2007 CDBG Grant Administration Manual
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[ Introduction | Table of Contents ]
Chapter 1 and Exhibits
Exhibit 1-A - Sample Management Plan
Exhibit 1-B - Sample Management Plan Format for a Public Facilities Project Administered by Local Staff
Exhibit 1-C - Sample Management Plan Format for a Housing Project Administered with the Assistance of a Consultant
Exhibit 1-D - Signature Certification Form
Exhibit 1-E - Designation of Depository Form
Exhibit 1-F - Guidelines on Firm Commitment of Non-CDBG Funding
Exhibit 1-G - Project Start-up Checklist
Chapter 2 and Exhibits
Chapter 2 - Environmental Review
Exhibit 2-A - Designation of Environmental Certifying Official
Exhibit 2-B - Environmental Checklist
Exhibit 2-C - Statutory Checklist of Applicable Statutes and Regulations
Exhibit 2-D - Eight-Step Decision Making Process
Exhibit 2-E - Documentation of Eight-Step Decision Making Process
Exhibit 2-F - Early Public Notice for Floodplains and/or Wetlands
Exhibit 2-G - Notice of Explanation for Floodplains and/or Wetlands
Exhibit 2-H - Historic Preservation Review Process
Exhibit 2-I - Notice to State Historic Preservation Office
Exhibit 2-J - Finding of Categorical Exclusion
Exhibit 2-K - Notice of Intent to Request Release of Funds (NOI/RROF)
Exhibit 2-L - Request for Release of Funds and Certification (RROF) for a Finding of Categorical Exclusion
Exhibit 2-M - Consolidated Environmental Assessment (EA) Form
Exhibit 2-N - Combination Notice: Finding of No Significant Impact and Notice of Intent to Request Release of Funds (FONSI/NOI/RROF)
Exhibit 2-O - NOI/RROF and FONSI/NOI/RROF Distribution List
Exhibit 2-P - Finding of Exemption for All Project Activities
Exhibit 2-Q - Request for Release of Funds and Certification (RROF) for an Environmental Assessment
Exhibit 2-R - Finding of Exemption for All Project Activities (for Certain Categorically Excluded Activities)
Exhibit 2-S - Sources of Environmental Information
Exhibit 2-T - Combined FONSI/NOI/RROF for SRF/CDBG Funded Projects
Exhibit 2-U - Combined FONSI/NOI/RROF for RD/CDBG Funded Projects
Exhibit 2-V - HUD Lead-Based Paint Requirements for Housing Rehabilitation Projects
Exhibit 2-W - Lead-Based Paint - Homebuyer Assistance
Exhibit 2-X - Acknowledgment of Receipt
Exhibit 2-Y - Lead-Based Paint Notices
Exhibit 2-Z - Asbestos Consultants, Contractors and Laboratories
Chapter 3 and Exhibits
Chapter 3 - Procurement Standards
Exhibit 3-A - Federal Regulations Governing Conflict of Interest
Exhibit 3-B - Sample Format for a RFP for Management Services
Exhibit 3-C - Sample Format for a RFP for Engineering Services
Exhibit 3-D - Sample Format for Advertising the Availability of a Request for Proposals
Exhibit 3-E - Sample Selection Criteria for Evaluating Consultant Proposals
Exhibit 3-F - Sample Format for a Professional Services Contract
Exhibit 3-G - Sample Format for CDBG Supplemental Conditions to Standard Contracts for Architectural, Engineering, and Grant Administration Services
Exhibit 3-H - Checklist of Required Contract Clauses for Engineering, Architectural, and Grant Administration Services Contracts
Exhibit 3-I - Procurement Checklist
Exhibit 3-J - Sample Consultant's Invoice
Exhibit 3-K - Compensation
Chapter 4 and Exhibits
Chapter 4 - Financial Management
Exhibit 4-A - Budgetary Authority Resolution
Exhibit 4-B - Allowable and Unallowable CDBG Administration Costs
Exhibit 4-C - Instructions for Request for Funds Form
Exhibit 4-C.3- Request for Funds Form
Exhibit 4-D.1 - Directions for Using the Uniform Status of Funds Spreadsheet
Exhibit 4-D.2 - Sample 1 of Uniform Status of Funds Spreadsheet
Exhibit 4-D.3 - Sample 2 of Uniform Status of Funds Spreadsheet
Exhibit 4-E.1 - Directions for Using the Uniform Invoice Tracking Spreadsheet
Exhibit 4-E.3 - Sample 1 of Uniform Invoice Tracking Spreadsheet
Exhibit 4-E.4 - Sample 2 of Uniform Invoice Tracking Spreadsheet
Exhibit 4-F - Project Progress Reports
Exhibit 4-G - Federal Regulations for Real Property
Exhibit 4-H - Program Income
Exhibit 4-I - Expenditure Review
Exhibit 4-J - Program Income - Title I Certification
Exhibit 4-K - BARS Chart of Accounts Excerpts
Exhibit 4-L.1A - Sample Construction Project Chart of Accounts
Exhibit 4-L.1B - Sample Construction Project Chart of Accounts Cont.'
