City Council and Authorities Concurrent
May 13, 2025

RESPONSE TO COUNCIL QUESTIONS
RE: MAY 13, 2025 AGENDA

Item 1: 25-270 Study Session to Review Proposed FY 2025/26 and FY 2026/27 Biennial Operating Budget and FY 2025/26 Capital Improvement Program Budget Changes

Q1. Which Council referrals were funded due to strategic alignment, and which were deferred despite being listed as top priorities in April?

Response: The budget presentation will include Council referrals that still require additional funding. Some of these items require studies to be completed (e.g. Vision Zero, Tasman/Lafayette walkway). Other items are ongoing; however, funding is not known at this time (e.g. Paid parking at Convention Center/Tasman garage). We are seeking outside funding for certain larger items such as SV Hopper and Off-street parking for RVs/people living in cars. These funding requests are currently being made through the legislative process. A status of all the unfunded items will be brought forward as part of biannual updates on the Council referrals. The next update is scheduled for August after the Council recess.

Q2. How does the proposed staffing growth reflect our priority to prepare for the Super Bowl and FIFA events, and is there a sunset plan for these positions post-2026?

Response: The proposed staffing growth reflects specific City Council priorities and key areas of need identified by the City Manager. This budget also includes the full estimated cost of public safety and planning required for the Super Bowl and FIFA events. These activities are proposed to be completed by existing staff, overtime, and third-party agencies. There are no additional positions in the budget to support events at Levi’s Stadium.

Q3. Can staff provide a roadmap for when currently unfunded priorities such as Vision Zero or enhanced outreach will be revisited for funding consideration?

Response: A consultant and working groups for Vision Zero are underway. The future costs for implementation of the Vision Zero plan depends on the priorities identified in the final plan. Once those projects / initiatives are evaluated and scoped, staff will proceed with identifying funding sources to implement the plan. These sources may include grants, outside agency (for example, dedicated transportation allocations), and City funding.

Q4. What is the plan to address the projected structural deficits beginning in FY26/27? Did I miss this in the report?

Response: The proposed budget balances the next two-years of City operations and includes funding for a Fiscal Sustainability Plan. As part of the Fiscal Sustainability Plan project, the goal will be for a consultant to perform a deeper dive into the City budget to identify programs and areas for more efficient service delivery. This evaluation will include potential strategies to address projected budgetary shortfalls, provide capacity to fund service and infrastructure needs, and plan for future growth and expansion of City services. There is funding of $500K to support efforts related to the Fiscal Sustainability Plan project in the proposed budget.

Q5. Given the unfunded infrastructure backlog, how will the City decide which projects get prioritized with the $400M bond? Is there a public-facing implementation schedule that shows those projects already penciled out? What if priorities change? Do we have a set method for making timely adjustments?

Response: Yes, a separate discussion will be brought forward to the City Council and Bond Compliance Committee for the first group of projects to be funded by the bond. The timing of which projects are recommended for this first group will be based on urgent need, project delivery readiness (e.g. design 2 underway), and other factors. When the voters approved the bond measure, a process for adjustments was outlined and includes submission to the Bond Compliance Committee and unanimous City Council approval. This process will be transparent, and the budgeting of the projects will require City Council approval once those projects have been determined.

Q6. How do we plan to strengthen our pension position, which is currently below state average? Are there any changes in contributions, pre-funding, or benefit design?

Response: The City contributes funds to a Pension Stabilization Reserve (Trust). The current budget policy is to fund 1% of the value of the City’s unfunded liability annually. These funds are added as part of the year-end budgetary report in December each year. While the City’s CalPERS plans are currently funded below the state average, the City’s Trust has a balance of $49 million. This amount raises the funding ratio (actuarial asset value as of June 2023) from 61.9% to 64.5%, compared to the State average of 70%. The Council could decide by policy to fund additional amounts; however, given resource constraints, staff would recommend that a policy decision be brought forward after the Fiscal Sustainability Plan project. Pre-funding options have been evaluated by staff and are not recommended at this time due to additional risk this strategy could provide to the plan. The City’s ability for plan design changes would require further analysis and staff will include this scope as part of the Fiscal Sustainability Plan project.

Q7. Are there any funded positions or programs in this budget that rely on one-time money but create long-term cost commitments? I know this was a commitment to avoid multiple 'one-time' usage.

Response: While the majority of one-time funding in the budget is allocated to one-time uses (e.g. current year revenues to restore reserve balances, funding of bond implementation), the budget includes 7.35 positions that are recommended to be funded by the General Fund on an ongoing basis. These include 1.0 Management Analyst to help manage the Homelessness Response Plan; 1.0 Staff Analyst for Housing Element implementation support; two positions (1.0 Accountant, 1.0 Management Analyst) to support a revision of the City’s practice to charge public works staff directly to projects; 1.0 Recreation Manager to support Parks and Recreation capital projects and programs; 1.0 Management Analyst to support sustainability / Climate Action Plan; unfreezing 1.0 Legal Office Specialist; and 0.35 portions of positions in Finance and Fire. These positions were identified as the highest needs to deliver current City Council priorities and support operations in key areas. While the FY25/26 and FY26/27 costs are funded with one-time resources, the ongoing cost (if approved) will be included in the 10- year forecast and will be factored into the solutions needed through the Fiscal Sustainability Plan project.

Q8. How is the City using its reserves in this budget, and are we still on track to rebuild the Budget Stabilization Reserve to 25%?

Response: This proposed budget increases the City’s reserves. Over the two-year operating period, the Budget Stabilization Reserve is proposed to be 25% of expenditures. This includes funding from higher current year FY 2024/25 revenues (Stadium excess revenue and performance rent, and Sales Tax). This replenishment of the reserve is critical to ensuring we have funds for an emergency or face any sudden decline in revenues due to economic conditions. This budget also includes an increase to the Capital Projects Reserve of $3 million over the two-year period. This strategy is an important step toward ensuring the City has ongoing funds to maintain its capital infrastructure after Bond projects are completed.

Q9. Are there departments that have taken on additional Council-directed work but have not received commensurate staffing or resources?

Response: Yes, departments consistently support changing City service needs including Council-directed priorities. Based on increasing work demands for all departments, the City Manager’s Proposed Budget includes staffing and resource augmentations in select areas. The Fiscal Sustainability Plan project will also evaluate the complement of services provided and the service delivery methods, with the potential recommendations to 3 realign resources with needs that may have changed over time within the organization.

Q10. Will staff produce a scorecard or dashboard showing funded vs. unfunded Council referrals with timelines and responsible departments?

Response: The budget presentation will include Council referrals that are recommended for funding and those items that still require additional funding. The status of all Council referrals will be brought forward as part of biannual updates on the Council referrals. Staff will also examine the creation of a scorecard/dashboard for the referrals prior to the next update, scheduled for after the Council recess.

Agenda Item 3.G 25-273: Action on the Award of Contract for the Great America Parkway Streetlight Replacement Project, Contract No. 2875-9661, to Bear Electrical Solutions LLC and Related Budget Amendment

Q1. Why the delta between engineering estimate and actual bid is so much?

Response: Our analysis of the received bid and the engineers estimate showed 2 main reasons for the large delta.

The primary reason is that Bear Electric is the same contractor that won the Tasman Streetlight Project that will be occurring during the same timeframe. To complete these projects in parallel and meet our deadline of October 31st, Bear Electric will be working more overtime and weekend work than was anticipated in the engineering estimate.

The second reason is that the engineering estimate did not include items such as sidewalk replacement, increased traffic control and work restrictions on Great America Parkway, allowances for damaged conduit, and additional trenching. An internal review of the engineering estimate determined that it should have been closer to $3,000,000 rather than $1,666,430.20

321% higher, how come we did not catch the discrepancies during the bid process?

Response: The delta between the engineers estimate and the submitted bid was noted upon bid opening. SVP recommended moving forward with awarding the bid for the following reasons: 1) after SVPs internal determination that the bid should have been closer to $3,000,000, and the overtime requirement mentioned above, it was determined that the bid amount was justified; and 2) rebidding the project was determined to be infeasible due to the urgent need for the project and also staff considered it unlikely the outcome would be different.

Q2. Why 25% contingency?

