Montana Community

Grant Administration Manual

The CDBG/NSP Grant Administration Manual provides guidance for both the CDBG and the NSP Program. NSP grantees are encouraged to use the NSP website to access the specific NSP guidance in Chapter 15 which provides NSP specific forms and exhibits. If you need assistance accessing the manual or need further assistance, please contact any CDD staff at

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The 2018 Grant Administration Manual has been updated. Summary of the 2018 updates can be viewed here.

***NEW*** CDBG/NSP Grant Administration Manual:

Introduction (PDF)

Table of Contents (PDF)

Chapter 3:  Procurement Standards (PDF)

Exhibit 3-A:  Sample Format for a RFP for Management Services (PDF) (Word)

Exhibit 3-B:  Sample Format for a RFP for Engineering Services (PDF) (Word)

Exhibit 3-C:  Sample Format for Advertising the Availability of a Request for Proposals (PDF) (Word)

Exhibit 3-D:  Sample Format for a Professional Services Contract (PDF) (Word)

Exhibit 3-E:  Sample Format for CDBG Supplemental Conditions to Standard Contracts for Architectural, Engineering, and Grant Administration Services (PDF) (Word)

Exhibit 3-F:  Checklist of Required Contract Clauses for Engineering, Architectural, and Grant Administration Services Contracts (PDF) (Word)

Exhibit 3-G:  Procurement Checklist (PDF) (Word)

Exhibit 3-H:  Sample Consultant's Invoice (PDF) (Word)

Exhibit 3-I:  Compensation (PDF) (Word)

Chapter 1:  Project Start-Up (PDF) (Word)

Exhibit 1-A:  Project Management Plan Guidelines (PDF) (Word)

Exhibit 1-B:  Sample Management Plan Format for a Public Facilities Project Administered by Local Staff (PDF) (Word)

Exhibit 1-C:  Sample Management Plan Format for a Housing Project Administered with the Assistance of a Consultant (PDF) (Word)

Exhibit 1-D:  Signature Certification Form (PDF) (Word)

Exhibit 1-E:  Designation of Depository Form (PDF) (Word)

Exhibit 1-F:  Guidelines on Firm Commitment of Non-CDBG Funding (PDF) (Word)

Exhibit 1-G:  Project Start-up Checklist (PDF) (Word)

Exhibit 1-H:  Contract Template for a CDBG Project - for Cities and Towns (PDF) (Word)

Exhibit 1-I:  Contract Template for a CDBG Project - for Counties (PDF) (Word)

Chapter 2:  Environmental Review (PDF)

Exhibit 2-A:  Designation of Environmental Certifying Official (PDF) (Word)

Exhibit 2-AA:  Statement of Need for Re-Evaluation of Environmental Assessment (PDF) (Word)

Exhibit 2-B:  Environmental Checklist (PDF) (Word)

Exhibit 2-BB:  Site-Specific Checklist (PDF) (Word)

Exhibit 2-C:  Statutory Checklist of Applicable Statutes and Regulations (PDF) (Word)

Exhibit 2-CC:  HUD Guide to Environmental Compliance: NEPA-Related Statutes, Authorities and Requirements (PDF) (Word)

Exhibit 2-D:  Eight-Step Decision Making Process (PDF) (Word)

Exhibit 2-E:  Documentation of Eight-Step Decision Making Process (PDF) (Word)

Exhibit 2-F:  Early Public Notice for Floodplains and/or Wetlands (PDF) (Word)

Exhibit 2-G:  Notice of Explanation for Floodplains and/or Wetlands (PDF) (Word)

Exhibit 2-H:  Historic Preservation Review Process (PDF) (Word)

Exhibit 2-I:  Notice to State Historic Preservation Office (PDF) (Word)

Exhibit 2-J:  Finding of Categorical Exclusion (PDF) (Word)

Exhibit 2-K:  Notice of Intent to Request Release of Funds (NOI/RROF) (PDF) (Word)

Exhibit 2-L:  Request for Release of Funds and Certification (RROF) for a Finding of Categorical Exclusion (PDF) (Word)

Exhibit 2-M:  Consolidated Environmental Assessment (EA) Form (PDF) (Word)

Exhibit 2-N:  Combination Notice: Finding of No Significant Impact and Notice of Intent to Request Release of Funds (FONSI/NOI/RROF) (PDF) (Word)

