CCHA_11142023_Exhibit_4_2 — Glendale City Council, November 14, 2023

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FY 2024-2025 CDBG PUBLIC SOCIAL SERVICES

REQUEST FOR PROPOSALS

INSTRUCTIONS
NOTE: The City of Glendale is moving to ZoomGrants, an online grant management system in FY 2024 -2025.

Updated instructions will become available, and training will be provided to community agencies seeking to apply for FY2024-2025CDBG funding. All Sections in RED are subject to change.

I. INTRODUCTION
The City of Glendale is soliciting proposals from public and community non-profit agencies for Public Social Service projects to be funded under its FY 2024-2025 Community Development Block Grant (CDBG) program. The CDBG program is funded by the federal Department of Housing and Urban Development (HUD). Through this program, HUD provides a formula entitlement grant to the City to fund projects which aid in the development of viable urban communities, and which meet one of two broad national objectives.

These objectives are:
1) To benefit low- and moderate-income persons; or
2) To aid in the prevention and elimination of slums and blighted areas.

Ineligible Costs: If funded with CDBG allocation, an agency’s proposal/grant writing fees by a consultant are not covered by the funding. The agency may use the funds for direct services only.

The total estimated amount of funding available to community non-profit agencies for Public Social Service projects through the FY 2024-2025 CDBG Request for Proposal (RFP) process is $255,000.

II. SUBMISSION INFORMATION
A. General Instructions
For funding consideration, all projects funded through the CDBG Program must meet the General Requirements and CDBG Program Guidelines defined in Sections IV and VI of the RFP Instructions.

Agencies, organizations and/or City Departments responding to thi s RFP must complete the attached funding application for CDBG Public Social Services. A separate application must be submitted for each proposed project.

Exhibit 4
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Proposals must be typed using the FY2024-2025 CDBG Public Social Services Funding Application.

RFP and Application copies are available at the Community Services & Parks Department, CDBG Section public counter at 201 E. Colorado Street, Glendale, CA 91205 and on the Department’s web site at http://www.glendaleca.gov/cdbg.

All applications must be submitted in the legal name of the organization. An authorized representative of the organization who has the legal authority to enter into an agreement with the City of Glendale must sign applications.

New Policy: Agencies must attend the Mandatory CDBG Technical Support Meeting as a requirement of submitting a CDBG Request for Proposal for Capital Improvement Projects.

Applications must be typed, single-spaced and single-sided on “8 1/2 x 11” plain white paper with 1” margins on all sides. Times New Roman 12-point font or Arial 12-point font must be used.

The original and eight (8) copies of the application must be submitted to:

City of Glendale
Community Services & Parks Department/CDBG Section
201 E. Colorado Street
Glendale, CA 91205
Attention: Maggie Kavarian

HAND DELIVERY REQUIRED
Applications must be received by 5:00 p.m. on Thursday, December 28, 2023.

Applications that have an inadequate number of copies , or are submitted after the published deadline, or do not meet the pre -qualification requirements will not be considered for funding.

Changes and/or additions to the proposal after the submission will not be accepted as part of the proposal packet.

No bindings or special coverings are desired. Do not submit materials not requested.

Once all applications are received, proposals will be analyzed by City staff as to completeness in addressing questions in the Funding Application, or other funding requirements. A staff analysis will be prepared identifying strengths and weaknesses (Strength & Weakness Analysis). A copy of the staff Strength & Weakness Analysis of the proposal(s) will be emailed/mailed to proposing organizations and/or City Departments the third week of January 2024. Responses by applicants to the staff Strength & Weakness Analysis must be received by the last week of January 2024. 3 {{section.number}}2
New Policy: The City will disqualify incomplete proposals where an agency fails to properly respond and correct for the weaknesses in their application which were identified on the Strength and Weakness Analysis.

The original proposal, the staff Strength & Weakness Analysis, and the response to the staff Strength & Weakness A nalysis will be reviewed and evaluated by a City Council appointed citizen CDBG Advisory Committee. Representatives from proposing organizations will be required to attend the MANDATORY CDBG Advisory Committee meeting to present their proposal and be interviewed by the CDBG Advisory Committee.

The date for these interviews is tentatively scheduled for Friday, March 1, 2024, from 8:00 a.m. to 5:00 p.m. and Monday, March 4, 2024 from 9:00 a.m. to 3:00 p.m. Our office will notify you of the exact time and location of your interview after we receive your funding application. Upon completion of the interviews, the Advisory Committee will make funding recommendations to the City Council based on a combination of the written proposal, the response to the staff analysis, and the interviews.

A public hearing on these funding recommendations will be held approximately the first week in April 2024 and the City Council/Housing Authority will vote on the CDBG program recommend ations on May 7, 2024.

B. RFP Information/Technical Assistance Meeting
A MANDATORY Technical Assistance Meeting will be held on Wednesday, November 29, 2023.

The purpose of the meeting is to provide information and technical assistance to any party interested in responding to the RFP. Community agencies and City departments MUST attend the Technical Assistance Meeting in order to submit a grant application for FY 2024-2025.

Additional technical assistance for completing CDBG Public Social Service Funding Applications may be obtained by calling Maggie Kavarian, Community Services Manager, at (818) 548-3715.

III. PRE-QUALIFICATIONS
A. Eligibility as a Sub-recipient
Applicants for CDBG Public Social Service funds must meet the CDBG definition of Sub-recipient:
a public or private nonprofit agency, authority or organization. Private non-profit applicants must be able to demonstrate proof of tax-exempt nonprofit status under Section 501(c)(3) of the Internal Revenue Code and Section 23701d of the California Revenue and Taxation Code.

B. Financial Statement
Non-profit a pplicants for CDBG Public Social Service funds must submit an annual financial statement or audit for the past two years along with their funding application . The financial statement or audit shall consist of either: 1) an unaudited financial statement compilation, 2) an annual independent financial audit in accordance with generally accepted auditing standards and 4 {{section.number}}2
General Auditing Standards, issued by the Comptroller General of the United States, or 3) a Single Audit under Part 200 —Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, Subpart F -Audit Requirements §200.501 and §200.514.

Applicants without two years of financial statement compilations or independent financial audit s shall not be eligible to submit a funding application.

Applicants must include a Financial Ratio Calculator with their financial statements which must be completed and signed by their certified public accountant (firm). The link to the worksheet is on the City’s website at http://www.glendaleca.gov/cdbg.

Applicants for CDBG Public Social Service funds must submit copies of official Board meeting minutes that include documentation of submission, review and approval of year -end financial statement reports by the Board.

Applicants for CDBG Public Social Service funds shall be responsible for maintaining documentation on the finance director’s job description and/or resumes of the Chief Financial Officer of the organization and/or Board Treasurer and identify certified public accountant (firm) responsible for preparing financial statement compilations or financial audits.

C. Quarterly Payroll Taxes
Applicants must submit a copy of receipt of payment of most recent Federal and State quarterly payroll taxes (IRS Form 941) . Please DO NOT include details of the employee social security number or information.

IV. GENERAL REQUIREMENTS
A. Operating Agreement
Applicants approved for CDBG Public Social Service funding will be required to sign a Sub -recipient Operating Agreement with the City to ensure compliance with City of Glendale, Community Development Block Grant Program, Federal Executi ve Orders, and HUD regulations. CDBG funds are subject to Federal and local regulations including, but not limited to: financial control systems, non-discrimination, equal opportunity, accessibility, lead -based paint, prevailing wages (construction only), audits, procurement and environ mental review. Additional requirements can be found in the CDBG regulati ons and Uniform Administrative Guidance 2 CFR Part 200 http://www.ecfr.gov/cgi- bin/text-
idx?SID=60623b20e6213558b4aa6ab7eb76b619&node=2:1.1.2.2.1.3&rgn=div6#se2.1.200_1212 Applicants are encouraged to familiarize themselves with these requirements prior to applyin g for funds to ensure that their organizations have adequate administrative systems in place.

B. Non-discrimination in Services and Employment
Applicants approved for CDBG Public Social Service funding shall not, in accordance with Federal law, discriminate in the provision of services hereunder because of race, color, religion, national origin, 5 {{section.number}}2
ancestry, sex, age or physical or mental disability as identified in Section 109 of the Act, Section 504 of the Rehabilitation Act, the Age Discrimination Act of 1975, the Americans with Disabilities Act of 1990, and 24 CFR 570.602. In addition, Applicants shall not discriminate in the provision of services hereunder because of religious belief, creed, medical condition, blindness, sexual orientation, marital status, pregnancy, parenthood, citizenship, gender identity, domestic partner status or AIDS or HIV status.

Applicants approved for CDBG Public Social Service funding shall certify and agree not to discriminate against any employee or person who is employed or compensated in whole or in part using funds provided under this Agreement because of race, color, creed, religion, religious belief, national origin, ancestry, citizenship, age, sex, sexual orientation, marital status, pregnancy, parenthood, medical condition, physical or mental disability, gender identity, domestic partner status or AIDS or HIV status.