Response: This project had two unfortunate occurrences that resulted in the loss of project knowledge. The first is that the original engineering firm, MTH, ceased operations before the project was completed, and a new engineering firm had to take over around the 90% deliverable mark. The second is the unforeseen transfer of project management duties between staff. Further, upon review of the plans and field verification, many conflicts were noted which most likely occurred from other projects in the area while this project was in development. Finally, this project has a tight deadline. For these reasons it was determined that an increased contingency for this project was advisable to prevent delays.

Q3. How much we paid to outside consultant for engineering estimate?

Response: The amount paid to the consultant was approximately $105,000.

4 Q4. Will the amount be refunded back to SVP?

Response: No, streetlights are the responsibility of SVP, and costs are collected through electric rates.

Item 7 25-145: Public Hearing: Opportunity for Public Comment and Action on the Final Version of the 2025- 2030 Consolidated Plan & FY 25/26 Annual Action Plan for the Use of Federal Housing and Urban Development (HUD) Grant Funds

Q1. Has staff considered whether HOME administrative costs can be reduced over time to free up more dollars for housing support? Is allocating the federal max typical? What are typical administrative costs?

Response: HOME only allows 10% of the entitlement to be used for administrative costs. Typically, the 10% is about $35,000 - $40,000, and about $22,000 of it goes to Fair Housing activities. The remainder is budgeted to cover City staff time. Typical administrative activities for staff include overseeing the Tenant Based Rental Assistance (TBRA) program (invoicing, contracting, monitoring) and activities related to the preparation of the annual action plan, The Consolidated Annual Performance and Evaluation Report (CAPER), and other Housing and Urban Development (HUD) reporting.

Q2. Can staff provide a list of applicants who were not funded this year and a short rationale for their exclusion, especially if they scored competitively? Is there any follow up process or feedback to support the applicants that were denied?

Response: There was only one applicant agency that was not funded. This was because the category under which the agency applied (Capital Projects) was not included in the 2025/26 Notice of Funding Availability (NOFA). All other agencies that applied for Community Development Block Grant (CDBG) funds within the included categories for FY 25/26 are slated to be funded. The 2025/26 NOFA is attached for reference.

Q3. Can staff elaborate on the cost structure and whether more households could be served with either shared services or reduced scopes? Is this household number typical for the annual allocation for rehab programs and what does the $40K per household go towards?

Response: The Neighborhood Conservation and Improvement Program (NCIP) offers two levels of service, Major Rehab Loan Program and Minor Rehab Loan Program. The Major Rehab Loan Program is intended to help clients with major issues including roof replacement, foundation repair, mold and asbestos remediation, and bathroom renovation for accessibility. The Minor Rehab program is designed for smaller projects like hot water heaters, ramps, grab bars, and other small repairs.

The cost of materials and labor continues to climb with inflation, which overall reduces the impact of this program, whether for projects under the major or minor repair program. The program is funded through a combination of annual entitlement funds and program income that is received when people pay off their NCIP loans. Thus, the budget for this program varies year to year based on program income. After FY 25/26, there is some uncertainty with regard to the federal budget, which may impact the amount of entitlement funds the City receives in the future. All of these variables taken together indicate that a typical annual allocation is hard to pin down looking ahead.

It is a policy decision to change the maximum loan amount from $125,000 to something lower to serve more clients at a lower service level. In prior years, the program has served up to 12-15 households per year. It is worth noting that, during the internal departmental budget meetings, the City Manager asked housing staff to analyze the effectiveness and cost-efficiency of the City’s use of HOME and CDBG funds over the course of 5 the next year. The department will conduct this analysis and work with the City Manager’s Office to present the findings to the City Council.

Q4. ls there a CHDO project already in the pipeline that is expected to use the $99,750 allocation, or will the City be soliciting proposals later in the year? Is the need to have this sorted out within 5 years or is this important to the annual report?

Response: Community Housing Development Organization (CHDO) is a special type of non-profit housing designation under HUD's HOME program. They must meet certain criteria related to their legal status, organization structure, and experience developing housing.

There are no CHDO projects in the pipeline. It is required by Federal HOME grant regulations that 15% be set aside for CHDO projects. If these funds do not get used for a CHDO project after two years, they can then be used for other HOME eligible projects; in our case, we are repurposing CHDO funds for the TBRA program.

Due to other federal requirements, such as Build America Buy American (BABA) and CHDO certifying requirements, many Community Housing Developers forego HOME funds. About 5 years ago, the City put out a Notice of Funds Available (NOFA) for about $600k in HOME funds for a CHDO project and did not receive a single response. Further, using HOME funds for rental development results in a significant increase in staff costs towards monitoring over a 20-year period.

Any attempt to divert HOME funds to housing development would result in the elimination of the City’s Tenant- Based Rental Assistance (TBRA) program, as the City’s annual allocation is not big enough to sustain both. TBRA is an important tool for preventing local homelessness.

1 F:\4. HUD Program\17. NOFA and RFPs\.25-28 NOFAs\Public Services\2025-2028 NOFA Application.docx 2025-2028 CDBG/HOME FUNDING

NOFA APPLICATION AND INSTRUCTIONS
The City of Santa Clara invites applications for Community Development Block Grant (CDBG) funding for public service activities, Minor Home Repair Program, and HOME Investment Partnerships Program (HOME) funding for administering the City's Tenant Based Rental Assistance (TBRA) Program and Fair Housing services.

The attached packet contains the Application Form and Instructions for submitting a request to the City for FY 2025-2028 funding (with
the second- and third-year funding available via amendments and funding appropriation). Funds provided under this application are expected be available on July 1, 2025.

CONTACT FOR INFORMATION
Contact: Kathy Bunce, Management Analyst, at [email protected] or (408) 615-2498, or Eric L. Calleja, HUD Consultant, at [email protected] or (408) 615-2296

SIGNIFICANT DATES
This schedule is the only notice that will be issued regarding hearing dates unless a change occurs.

Application Review Process: Applications will be reviewed by City staff against priorities and criteria described in more detail in the specific category of project type. Recommendations will be presented to the City Council in the form of the 2025-2026 DRAFT Annual Action Plan during a public hearing. The public hearing is also the appropriate forum for applicants to make their oral presentations to the City Council.

January 31, 2025 START O F NOFA APPLICATION PERIOD. Public Service, Minor Home Repair and TBRA application will be available from the Housing & Community Services Division office, 1500 Warburton Avenue, Santa Clara, CA. and on the City’s website here: Reports and Notices | City of Santa Clara.

February 10, 2025 Optional Application Workshop will be held at 2:00 PM online through the Microsoft TEAMS platform. Please send RSVP to [email protected]. Workshop will cover the application, invoicing, and reporting.

February 13, 2025 Questions related to the application and submission process must be submitted in writing to [email protected] no later than 5:00 PM. Answers will be made available here: Reports and Notices | City of Santa Clara
March 4, 2025 Applications may be submitted to [email protected] or at the Housing & Community Services Division office, 1500 Warburton Avenue, Santa Clara, CA. no later than 5:00 PM. Applications will not be accepted after the deadline.

March 10, 2025 Notifications sent to agencies whether project/activity will be recommended for funding.

A 7-calendar day appeal period will begin.

March 17, 2025 End of appeal period.

April 8, 2025 Public Hearing on the 2025-2026 DRAFT Annual Action Plan at the City Council Meeting located at, 1500 Warburton Avenue, Santa Clara, CA, at 7:00 P.M. Final version of the Annual Action Plan will be submitted to HUD on or before May 15, 2025.

