HCD Subrecipient Orientation Workshop FY

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1 HCD Subrecipient Orientation Workshop FY

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 45 th 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 Public Services Language in Agreements 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, 5 th Floor West Palm Beach, FL (561) JBeard1@pbcgov.org Stephen Mayer Planner I (561) Smayer@pbcgov.org 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 Amendments Use of Funds Other Types of Amendments Inspector General Conflict of Interest Insurance Work Program Narrative 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 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, omp-dbra.htm BONDING: Municipalities: see FRPART_85 Non-profit Subrecipient: see

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