C. Insurance
Applicants approved for CDBG Public Social Service funding will be required to obtain insurance, evidenced by an original certificate of insurance and endorsement. The required insurance is as follows:
a. Comprehensive General Liability: The insurance must be written for the limits of liability specified below
(1) ONE MILLION DOLLARS ($1,000,000) per occurrence, or the full per occurrence limits of the policy― whichever limit is greater― for bodily injury (including accidental death) to any one person;
(2) ONE MILLION DOLLARS ($1,000,000) per occurrence, or the full per occurrence limits of the policy― whichever limit is greater― for personal and advertising injury to any one person; (3) ONE MILLION DOLLARS ( $1,000,000) per occurrence, or the full per occurrence limits of the policy― whichever limit is greater― for property damage; and (4) TWO MILLION DOLLARS ($2,000,000) general aggregate limit, or the full aggregate limits of the policy― whichever limit is greater.
b. Automobile Liability: Insurance coverage shall include automobile coverage for projects involving the use of automobiles. The insurance must not be written for less than the limits of liability specified below or required by law, whichever coverage amount is greater:
(1) ONE MILLION DOLLARS ($1,000,000) per occurrence for bodily injury (including accidental death) to any one person; and
(2) ONE MILLION DOLLARS ($1,000,000) per occurrence for property damage; or 6 {{section.number}}2
(3) TWO MILLION DOLLARS ($2,000,000) combined single limit (“CSL”). c. Workers’ Compensation: Insurance coverage for Workers’ Compensation shall be obtained and maintained through the duration of the project.
(1) Complete Workers’ Compensation insurance, meeting or exceeding the coverages and amounts that California law requires; and
(2) Employer’s Liability insurance in an amount not less than:
(i) ONE MILLION DOLLARS ($1,000,000) per accident for bodily injury or disease; (ii) ONE MILLION DOLLARS ($1,000,000) per employee for bodily injury or disease; and (iii) ONE MILLION DOLLARS ($1,000,000) policy limit.
d. Certificate and Endorsement: Awarding applicants shall provide City with a “certificate of insurance,” an “additional insured endorsement,” and a subrogation endorsement, “Waiver of Transfer to Rights of Recovery Against Others”— on forms satisfactory to the City Attorney or City’s Risk Manager, and signed by the insurance carrier or its authorized representative— which fully meet the requirements of, and contain provisions entirely consistent with, all of the Insurance Requirements.
e. Rating of Insurance Company: At all times, the insurance company issuing said policy shall be an “admitted” insurer in the State of California; shall be domiciled within, and organized under the laws of, a state of the United States; and shall carry an A.M. Best & Company minimum rating of “A:VII.”
D. Program Reporting/Monitoring
Applicants approved for CDBG Public Services Social Service funding will be required to maintain and submit to the Community Services & Parks Department adequate information necessary to monitor program eligibility, accountability, and progress in accordance with City of Glendale, Community Development Block Grant Program, and HUD regulations.

E. Political Activities
Applicants approved for CDBG Public Services Social Service funding shall understand that pursuant to 24 CFR 570.207 (a) (3) CDBG funds shall not be used for programs that involve the engagement of political activities, such as partisan political campaigns, candidate f orums, voter transportation, or voter registration.

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F. Financial Control Systems and Audits-Non-Profit Organizations

Applicants approved for CDBG Public Social Services funding (Agency) shall comply with 2 CFR 200 Subpart D-Post Federal Award Requirements, §200.300- 200.345 which include maintaining accounting principles and procedures required therein, utilizing adequate internal and budget controls, and maintaining necessary source documentation and accounting records that sufficiently identify the source and application of CDBG funds. HUD standa rds for accounting records, per §200.302 shall require that agencies have in place an accounting system that at the minimum has the following elements: chart of accounts, cash receipts journal, c ash disbursements journal, payroll journal, general journal and general ledger.

Internal Controls shall refer to a combination of policies, procedures, defined job responsibilities, personnel, and records that allow the Agency to maintain adequate over sight and control of its cash, property, and other assets charged to CDBG funded programs. Upon receiving funding, the Agency shall maintain written policies and procedures regarding approval authority for financial transactions, accounting manuals, chart of accounts, adequate separation of duties, hiring policies and access to accounting records as specified under 2 CFR §200.303.

Budget Controls shall refer to policies and procedures that the Agency must have in place to compare and control CDBG expenditures against the approved, appropriated CDBG budget. The Agency shall have procedures to compare actual expenditures with budgeted amounts for each CDBG grant as specified under 2 CFR §200.308-200.309.

Agencies receiving CDBG funds shall comply with cur rent City and federal procurement standards under 2 CFR §200.317 -200.326 concerning the procurement and purchase of equipment, supplies, and services using CDBG funds to ensure that they are obtained as economically as possible through an open and competitive process.

Agencies shall maintain written standards of conduct covering conflicts of interest and governing the performance of employees, officers, and agents of the agency engaged in the selection of, award, or administration of a contract supported by CDBG funds under 2 CFR §200.318(c)(1).

Agencies receiving less than $25,000 in CDBG funds per year shall be required to submit unaudited annual financial statements compilation for years where grant funds are received. The unaudited financial statements provided shall include an itemization of the receipt and use of the City CDBG funds. An attestation statement shall be provided by the Chief Executive Officer that the financial statements being submitted are true, correct, and free of any material misstatement and that funds were spent following the grant requirements.

Agencies receiving $25,000 or more in CDBG funds per year shall be required to obtain an annual independent f inancial audit in accordance with generally accepted auditing standards and General Auditing Standards, issued by the Comptroller General of the United States for each grant year they receive CDBG funds. In addition to a financial au dit, Agencies receiving over $750,000 in total federal grant funds in a year are required to conduct and file a Single Audit in accordance with financial audit requirements under Part 200 —Uniform Administrative

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Requirements, Cost Principles, and Audit Requirements for Federal Aw ards, Subpart F -Audit Requirements §200.501 and §200.514. The Agency shall be required to co mplete the Single Audit within 270 days after the ending date of the Agency’s fiscal year.

All agencies shall be required to provide evidence on a quarterly basis verification of quarterly state and federal payroll tax payments including supporting source documentation for each employee covered by the CDBG grant.

V HUD CHURCH/STATE GUIDELINES

CDBG Public Social Service funds may be awarded to religious-based organizations performing public social service activities, provided certain contractual provisions are included in the CDBG Operating Agreement between the City and the religious entity. The grant agreement must include contract conditions stating that: the social services provided are exclusively non-religious in nature and scope; there are no religious services, proselytizing, instruction, or any other religious influences in connection with the social services.

VI CDBG PROGRAM GUIDELINES

Eligibility criteria and requirements for documentation of eligibility for program activities are described below. Each organization receiving CDBG Public Social Service funds must spend all of the grant amounts it was allocated by June 30, 2025.

PUBLIC SOCIAL SERVICES

A. Eligibility Criteria

In order to be eligible as a public social service, the following criteria must be met: 1) at least 60% of those persons benefiting from the service must be low- and moderate-income; 2) at least 60% of those persons benefiting from the service must be Glendale residents; and 3) for new programs, the activity must be a new service or a quantifiable increase in the level of an existing service. Public social services are direct services provided to community residents such as, but not limited to: employment, case management, crime prevention, child care, health, drug abuse, education, recreation, and counseling. CDBG funds are intended to be used to fu nd services or levels of service that are not currently provided by existing public agencies, organizations and/or City Departments with other funding sources.

B. Requirements for Documentation of Eligibility

Applicants approved for funding in the Pu blic Social Services category must document that at least 60% of persons served are low - and moderate-income persons, and that at least 60% of persons served are Glendale residents. Acceptable forms of documentation are:

1. Applicant information or registration forms (Exhibit A ) which includes name, address, income, source of income, household type, ethnicity, racial background, and signature of participant and

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all adult household members. In addition, agencies will be required to show adequate low-income backup data, including collecting a 10 % sa mpling of income documentation of the CDBG program(s) operated by the Applicant or,

2. Location and description of service area boundaries, demonstrating that the project’s service area is within a low- and moderate-income block source area where not less than 51% of the residents are persons of low - and moderate-income (See Census Tract Map, Exhibit B ). Location of an activity in a low-income area does not conclusively demonstrate that an activity benefits low- and moderate-income persons or Glendale residents. Hence, where applicable, records of addresses of persons utilizing the facility will be required as documentation of benefit to low - and moderate- income persons and Glendale residents. Applicants should contact Community Services & Parks CDBG staff for assistance with low-income area documentation.