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TABLE OF CONTENTS
TABLE OF CONTENTS 2
APPLICATION SUBMISSION PROCESS 3
FUNDING AVAILABILITY 4
ELIGIBILITY CRITERIA 5
CDBG EVALUATION PROCESS & CRITERIA 6
TBRA EVALUATION PROCESS & CRITERIA 7

ATTACHMENTS
Attachment I General Funding Requirements 8
Attachment II Income Guidelines 10
Attachment III Insurance Coverage Requirements 11
Attachment IV Low-Moderate Income Census Tracts 14
CDBG PUBLIC SERVICE & MINOR HOME REPAIR APPLICATION FORM (all CDBG applicants must submit all parts)
Section 1 Applicant Summary I
Section 2 Activity/Project Summary II
Section 3 Goals, Objectives, and Outcome Measurements V Section 4 Authorization and Certification VII
Section 5 Checklist of Required documents VIII
ADDENDUM A CDBG Public Service Activities and Minor Home Repair Program (submit only one Addendum based on the type of project being proposed)
Section A1 Target Population and Beneficiaries IX
Section A2 Activity Project/Budget XI
TBRA APPLICATION Form (all TBRA applicants must submit all parts) Section 1 Applicant Summary A
Section 2 Activity/Project Summary B
Section 3 Technical Capacity and Experience of Staff C
Section 4 Budget D
Section 5 Authorization and Certification F
Section 6 Checklist of Required documents G
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APPLICATION SUBMISSION PROCESS

SUBMITTING THE APPLICATION FORM
Applications that do not use the City’s Application Form will not be considered for funding; organizations may copy the blank application form. Digital copies of the Application form and the Instructions can be downloaded from the City’s website here: Reports and Notices | City of Santa Clara. Contact Kathy Bunce at [email protected] to have the Application Form and Instructions emailed to you.

Application Submission Deadline
Submission of the application and all required documents must be on or before:

Tuesday, March 4, 2025, by 5:00 pm. Applications will not be accepted after the deadline.

Applicants are encouraged to submit their application electronically at [email protected].

Hard copies can be submitted to:

City of Santa Clara
Housing & Community Services Division
ATTN.: Kathy Bunce
1500 Warburton Avenue
Santa Clara, CA 95050
In addition to the documents listed on the Required Documents Checklist, applicants may submit letters of support, agency publications relevant to the proposed project, or other relevant materials as attachments to the application form.

No additional information will be accepted after the submission deadline unless: (a) It is requested by City staff; or (b) It was not available at the deadline and is significant for determining the eligibility or viability of the project (e.g., additional funds, site control). City staff shall make the final determination whether information submitted after the deadline will be accepted.
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FUNDING AVAILABILITY
There are two “pots” of funding available. Applicant must determine which funds are most applicable for their activity/project. If an applicant is unsure, please contact City staff.

All funding amounts stated are estimates. The City reserves the right to change the available funding amounts. The City, at its sole discretion, selects the source of funds for approved projects and activities, and may elect to fund projects with other sources and/or multiple sources of funding.

CDBG FUNDS
Public Services: $180,000
(Minimum request must be $30,000)
Examples:

Senior Services Transportation Services
Disabled Services Childcare Services
Legal Services Food Banks
Youth Services DV Survivor Services
Mental Health Services Mediation Services
Minor Home Repair Program: $200,000
Minor rehabilitation to homes of low-income/owner
occupied homes.

HOME FUNDS
Tenant Based Rental Assistance $400,000
Amount stated is only for 2025-2026. Funds for the 2nd and 3rd years are expected to be approximately the same. Funds can only be spent on subsidies, deposits, inspection costs, and eligibility determination activities.

LOCAL HOUSING FUNDS
TBRA Case Management Services: $300,697
These funds are for case management services for TBRA
program participants. The agency that receives funding for administering the HOME -funded TBRA program will
receive these funds to provide case management services.

HOME FUNDS
Fair Housing Services $35,000

HOME-ARP FUNDS
Tenant Based Rental Assistance: $1,000,000*
The administration of a TBRA Program for Qualified
Populations of homeless or at-risk of homelessness
households. The $1,000,000 is one-time funding expected to last approximately two years.
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ELIGIBILITY CRITERIA
Eligible Organizations are public agencies, religious organizations, or tax exempt, non-profit corporations. Organizations must demonstrate managerial and financial capability to receive and expend grant funds, and assure compliance with all applicable Local, State, and Federal laws.

Con-Plan Goals: Proposed projects/activities will be addressing goals identified in the City’s DRAFT Consolidated Plan (ConPlan) for 2025-2029.

GOAL: Public Services
The following are some examples of public services:
i. Senior Services.
ii. Youth Services
iii. Homeless Services
iv. Mental Health Services
v. Health Services
vi. Emergency Housing Assistance
GOAL: Affordable Housing
(
e.g. TBRA, Minor Home Repair, Fair Housing Services)
Affordable Housing assists beneficiaries with incomes at either extremely low (30% of Area Median Income), very- low income (50% AMI), or low income (80% AMI)
income households. High priority beneficiaries include, but are not limited to Homeless Households, Seniors, and
Transitional Age Youth
Public Service Activities and Minor Home Repair Program activities are funded with CDBG dollars for a three-year period, with the second- and third-years conditional upon funding availability and agency performance. Activities not previously funded by the City must demonstrate that they are a new activity or an expansion of an existing activity currently being provided by the Applicant. A Public Service Activity and Minor Home Repair Program must meet one of the three national objectives: 1) Benefit lower income persons (defined in Attachment II); 2) Address slums or blight; or, 3) Meet a particularly urgent community development need.

Funding for Public Service Activities and Minor Home Repair Program must qualify under one of the criteria below:
i. Existing, Funded Project: Proposed projects funded by the City in the current fiscal year, which are satisfactorily meeting their program goals. Requests for increased funding above current funding levels must demonstrate an expanded level of service, or a new service, or a loss of previously provided funds from a major source of project funding. Such agencies should make good faith efforts to secure funding from other sources and must develop a long-range plan of independence from City funding.
ii. Seed Projects: Projects addressing a community need that is being met by a new service. Such projects must demonstrate a high probability that they have developed, or are likely to develop, future, non-City commitments for on-going funding.
iii. Emerging Community Need Project: Projects that will serve an identified community need not currently funded by the City. Projects addressing unmet, significant needs identified in the City’s Con-Plan.

HOME Investment Partnerships Act (HOME) projects/activities must expand or maintain the City's supply of decent, safe, sanitary, and affordable housing for lower income residents (defined in Attachment I I). Funds will be used to fund the City’s, Tenant Based Rental Assistance (TBRA) program. The TBRA Program will be funded for a three-year period, with the second- and third-years conditional upon funding availability and agency performance.

Tenant Based Rental Assistance (TBRA) administration:

Administration of rental subsidies and deposits for low -income homeless households. The administration of this program will also include up to $300,697 of local funds to be used for case management services for TBRA participants. 6 F:\4. HUD Program\17. NOFA and RFPs\.25-28 NOFAs\Public Services\2025-2028 NOFA Application.docx

CDBG EVALUATION PROCESS & CRITERIA

City staff will review applications and formulate recommendations to the City Council. Applicants may be required to provide additional or clarifying information regarding their Application Form. In evaluating project proposals, the City will consider:

• Consistency with the City’s ConPlan objectives and priorities. • Organization’s demonstrated managerial and financial capability to receive and expend grant funds. • Cost-effectiveness of the proposed project.

Targets Lower Income Residents

50%+ of the beneficiaries are at or below 30% of AMI. 10 PTS 50%+ of the beneficiaries are at or below 50% of AMI 5 PTS

Outcomes and Objectives

This criterion is a subjective measurement based on the narrative describing your agency’s Outcomes and Objectives. Up to 25 points will be given.
• Explain why the proposed activity is needed. Use local studies and/or data to support the need in Santa Clara. Include documentation links not older than 5 years old to local studies and/or data. • Provide program objective and describe the metric and method. 25 PTS

Leveraging of non-City funds

At least 50% of the funding comes from other sources. 10 PTS At least 25% of the funding comes from other sources. 7 PTS At least 10% of the funding comes from other sources. 5 PTS ALL funding comes from the City of Santa Clara 3 PTS

Ability to spend funds

Public Services: During the past three (3) years, has your agency failed to draw down at least 95% of awarded funds (does NOT include projects/activities in their first year of inception).