Exhibit 4-M - Chart of Accounts for State/Federal Projects
Exhibit 4-N - Quarterly Update Report
Chapter 5 and Exhibits
Exhibit 5-A - Sample Equal Employment Opportunity Policy
Exhibit 5-B - Sample Public Notice for Section 3 Responsibilities (Economic Opportunities for Low- and Very Low-Income Persons)
Exhibit 5-C - Required Contract Language for Section 3 Responsibilities
Exhibit 5-D - Individual Direct Benefit Recording Form to be Completed by Head of Household
Exhibit 5-E - Direct Benefit Summary Data
Exhibit 5-F - Tribal Newspapers and Newsletters and Newspapers Published Adjacent to Montana's Indian Reservations
Exhibit 5-G - Applicant Summary Sheet
Exhibit 5-H - Interview and Hiring Form
Exhibit 5-I - Grantee Employment Summary
Exhibit 5-J - Contract Reporting Form and Instructions (same as Exhibits 9-K and 13-E)
Exhibit 5-K - Sample Letter of Work Notification to a DBE Firm
Exhibit 5-L - Sample Equal Employment Opportunity Poster
Exhibit 5-M - Sample Fair Housing Resolution
Exhibit 5-N - Sample Fair Housing Poster
Exhibit 5-O - Sample Fair Housing Handout and Complaint Pamphlet
Exhibit 5-P - Sample Housing Program Notice
Exhibit 5-Q - Sample Hatch Act Resolution
Exhibit 5-R - Sample Section 504 and ADA Complaint Resolution Procedures and ADA Complaint Form
Exhibit 5-S - Sample ADA Self-Evaluation Inventory and Transition Plan
Exhibit 5-S.2 - Phillips County ADA Report
Exhibit 5-T - National and State Contacts for ADA Information and Assistance
Exhibit 5-U - Civil Rights Responsibilities Checklist
Chapter 6 and Exhibits
Exhibit 6-A - Federal Labor Standards Provisions: HUD-4010
Exhibit 6-B - Request for Wage Determination
Exhibit 6-C - Report of Additional Classification and Wage Rate: HUD-4230A Exhibit 6-D - Request for Verification of Bidder Eligibility
Exhibit 6-E - Pre-construction Conference Planning Guide
Exhibit 6-F - Federal Wage Poster: WH-1321
Exhibit 6-G - Equal Employment Opportunity Poster
Exhibit 6-H - Job Safety and Health Protection Poster
Exhibit 6-I.1 - Weekly Payroll Report Forms Website Info
Exhibit 6-I.2 - Weekly Payroll Report Sample Form: WH-347
Exhibit 6-I.3 - Weekly Payroll Report Sample Cont.'