VII CDBG PROGRAM PRIORITIES

A. Program priorities for the FY 2024-2025 CDBG Program have been assigned based upon findings derived from a comprehensive community needs assessment process. Although all proposals will be reviewed for consideration, see Exhibit E for the most current list of the Program Priorities.

VIII CRITERIA FOR EVALUATION OF PROPOSALS

A. Proposal evaluation criteria to be considered by the CDBG Advisory Committee in reviewing the written proposals, the response to the staff analysis, conducting oral interviews, and in developing funding recommendations to the City Council are as follows:

• Program Priority
• Ability to Substantiate Community Needs and How Program Addresses Those Needs • Target Population and Outreach
• Coordination and Collaboration
• Program Goals and Outcomes
• Implementation Plan
• Budget, Cost Effectiveness and Leveraging of Funds
• Demonstrated Experience and Capacity of Sponsoring Organization/City Department • Overall Financial Health of Sponsoring Organization
• Overall Likelihood of Success

For each proposal, and in consideration of the proposal’s effectiveness in meeting all aspects of the Evaluation Criteria, the CDBG Advisory Committee shall rate each proposal as either, GOOD, FAIR OR POOR and may provide written comments to substantiate their rating.

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CITY OF GLENDALE

FUNDING APPLICATION FOR PUBLIC SOCIAL SERVICES
FY 2024-2025 COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM PUBLIC SOCIAL SERVICES Date_________________________
Project Name __________________________________________________________________________ Organization Name ______________________________________________________________________ Address _______________________________________________________________________________ ______________________________________________________________________________________ Phone __________________________________________ Unique Entity ID#________________________ E-mail #1_____________________________________ E-mail #2 ________________________________ Contact Person/Title_____________________________________________________________________ Proposal Due Date: Thursday, December 28, 2023, 5:00 P.M.

One original and 8 copies of the Funding Application must be received by Due Date.

HAND DELIVERY REQUIRED
Estimated Total amount of CDBG funds available: $255,000 Please indicate the amount of funding requested below:

Program Activity Funding Request
CDBG PUBLIC SOCIAL SERVICES $_________________
I certify that the information in this application is true. ____________________________ _________________________ _________ Executive Director (Please Print) Signature of Executive Director Date

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Application Directions
Please provide comprehensive and clear responses to each of the sections below. Respond to all questions within each section; if a question does not apply to your entity, indicate this by responding “Not Applicable.” When finished, refer to Exhibit F- City of Glendale Grant Proposal Checklist for Public Social Services to ensure all items are properly completed and ready for submission. Applications must be typed, single-spaced and single-sided on 8 1/2” x 11” plain white paper with 1” margins on all sides. Times New Roman 12-point font or Arial 12-point font must be used. Please add the Application Heading Questions to your answers, i.e. A. Project Description.

Application Questions

A. Project Description

1. Briefly describe the proposed project, the purpose of the project, the population to be served, and the specific services to be provided. Indicate if this is a new or existing project. Specify the total number of unduplicated persons expected to be served by the project annually.

2. Identify the location of the project and the boundaries of the service area. (See Exhibit B)

3. Describe the overall goals, objectives, and activities to be accomplished by the proposed project.

4. Describe, in detail, the characteristics of the target beneficiaries that the project will serve, i.e. seniors/frail elderly, homeless, at risk youth, persons with disabilities/special needs etc. Describe how the program will conduct outreach to the target population. Attach samples of outreach materials.

5. How would you select participants from the identified population?

B. Program Priority

1. Specify which of the FY 2024-2025 CDBG program priorities the proposed project addresses. (See Section VII of the Request for Proposals and Exhibit E.) If the proposed program does not meet one of the program priorities, describe how it would result in other significant community benefits?

C. Implementation Plan

1. Describe specific steps to be taken to implement the program. Attach a proposed schedule. Identify target dates for each phase of implementation such as job recruitment, advertisement/marketing, project coordination meetings with partners (i.e. City of Glendale, GUSD), project start and end dates, etc. Please bear in mind that CDBG funds cannot be incurred before July 1, 2024.

D. Coordination and Collaboration

1. Describe your agency’s current efforts to collaborate and coordinate services with other community organizations regarding the proposed program.
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2. Explain how you will develop any needed collaborative relationships that are not already in place.

3. Does any community organization other than your own offer the type of services proposed under this program design? If yes, describe how your program will enhance these efforts.

E. Program Outcomes

1. Provide two program outcomes that you will measure for your program. Outcomes should be reasonable and attainable given the population served by the program. When establishing outcomes, be mindful of the following three components:
i. You will be measuring outcomes, the end result of your service delivery process (i.e. the program participant will successfully find employment), rather than inputs (i.e. the program participant will receive job search assistance);
ii. There must be a time frame for each outcome; and
iii. There must be a measurable percentage/number indicating a level of achievement.

EXAMPLE: Of the 80 persons served by the program, 40% (32 persons) will find employment within three months of entering the program.

2. Please provide an account of the methodology that you will use to track participants’ progress toward achieving each specific outcome.

3. Actual Outcomes If this is an existing CDBG program, describe the progress in meeting your stated goals regarding each of your outcomes for Fiscal Year 2023-2024. Also describe other program accomplishments (e.g., unanticipated outcomes, awards, successful program innovations). If you are a new agency applying for a program you are currently operating, please describe any current program goals and accomplishments for the 2023-2024 fiscal year that you would like to highlight.

F. Ability to Substantiate Community Needs and How Program Addresses Those Needs

1. Identify and describe existing unmet needs in the community to be addressed by the proposed program.

2. What methods and/or data were used to identify and verify the need for this project?

3. Specifically describe how the activities to be carried out under the proposed program directly address the identified needs in the community.

4. How will you assist the target population in overcoming barriers to accessing services (language, transportation, accessing other mainstream resources or maintaining housing for household)? G. Eligibility

1. Indicate and describe what form of documentation will be provided to demonstrate that at least 60% of persons served are low- and moderate-income, and that at least 60% of persons served are Glendale 13 {{section.number}}2
residents. Describe how low-and moderate-income income backup data, including collecting a 10% sampling of income documentation will be conducted. Please refer to Section VI of the Request for Proposals. For example, do you propose to use the City’s income verification form (see Exhibit A) or do you propose to use your own form for documentation?
H. Demonstrated Experience and Capacity

1. Describe the agency’s background, social service history, and years of experience in implementing the proposed project or similar projects.

2. Using the chart provided, list CDBG social service projects funded within the last five (5) years and the current status of each project. Describe specific accomplishments, including quantitative information. Use additional pages as necessary. Please start with your most recent project.

I. Financial Audit Requirements

1. Provide the following: one copy with original application and eight copies with each funding application of:
a) the sponsoring agency’s past two years’ financial audit or financial compilation. Agencies unable to produce two consecutive years of financial statement compilations or financial audits shall not be eligible to apply for CDBG funds regardless of whether CDBG funds were provided previously. See RFP Page 3 Section III.B. regarding information on financial audits and financial statements, b) Ratio Tool Calculation to be completed and signed by the agency’s accounting firm,

ACTIVITY TITLE YEAR
FUNDED

APPROVED
CDBG
BUDGET

PROPOSED NUMBER

OF PERSONS TO BE
SERVED

ACTUAL NUMBER OF

PERSONS SERVED

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c) Board meeting minutes that include documentation of submission, review and approval of the most current year-end financial statement report(s) by the Board, d) verification of non-profit federal and state tax exemption status, and

e) receipt of payment of most recent Federal and State quarterly payroll taxes, if applicable.

J. Budget

1. Complete the 2024-2025 CDBG Project Budget Form (Exhibit C). Budgets should include only direct costs attributed directly to the proposed CDBG-funded project.

2. Provide a brief description or justification of all line items included on the CDBG Project Budget Form in a separate Budget Narrative— (Exhibit D)

Direct Personnel Costs: Identify each existing or new position that will be assigned and supports the CDBG-funded project and that has been included on the CDBG Project Budget Form. Describe the duties and activities of staff as they relate to the CDBG funded project and indicate the pay rate for each position. Indicate what percentage of time, and how many hours per week, will be devoted/charged to the CDBG funded project for each position.

Direct Operations Costs including Common Costs: Describe how total actual annual costs are calculated and the basis for the cost.

K. Leverage

1. What percentage of the total budget of the specific program (not the organizational budget) for which you are applying would the requested CDBG funding cover?

2. Does the implementation of this program depend on receiving 100% of your CDBG request?

3. If you are not approved for 100% of your CDBG request, how will you address the shortfall?

4. How will you close any funding shortfalls? Identify and list any other funding sources or funding applications the agency/Department has submitted or plans to submit pertaining to the proposed program including the amount requested.