-8 PTS

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TBRA EVALUATION PROCESS & CRITERIA
Case Management Narrative
A narrative describing your agency’s case management programming, philosophy, and guidelines. Outline your program’s steps, participant goals, and accomplishments. How are successes and shortcomings are tracked? What steps are taking towards the participant attaining self-sufficiency? Up to
25 PTS
Direct Staff Experience
Program Manager: Less than one year of experience managing a TBRA program (zero points) 1-3 years of experience managing a TBRA (or similar) 10 points) 10+ years of experience managing a TBRA (or similar) program 0 PTS
5 PTS
10 PTS
Case Manager: Less than one year of case managing homeless families/persons 1-3 years of case managing homeless families/persons
10+ years of case managing homeless families/persons
0 PTS
5 PTS
10 PTS
Housing Specialist: Less than one year of housing search and/or HQS inspection experience 1-3 years of experience housing search and/or HQS inspection experience 10+ years of experience housing search and/or HQS inspection experience 0 PTS
5 PTS
10 PTS
The HOME-funded and HOME-ARP funded TBRA programs must be managed as two separate programs.

Bonus points will be given if applicant applies to administer both programs. 7 PTS
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ATTACHMENT I

GENERAL FUNDING REQUIREMENTS

A. Reporting Demographic Data on Project/Program Beneficiaries If your project/activity is funded, you will be required to provide City staff with demographic data on the beneficiaries. The HUD-required demographic data may include: client household income, client racial/ethnic background, and head of household information. The City will provide the required reporting forms. File documentation is required as back-up to quarterly reports. The City also requires that the service provider verify the income of clients served, and that such information be reported on a quarterly basis.

B. Income Eligibility
Agency must have a client intake sheet and income-qualify each client by obtaining employment verification, and/or benefits income verification, and tax returns, or client self-certification to determine eligibility unless the proposed activity benefits only a presumed benefit population.

Definition of “Presumed Benefit” is as follows:

C. Sub-recipient Agreement
Required agreement between sub-recipient and the City of Santa Clara: If you have been awarded CDBG/HOME funds for your activity, you must not commit or obligate these funds in any way prior to the start date stated in the contract. If you commit or obligate the funds prior to this date, the City will not be able to reimburse you for the program costs. The City funding agreement with the service providers will be performance-based.

D. Religious Organizations
Funds provided under this NOFA cannot be used for religious activities. However, HUD will allow faith-based organizations to access funds for programs meeting City funding priorities described above without having to form secular affiliates. Organizations may not engage in inherently religious activities, such as worship or religious instruction, or proselytization, as a part of the program or services funded. If the organization conducts such activities, the activities must be offered separately, in time or location, from the programs or services funded with CDBG funds, and participation must be voluntary for the beneficiaries. Faith-based organizations may use space in their facilities to provide CDBG-funded services without removing religious art, icons, scripture, or other religious symbols.

E. Funding on Reimbursement Basis
The City has a strict policy of not providing funding advances before program costs are incurred and paid.

Reimbursement is made only upon complete documentation of performance. Public Service sub-recipients should submit no more than one-fourth of the total amount funded on a quarterly basis.

9 F:\4. HUD Program\17. NOFA and RFPs\.25-28 NOFAs\Public Services\2025-2028 NOFA Application.docx F. Financial Audits
Program applicants are required to submit a copy of the most recent certified financial audit prepared by an independent CPA firm, including any management letters. Annual submission of financial audit reports will also be required during the term of the financing or funding agreement. If your agency has expended $750,000 or more of federal funds from any source in any one year, the audit should include a “single audit” and be in compliance with Uniform Guidance 2 CFR Part 200, depending on if your entity is a nonprofit organization or public agency.

If project applicants have not expended $750,000 or more of federal funds from any source in any one year, they must attach a certification attesting to this fact.

G. Procurement
The use of CDBG funds requires compliance with the applicable procurement requirements in the Office of Management and Budget Uniform Guidance (OMB). Costs are expected to be competitively bid using the sealed bid process. The County and the organization must approve contractor qualifications for projects prior to the start of construction. Pre-qualification of contractors will be allowed for purposes of establishing a defined list of qualified contractors for competitive bidding. If an alternative bidding process is desired, a description and explanation should be included with this application. The process will be reviewed for compliance with the federal regulations.

Organizations using CDBG funds to pay for professional services must comply with federal procurement requirements (architects, engineers, etc.). Organizations that wish to select a professional firm through a negotiated bid or other process must obtain advance written approval from the City.

H. Equal Opportunity
Organizations funded with CDBG must comply with federal, state, and local laws that prohibit discrimination on the grounds of race, creed, color, national origin, sex, age, marital status, or the presence of a disability.

Discrimination is prohibited in the provision of a service or within a facility funded with CDBG funds and in all other aspects of administering a CDBG proposal including contracting, procurement, and employment.

I. Background of Nonprofit Organizations
All nonprofit organizations applying for funds must meet the following requirements:

1. Governing Body – Governing body of the organization should be vested in a responsible and active voluntary board which meets at least quarterly and establishes and enforces policy. The governing body should be large enough and so structured to be representative of the community it serves.

2. Personnel – The organization must provide for adequate administration of the program to ensure delivery of services. At a minimum, one person should be designated the full-time director of the organization.

3. Staffing of Public Service Programs – Agencies requesting funds for public service programs are encouraged to have staffing at all levels of responsibility that reflect the racial/ethnic composition of population served. It is highly desirable that the agency staff also possess the appropriate bi-cultural and bi-lingual capabilities. 10 F:\4. HUD Program\17. NOFA and RFPs\.25-28 NOFAs\Public Services\2025-2028 NOFA Application.docx

ATTACHMENT II

INCOME GUIDELINES

FEDERAL DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT (HUD)

COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG)

HOME INVESTMENT PARTNERSHIPS PROGRAM (HOME)

2024 INCOME GUIDELINE SCHEDULE

GROSS ANNUAL INCOME

Household
Size
Extremely Low
Income (30%)
Very Low
Income (50%)
HOME
Limits (60%)
Low
Income (80%)
1 $38,750 $64,550 $77,460 $102,300
2 $44,250 $73,750 $88,500 $116,900
3 $49,800 $82,950 $99,540 $131,500
4 $55,300 $92,150 $110,580 $146,100
5 $59,750 $99,550 $119,460 $157,800
6 $64,150 $106,900 $128,280 $169,500
7 $68,600 $114,300 $137,160 $181,200
8 $73,000 $121,650 $145,980 $192,900

Effective: May 1, 2024
Income limits may be revised before July 1, 2025

When determining whether a household is income eligible, the City uses the following definition of ‘‘annual income’’:
“Adjusted gross income” as defined for purposes of reporting under Internal Revenue Service (IRS) Form 1040 series for individual Federal annual income tax purposes.

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ATTACHMENT III

INSURANCE COVERAGE REQUIREMENTS

Without limiting the Contractor’s indemnification of the City, and prior to commencing any of the Services required under this Agreement, the Contractor shall provide and maintain in full force and effect, at its sole cost and expense, the following insurance policies with at least the indicated coverages, provisions and endorsements:

A. COMMERCIAL GENERAL LIABILITY INSURANCE

1. Commercial General Liability Insurance policy which provides coverage at least as broad as Insurance Services Office form CG 00 01. Policy limits are subject to review, but shall in no event be less than, the following:
$1,000,000 each occurrence
$1,000,000 general aggregate
$1,000,000 products/completed operations aggregate
$1,000,000 personal injury

2. Exact structure and layering of the coverage shall be left to the discretion of Contractor; however, any excess or umbrella policies used to meet the required limits shall be at least as broad as the underlying coverage and shall otherwise follow form.

3. The following provisions shall apply to the Commercial Liability policy as well as any umbrella policy maintained by the Contractor to comply with the insurance requirements of this Agreement:
a. Coverage shall be on a “pay on behalf” basis with defense costs payable in addition to policy limits; b. There shall be no cross liability exclusion which precludes coverage for claims or suits by one insured against another; and
c. Coverage shall apply separately to each insured against whom a claim is made or a suit is brought, except with respect to the limits of liability.

B. BUSINESS AUTOMOBILE LIABILITY INSURANCE
Business automobile liability insurance policy which provides coverage at least as broad as ISO form CA 00 01, with minimum policy limits of not less than one million dollars ($1,000,000) each accident using, or providing coverage at least as broad as, Insurance Services Office form CA 00 01. Liability coverage shall apply to all owned, non-owned and hired autos.