Exhibit 2-O:  NOI/RROF and FONSI/NOI/RROF Distribution List (PDF) (Word)

Exhibit 2-P:  Finding of Exemption for All Project Activities (PDF) (Word)

Exhibit 2-Q:  Request for Release of Funds and Certification (RROF) for an Environmental Assessment (PDF) (Word)

Exhibit 2-R:  Finding of Exemption for All Project Activities (for Certain Categorically Excluded Activities) (PDF) (Word)

Exhibit 2-S:  Sources of Environmental Information (PDF) (Word)

Exhibit 2-T:  Combined FONSI/NOI/RROF for SRF/CDBG Funded Projects (PDF) (Word)

Exhibit 2-U:  Combined FONSI/NOI/RROF for RD/CDBG Funded Projects (PDF) (Word)

Exhibit 2-V:  HUD Lead-Based Paint Requirements for Housing Rehabilitation Projects (PDF) (Word)

Exhibit 2-W:  Lead-Based Paint - Homebuyer Assistance (PDF) (Word)

Exhibit 2-X:  Acknowledgment of Receipt (PDF) (Word)

Exhibit 2-Y:  Lead-Based Paint Notices (PDF) (Word)

Exhibit 2-Z:  Asbestos Consultants, Contractors and Laboratories (PDF) (Word)

Chapter 4:  Financial Management (PDF)

Exhibit 4-A:  Budgetary Authority Resolution (PDF) (Word)

Exhibit 4-B:  Allowable and Unallowable CDBG Administration Costs (PDF) (Word)

Exhibit 4-C:  Instructions for Request for Funds Form (PDF) (Word)

Exhibit 4-C.3:  Request for Funds Form (PDF) (Excel)

Exhibit 4-D.1:  Directions for Using the Uniform Status of Funds Spreadsheet (PDF) (Word)

Exhibit 4-D.2:  Sample 1 of Uniform Status of Funds Spreadsheet (PDF) (Excel)

Exhibit 4-D.3:  Sample 2 of Uniform Status of Funds Spreadsheet (PDF) (Excel)

Exhibit 4-E.1-2:  Directions for Using the Uniform Invoice Tracking Spreadsheet (PDF) (Word)

Exhibit 4-E.3:  Sample 1 of Uniform Invoice Tracking Spreadsheet (PDF) (Excel)

Exhibit 4-E.4:  Sample 2 of Uniform Invoice Tracking Spreadsheet (PDF) (Excel)

Exhibit 4-F:  Project Progress Reports (PDF) (Word)

Exhibit 4-G:  Federal Regulations for Real Property (PDF) (Word)

Exhibit 4-H:  Program Income (PDF) (Word)

Exhibit 4-I:  Expenditure Review (PDF) (Word)

Exhibit 4-J:  Program Income - Title I Certification (PDF) (Word)

Exhibit 4-K:  Quarterly Update Report (PDF) (Word)

Chapter 5:  Civil Rights (PDF)

Exhibit 5-A:  Sample Equal Employment Opportunity Policy (PDF) (Word)

Exhibit 5-B:  Sample Public Notice for Section 3 Responsibilities (Economic Opportunities for Low- and Very Low-Income Persons) (PDF) (Word)

Exhibit 5-C:  Required Contract Language for Section 3 Responsibilities (PDF) (Word)

Exhibit 5-D:  Individual Direct Benefit Recording Form to be Completed by Head of Household (PDF) (Word)

Exhibit 5-E:  Direct Benefit Summary Data (PDF) (Word)

Exhibit 5-F:  Tribal Newspapers and Newsletters and Newspapers Published Adjacent to Montana's Indian Reservations (PDF) (Word)

Exhibit 5-G:  Applicant Summary Sheet (PDF) (Word)

Exhibit 5-H:  Interview and Hiring Form (PDF) (Word)

Exhibit 5-I:  Grantee Employment Summary (PDF) (Word)

Exhibit 5-J:  Contract Reporting Form and Instructions (same as Exhibits 9-K and 13-E) (PDF) (Word)

Exhibit 5-K:  Sample Letter of Work Notification to a DBE Firm (PDF) (Word)

Exhibit 5-L:  Sample Equal Employment Opportunity Poster (PDF) (Word)

Exhibit 5-M:  Sample Fair Housing Resolution (PDF) (Word)