5. Does the implementation of this project depend on receiving funds from these or any other sources?

6. What is the minimum CDBG funding amount your agency can accept and still operate the program successfully?

I. Conflict of Interest

1. Does your agency maintain written standards of conduct covering conflicts of interest and governing the performance of employees, officers, and agents of the agency engaged in the selection of, award, or administration of a contract supported by CDBG funds ? If you answered YES , how often does your agency approve and update its conflict of interest policies?

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Exhibit A (front)

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Exhibit A (back)

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Exhibit B

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Exhibit C

2024-2025

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EXHIBIT D

CDBG – 2024-2025 BUDGET NARRATIVE

PERSONNEL - Describe duties of each staff as they pertain to THE PROGRAM FOR WHICH FUNDING IS REQUESTED. State the number of hours and the percent of total time devoted to the project for each staff that will work on THE PROGRAM FOR WHICH FUNDING IS REQUESTED. See example below.

1) Case Manager (40 hours /week) – Conduct a detailed needs assessment, public benefits advocacy, assist with money management, legal, immigration, employment and housing needs.

Program Cost: 100% of 12 months x $2,500/month = $30,000 plus benefits at 20%=$36,000.

CDBG Funding Request: 25% x $36,000 = $9,000. [Thus, the $27,000 from other sources can be counted as leverage.]

2) Project Director (4 hours/week) - Supervise and trains case management staff and program operations. Program Costs: 10% of 12 months $3,333/month = $4,000 plus benefits at 20% = $4,800. CDBG Funding Request: 0. [On the sample budget, the 4 hours per week the director spends on the project (at a cost of $4,800) can be counted as the actual annual cost and as leverage, since no funds for this position are being requested from CDBG. You should list all staff costs directly related to the proposed CDBG project, even if CDBG dollars are not being requested, so you can count those costs as leverage. On the other hand, in the example, the 90% of the Project Director’s time spent on other projects is neither an appropriate CDBG request nor can it be counted as leverage SINCE IT IS NOT FOR THE PROJECT FOR WHICH FUNDING IS REQUESTED.]

3) Senior Accountant - Provides direct accounting support to the program. Program Costs:

Salary & Benefits--5% (2 hours/week) of total annual salary/benefits of $48,400 = $2,420.

OPERATIONS – Describe how actual annual costs are calculated and the basis for the cost.

Rent (Common Cost)– Program Costs: $2,000/month x 12 months x 50% = $12,000.

Basis: Based on allocation of 50% of total agency office space for the project for which funding is requested. CDBG Funding Request: 0. [The $12,000 in leasing costs can be counted as leverage.

As with staffing, you should list all operations costs directly related to the proposed CDBG project, even if CDBG dollars are not being requested, so you can count those costs as leverage. If your agency operates multiple programs, some costs such as rent and utilities should be prorated.

Funds should NOT be requested for COSTS NOT DIRECTLY RELATED TO THE PROG RAM FOR WHICH FUNDING IS REQUESTED nor can those costs be counted as leverage.]

Utilities (Common Cost)- Program Costs: $1,000/month x 12 months x 50% = $6,000.

Basis: Based on allocation of 50% of total agency office space for the project for which funding is requested. CDBG Funding Request: $4,800. [The $1,200 from other sources can be counted as leverage.]

Supplies (Direct Cost)- And so on...

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EXHIBIT E (Page 1)
FY 2024-25 Annual Action Plan Program Priorities

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EXHIBIT E (Page 2)

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EXHIBIT F (Page 1)

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EXHIBIT F (Page 2)

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FY 2024-2025 CDBG CAPITAL IMPROVEMENT PROJECTS

REQUEST FOR PROPOSALS

INSTRUCTIONS
NOTE: The City of Glendale is moving to ZoomGrants, an online grant management system in FY 2024-2025.

Updated instruction will become available, and training will be provided to community agencies seeking to apply for FY 2024-2025 CDBG funding. All Sections in RED are subject to change.

I INTRODUCTION
The City of Glendale is soliciting proposals from public and community non -profit agencies for Capital Improvement Projects to be funded under its FY 2024-25 Community Development Block Grant (CDBG) program. The CDBG program is funded by the federal Department of Housing and Urban Development (HUD). Through this program, HUD provides a formula entitlement grant to the City to fund projects which aid in the development of viable urban communities and which meet one of two broad national objectives.

These objectives are:
1) To benefit low and moderate-income persons; or
2) To aid in the prevention and elimination of slums and blighted areas.

The total estimated amount of funding available to publ ic and community non -profit agencies for Capital Improvement Projects through the FY 2024-2025 CDBG Request for Proposal (RFP) process based on a City Council approved preliminary funding allocation plan, is $762,583.

Eligible Capital Improvement Projects include:

A. Community Centers/Public Facilities: Eligible activities include: acquisition, relocation, rehabilitation, construction or expansion of a city-owned and sponsored, other public agency-owned and sponsored, or non-profit community agency-owned and sponsored, community center, building, housing facility or facility that is used to provide services or housing to low- and moderate-income families, youth, seniors, or persons with special needs, such as homeless, battered-spouse, or handicapped; public school facilities serving low- and moderate-income families and youth; ADA handicapped accessibility modifications to buildings; and parks and playgrounds.

B. Predevelopment costs are not eligible for CDBG funding. Predevelopment costs are

2 {{section.number}}2 defined as proposal/grant writing fees, planning studies, engineering, design, architectural and all building permits prior to construction or rehabilitation of the building.

II SUBMISSION INFORMATION

A. General Instructions
For funding consideration, all projects funded through the CDBG Program must meet the Pre- Qualifications, General Requirements and CDBG Program Guidelines defined in Sections III, IV and VI of the RFP. Public and community non-profit agencies responding to this RFP must complete the attached Funding Application for CDBG Capital Improvement Projects.

Proposals must be typed using the FY2024-2025 CDBG Capital Improvement Funding Application (“Application”). RFP and Application copies are available at the Community Services & Parks Department/CDBG Section public counter and on the Department’s web site at http://www.glendaleca.gov/cdbg

All applications submitted by a public or community non-profit agency, must be submitted in the legal name of the organization. An authorized representative of the organization who has the legal authority to enter into an agreement with the City of Glendale must sign applications.

New Policy: Agencies must attend the Mandatory CDBG Technical Support Meeting as a requirement of submitting a CDBG Request for Proposal for Capital Improvement Projects.

New Policy: Agencies cannot be funded for more than two (2) CIP projects at any one time, can only apply for one project at a time in any given program year, and can only submit a proposal for a second capital improvement project if their first funded project is alre ady in construction and will be completed within a year of the application date.

New Policy: A commitment to the timely completion of CIP projects reflected in the necessary completion of Project Planning and Design Phases. The proposal should reflect project readiness and completion, or near completion, of the following pre-construction activities:
• Feasibility studies
• Conceptual designs
• Pre-schematic work
• Schematic documents and plan documentation
• Technical consulting
• Construction Documents and/or specifications
• Permits (status of plan check)

The original and eight (8) copies of the application must be submitted to:

City of Glendale
Community Services & Parks Department/CDBG Section

3 {{section.number}}2 201 East Colorado Street, Glendale, CA 91205
Attention: Maggie Kavarian

HAND DELIVERY REQUIRED

Applications must be received by 5:00 p.m. on Thursday, December 28, 2023.

Applications that have an inadequate number of copies, or are submitted after the published deadline or do not meet the pre-qualification requirements will not be considered for funding. Changes and/or additions to the proposal after the submission will not be accepted as part of the original proposal packet.

No bindings or special coverings are desired. Only submit materials that have been requested.

A copy of the staff Strength & Weakness A nalysis of the proposal(s) will be emailed/mailed to proposing organizations the third week of January 2024. Responses by the applicants to the staff Strength & Weakness Analysis must be received by the last week of January 2024.

New Policy: The City will disqualify incomplete proposals where an agency fails to properly respond and correct for the weaknesses in their application which were identified on the Strength an d Weakness Analysis.

The original proposal, the staff analysis, and the response to the staff Strength & Weakness Analysis will be reviewed and evaluated by a City Council appointed citizen CDBG Advisory Committee.

Representatives from proposing organizations will be required to attend the MANDATORY CDBG Advisory Committee meeting to discuss their proposal and be interviewed by the CDBG Advisory Committee.

The date for these interviews is tentatively scheduled for Friday, March 1, 2024, from 8:00 a.m. to 5:00 p.m. and Monday, March 4, 2024 from 9:00 a.m. to 3:00 p.m. Our office will notify you of the exact time and location of your interview after we receive your funding application. Upon completion of the interviews, the Advisory Committee will make funding recommendations to the City Co uncil based on a combination of the written proposal, the response to the staff analysis, and the interviews.

A public hearing on these funding recommendations will be held approximately the first week of April 2024 and the City Council/Housing Authority will vote on the CDBG program recommendations on May 7, 2024.