C. WORKERS’ COMPENSATION

1. Workers’ Compensation Insurance Policy as required by statute and employer’s liability with the following limits:
at least one million dollars ($1,000,000) policy limit Illness/Injury by disease, and one million dollars ($1,000,000) for each Accident/Bodily Injury.

2. The indemnification and hold harmless obligations of Contractor included in this Agreement shall not be limited in any way by any limitation on the amount or type of damage, compensation or benefit payable by or for Contractor or any subcontractor under an y Workers’ Compensation Act(s), Disability Benefits Act(s) or other employee benefits act(s).

3. This policy must include a Waiver of Subrogation in favor of the City of Santa Clara, its City Council, commissions, officers, employees, volunteers and agents.
12 F:\4. HUD Program\17. NOFA and RFPs\.25-28 NOFAs\Public Services\2025-2028 NOFA Application.docx D. COMPLIANCE WITH REQUIREMENTS
All of the following clauses and/or endorsements, or similar provisions, must be part of each commercial general liability policy, and each umbrella or excess policy.

1. Additional Insureds. City of Santa Clara, its City Council, commissions, officers, employees, volunteers and agents are hereby added as additional insureds in respect to liability arising out of Contractor’s work for City, using Insurance Services Office (ISO) Endorsement CG 20 10 11 85 or the combination of CG 20 10 03 97 and CG 20 37 10 01, or its equivalent.

2. Primary and non-contributing. Each insurance policy provided by Contractor shall contain language or be endorsed to contain wording making it primary insurance as respects to, and not requiring contribution from, any other insurance which the indemnities may possess, including any self-insurance or self-insured retention they may have.

Any other insurance indemnities may possess shall be considered excess insurance only and shall not be called upon to contribute with Contractor’s insurance.

3. Cancellation.
a. Each insurance policy shall contain language or be endorsed to reflect that no cancellation or modification of the coverage provided due to non -payment of premiums shall be effective until written notice has been given to City at least ten (10) days prior to the effective date of such modification or cancellation. In the event of non- renewal, written notice shall be given at least ten (10) days prior to the effective date of non-renewal. b. Each insurance policy shall contain language or be endorsed to reflect that no cancellation or modification of the coverage provided for any cause save and except non-payment of premiums shall be effective until written notice has been given to City at lea st thirty (30) days prior to the effective date of such modification or cancellation. In the event of non -renewal, written notice shall be given at least thirty (30) days prior to the effective date of non-renewal.

4. Other Endorsements. Other endorsements may be required for policies other than the commercial general liability policy if specified in the description of required insurance set forth in Sections A through D of this Exhibit C, above.

E. ADDITIONAL INSURANCE RELATED PROVISIONS
Contractor and City agree as follows:

1. Contractor agrees to ensure that subcontractors, and any other party involved with the Services, who is brought onto or involved in the performance of the Services by Contractor, provide the same minimum insurance coverage required of Contractor, except as with respect to limits. Contractor agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this Agreement. Contractor agrees that upon request by City , all agreements with, and insurance compliance documents provided by, such subcontractors and others engaged in the project will be submitted to City for review.

2. Contractor agrees to be responsible for ensuring that no contract used by any party involved in any way with the project reserves the right to charge City or Contractor for the cost of additional insurance coverage required by this Agreement. Any such provisions are to be deleted with reference to City. It is not the intent of City to reimburse any third party for the cost of complying with these requirements. There shall be no recourse against City for payment of premiums or other amounts with respect thereto.

3. The City reserves the right to withhold payments from the Contractor in the event of material noncompliance with the insurance requirements set forth in this Agreement. 13 F:\4. HUD Program\17. NOFA and RFPs\.25-28 NOFAs\Public Services\2025-2028 NOFA Application.docx F. EVIDENCE OF COVERAGE
Prior to commencement of any Services under this Agreement, Contractor, and each and every subcontractor (of every tier) shall, at its sole cost and expense, purchase and maintain not less than the minimum insurance coverage with the endorsements and deductibles indicated in this Agreement. Such insurance coverage shall be maintained with insurers, and under forms of policies, satisfactory to City and as described in this Agreement. Contractor shall file with the City all certificates and endorsements for the required insurance policies for City’s approval as to adequacy of the insurance protection.

G. EVIDENCE OF COMPLIANCE
Contractor or its insurance broker shall provide the required proof of insurance compliance, consisting of Insurance Services Office (ISO) endorsement forms or their equivalent and the ACORD form 25-S certificate of insurance (or its equivalent), evidencing all required coverage shall be delivered to City, or its representative as set forth below, at or prior to execution of this Agreement. Upon City’s request, Contractor shall submit to City copies of the actual insurance policies or renewals or replacemen ts. Unless otherwise required by the terms of this Agreement, all certificates, endorsements, coverage verifications and other items required to be delivered to City pursuant to this Agreement shall be emailed to:

EBIX Inc.

City of Santa Clara [Housing & Community Services]
Telephone number: 951-766-2280
Fax number: 770-325-0409
Email address: [email protected]

H. QUALIFYING INSURERS
All of the insurance companies providing insurance for Contractor shall have, and provide written proof of, an A. M.

Best rating of at least A minus 6 (A- VI) or shall be an insurance company of equal financial stability that is approved by the City or its insurance compliance representatives.

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ATTACHMENT IV

LOW-MODERATE INCOME CENSUS TRACTS

Low-Moderate Income Tracts
If your project/activity is proposed to
be in Low Moderate Area (LMA), it
may include census tracts that are
NOT low income only if the entire
proposed area is 51% Low-
Moderate Income as a whole.

Tract # Block #
5050.01 4
5052.02 1
5052.02 3
5053.01 4
5053.03 4
5053.04 1
5054.01 1
5054.03 2
5056.00 1
5056.00 2
5056.00 3
5057.00 2
5057.00 3
5057.00 4

I
F:\4. HUD Program\17. NOFA and RFPs\.25-28 NOFAs\Public Services\2025-2028 NOFA Application.docx

CDBG PUBLIC SERVICE & MINOR HOME REPAIR APPLICATION
SECTION 1: APPLICANT SUMMARY
The application is separated into two (2) sections:

1. Main Body (Sections 1-5). Every applicant must complete this part of the application.

2. Addendum A: CDBG Public Service Activity or Minor Home Repair Program. Complete ONLY if applying for a Public Service or Minor Home Repair Program Grant.

Legal name or organization (Do not use DBA)
Address
City State Zip
Project Manager
Project Manager email
Project Manager Phone
Unique Entity Identifying (UEI) Number (Click
HERE for a UEI #)
Tax ID
City Business License Number
Executive Officer Name
Executive Officer Email
Executive Officer Phone

1. In your organization’s previous fiscal year, did your agency receive:
a. More than 80% of annual gross revenues from Federal government, and those revenues are greater than $25,000,000 annually; and
b. Compensation information is not already available through reporting to the U.S. Securities and Exchange Commission. ☐ YES ☐ NO If “YES”, provide the compensation of your top 5 executives.

2. Does your organization charge fees for services provided by the Project? ☐ YES ☐ NO If yes, attach Fee Schedule.

3. Is your organization leveraging the requested City funds with other funds? ☐ YES ☐ NO

4. Has your organization completed an independent audit recently? ☐ YES ☐ NO If yes, attach a copy of the audit. If no, attach a financial statement, certified by your organization’s Board Treasurer or CEO.

5. Was your organization required to file a federal single audit ? ☐ YES ☐ NO If yes, attach a copy of the audit.

6. Has your organization ever had funds withdrawn or a contract terminated for cause, unsatisfactory performance, or questionable costs on any financial statement or audit? ☐ YES ☐ NO Explain

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F:\4. HUD Program\17. NOFA and RFPs\.25-28 NOFAs\Public Services\2025-2028 NOFA Application.docx SECTION 2: ACTIVITY/PROJECT SUMMARY

FUNDING AMOUNT REQUESTED (minimum amount of $30,000): It is anticipated that 5-6 grant awards will be made through this NOFA. On average, the City has granted $30,000 per public service award. It is possible that the City may not be able to fund your agency to the amount requested. The City may request a reduced funding amount, but not less than $30,000.

