CDBG Application Workshop for Engineers 2021

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This workshop provides valuable information about the CDBG application process for engineers in 2021. Learn about the schedule, process, online application, project narrative, and performance measures. Get insights from program staff and prepare for a successful application submission.

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Presentation Transcript

CDBG Application Workshop for Engineers 2021 Regular Round November 18, 2020

Program Staff Community and Rural Development Staff Brooxie Carlton, Deputy Assistant Commissioner Kent Archer, CDBG Director Lynn Tutor, Grants Coordinator Tracey Davis, Grants Coordinator Rice Pritchard, Grants Analyst Lee Peterson, Grants Analyst Max Dotson, Grants Analyst Lindsay Gainous, ARC Program Coordinator

Schedule Public Meetings held by January 8, 2021 Final change orders due March 10, 2021 Final RFPs due March 24, 2021 Closeouts due March 31, 2021 Applications due February 26, 2021 * Applications may be submitted contingent on closeout. If closeout deadline is missed, contingent applications will be deemed ineligible. Account for holidays January 18: Martin Luther King Jr. Day February 15: President s Day

Process Online application; same as last year Working on application now Jurisdiction calculations are in Excel again No SFTP uploads this year New Ability-to-Pay this year Use this and the Application Notices (to be published in the coming weeks) as a guide NOTE: If any information is inconsistent, the information in the Application Notices will supersede.

Online Application General items stay the same Application information Project Funding ThreeStar community Brief project description One or two sentences Think about the contract scope Beneficiary Information Total people Residential connections, if water or sewer system

Project Narrative Project description What the project will accomplish, and what problem will be solved? Note anything unusual Tell us how this fits with prior projects, other current projects, and any projects in the future (not only CDBG) show that you are strategic Be specific describing economic development Lost employment Sites passed over Inability to expand Provide backup documentation

Performance Measures Improvements toward more standard measures At least one measurable output and outcome to be measured over the life of the project is required Options contingent of project type Output - This is a measure of the direct result of the grant funds. Outcome - This is a quantitative measure of how the project is impacting a goal of the community.

Construction Information If a construction project tell us length of construction in months (not length of grant) If not a construction project enter 0 Indicate level of construction inspection

Property Acquisition Will the project require any acquisition of property? What is the estimated cost of acquisition? Are there any unique details related to acquisition?

Additional Documents Procurement letters Use up-to-date letters Send to firms with a reasonable expectation to do the work Jurisdiction maps Show project location (similar to ERR maps) Show target areas Show jurisdictional boundaries

Additional Documents Utility Letters Must be filled out and signed by the Utility Manager Even if the system is owned by the city, the utility manager needs to sign Still base the rates on 5,000 gallons of water/wastewater Include taxes and fees where applicable Rate structure must be included

Application Process Flow 1. Public Meeting 2. Professional Services Procurement 3. Project development and cost estimate 4. Execution of resolution 5. Submission of application

Procurement We are pushing for more detail in the procurement letters List all services being procured Engineering design Construction inspection System evaluation Etc, Procurement should be for the life of the project (Application through closeout) Documentation of procurement, scoring, ranking, and selection must be submitted with application

Ability to Pay Same underlying index as SRF uses New for 2021 Updated annually Match rates still 10-30%; 4% ThreeStar reduction Additional 4% reduction this year to address COVID impact to budgets Data factors: Median household income Poverty rate Food stamp dependence Unemployment rate

Specific Projects Water and Sewer Line Water Lines Need a list of samples that is legible Double check the letter from the sampler to make sure all information is included Test 35% for the best score Have to test at least one HH in each target area and at least 10% in each target area Sewer Lines If you are extending a sewer line to a school or other facility, call us first to make sure the survey process is done correctly If there is a sewer use ordinance (that will be enforced) then it doesn t matter how they answer the TAS questions Septic survey must be included (Greywater is not failing)

Specific Projects Water and Sewer Line Include all structures in target area(s) Requesting service and not Residential and non-residential Numbering on map must match MSF

Specific Projects Water and Sewer System Water and Sewer System categories will be divided into large and small population Number of residential connections will determine large or small 1,500 connections for water 1,000 connections for sewer Number of connections will be collected in online applications and additional questions Water and Sewer Rehabilitation costs must include service laterals to the property line Treatment projects require a Preliminary Project Discussion with TDEC. Sewer System plant and collection applications will be merged like last year

Technical Application Water and Sewer Technical Application informs Project Need scoring Make sure all attachments are included in a single PDF with the Technical Application If a PER has been prepared, please copy and paste sections into Technical Application instead of stating the information is in the PER If a question does not apply to the project (such as failing septic tanks), an answer does not need to be provided. Scores will not be affected.

Technical Application Water and Sewer Water Loss or I/I projects are not eligible for the Quality and Operations score Multiple scores may be calculated, and the highest score will be applied. Include documentation as verification for points

Scoring Project Impact Water and sewer system will be split into large and small population pools Other categories remain the same Line Extensions Scoring will be based only on what is initially submitted We will follow up for corrections still Please pay close attention, this may impact your scores Will use the same scoring model as systems (90 base / 10 planning and operations)

Project Need Scoring - Water System 100 points total Format (1) Measurement (2 points) Mapping (4 points) Planning/Repair (3 points) Project Need (90 Points) Source Capacity Treatment Plant Capacity Storage Capacity Water loss (Leakage) Pressure 20 psi Quality and Operational Issues Aging Equipment (Age / Life Expectancy) (50% 90% or greater) (50% 90% or greater) (150% 59% or greater) (20% 60% or greater) (20% 50% or greater, customers) (50% - 120% or greater)

Project Need Scoring - Sewer System 100 points total Format (1) Measurement (3 points) Mapping (3 points) Planning/Repair (3 points) Project Need (90 points) Treatment Plant Capacity Infiltration/Inflow Lift Station Capacity Failing Septic Tanks Quality and Operational Issues Aging Equipment (Age / Life Expectancy) (50% 90% or greater) (25% 50% or greater) (2.5 4.5 or greater) (10% 100%) (50% - 120% or greater)