Exhibit 6-I.4-5 - Weekly Payroll Report Form (blank): WH-347
Exhibit 6-I.6-8 - Instructions for Completing Payroll Form WH-347
Exhibit 6-I.9-10 - Instructions to Contractors for Preparation of Payroll Form WH-347
Exhibit 6-I.11 - Statement of Compliance Form
Exhibit 6-I.12 - Instructions for Preparation of Statement of Compliance
Exhibit 6-J - Contractor Payroll Information
Exhibit 6-K- Record of Employee Interview Form and Instructions for Conducting Employee Interviews
Exhibit 6-L - Labor Standards Definitions
Exhibit 6-M - Volunteer Certification Form
Exhibit 6-N - Contractor's Receipt of Required Program Materials
Exhibit 6-O-DB - Contractor's Guide to Davis-Bacon Requirements and Certified Payroll Reports
Exhibit 6-P - Certification of Labor and Civil Rights Compliance and Authorization for Payment
Chapter 7 and Exhibits
Chapter 7 - Acquisition and Relocation
Exhibit 7-A - Public Invitation for Acquisition of Real Property
Exhibit 7-B - Voluntary Agreement Between Grantee and Individual Seller
Exhibit 7-C - Voluntary Acquisition File Checklist
Exhibit 7-D - Preliminary Acquisition Notice
Exhibit 7-E - Agreement for Appraisal Services (Acquisition)
Exhibit 7-F - Sample Appraisal Report Review Form
Exhibit 7-G - Written Offer to Purchase (including Statement of the Basis for Determination of Just Compensation)
Exhibit 7-H - Final Notice to Acquire by Negotiations
Exhibit 7-I - Uniform Relocation Act Acquisition File Checklist
Exhibit 7-J - Typical Acquisition Process Under the Uniform Relocation Act
Exhibit 7-K - Waiver of Procedures and Rights Under the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970
Exhibit 7-L - "When A Public Agency Acquires Your Property"
Exhibit 7-M - Antidisplacement and Relocation Assistance Plan
Chapter 8 and Exhibits
Chapter 8 - Economic Development Projects
Exhibit 8 - Economic Development
Chapter 9 and Exhibits
Chapter 9 - Public Facilities Construction Management
Exhibit 9-A - Architect's Certification: Compliance with Minimum Standards for Accessibility by the Physically Handicapped
Exhibit 9-B - CDBG Supplemental General Conditions (9-B, Pages 2-7) and Federal Labor Standards Provisions (See Exhibit 6-A)
Exhibit 9-C - Transmittal of Construction Contract Checklist and Proposed Bid Document, Checklist of Required Clauses for CDBG Construction Contracts, and Executive Order 11246 Clause
Exhibit 9-D - Notice of Contract Award and Pre-construction Conference
Exhibit 9-E - Contract Award Report and Gross Receipts Withholding Report: Miscellaneous Tax Division, Montana Department of Revenue
Exhibit 9-F - Sample Grant Contract for Public Facilities: CDBG Contract between the Grant Recipient and the Montana Department of Commerce
Exhibit 9-G - Sample Interlocal Agreement for County and Rural Water and Sewer District
Exhibit 9-H - Construction Contractor Registration Law
Exhibit 9-I - Sample Sub-Recipient Agreement
Exhibit 9-J - Checklist for Construction Bid Document
Exhibit 9-K - Contractor Reporting Form
Exhibit 9-L - Section 3 Summary Report (Economic Opportunities for LMI Persons)
Exhibit 9-M - Public Facility Construction Management Checklist
Exhibit 9-N - Sample Landlord Deferred Repayment Assistance Agreement
Exhibit 9-O - Notice of Security Interest in Real Property to Secure Repayment of a Wastewater Upgrade Assessment Assistance
Exhibit 9-P - Sample Sub-Recipient Agreement for Affordable Housing Project With Multiple Funding Sources
Chapter 10 - Housing and Exhibits are not available at this time.
Chapter 11 and Exhibits
Chapter 11 - Involving the Public
Exhibit 11-A - Summary of the Community Development Block Grant Program
Exhibit 11-A.1 - Montana CDBG Program Brochure
Exhibit 11-B - Sample Newspaper Coverage of a Local CDBG Project
Exhibit 11-C - Sample Format for a News Release
Exhibit 11-D - Example of a Project Sign for a CDBG Public Facility Project
Exhibit 11-E - Sample Project Sign Formats
Exhibit 11-F - Example of Coverage of a CDBG Special Event
Chapter 12 and Exhibits
Chapter 12 - Project Monitoring
Exhibit 12-A - Project Monitoring Guide
Chapter 13 and Exhibits
Exhibit 13-A - Project Completion Report Instructions
Exhibit 13-B - Final Performance Report
Exhibit 13-C.1-2 -Certification of Completion and Final Status of Funds Report
Exhibit 13-C.3 - Conditional Closeout Certification
Exhibit 13-C.4 - Final Closeout Certification
Exhibit 13-D - Direct Benefit Summary Data
Exhibit 13-E - Contract Reporting Form
Exhibit 13-F - Indirect Benefits Reporting Form
Exhibit 13-G - Calculation of CDBG Funds Used to Benefit Low and Moderate Income (LMI) Households and Citation of National Objectives
Chapter 14 and Exhibits
Exhibit 14-A - Schedule of Federal Financial Assistance
Exhibit 14-B - Audit Tracking System
