractor is in compliance. If they are, you will send the original copy to me in the State Energy Office and be sure to keep a copy for your files. If no work is performed during the week, no form needs to be submitted, but it should be noted that no work was completed. ~ You should also maintain a file for all wage decisions and weekly reports and keep this file for a minimum of four (4) years.
Locking the Wage Decision NumberPrior to the opening of bids, complete the Labor Standards Notice (form linked at WBC website ). Send the Labor Standards Notice to the WBC(email to: Sandy Quinlan). After Wage Lock-In - then include the Wage Decision document as part of the bid documents as well as any contracts that you enter into.
During the project: During each week work in performed on the project, contractor will pay their laborers weekly. During each week work is performed on the project, Contractor will fill out a Department of Labor authorized weekly payroll form then sign and submit this form to the grantee. Grantee will review each weekly payroll form by comparing the wage rates paid at equal to or greater than wages reflected on the Wage Decision document. The payroll form needs to include the name, last 4 digits of SSN and work classification or position of each employee. Employers are not required to use this form. However, if they do not, any other form they use must contain all of the same information and language as this payroll from.For the first submitted payroll, the employer will also need to submit a statement listing the fringe benefits and values of such that each employee receives. On subsequent payrolls, the fringe benefit amount and wage rate need not be separated, the value can be combined.
Page 2 of the Weekly Payroll.Employers must check one of the boxes in section 4. They should select the box that applies to the majority of employees.The payroll form must be signed be someone with authority to make decisions for the company. The form should be prepared within 7 days of the end of the pay period.If Paid wages are not compliant with locked in wages then: Grantee will inform contractor and contractor will: 1) resolve the pay discrepancy and 2) provide an updated weekly payroll Once compliant wages have been documented, Grantee will make a copy of each weekly payroll document to keep in their “Davis Bacon” hardcopy file. Grantee will mail the original weekly payroll document to WBC CDBG OFFICE , Attention: Sandy QuinlanPayroll should be sent to the SEO as soon as they are reviewed.
Employee Interviews are not mandatory. If you have reason to question the practices of your contractor or a subcontractor, an interview should be conducted. Activities such as multiple incorrect payroll forms, lack of fringe benefit information, late or missing payrolls all may be considered reasons to conduct employee interviews.Interviews are used to verify that contractors are paying their employees properly including overtime and fringe benefits.
If you have received $500,000 or more in federal funds in the fiscal year any kind, including, but not limited to the federal program administered by the Wyoming Business Council: Community Development Block Grant (CDBG); Community Development Block Grant-Recovery (CDBG-R); Homelessness Prevention and Rapid Re-housing (HPRR); American Reinvestment and Recovery Act- State Energy Program (ARRA-SEP); Energy Efficiency and Conservation Block Grant (EECBG), you are required to comply with federal A-133 audit requirements You will also be required to send us a copy of your financial audit by April 1 of the following year. If you did not receive at least $500,000 in that fiscal year you will need to complete and return the statement of exemption portion of this form.