B. RFP Information/Technical Assistance Meeting

A MANDATORY Technical Assistance Meeting will be held on Wednesday, November 29, 2023.

4 {{section.number}}2 The purpose of the meeting is to provide information and technical assistance to any party interested in responding to the RFP. Community agencies and City departments must attend the Technical Assistance Meeting in order to submit a grant application for FY 2024-2025.

Additional technical assistance for completing the CDBG Capital Improvement Funding Application may be requested by calling Maggie Kavarian, Community Services Manager at (818) 548-3715.

C. Environmental Review and Clearance

All approved projects will require environmental clearance from the City of Glendale Community Development Department’s Planning Division. The Planning Division provides environmental assessments as required under the California Environmental Quality Act (CEQA) and the National Environmental Policy Act (NEPA). All CDBG projects must undergo environmental review in accordance with NEPA and if required, the Historic Preservation requirements set forth in the National Historic Preservation Act of 1966. The Planning Divis ion will determine what level of environmental processing is required. The project and associated permits may also require approval from other City, State or Federal bodies such as the Environmental Planning Board, the Historic Commission, the State Office of Historic Preservation, etc.

Applicants proposing to submit a capital improvement proposal should refer to Exhibit E - CDBG CIP Checklist as a readiness tool for the proposed project.

III PRE-QUALIFICATIONS

A. Eligibility as a Sub-recipient

Applicants for CDBG Capital Improvement funds must meet the CDBG definition of Sub-recipient:
a public or private nonprofit agency, authority or organization. Community non-profit applicants must be able to demonstrate proof of tax -exempt nonprofit status under Section 501(c)(3) of the Internal Revenue Code and Section 23701d of the California Revenue and Taxation Code.

B. Financial Statement

Applicants for CDBG Capital Improvement funds must submit an annual financial statement or audit for the past two consecutive years along with their funding application. The financial statement or audit shall consist of either: 1) an unaudited financial st atement compilation, 2) an annual independent financial audit in accordance with generally accepted auditing standards and General Auditing Standards, issued by the Comptroller General of the United States, or 3 ) a Single Audit under Part 200 —Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, Subpart F -Audit Requirements §200.501 and §200.514.

Applicants without two years of financial statement compilations or independen t financial audits shall not be eligible to submit a funding application.

5 {{section.number}}2 Applicants must include a Financial Ratio Calculator with their financial statement s which must be completed and signed by their certified public accountant. The link to the Financial Ratio Calculator worksheet is on the City’s website at http://www.glendaleca.gov/cdbg

Applicants for CDBG Capital Improvement funds must submit copies of official Board meeting minutes that include documentation of submission, review and approval of year -end financial statement reports by the Board.

Applicants for CDBG Capital Improvement funds shall be responsible for maintaining documentation on the resume of the Chief Financial Officer of the organization , and/or Board Treasurer, and identify a certified public accountant (firm) responsible for preparing financial statement compilations or financial audits.

C. Quarterly Payroll Taxes

Applicants must submit a copy of receipt of payment of most recent Federal and State quarterly payroll taxes (IRS Form 941). Please DO NOT include details of the employees’ social security number or information.

IV GENERAL REQUIREMENTS:

A. Operating Agreement

Applicants approved for CDBG funding will be required to sign a Sub -recipient Operating Agreement with the City of Glendale to ensure compliance with City of Glendale, Community Development Block Grant Program, Federal Executive Orders, and HUD regulations. CDBG funds are subject to federal and local regulations including, but not limited to: non-discrimination, equal opportunity, accessibility, lead-based paint, prevailing wages, Uniform Relocation Act, audits, procu rement and environmental review. Additional requirements can be found in the CDBG regulations and Uniform Administrative Guidance 2 CFR Part 200 http://www.ecfr.gov/cgi-bin/text- idx?SID=60623b20e6213558b4aa6ab7eb76b619&node=2:1.1.2.2.1.3&rgn=div6#se2.1.200_1212

Applicants are encouraged to familiarize themselves with these requirements prior to applying for funds to ensure that their organizations have adequate administrative capacity and processes in place.

B. Matching/Leveraged Funds:

Applicants approved for CDBG funding that propose matching or leveraged funding to complete their capital improvement construction project will be required to verify that construction funding is in place prior to beginning construction as follows:

1) Private funding used as match or leverage must be deposited into a third party construction project account.

6 {{section.number}}2 2) Bank loan funding used as match or leverage will require that a loan commitment letter be obtained and verified and funds drawn from the bank or a third party escrow account.

3) Other grant funding used as match or leverage will require award letters and receipt and deposit of funds or verification of letter of credit.

C. Management:

On all capital improvement projects for public and community non-profit agencies approved for CDBG funding over $15,000, the City shall record a Deed of Trust against the property that is being improved or developed, to secure the City’s interest.

Prior to the execution of any agreement, the City will obtain a market appraisal of the property and a preliminary title report to determine that the non-profit organization owns enough equity in the property for the City to be repaid its interest if it were to become necessary and to ascertain the City’s equity position in relation to all other liens on the property.

On capital improvement projects on properties not owned by the non -profit organization, the City will secure its interest by executing a Deed of Trust against another property owned by the non -profit organization. If the non -profit organization does not own other property, staff will submit a report to City Council to request approval to execute a sub-recipient agreement based on a promissory note.

D. Non-discrimination in Services and Employment

Applicants approved for CDBG funding shall not, in accordance with Federal law, discriminate in the provision of services hereunder because of race, color, religion, national origin, ancestry, sex, age or physical or mental handicap as id entified in Section 109 of the Act, Section 504 of the Rehabilitation Act, the Age Discrimination Act of 1975, the Americans with Disabilities Act of 1990, and 24 CFR 570.602. In addition, Sub -recipients shall not discriminate in the provision of service s hereunder because of religious belief, creed, medical condition, blindness, sexual orientation, marital status, pregnancy, parenthood, citizenship, gender identity, domestic partner status or AIDS or HIV status.

Further, public and community non-profit agencies approved for CDBG funding shall certify and agree not to discriminate against any employee or person who is employed or compensated in whole or in part using CDBG funds because of race, color, creed, religion, religious belief, national origin , ancestry, citizenship, age, sex, sexual orientation, marital status, pregnancy, parenthood, medical condition, physical or mental disability, gender identity, domestic partner status or AIDS or HIV status.

E. Insurance

Applicants approved for CDBG funding will be required to obtain insurance, evidenced by an original certificate of insurance and endorsement. The required insurance is as follows:

a. Comprehensive General Liability: The insurance must be written for the limits of liability specified below

7 {{section.number}}2 (1) ONE MILLION DOLLARS ($1,000,000) per occurrence, or the full per occurrence limits of the policy― whichever limit is greater― for bodily injury (including accidental death) to any one person;

(2) ONE MILLION DOLLARS ($1,000,000) per occurrence, or the full per occurrence limits of the policy― whichever limit is greater― for personal and advertising injury to any one person;

(3) ONE MILLION DOLLARS ($1,000,000) per occurrence, or the full per occurrence limits of the policy― whichever limit is greater― for property damage; and

(4) TWO MILLION DOLLARS ($2,000,000) general aggregate limit, or the full aggregate limits of the policy― whichever limit is greater.

b. Automobile Liability: Insurance coverage shall include automobile coverage for projects involving the use of automobiles. The insurance must not be written for less than the limits of liability specified below or required by law, whichever coverage amount is greater:

(1) ONE MILLION DOLLARS ($1,000,000) per occurrence for bodily injury (including accidental death) to any one person; and

(2) ONE MILLION DOLLARS ($1,000,000) per occurrence for property damage; or

(3) TWO MILLION DOLLARS ($2,000,000) combined single limit (“CSL”).

c. Workers’ Compensation: Insurance coverage for Workers’ Compensation shall be obtained and maintained through the duration of the project.

(1) Complete Workers’ Compensation insurance, meeting or exceeding the coverages and amounts that California law requires; and

(2) Employer’s Liability insurance in an amount not less than:

(i) ONE MILLION DOLLARS ($1,000,000) per accident for bodily injury or disease;

(ii) ONE MILLION DOLLARS ($1,000,000) per employee for bodily injury or disease; and

(iii) ONE MILLION DOLLARS ($1,000,000) policy limit.

d. Certificate and Endorsement: Awarding applicants shall provide City with a “ certificate of insurance,” an “additional insured endorsem ent,” and a subrogation endorsement, “Waiver of Transfer to Rights of Recovery Against Others” — on forms satisfactory to the City Attorney or City’s Risk Manager, and signed by the insurance carrier or its authorized representative— which fully meet the requirements of, and contain provisions entirely consistent with, all of the Insurance Requirements.

8 {{section.number}}2 e. Rating of Insurance Company : At all times, the insurance company issuing said policy shall be an “admitted” insurer in the State of California; shall be domiciled within, and organized under the laws of, a state of the United States; and shall carry an A.M. Best & Company minimum rating of “A:VII.”