Priority Amount Describe # of clients served, and how/what would change at different funding levels. 1 # of clients served FULL FUNDING

ACTIVITY/PROJECT TITLE:

ACTIVITY/PROJECT STATEMENT: (Write a 1-4 sentence paragraph that describes the activity or project.

How does the activity or project serve the target population and meet its purpose?).

III
F:\4. HUD Program\17. NOFA and RFPs\.25-28 NOFAs\Public Services\2025-2028 NOFA Application.docx ACTIVITY/PROJECT NARRATIVE (Limit to 2 pages to answer all 7 questions): Provide a more detailed description of the activity/project by answering the following questions.

1. What direct benefit will be rendered by the project/activity and how will it be measured. a. Identify Outcome Measures and Objectives of the activity. b. Explain why the proposed activity is needed. Use local studies and/or data to support the need in Santa Clara. Include documentation links not older than 5 years old to local studies and/or data.

2. Describe population to be served (e.g., seniors, homeless, disabled, etc.) and eligibility requirements.

3. Describe how funds will be used (e.g., pay for staffing, pay for services, rehab, etc.).

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4. Describe history of providing proposed service/project (e.g., years of providing specific service).

5. Describe leveraging/matching funds that will be used if any.

6. Describe collaborations (if any) between your agency and other agencies and/or municipalities.

7. Describe internal administrative controls and record keeping that will be used, including financial record keeping procedures and management controls. Attach copy of financial policies.

V
F:\4. HUD Program\17. NOFA and RFPs\.25-28 NOFAs\Public Services\2025-2028 NOFA Application.docx SECTION 3: GOALS, OBJECTIVES, AND OUTCOME MEASUREMENTS

CONSISTENCY WITH CONSOLIDATED PLAN
Choose only one Consolidated Plan Goal that the activity/project will address.

☐ Goal 1 – Promote Fair Housing. Collaborate with social service entities, surrounding cities and unincorporated areas to provide assistance for families and individuals seeking counselling and/or legal solutions to fair housing and discrimination problems. Funds may also be used for other planning initiatives to further fair housing.

☐ Goal 2 – Increase Affordable Housing. Provide funding for new housing development and or programs that assist low and moderate income families with finding housing solutions including:
programs that increase homeownership, development of housing for special needs populations, support integrated housing solutions and plans, rental subsidy assistance programs such as Tenant Based Rental Assistance, and reduce barriers to affordable housing consistent with the City’s Analysis for Impediment to Fair Housing Choice.

☐ Goal 3 – Maintain and rehabilitate existing housing. Provide programs and funding for housing (both owner-occupied housing and multi-family housing) maintenance and rehabilitation including activities related to essential exterior and interior home repairs. Such activities may also include lead testing and clearance testing, remediation of lead /asbestos hazards of housing units constructed prior to 1978.

☐ Goal 4 – Public Service Activities. Provide needed public services that assist individuals and families in the following ways: crisis intervention, crime prevention, homeless prevention, services for at-risk families, shelter in-take services, senior and special needs services, mental and preventative health services, and job training and search assistance to those who are homeless or at -risk of homelessness, and other vital social services.

Activities identified as “highest need” include activities for: Seniors, Homeless Services, Mental Health Services, Health Services, Emergency Housing Assistance, and Youth Services.

VI
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HUD OBJECTIVE AND OUTCOME PERFORMANCE MEASURES

OBJECTIVES Choose one. When selecting an objective, ask: “What is the purpose of the activity? What is the larger community need that I am seeking to address?”

☐ Objective 1 – Create Suitable Living Environment. This objective relates to Public Service Activities that are intended to address a range of issues faced by low-and moderate-income persons, from problems with their environment, such as poor-quality infrastructure to social issues such as crime prevention, literacy, or elderly health services.

☐ Objective 2 – Provide Decent Housing. This objective focuses on housing activities such as new construction or rehabilitation whose purpose is to meet individual family or community housing needs.

☐ Objective 3 – Creating Economic Opportunities. This objective applies to activities related to economic development, commercial revitalization, or job creation.

OUTCOMES Choose one. When selecting an outcome, ask: “What type of change or result am I seeking?”

☐ Outcome 1 – Availability/Accessibility. This applies to activities/projects that make services, infrastructure, public services, public facilities, housing or shelter available or accessible to low- and moderate-income people, including person with disabilities. Accessibility does not refer only to physical barriers, but also to making the basics of daily living available and accessible to low0and moderate-income people where they live.

☐ Outcome 2 – Affordability. This applies to activities that provide affordability in a variety of ways to low- and moderate-income people. It can include the creation or maintenance of affordable housing, basic infrastructure hook-ups, or services such as transportation or day care. Affordability is an appropriate objective whenever an activity is lowering the cost, improving the quality, or increasing the affordability of a product or service to benefit a low-income household.

☐ Outcome 3 – Sustainability. This applies to activities that are aimed at improving communities or neighborhoods, helping to make them livable or viable by providing benefit to persons of low- and moderate-income or by removing or eliminating slums or blighted areas, through multiple activities or services that sustain communities or neighborhoods.

VII
F:\4. HUD Program\17. NOFA and RFPs\.25-28 NOFAs\Public Services\2025-2028 NOFA Application.docx SECTION 4: AUTHORIZATION AND CERTIFICATION

The applicant hereby assures and certifies that, if this request for funds is approved by the City of Santa Clara, it will comply with all applicable federal, state, and local laws, regulations, policies, and requirements (including, but not limited to, 2 CFR Part 200), as they relate to the acceptance and use of federal and local funds by private or public organizations. Furthermore, the organization declares that it is capable of fulfilling the obligations as set forth in this application Also the applicant assures and certifies the following information:

1. It possesses legal authority to make a grant submission and to execute the proposed project;

2. The agency’s governing body has duly adopted or passed as an official act a resolution, motion or similar action authorizing the person identified as the official representative of the corporation to submit this funding application and all associated information and assurances; Attach documentation of authorization by your organization’s governing board to submit an application.

3. The grant will be conducted and administered in compliance with:
a. Title VI of the Civil Rights Act of 1964 (Public Law 88-352; 42 U.S.C. 2000d et seq.), as amended, and implementing regulations issued at 24 CFR Part 1; b. Title VIII of the Civil Rights Act of 1968 (Public Law 90-284; 42 U.S.C. 3601 et seq.), as amended, implementing regulations issued at 24 CFR Part 107, and Executive Order 11063 ; c. Titles I & II of the Housing and Community Development Act of 1974 (Public Law 93-383; U.S.C. 5301 et seq.), as amended;
d. Section 504 of the Rehabilitation Act of 1973 (Public Law 93-112; 29 U.S.C. 794), as amended; and e. Executive Order 11246, the implementing regulations issued at 41 CFR Chapter 60, and the Housing & Urban Development Act of 1968 (12 U.S.C. 1701u), as amended; f. The Age Discrimination Act of 1975 (Public Law 94-135; U.S.C. 6101), as amended; g. Presidential Executive Order 13166 (“Improving Access to Services for Persons with Limited English Proficiency”); and
h. Executive Orders 11625, 12432 and 12138, encouraging the use of minority and women-owned business enterprises in connection with activities funded under this grant.

4. It will affirmatively further fair housing.

5. It will implement the requirements of the Lead-Based Paint Poisoning Prevention Act (42 U.S.C. 4821- 4846) and implementing regulations at 24 CFR Part 35.

6. It will comply with Uniform Federal Accessibility Standards at 24 CFR Part 40, Appendix A, as they related to major rehabilitation or conversion of housing and public facilities.

As a duly authorized representative of the Agency, I submit this application to the City of Santa Clara and certify, under penalty of perjury under the laws of the State of California or other jurisdiction of authority, that the information contained herein is, to the best of my knowledge, true, correct and complete.

Attach documentation verifying person(s) with authority to submit application and execute the contract.

AUTHORIZED SIGNATURE: DATE

NAME (Please Print):

TITLE:

VIII
F:\4. HUD Program\17. NOFA and RFPs\.25-28 NOFAs\Public Services\2025-2028 NOFA Application.docx SECTION 5: CHECKLIST OF REQUIRED DOCUMENTS
Below is a list of supporting documents that the applicant Agency is required to furnish either with the application or after notice of award. Submit one copy of each required document together with the completed application for funding. The references to the various sections of the application where you can find descriptive details of the required document. Please check the items below to indicate that copies are attached. Submit this checklist completed with the application.