Exhibit 5-N:  Sample Fair Housing Poster (PDF) (Word)

Exhibit 5-O:  Sample Fair Housing Handout and Complaint Pamphlet (PDF) (Word)

Exhibit 5-P:  Sample Housing Program Notice (PDF) (Word)

Exhibit 5-Q:  Sample Hatch Act Resolution (PDF) (Word)

Exhibit 5-R:  Sample Section 504 and ADA Complaint Resolution Procedures and ADA Complaint Form (PDF) (Word)

Exhibit 5-S:  Sample ADA Self-Evaluation Inventory and Transition Plan - Phillips County ADA Report (PDF) (Word)

Exhibit 5-T:  National and State Contacts for ADA Information and Assistance (PDF) (Word)

Exhibit 5-U:  Civil Rights Responsibilities Checklist (PDF) (Word)

Chapter 6:  Labor Standards (PDF)

Exhibit 6-A:  Federal Labor Standards Provisions: HUD-4010 Website Info (PDF) (Word)

Exhibit 6-B:  Request for Wage Determination (PDF) (Word)

Exhibit 6-C:  Report of Additional Classification and Wage Rate: HUD-4230A (PDF) (Word)

Exhibit 6-D:  Request for Verification of Bidder Eligibility (PDF) (Word)

Exhibit 6-E:  Pre-construction Conference Planning Guide (PDF) (Word)

Exhibit 6-F:  Federal Wage Poster: WH-1321 (PDF) (Word)

Exhibit 6-G:  Equal Employment Opportunity Poster (PDF) (Word)

Exhibit 6-H:  Job Safety and Health Protection Poster (PDF) (Word)

Exhibit 6-I.1:  Weekly Payroll Report Forms Website Info (PDF) (Word)

Exhibit 6-I.2:  Weekly Payroll Report Sample Form: WH-347 ( PDF) (Excel)

Exhibit 6-I.3:  Weekly Payroll Report Sample Continued (PDF) (Excel)

Exhibit 6-I.4-6:  Weekly Payroll Report Form (blank): WH-347 (PDF) (Word)

Exhibit 6-I.7-8:  Instructions to Contractors for Preparation of Payroll Form WH-347 (PDF) (Word)

Exhibit 6-I.9:  Statement of Compliance Form (PDF) (Word)

Exhibit 6-I.10:  Instructions for Preparation of Statement of Compliance (PDF) (Word)

Exhibit 6-J:  Contractor Payroll Information (PDF) (Word)

Exhibit 6-K.1:  Record of Employee Interview Website (PDF) (Word)

Exhibit 6-K.2:  Record of Employee Interview Form (PDF) (Word)

Exhibit 6-K.3:  Instructions for Conducting Employee Interviews (PDF) (Word)

Exhibit 6-L:  Labor Standards Definitions (PDF) (Word)

Exhibit 6-M:  Volunteer Certification Form (PDF) (Word)

Exhibit 6-N:  Contractor's Receipt of Required Program Materials (PDF) (Word)

Exhibit 6-O:  Contractor's Guide to Davis-Bacon Requirements and Certified Payroll Reports (PDF) (Word)

Exhibit 6-P:  Certification of Labor and Civil Rights Compliance and Authorization for Payment (PDF) (Word)

Chapter 7:  Acquisition and Relocation (PDF)

Exhibit 7-A:  Public Invitation for Acquisition of Real Property (PDF) (Word)

Exhibit 7-B:  Voluntary Agreement Between Grantee and Individual Seller (PDF) (Word)

Exhibit 7-C:  Voluntary Acquisition File Checklist (PDF) (Word)

Exhibit 7-D:  Preliminary Acquisition Notice (PDF) (Word)

Exhibit 7-E:  Agreement for Appraisal Services (Acquisition) (PDF) (Word)

Exhibit 7-F:  Sample Appraisal Report Review Form (PDF) (Word)

Exhibit 7-G:  Written Offer to Purchase (including Statement of the Basis for Determination of Just Compensation) (PDF) (Word)

Exhibit 7-H:  Final Notice to Acquire by Negotiations (PDF) (Word)

Exhibit 7-I:  Uniform Relocation Act Acquisition File Checklist (PDF) (Word)

Exhibit 7-J:  Typical Acquisition Process Under the Uniform Relocation Act (PDF) (Word)