F. Program Reporting/Monitoring

a. Applicants approved for CDBG funding will be required to maintain and submit to the Community Services & Parks Department adequate program or demographic data and reports necessary on an annual basis for two years after the completion of the project to monitor progr am eligibility in accordance with City of Glendale, Community Development Block Grant Program and HUD regulations.

b. Applicants approved for CDBG Solar Panel funding will be required to maintain and verify through an accounting system where utility cost savings from solar panel installation is being applied. This will be done annually for a five-year period post energization of the solar system, in addition to the requirements in Section F. a.

G. Political Activities

Applicants approved for CDBG capital improvement funding shall understand that pursuant to 24 CFR 570.207 (a) (3) CDBG funds shall not be used for programs that involve the engagement of political activities, such as partisan political campaigns, candidate forums, vo ter transportation, or voter registration. However, a facility originally assisted with CDBG funds, for acquisition or rehabilitation over time may be used on an incidental basis to hold political meetings, candidate forums, or voter registration campaigns, provided that all parties and organizations have access to the facility on an equal basis, and are assessed equal rent for use charges, if any.

H. Financial Control Systems and Audits-Non-profit Organizations

Applicants approved for CDBG Capital Improvement funding (Agency) shall comply with 2 CFR 200 Subpart D -Post Federal Award Requirements, §200.300 - 200.345 which include s maintaining accounting principles and procedures required therein, utilizing adequate internal and budget controls, and maintaining necessary source documentation and accounting records that sufficiently identify the source and application of CDBG funds. HUD standards for accounting records, per §200.302 shall require that agencies have in place an accounting system that at the minimum has the following elements: chart of accounts, cash receipts journal, cash disbursements journal, payroll journal, general journal and general ledger.

9 {{section.number}}2 financial transactions, accounting manuals, chart of accounts, adequate separation of duties, hiring policies and access to accounting records as specified under 2 CFR §200.303.

Budget Controls shall refer to policies and procedures that the Agency must have in place to compare and control CDBG expenditures against the approved, appropriated CDBG budget. The Agency shall have procedures to compare actual expenditures with budgeted amoun ts for each CDBG grant as specified under2 CFR §200.308-200.309.

Agencies receiving CDBG funds shall comply with current City and federal procurement standards under 2 CFR §200.317 -200.326 concerning the procurement and purchase of equipment, supplies, an d services using CDBG funds to ensure that they are obtained as economically as possible through an open and competitive process.

Procurement transactions must be conducted in a manner providing full and open competition consistent with the standards of the CDBG program and federal procurement regulations under 2 CFR §200.318 . In order to ensure objective contractor performance and eliminate unfair competitive advantage, contractors that provide bid quotes for the CDBG CIP RFP, develop or dr aft specifications, requirements, statements of work, or invitations for bids or requests for proposals must be excluded from competing for such procurements.

Agencies receiving less than $25,000 in CDBG funds per year shall b e required to submit unaudited annual financial statements compilation for years where grant funds are received. The unaudited financial statements provided shall include an itemization of the receipt and use of the City CDBG funds. An attestation statement shall be provided by the Chief Executive Officer that the financial statements being submitted are true, correct, and free of any material misstatement and that funds were spent following the grant requirements.

In addition to a financial audit, Agencies receiving over $750,000 in total federal grant funds in a year are required to conduct and file a Single Audit in accordance with financial audit requirements under Part 200—Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, Subpart F -Audit Requirements §200.501 and §200.514. The Agency shall be required to com plete the Single Audit within 27 0 days after the ending date of the Agency’s fiscal year.

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V HUD CHURCH/STATE GUIDELINES

CDBG funding may not be used for the acquisition, construction, or rehabilitation of structures to the extent that those structures are used for inherently religious activities. CDBG funds may be used for the acquisition, construction or rehabilitation of structures only to the extent that those structures are used for conducting eligible CDBG non -religious community social service programs. Where a structure is used for dual religious and non -religious community programs, the el igible use of CDBG funds shall be based on a formula resulting from the prorated use between religious and non-religious activities.

Organizations that are directly funded under the CDBG program may not engage in inherently religious activities, suc h as worship, religious instruction, or proselytization, as part of the CDBG eligible community programs or services.

VI CDBG PROGRAM GUIDELINES

The Eligibility criteria and requirements for documentation of eligibility for program activities and facility improvement activities are described below. Each organization receiving CDBG Capital Improvement funds must spend all of the grant amounts it was allocated within three years of award date.

A. Eligibility Criteria

In order to be eligible for funding, the project must: 1) meet one of the CDBG National Objectives listed below, and 2) have a documented, demonstrated need for physical upgrade, development or expansion.

1) National Objectives:

a) To benefit low and moderate-income persons (at least 60% of persons served by a community center, or benefiting from neighborhood revitalization activities are low and moderate -income persons), or

b) To aid in the prevention or elimination of slums and blight relative to buildings, and only to the extent necessary to eliminate severe and specific conditions detrimental to public health and safety, i.e. elimination of faulty wiring, roofing, falling plaster or other similar conditions which are detrimental to all potential occupants.

2) Demonstrated Need:

The project application must identify and describe the substandard condition(s) of the subject facility. If the project is for expansion, then the application must describe the need for expansion and/or improveme nt to the existing or proposed facility to increase service levels, i.e. what programs will benefit from the project?

B. Requirements for Documentation of Eligibility

11 {{section.number}}2

1. Applicants approved for funding for improvements to community and public facilities must be able to document the following: 1) that at least 60% of persons attending or served by the portion of the center or public facilities improved with CDBG funds are low - and moderate-income persons or that there exists substandard conditions detrimental to public health and safety, 2) that the community center or public facility has a demonstrated need for improvement and/or expansion in order to increase service levels, and 3) that at least 60% of persons served are Glendale residents.

Acceptable forms of documentation are:

a. Applicant Information Forms (Exhibit A) which includes name, address, income, source of income, household type, ethnicity, racial background, and signature of participant and all adult household members. In addition, agencies will be required to show adequate low -income backup data, including collecting a 10% sampling of income documentation of the program(s) operated by the Applicant within the facility that will be improved with CDBG funds . The number of sub-recipient program clients to collect CDBG Applicant Information Forms for will be based on the CDBG Application for funding submitted to the City of Glendale.

b. Location and description of service area boundaries, demonstrating that the proposed improvement project service area is within a low-income area (See Census Tract Map, Exhibit B).

Location of an activity in a low -income area does not conclusively demonstrate that an activity benefits low- and moderate-income persons. Hence, where applicable, records of addresses of persons utilizing the facility w ill be required as documentation of benefit to low -and-moderate income persons. Applicants should contact Community Services & Parks staff for assistance with low-income area documentation.

c. Official City building inspection reports detailing deficiencies detrimental to public he alth and safety, and

d. General Contractor, architectural or engineering inspection reports detailing substandard conditions.

C. Eligible Improvements
Applicants are eligible to receive CDBG funding for the purpose of improving public community facilities. Such facilities must be operated so as to be open for use by the general public during all normal hours of operation. CDBG funds are not eligible to pay for predevelopment costs , such as planning studies, engineering, design, and permit fees.

Eligible Capital Improvement Project activities include:

a) rehabilitation, including repair, directed toward an accumulation of deferred maintenance, replacement of principal fixtures and components of an existing community facility,

b) installation of special features designed to promote energy efficiency or security,

12 {{section.number}}2

c) removal of material and architectural barriers that restrict the mobility and accessibility of elderly or severely disabled persons,

d) construction or expansion of floor area of an existing community facility, and

e) acquisition of property for the purpose of new construction or rehabilitation of a community facility.

D. Other Federal Requirements

Applicants receiving CDBG Capital Improvement Funds will be subject to comply with the following Federal regulations and requirements: Equal Opportunity Regulations, Disadvantaged Business Enterprise (DBE) goals, Federal Labor Standards provisions including prevail ing wages, the Americans with Disability Act (ADA), Section 504 of the Rehabilitation Act of 1993, the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, the California Environmental Quality Act (CEQA), the National Environme ntal Policy Act (NEPA) , and the Historic Preservation requirements set forth in the National Historic Preservation Act of 1966.

New Policy: Proposals must include one (1) General Contractor estimate that reflects prevailing wage rates, but a minimum of two (2) general contractor estimates are strongly recommended.