PROGRAM INFORMATION (submit with application)
Fee Schedule Policy (if applicable) Limited English Proficiency (LEP) Policy Promotional Materials (e.g., brochure, flyer) Accessibility to services and activities for persons with disabilities
Client Intake Form
AGENCY INFORMATION (submit with application)
Articles of Incorporation By-Laws
Federal 501(c) Tax Exemption Status State 23701d Tax Exempt Status Most recent Federal Single Audit (if applicable) Board Authorization to Submit Application Most recent Agency Audit or Financial Statement and Letter of Auditability

DOCUMENTS REQUIRED IF AWARDED FUNDING
List of Board of Directors Policies & Procedures Manual Organization Chart Proof of Liability Insurance
Resume of Chief Fiscal Officer Conflict of Interest Questionnaire Resume of Chief Executive Officer Non-Profit Status Determination Job Description & Salary Detail (including
benefits) of CDBG- funded positions
Board Authorization to sign an agreement.

Client Intake Form & Data Collection Tools to
Verify Eligibility & Accomplishments
IX
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ADDENDUM A
SECTION A1: TARGET POPULATION AND BENEFICIARIES

CATEGORY OF SERVICE TO BE PROVIDED
For descriptions of eligible services, refer to the information provided by HUD at: Guide to National Objectives and Eligible Activities.
☐ Senior Services (05A) ☐ Child Care Services (05L)
☐ Services for the Disabled (05B) ☐ Health Services (05M) ☐ Legal Services (05C) ☐ Abused & Neglected Children (05N) ☐ Youth Service (05D) ☐ Mental Health Services (05O)
☐ Transportation Services (05E) ☐ Screening for Lead (05P) ☐ Substance Abuse Services (05F) ☐ Subsistence Payments (05Q) ☐ Battered & Abused Spouses (05G) ☐ Security Deposits (05T) ☐ Employment Training (05H) ☐ Housing Counseling (5U)
☐ Crime Awareness (05I) ☐ Food Banks (05W)
☐ Fair Housing (05J) ☐ Other Public Services (05)
☐ Operating Costs for Homeless/AIDS Programs (03T) ☐ Rehab – Single-Unit Residential (14A)

LOCATION OF SERVICES
Choose “CITYWIDE” if the service is available to all residents in Santa Clara and in different sites. Choose “CENSUS TRACTS” if activity/project is only for a certain area of the City. Choose “SPECIFIC SITE” if the service will be held at one location.
☐ CITYWIDE
☐ CENSUS TRACT(S)
☐ SPECIFIC SITE: Address ZIP
Is the location ADA compliant? ☐ YES ☐ NO ☐ N/A
X
F:\4. HUD Program\17. NOFA and RFPs\.25-28 NOFAs\Public Services\2025-2028 NOFA Application.docx NATIONAL OBJECTIVE: Choose one. If choosing “Limited Clientele”, also choose either Direct Benefit or Presumed Benefit. If choosing “Presumed Benefit”, choose which Presumed Benefit population. ☐ Limited Clientele
Limited clientele activities benefit low and
moderate-income persons without regard to the area
being served. At least 51% of the persons
participating in the activity must be low and
moderate-income and the activity must meet one of
the following criteria:
☐ Direct Benefit Activity: An activity that
serves low and moderate-income persons. The
organization must verify and maintain
documentation regarding the family size and
income of each person/household served. At
least 51% of the clientele served must be low-
and moderate-income persons/households; or the
activity funded must be limited exclusively to
low-and moderate-income persons/households.
☐ Presumed Benefit Activity: The activity may
serve persons that are presumed to be low and
moderate-income (choose 1):
☐ Elderly 62+ ☐ Homeless
☐ Battered Spouses ☐ Illiterate Adults
☐ Abused Children ☐ Individuals w/AIDS
☐ Severely Disabled Adults
☐ Migrant Farmworkers
☐ Persons living w/AIDS
☐ Area Benefit
Area-wide activities benefit all residents in a
particular area, where at least 51% of the people
are low and moderate-income. Provide Census
Tracts and map of the area that will be serviced.

Request assistance from City staff to determine
correct service area/census tracts and map.
☐ Housing Benefit
An activity carried out for the purpose of
providing or improving permanent residential
structures, which, upon completion, will be
occupied by low and moderate-income
households.

UNDUPLICATED PARTICIPANTS OR HOUSEHOLDS PROPOSED TO BE SERVED:
“Unduplicated” means a household or individual that is assisted at least once during the program year; they are only counted once. This section is asking how many beneficiaries, as a whole, are expected to be served, and what portion of those beneficiaries are expected to be Santa Clara residents. In the case of housing projects to be located in Santa Clara, City Beneficiaries and Total Project Beneficiaries will be the same.

Above 81%
AMI
51% - 80%
AMI
31% - 50%
AMI
Below 30%
AMI
Total
Served
TOTAL # OF CLIENTS SERVED

PROGRAM-WIDE

TOTAL SANTA CLARA

CLIENTS SERVED

PERCENTAGE OF CLIENTS

FROM SANTA CLARA
XI
F:\4. HUD Program\17. NOFA and RFPs\.25-28 NOFAs\Public Services\2025-2028 NOFA Application.docx SECTION A2: ACTIVTY/PROJECT BUDGET
Budget includes revenues and expenses related to the City of Santa Clara project for which funding is requested, plus non-City revenues. All figures should be annualized. It is NOT necessary to provide a budget for option funding scenarios. If needed, those can be requested at a later date.

If your agency budget structure makes it impossible to determine the City portion of the Project's cost, please indicate that the budget reflects all Project costs, not just those assigned to the City. If such is the case, please provide a methodology to how your agency will determine the portion of Project costs to be charged to City.

Salary & Wages Detail:

Identify personnel involved in the operation of your program by position title, Full Time Equivalent (FTE) for program only, total hours worked per week, and rate per hour (indicate range where applicable). Example: If a staff works 40 hours per week and only twenty of those hours are for the program, this represents .5 (or 50%) of one FTE. Indicate the fund which pays for each staff’s salary. The form is to be completed based on the accrual method and figures rounded to the nearest dollar. The Grand Total line on this form should match the Salaries and Wages line.

OVERALL PROJECT/ACTIVITY BUDGET
Program Services
CDBG
Funds
Requested
In-Kind
Donations
General
Fund
Other
Cities
Total
Project Cost
Personnel
Benefits
Subtotal Personnel Costs:

Office supplies
Occupancy
Utilities
Mileage/Vehicle Maintenance
Postage/Printing/Outreach
Insurance
Materials
Direct Services
Audit
Communication
Training
Equipment Rental/Maintenance
Volunteer Program
Other
Subtotal Non-Personnel:

TOTAL PROGRAM BUDGET:

XII
F:\4. HUD Program\17. NOFA and RFPs\.25-28 NOFAs\Public Services\2025-2028 NOFA Application.docx

PUBLIC SERVICES WAGE & BENEFITS DETAIL
Personnel Detail
Hourly
Rate
Total Annual
Hrs. Worked
% of Hours
for Activity
# of Hours
on Activity
Total Project
Cost
Example: CEO $40.00 2080 10% 208 $8,320
Benefits Detail
Example: CEO 5.00 2080 10% 208 $1,040

BUDGET NARRATIVE

1. What is the alternative plan if City funding is not granted or provided at a reduced amount?

2. What is your proposed indirect cost reimbursement rate?

3. What is the methodology used to determine your reimbursement rate? A
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HOME TBRA APPLICATION
SECTION 1: APPLICANT SUMMARY (TBRA)
Legal name or organization (Do not use DBA)
Address
City State Zip
Project Manager
Project Manager email
Project Manager Phone
Unique Entity Identifying (UEI) Number (Click HERE for a UEI #) Tax ID
City Business License Number
Executive Officer Name
Executive Officer Email
Executive Officer Phone

1. In your organization’s previous fiscal year, did your agency receive:
a. More than 80% of annual gross revenues from Federal government, and those revenues are greater than $25,000,000 annually; and
b. Compensation information is not already available through reporting to the U.S. Securities and Exchange Commission. ☐ YES ☐ NO If “YES”, provide the compensation of your top 5 executives.