Exhibit 7-K:  Waiver of Procedures and Rights Under the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 (PDF) (Word)

Exhibit 7-L:  "When A Public Agency Acquires Your Property" (PDF) (Word)

Exhibit 7-M:  Anti-displacement and Relocation Assistance Plan (PDF) (Word)

Chapter 8:  Economic Development Projects (PDF)

Exhibit 8-A:  Supplemental Conditions for Loan Documents (PDF) (Word)

Exhibit 8-B1:  Sample Assistance Agreement (PDF) (Word)

Exhibit 8-B2:  Sample Assistance Agreement for Non-Profit and Infrastructure Grants (PDF) (Word)

Exhibit 8-C:  Sample Revolving Loan Fund Plan and Loan Application (PDF) (Word)

Exhibit 8-D:  Calculation of Benefit to Low and Moderate Income Persons (PDF) (Word)

Exhibit 8-E:  Employment Tracking and Direct Benefit Summary Instructions (PDF) (Word) (Excel)

Exhibit 8-F1:  Sample Hiring and Training Plan (PDF) (Word)

Exhibit 8-F2:  Customized Training Plan (PDF) (Word)

Exhibit 8-G:  Loan Portfolio Data (LPD) Report (PDF) (Word)

Exhibit 8-H1:  Sample RLF Subrecipient Agreement (PDF) (Word)

Exhibit 8-H2:  Sample Non-RLF Subrecipient Agreement (PDF) (Word)

Exhibit 8-J1:  Sample Management Plan for Local Government Management (PDF) (Word)

Exhibit 8-J2:  Sample Management Plan for Loan Managed by Third Party Non-Profit (PDF) (Word)

Exhibit 8-J3:  Sample Management Plan for Grant Managed by Third Party Non-Profit (PDF) (Word)

Exhibit 8-K:  Request for Payment & Status of Funds Report (PDF) (Word)

Exhibit 8-L:  CDBG-ED Employee Training Tracking Form (PDF) (Excel)

Chapter 9:  Public Facilities Construction Management (PDF)

Exhibit 9-A:  Architect's Certification: Compliance with Minimum Standards for Accessibility by the Physically Handicapped (PDF) (Word)

Exhibit 9-B:  CDBG Supplemental General Conditions (9-B, Pages 2-7) and Federal Labor Standards Provisions (See Exhibit 6-A) (PDF) (Word)

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 (PDF) (Word)

Exhibit 9-D:  Notice of Contract Award and Pre-construction Conference (PDF) (Word)

Exhibit 9-E:  Contract Award Report and Gross Receipts Withholding Report: Miscellaneous Tax Division, Montana Department of Revenue (PDF) (Word)

Exhibit 9-F:  Sample Sub-Recipient Agreement for an Affordable Housing Project with Multiple Funding Sources (PDF) (Word)

Exhibit 9-G:  Sample Interlocal Agreement for County and Rural Water and Sewer District (PDF) (Word)

Exhibit 9-H:  Construction Contractor Registration Law (PDF) (Word)

Exhibit 9-I:  Sample Sub-Recipient Agreement (PDF) (Word)

Exhibit 9-J:  Checklist for Construction Bid Document (PDF) (Word)

Exhibit 9-K:  Contractor Reporting Form (PDF) (Word)

Exhibit 9-L:  Section 3 Summary Report (Economic Opportunities for LMI Persons) (PDF) (Word)

Exhibit 9-M:  Public Facility Construction Management Checklist (PDF) (Word)

Exhibit 9-N:  Sample Landlord Deferred Repayment Assistance Agreement (PDF) (Word)

Exhibit 9-O:  Notice of Security Interest in Real Property to Secure Repayment of a Wastewater Upgrade Assessment Assistance (PDF) (Word)

*UPDATED July 2014* Debarment Information (PDF)

*UPDATED July 2014* Section 3 Business Registry Information (Link)

Chapter 10:  Non-Competitive Housing Rehabilitation (PDF)

Exhibit 10-A:  Abstract of Agreement (PDF) (Word)

Exhibit 10-B:  Preliminary Architectural Report Requirements (Rehab) (PDF) (Word)

Exhibit 10-C:  Pre-Acquisition Property Specific Checklist (PDF) (Word)

Exhibit 10-D:  Rehab Property Specific Checklist (PDF) (Word)