Build America, Buy America (BABA) Act -On November 15, 2021, the Build America, Buy America Act (the Act) was enacted as part of the Infrastructure Investment and Jobs Act (IIJA). Pub. L. 117 -

58. The Act establishes a domestic content procurement preference, the Buy American Preference (BAP), for Federal programs that p ermit Federal financial assistance to be used for infrastructure projects. In Section 70912, the Act further defines a project to include “the construction, alteration, maintenance, or repair of infrastructure in the United States” and includes within the definition of infrastructure those items traditionally included along with buildings and real property. Starting May 14, 2022, new awards of Federal financial assistance (FFA) from a program for infrastructure, and any of those funds obligated by the gran tee, are covered under the Build America, Buy America (BABA) provisions of the Act, 41 U.S.C. 8301 note. The waiver, published March 15, 2023, establishes a phased implementation schedule for application of the BAP to covered materials and HUD programs. The BAP is applicable now to iron and steel used in covered CDBG projects, i.e. for projects using funds obligated on or after November 15, 2022. For CPD, the BAP will apply next to iron and steel used in covered Recovery Housing Program (RHP) projects for funding obligated on or after August 23, 2023. The Phased Implementation waiver established the following implementation schedule for HUD programs:

BAP will
apply to...

Iron and
Steel
Specifically Listed
Construction Materials
All Other Construction
Materials
Manufactured Products
CDBG
Formula
Grants
All funds
obligated
on or after
November
15, 2022
As of the date HUD
obligates new FFA from
FY24 appropriations
As of the date HUD
obligates new FFA from
FY25 appropriations
As of the date HUD
obligates new FFA from
FY25 appropriations

13 {{section.number}}2 E. Program Priorities

Although all proposals will be given consideration, preferential co nsideration will be given to community facility improvement projects that house and provide services in the areas of CDBG Program Priorities described on Section VII or which in any other way will facilitate meeting any of the identified social service priorities as described below.

VII CDBG PROGRAM PRIORITIES

Program priorities for the FY2024-2025 CDBG Program have been assigned based upon findings derived from a comprehensive community needs assessment process . This process has identified social service priorities and capital improvement priorities. (See Exhibit D)

VIII CRITERIA FOR EVALUATION AND SELECTION OF PROPOSALS

A. Proposal evaluation criteria to be considered by the CDBG Advisory Committee in reviewing the proposals, the response to the staff analysis, conducting oral interviews, and in developing funding recommendations to the City Council are as follows:

2 {{section.number}}2

CITY OF GLENDALE

FUNDING APPLICATION FOR CAPITAL IMPROVEMENT PROJECTS

FY 2024-2025 COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM

CAPITAL IMPROVEMENT

Date_________________________

Project Name __________________________________________________________________________

Organization Name ______________________________________________________________________

Address _______________________________________________________________________________

______________________________________________________________________________________

Phone __________________________________________ Unique Entity ID#________________________

E-mail #1_____________________________________ E-mail #2 ________________________________

Contact Person/Title_____________________________________________________________________

Proposal Due Date: Thursday, December 28, 2023, 5:00 P.M.

One original and 8 copies of the Funding Application must be received by Due Date.

HAND DELIVERY REQUIRED

Estimated Total amount of CDBG funds available: $762,583

Please indicate the amount of funding requested below:

Program Activity Funding Request

CDBG CAPITAL IMPROVEMENT PROJECTS $_________________

I certify that the information in this application is true.

____________________________ _________________________ _________ Executive Director (Please Print) Signature of Executive Director Date

3 {{section.number}}2 Application Directions
Please provide comprehensive and clear responses to each of the sections below. Respond to all questions within each section; if a question does not apply to your entity, indicate this by responding “Not Applicable. When finished, refer to Exhibit F - City of Glendale Grant Proposal Checklist for Capital Improvement Projects to ensure all items are properly completed and ready for submission. Applications must be typed, single-spaced and single-sided on 8 1/2” x 11” plain white paper with 1” margins on all sides. Times New Roman 12-point font or Arial 12- point font must be used. Please add the Applic ation Heading Questions to your answers, i.e. 1. Project Description.

Application Questions

1. Project Description

A. Describe the proposed facility rehabilitation/improvements in detail. Describe the physical aspects of the facility including building size, age, and any major improvements previously completed. Provide a detailed work description from a licensed general contractor or subcontractor, en gineer or a licensed architect.

Include photographs (3”x 5” or 4” x 6” color prints) of site, facility and proposed construction areas (original and 8 copies). Include renderings and/or blueprints of proposed improvements including floor plans.

Identify the location of the existing or proposed facility and the boundaries of its service area.

B. Briefly describe the programs, population served, and services provided at the facility where improvements are proposed. Indicate if these are new or existing programs and services. Describe, in detail, the characteristics of the target beneficiaries. Describe how the program will conduct outreach to the target population.

C. Identify the annual total number of unduplicated persons or households to be served in the area that is being proposed to be improved at the facility as a result of this project?

D. Provide a snapshot of which FY2024-2025 Program Priorities your improvement project will help address. (See Section VII. Program Priorities)

2. Budget/Leveraging of Funds

A. Provide a detailed, itemized project budget, including acquisition, pre-construction and construction costs.

Pre-construction costs such as environmental studies, physical inspections, architectural, engineering, design, variances, conditional use permits, plan check fees, and certain building permit fees are not eligible for CDBG funding; however, these costs should be included as part of the total project budget presented on the Required Project Budget Form (See Exhibit C) . Provide a detailed itemized total construction cost estimate from a licensed general contractor or subcontractor, a licensed architect, or engineer.. New Policy: Proposals must include one (1) General Contractor estimate that reflect s prevailing wage rates, but a minimum of two (2) general contractor estimates are strongly recommended.

Construction costs should include development, rehabilitation hard costs, contingency (no more than 10%) and any other construction costs. Also provide a cost per square foot estimate. Rehabilitation costs may include equipment, provided that the equipment is fixed and permanent, and is not moveable.

4 {{section.number}}2 Indicate the total construction cost, and separately identify the portion of the cost requested to be funded through CDBG and the portion that will be leveraged by the agency through internal or other grant funds.

Note: If approved for CDBG funding, all subsequent procurement transactions must be conducted in a manner providing full and open competition consistent with the standards of the CDBG program and federal procurement regulations. In order to ensure objective contractor performance and eliminate unfair competitive advantage, contractors that provide said cost estimates, develop or draft specifications, requirements, statements of work, or invitations for bids or requests for proposals must be excluded from competing for such procurements.

B. (Mandatory) Use the Required Project Budget Form (Exhibit C) to present your proposed project line item budget with itemized construction estimates as required above.

C. Cost estimate for construction projects must be based upon current Federal Davis-Bacon prevailing wage rates. Please contact Tamar Kabanjian, Administrative Associate at (818) 548-3232 for the current Federal wage rates.

Leverage- What percentage of the total construction or rehabilitation budget would the requested CDBG funds cover? How will you close any funding gaps? Provide a list of funding resources and amounts and include the status of other funding applications and state whether or not the i mplementation of the project is contingent on receiving funds from other sources. Provide the date funding was secured or the estimated decision date.

Provide copies of award letters and, or loan commitment letters. If award letters are pending, award lett ers and receipt of funds must be obtained prior to starting construction. See Section IV.B. of the Request for Proposals for Matching/Leverage requirements.

3. Demonstrated Need for CDBG Funds and Need to Carry Out the Project - Identify and describe the substandard condition(s) or dysfunctionality of the community center or public facility, which are negatively impacting program operations. Identify and describe the functional need for development, expansion and/or improvement to existing or proposed facility, and how will the community benefit from the project? What methods and/or data were used to identify and verify the need for this project?

A. Has your agency thoroughly inspected, identified and resolved any facility infrastructure concerns that may impact the proposed project in the long run? (i.e. Is your plumbing in good condition before a bathroom remodel is considered? Is your roof in good condition before requesting solar panels to be installed on the roof?) If so, what were the concerns identified, how was it addressed and how long ago was it addressed?

4. Program Priority - Specify which of the FY 2024-2025 CDBG Program Priorities this project will meet, i.e. what social service program priority and service is provided at the subject facility? See Section V II of the Request for Proposals and Exhibit D for the list of Program Priorities. If the proposed project does not meet one of the program priorities, describe how it would result in other significant community benefits.

5. Implementation Plan

5 {{section.number}}2
New Policy: A commitment to the timely completion of CIP projects reflected in the necessary completion of Project Planning and Design Phases. The proposal should reflect project readiness and completion, or near completion, of the following pre-construction activities:
• Feasibility studies
• Conceptual designs
• Pre-schematic work
• Schematic documents and plan documentation
• Technical consulting
• Construction Documents and/or specifications
• Permits (status of plan check)
A. Provide a detailed design development and/or construction schedule listing and describing specific steps and dates to implement the project. The construction schedule shall identify specific target dates for each phase of implementation including, but not limited to, environmental review, acquisition, design, permitting, bidding and construction. Indicate if this project is part of a larger rehabilitation or expansion project, or revitalization project. Typically, preferential consideration is given to projects and neighborhood revitalization projects with the design phase of the project completed.

