2017-2018 CDBG Public Service Grants

Application for CDBG-Funded Public Service Activities



The City of Surprise, Neighborhood Services Division of the Human Service & Community Vitality Department, is soliciting applications from qualified non-profit organizations interested in providing services that address one or more of the public service needs targeted in the city’s CDBG program. Although not mandatory, it is strongly recommended to attend pre-application meeting to be held on January 11, 2017 from 10 a.m. – 11:30 a.m. at City of Surprise, City Hall 16000 N. Civic Center Plaza, 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
Targeted public service activities include, but are not limited to:
  • Child care
  • Youth Services
  • Health care
  • Job training/job creation
  • Literacy Programs
  • Recreation programs
  • Education programs
  • Public safety services
  • Fair housing activities
  • Services for senior citizens
  • Services for homeless persons
  • Drug abuse counseling and treatment
  • Qualified Veteran Services
  • Welfare (as defined by CDBG)
  • Code Enforcement Services
  • Transportation/Transit
The completed application must address one or more of the targeted public service needs listed above and must serve primarily low to moderate income persons in City of Surprise.

Funding Allocation:



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 $585,100 in CDBG funding for the 2017-2018 Fiscal Year, so the amount allocated to Public Service Activities would be approximately $87,700.

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.

Funding Timeline:



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.

Reporting:



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.

Contractual Requirements:



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:
  1. Applicants must demonstrate that they are a nonprofit organization or a governmental agency.
  2.  After an application is approved for funding, a contract will be prepared and sent by the city to the 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.
  3. 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.
  4. In the event of non-compliance, the agreement may be terminated or suspended in whole or in part.
  5. 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.

Evaluation:



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
Leveraging 5 Points
References 10 Points
 

Application Guidelines:



Application Checklist:
 
  • 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)
  • Other Funding Source References
  • Copy of Most Recent Financial Audit
  • Certifications signed by authorized official (form attached)

All applications must be postmarked by Wednesday, January 25, 2017 or received at city hall no later than 2 PM on Thursday, January 26, 2017.

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, March 2, 2017 and March 16, 2017. At the meeting, each organization will be allotted 5 minutes to present to the Planning & Zoning Commission about your organization’s submitted application. The Planning and Zoning Commission will make a final recommendation to City Council on Tuesday, April 18, 2017*.
 
*Please note the changes to the public hearing and council recommendation dates.

  
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.

Submission Requirements:


 
  • 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

Application Packet:



Please download the application form:

 PDF File2017-2018 CDBG Application
  1. Alicia Rubio

    Neighborhood Services Program Coordinator
    Phone: 623.222.3240