Exhibit 10-E:  Project Request Form (PDF) (Word)

Exhibit 10-F:  Income Verification for Direct Beneficiaries of CDBG Rehab Funds (PDF) (Word)

Exhibit 10-G:  Sub-Recipient Housing Rehabilitation Agreement (PDF) (Word)

Exhibit 10-H:  Sample CDBG Rehab Site Budget Detailed (PDF) (Excel)

Exhibit 10-I:  CDBG Non-Competitive Rehabilitation Project Budget (PDF) (Word) (Excel)

Exhibit 10-J:  Project Implementation Schedule (PDF) (Word)

Exhibit 10-K:  Guideform General Information Notice - Residential Tenant Who May Be Displaced (PDF) (Word)

Exhibit 10-L:  Voluntary Rehabilitation Agreement (PDF) (Word)

Exhibit 10-M:  Voluntary Agreement - Homebuyer Rehab Assistance (PDF) (Word)

Exhibit 10-N:  Guideform -CDBG Voluntary Acquisition of Vacant Property (PDF) (Word)

Exhibit 10-O:  Voluntary Acquisition of Foreclosed Property (PDF) (Word)

Chapter 11:  Project Monitoring (PDF)

Exhibit 11-A:  CDBG Program Project Monitoring Guide (PDF) (Word)

Chapter 12:  Project Closeout (PDF)

Exhibit 12-A:  Project Completion Report Instructions (PDF) (Word)

Exhibit 12-B:  Final Performance Report (PDF) (Word)

Exhibit 12-C.1-2:  Certification of Completion and Final Status of Funds Report (PDF) (Word)

Exhibit 12-C.3:  Conditional Closeout Certification (PDF) (Word)

Exhibit 12-C.4:  Final Closeout Certification (PDF) (Word)

Exhibit 12-D:  Direct Benefit Summary Data (PDF) (Word)

Exhibit 12-E:  Contract Reporting Form (PDF) (Word)

Exhibit 12-F:  Indirect Benefits Reporting Form (PDF) (Word)

Exhibit 12-G:  Calculation of CDBG Funds Used to Benefit Low and Moderate Income (LMI) Households and Citation of National Objectives (PDF) (Word)

Exhibit 12-H:  Section 3 Summary Report (identical form is Exhibit 9-J) (PDF) (Word)

Chapter 13: Neighborhood Stabilization Program (PDF)

Exhibit 13-1-A.NSP: Sample NSP Contract (PDF) (Word)

Exhibit 13-1-B.NSP: Sample NSP Contract Amendment (PDF) (Word)

Exhibit 13-1-C.NSP: Sample Project Request Form (PDF) (Word)

Exhibit 13-1-D.NSP: Sample Pre-Acquisition Property Specific Checklist (PDF) (Word)

Exhibit 13-2-A.NSP: NSP Environmental Site Specific Checklist (PDF) (Word)

Exhibit 13-4-A.NSP: Sample Update Report (PDF) (Word)

Exhibit 13-4-B.NSP: NSP Program Income Guidance (PDF) (Word)

Exhibit 13-4-C.NSP: Program Income Reporting Form After Project Closeout (PDF) (Word)

Exhibit 13-4-D.NSP: Program Income Reporting Form Before Project Closeout (PDF) (Word)

Exhibit 13-7-A.NSP: Guideform Voluntary Acquisition of Foreclosed Property w/o Eminent Domain (PDF) (Word)

Exhibit 13-7-B.NSP: Guideform Voluntary Acquisition of Foreclosed Property w/ Eminent Domain (PDF) (Word)

Exhibit 13-7-C.NSP: Guideform General Information Notice to Residential Tenant (PDF) (Word)

Exhibit 13-7-D.NSP: Qualified Homebuyer Closing Checklist for NSP Projects (PDF) (Word)

Exhibit 13-9-A.NSP: Sample Sub-Recipient Agreement (interlocal agreement) (PDF) (Word)

Exhibit 13-9-B.NSP: Sample Developer Agreement (PDF) (Word)

Exhibit 13-15-A.NSP: Sample NSP PAR Guidelines (PDF) (Word)

301 S PARK AVENUE | PO BOX 200523 | HELENA, MT 59620-0523 | P: 406.841.2770 | F: 406.841.2771 | TDD: 406.841.2702