Refer to Exhibit E CDBG CIP Checklist for a Sample Implementation Plan/Construction Schedule.

Applicants must provide completion dates for each applicable phase.

B. Indicate if the proposed use of property is allowed by the City’s zoning code, building occupancy codes, fire codes and/or State licensing codes (attach a list of all permits required for operation of the facility). The applicant is required to consult with the City of Glendale’s Per mit Services Center to determine if the project requires City of Glendale plan check, building permits, zoning or standards variance, conditional use permit (CUP), Design Review Board (DRB) fire plan review, etc. Please indicate on the application which s taff member you spoke with and on what date(s) regarding the proposed improvements. If City of Glendale variance, CUP, DRB, plan check and/or building permits are necessary, please include the permit, variance, CUP, DRB, cost in your project budget, and a ccount for the time necessary to complete the approval procedures in your schedule.

C. Project proposals to undertake capital improvements to buildings must include: 1) proof of legal ownership (deed/tax bill) or 2) authorization from the owner to perform the improvements along with the lease agreement of project site.

6. Eligibility Documentation
Describe in detail how the project meets one, either I or II, of the following Low and Moderate-Income Program Requirements and describe what form of documentation will be provided to demonstrate compliance with program eligibility requirements. Describe how low -and moderate -income income backup data, including collecting a 10% sampling of income documentation will be conducted. Public and community non -profit agencies approved for CDBG funding will be required to maintain and submit to the Community Services & Parks Department adequate program participant or demographic data and reports on an annual basis for two

6 {{section.number}}2 years after the completion of the project to monitor program eligibility in accordance with CDBG regulations.

Please refer to Section VI B. of the Requirement for Documentation of Eligibility for more information.

Low and Moderate Income Program Requirements:

I. To benefit low and moderate-income persons.

A. Community non-profit agencies must demonstrate that at least 60% of persons served at the community center or facility are low and moderate-income persons. 2) Public agencies, i.e. schools, must demonstrate that the community center or community facility is located and benefits a neighborhood area and/or census tract where 51% or more of the residents are low and moderate-income.

II. To aid in the prevention or elimination of slums and blight relative to buildings, and only to the extent necessary to eliminate severe and specific conditions detrimental to public health and safety.

A. Community non-profit agencies, and public agencies must demonstrate that to aid in the prevention or elimination of slums and blight relative to buildings, improvements are necessary to eliminate severe and specific conditions detrimental to the health and safety of all potential occupants or users, such as faulty wiring, leaky roofing, inadequate heating, falling plaster or other similar conditions.

7. Demonstrated Experience and Capacity

A. Describe the agency’s background and years of experience in implementing acquisition, rehabilitation or new construction projects similar to the proposed project. Provide a concise description of your agency’s history and success in delivering services at the facility.

B. Provide the following: one copy with original application and eight copies with each application:

1. The sponsoring agency’s past two consecutive years’ financial audit or financial compilation. Agencies unable to produce two years of financial statement compilations or financial audits shall not be eligible to apply for CDBG funds. See RFP Instructions Section III.B. regarding information on financial a udits and financial statements,

2. Financial Ratio Calculator to be completed and signed by account firm,

3. Board meeting minutes that include documentation of submission, review and approval of the most current year-end financial statement report(s) by the Board,

4. Verification of non-profit federal and state tax exemption status, and receipt of payment of most recent Federal and State quarterly payroll taxes, if applicable.

8. Funding History – Using the chart provided, please list previous CDBG funded facility improvement projects from the past five (5) years and their current status. Give a detailed history and description of specific accomplishments, including quantitative and qualitative information. If your agency has a current project that required an extension, please provide explanation for the extension and the estimated date of completion.

Please begin with the most recent CIP improvement project funded by CDBG.

New Policy: Agencies cannot be funded for more than two CIP projects at any one time, can only apply for one project at a time in any given program year, and can only submit a proposal for a second capital 7 {{section.number}}2
improvement project if their first funded project is already i n construction and will be completed within a year of the application date.

YEAR
FUNDED

PROJECT
TITLE

APPROVED
CDBG
BUDGET

STATUS OF PROJECT
(Include specific
accomplishments: i.e. In
Progress, Completed, # of
persons served, program
priorities)
FUNDS

EXPENDED

TO DATE

PROJECT COMPLETION

DATE/JUSTIFICATION

FOR EXTENSION
(If Project is not completed,
give reason for project
extension, and estimated
Date of Completion)
8 {{section.number}}2

9. Solar Panel Systems – If the project involves installation of a solar panel system, please complete the questions below and provide the necessary documents required. (See IV. General Requirements F. Program Reporting/Monitoring)
A. In addition to the construction cost estimates required under Question 2 -Budget/Leveraging of Funds , provide a deta iled technical description of each proposed solar PV system including basic location diagrams, system designs, and all components. Describe and specify the mounting equipment and installation techniques including how roof warranties will be maintained (for rooftop solar systems) and how any parking -and ground -mounted solar arrays will be maintained. Solar PV pricing shall be all - inclusive of system costs, installation, monitoring, labor, permits, etc.

B. Agency shall submit the last 24 months or (2) years of GWP utility bills for the building to be improved and list the amount of electrical costs. In addition, describe in detail the percentage and amount that monthly electricity costs will be reduced by the installation of the solar panel system. Provide a financial energy analysis and system electricity output schedule and supporting information directly from a software modeling tool and describe the payback period and the rate of return on cash invested in the solar system.

C. Describe in detail how the savings in electrical costs as a result of the solar panel system will benefit the organization and the clients to be served. Include in the response quantitative numbers. Describe and itemize in detail where the monthly savings from reduced energy c osts will be transferred in the agency budget to improve services to the end user. The agency should demonstrate that applying cost savings from solar panel installation is in a manner which is of tangible benefit to the client and makes a direct impact to the clients the agency serves.

D. If the proposed solar panels will be installed on existing structure /infrastructure, please provide the maintenance history of the structure/infrastructure on which the panels will be installed. (i.e. If proposing to install the solar panel on the roof, please provide the last time the roof was replaced and/or maintained and what the maintenance entailed).

10. Acquisition/Relocation – If the project involves acquisition of real property or rehabilitation of a property currently occupied by tenants or recently moved tenants in the past six months, please complete the questions below and provide the necessary documents required.

A. Under Question 2- Budget/Leveraging of Funds, in addition to the construction cost estimate if applicable, describe details regarding terms of acquisition including purchase price, loan terms, matching funding including sources, and any other acquisition costs. Indicate all costs associated with the acq uisition proposed to be paid for by CDBG funding. Include a copy of the appraisal report if available or estimated value based upon comparable market value.

Under Question 2 -Budget/Leveraging of Funds ., address the Acquisition budget in lieu of a construction budget, unless application is for both acquisition and rehabilitation, then address both construction and acquisition budget.

9 {{section.number}}2 B. Under Question 3-Demonstrated Need for CDBG Funds and Need to Carry Out the Project describe and relate the demonstrated need for Acquisition in place of Rehabilitation/Improvements. If both acquisition and rehabilitation funding is requested, then address both construction and acquisition needs .

C. All properties proposed to be acquired with CDBG funds may be subject to the Uniform Assistance and Real Property Acquisition Policies Act of 1970 (URA) and if applicable, the one-for-one replacement of low/ moderate-income dwelling unit requirement under the Housing and Community Development Act. Indicate if the property being acquired is commercial, industrial or residential and indicate if the building is vacant, if the property is occupied identify the number of persons living in the property and type o f occupancy, in terms of owner, tenants, or business. Projects that involve acquisition of occupied property are required by the URA to give immediate notice to tenants regarding an application to the City of Glendale for federal funding to acquire, demoli sh, and/or rehabilitate the building in which they reside. Copies of the URA General Information Notice are available in the offices of Community Development Department’s Housing Division. These notices must be provided to tenants at the time the CDBG funding application is submitted to the City.

11. Conflict of Interest - Does your agency maintain written standards of conduct covering procurement and conflicts of interest and governing the performance of employees, officers, and agents of the agency engaged in the selection of, award, or administration of a contract supported by CDBG funds? If so, how often does your agency approve and update its conflict of interest policies?

10 {{section.number}}2 Exhibit A (Front)

11 {{section.number}}2 Exhibit A (Back)

12 {{section.number}}2 Exhibit B

13 {{section.number}}2 Exhibit C

FY 2024-2025

14 {{section.number}}2 Exhibit D (page 1)
FY 2024-2025 Annual Action Plan Program Priorities

15 {{section.number}}2 Exhibit D (page 2)

16 {{section.number}}2 Exhibit E

17 {{section.number}}2 Exhibit F (page 1)

18 {{section.number}}2 Exhibit F (page 2)

Glendale City CouncilNovember 14, 2023

Glendale City Council
November 14, 2023