2019-2020 CDBG Public Service Grants
Application for CDBG-Funded Public Service Activities
10 a.m. – 11:30 a.m.
City of Surprise City Hall, 16000 N. Civic Center Plaza, Lobby Conference Room CH1F N1-150,
Surprise, AZ 85374
Scope of Work:
Under this program, CDBG funds may be used to provide public services (including labor, supplies, materials and other costs), provided the public service is:
- A new service; or
- A quantifiable increase in the level of a service
Maximum funding available for any one organization is 15% of the annual CDBG allocation for the program year. The City of Surprise expects to receive approximately $638,560 in CDBG funding for the 2019-2020 Fiscal Year, so the amount allocated to Public Service Activities would be approximately $95,784.
The selection process of applications for funding will be based upon an evaluation of the organizational capacity as well as written information provided in comparison to the needs outlined in the city’s 5 year Consolidated Plan and Action Plans.
This solicitation is offered in accordance with federal and state requirements governing procurement of professional services. Accordingly, City of Surprise reserves the right to negotiate an agreement based on fair and reasonable compensation for the scope of work and services proposed, as well as the right to reject any and all responses that no application received is either feasible, meets a local need, or serves eligible or intended beneficiaries.
Application funding recommendations made by the Planning and Zoning Commission will be forwarded to the City Council for approval as part of the Annual Action Plan process. This process is finalized by May 15th every year with the submittal of the Action Plan to HUD. Once HUD approves the plan and funds are released, a funding agreement will be signed between Surprise and the sub-recipient. Funding agreements will have an implementation timeline of 12 months from date of contract.
Agreements will include quarterly reporting requirements, a minimum of one site visit every six months, and a process that will discuss the possible cancellation of the contract should Surprise judges the sub-recipient does not have the capacity to meet the implementation timeline and is not demonstrating compliance with contractual obligations in a timely manner.
Each grantee selected to receive funds is required to sign a contract with the city. No costs incurred prior to the execution of an agreement with the city are reimbursable. Under CDBG laws and regulations, certain requirements must be met in order to negotiate an agreement. These requirements include the following:
- Applicants must demonstrate that they are a nonprofit organization or a governmental agency.
- After an application is approved for funding, a contract will be prepared and sent by the city to the individual identified by the applicant as the authorized official for signature. The contract will specify the amount of the award, the period for which the project is approved, the contract term and administrative provisions. Special conditions attached to the award will also be specified in the agreement. Grantees will be required to submit and file monthly reports on expenditures, performance progress and objectives.
- Each agency receiving CDBG funding from the City is required to certify that it will conduct its business in compliance with the non-discrimination requirements of the City, State and Federal governments, as applicable. Equal Opportunity in Employment policies will be required.
- In the event of non-compliance, the agreement may be terminated or suspended in whole or in part.
- All recipients will be required to comply with the federal government’s audit requirements as described in OMB Circular A-133 (for HUD’s programs, these requirements are codified at 24 CFR Part 84.) All recipients must have an annual audit.
Availability of Funds for Next Fiscal Year:
If funds are not allocated and available for the continuance of this contract, this contract may be terminated by the city at the end of the period for which funds are available. There is no implicit or explicit guarantee funding will be renewed. No liability shall accrue to the City of Surprise in the event this provision is exercised, and City of Surprise shall not be obligated or liable for any future payments or for any damages as a result of termination under this paragraph.
The staff will evaluate applications and recommend those for an award based on the following criteria:
|Program Design and Community Impact||50 Points|
|Experience and Capacity||35 Points|
- One (1) original completed Application (form attached), and two (2) additional copies
- Proposed Project Budget (form attached)
- Proof of IRS 501(c)3 status (if applicable)
- Letters of commitment for leveraging resources
- Letters of reference/support
- Copy of Most Recent Financial Audit
- Certifications signed by authorized official (form attached)
All applications must be postmarked by Friday, January 11, 2019 or received at city hall no later than 2 PM on Thursday, January 10, 2019.
Applicants are strongly encouraged to attend the City of Surprise Planning and Zoning Commission Public Hearing held at 6pm in the City Hall Council Chambers on Thursday, February 7, 2019 and March 7, 2019. At the initial meeting, each organization will be allotted 3 minutes to present to the Commission about your organization’s submitted application. The March 7, 2019 meeting is the Commission’s final recommendation to City Council.
All original applications will be date stamped. Late submissions will not be accepted.
Persons with disabilities may request reasonable accommodation. Requests should be made as early as possible to allow time to arrange the accommodations.
- One (1) original and two (2) copies of the completed application packet, three copies total
- 8 ½ X 11 page format
- Bound in a 3 ring binder
- Single-sided only
- Please reference all additional “Attachments” in the application wherever applicable
Please download the application form:
2019-2020 CDBG Application