2. Does your organization charge fees for services provided by the Project? ☐ YES ☐ NO If yes, attach Fee Schedule.

3. Is your organization leveraging the requested City funds with other funds? ☐ YES ☐ NO

4. Has your organization completed an independent audit recently? ☐ YES ☐ NO If yes, attach a copy of the audit. If no, attach a financial statement, certified by your organization’s Board Treasurer or CEO.

5. Was your organization required to file a federal single audit ? ☐ YES ☐ NO If yes, attach a copy of the audit.

6. Has your organization ever had funds withdrawn or a contract terminated for cause, unsatisfactory performance, or questionable costs on any financial statement or audit? ☐ YES ☐ NO Explain B
F:\4. HUD Program\17. NOFA and RFPs\.25-28 NOFAs\Public Services\2025-2028 NOFA Application.docx SECTION 2: ACTIVITY/PROJECT SUMMARY
The City’s TBRA program is expected to be funded split into two separate programs*:
1) HOME funded for up to $400,000 for deposits, subsidies and inspection costs for approximately 20 participants, and up to $300,697 for the cost of case management services and general administration of the program. Currently, the program has about 20 participants already registered.

Participant population is homeless or at-risk of homelessness households with a connection to the City Santa Clara. The connection can be school, work, or the majority of their time is spent in Santa Clara. 2) HOME-ARP funded for up to $1,000,000 for deposits, subsidies, inspections, administration of the program, and case management services. The City is estimating this to be approximately 20 households for 12-24 months depending on household size.

Participant population are: 1) Homeless as define in 24 CFR 91.5; 2) At risk of Homelessness as define in 24 CFR 91.5; 3) Fleeing, or Attempting to Flee, Domestic Violence, Dating Violence, Sexual Assault, Stalking, or Human Trafficking, as defined by HUD in 24 CFR 5.2003; and 4) Other Populations where providing supportive services or assistance under section 212(a) of NAHA (42 U.S.C. 12742(a)) would prevent the family’s homelessness or would serve those with the greatest risk of housing instability.

Since the administration of subsidies, deposits, performing inspections, and housing search is similar between agencies, we have decided to focus more on the case management services side of the program. However, if you would like to highlight aspects of your “administration” side of the program, you may do so here as well.

Describe your agency’s case management programming, philosophy, and guideli nes. Outline your program’s steps, participant goals, and accomplishments. How are successes and shortcomings tracked? What st
eps are taken towards self-sufficiency? This section is subjective. Panelists will give up to 25 points for this section.

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F:\4. HUD Program\17. NOFA and RFPs\.25-28 NOFAs\Public Services\2025-2028 NOFA Application.docx SECTION 3: TECHNICAL CAPACITY AND EXPERIENCE OF STAFF
For this section, we are assessing the experience of the staff that will be directly working on the program.

Please state how many staff members and their positions you anticipate will be working on this program. State their years of experience in the field and the years of experience with your agency. Your position titles may not be the same.

Program Manager: Less than one year of experience managing a TBRA program (zero points) 1-3 years of experience managing a TBRA (or similar) 10 points) 10+ years of experience managing a TBRA (or similar) program 0 PTS
5 PTS
10 PTS
Case Manager: Less than one year of case managing homeless families/persons 1-3 years of case managing homeless families/persons
10+ years of case managing homeless families/persons
0 PTS
5 PTS
10 PTS
Housing Specialist: Less than one year of housing search and/or HQS inspection experience 1-3 years of experience housing search and/or HQS inspection experience 10+ years of experience housing search and/or HQS inspection experience 0 PTS
5 PTS
10 PTS
Example:

Name Current
Position
Yrs./Mo. with
agency
Yrs./Mo.in a TBRA
or similar program
Jane Doe Case Manager 6 6
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F:\4. HUD Program\17. NOFA and RFPs\.25-28 NOFAs\Public Services\2025-2028 NOFA Application.docx SECTION 4: BUDGET
Complete the attached budget summary page (yellow highlighted cells only). Complete two budgets if you are applying for both HOME-TBRA and HOME-ARP TBRA.

Please see the Excel budget summary page under separate cover located on the Reports and Notices section of the City of Santa Clara Housing and Community Services Division website.

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F:\4. HUD Program\17. NOFA and RFPs\.25-28 NOFAs\Public Services\2025-2028 NOFA Application.docx Percentage
of time Estimated
Hours
Rate
per Hour
Estimated
Cost
2,080 $0.00
2,080 $0.00
2,080 $0.00
2,080 $0.00
2,080 $0.00
2,080 $0.00
2,080 $0.00
$0.00
Percentage
of time Estimated
Hours
Rate
per Hour
Estimated
Cost
2,080 $0.00
2,080 $0.00
2,080 $0.00
2,080 $0.00
2,080 $0.00
2,080 $0.00
2,080 $0.00
$0.00
Percentage
of time Estimated
Hours
Rate
per Hour
Estimated
Cost
2,080 $0.00
2,080 $0.00
2,080 $0.00
2,080 $0.00
2,080 $0.00
2,080 $0.00
2,080 $0.00
$0.00
Percentage
of time Estimated
Hours
Rate
per Hour
Estimated
Cost
2,080 $0.00
2,080 $0.00
2,080 $0.00
2,080 $0.00
2,080 $0.00
2,080 $0.00
2,080 $0.00
$0.00
Est.

Miles
Rate per
Mile
Estimated
Cost
Mileage 0 $0.670 $0.00
$0.00
Estimated
Cost
Cell & land lines $0.00
$0.00
Estimated
Cost
Welcome Baskets, App. Fees, Emergency Asst. $0.00
$0.00
Estimated
Cost
Subsidies & Deposits $400,000.00
$400,000.00
Rate Base
Estimated
Cost

1.00% $400,000.00 $4,000.00

1.00% $400,000.00 $4,000.00
$8,000.00
Total Estimated Costs (Subtotal Direct + Total Indirect) $408,000.00 $0.00
$400,000.00
$8,000.00

1. Case Management Services
(Wages/Salaries)
Program Manager/Supervisor
Housing Service Coordinator
Housing Specialist/Locator(s)
Proposed Budget (for one year)
Name and Address of Applicant:

Housing Service Coordinator
Housing Specialist/Locator(s)
Other
Other
Total Direct Labor Cost

2. Case Management Services
(Fringe Benefits and other employee costs)
Program Manager/Supervisor
Housing Service Coordinator
Total Direct Labor Cost

3. TBRA Administration
(Wages/Salaries)
Program Manager/Supervisor
Housing Service Coordinator
Housing Specialist/Locator(s)
Other
Total Direct Labor Cost

4. TBRA Administration
(Fringe Benefits)
Program Manager/Supervisor
Total Subsidides & Deposits
Housing Specialist/Locator(s)
Other
Total Direct Labor Cost

5. Transportation/Mileage Costs
Subtotal - Transportation/Mileage Costs

6. Telephone
Subtotal - Telephone

7. Non-Consumable Materials
Total - Non-Consumable Materials

8. Subsidies & Deposits
Indirect Costs (9)
Total Cost of Case Management (1,2, half of 5, half of 6, 7) Total Cost of TBRA Administration (3,4, half of 5, half of 6, 8)

9. Indirect Costs
Overhead to administer subsidies
Overhead for salaries/wages
Total Indirect Costs

8. Subsidies and deposits. It is assumed that there will be $450,000 in HOME funds disbursed for s ubsidies and deposits, and there will be 15 clients housed for a full 12 months.

7. Non-Consumable Materials. The cos t for application fees, emergency as sistance, miscellanous household items for a "Welcome Basket".

1. Case Management Services (Wages/Salaries) - This is activities related only to case managment services; not housing search, client eligibility reviews, inspections, hours discussing programmatic issues, completing reports, etc.

Percentage of time: Input a percentage of time each position will dedicate to Case Management Services.

Rate per hour: Input the hourly rate for each posistion for a full year. If it is anticipated that mid-year raises will occur, average out the hourly rate.

2. Case Management Services (Fringe Benefits and/or other employee related costs related to CM Services) - This is activities related only to case managment services; not housing search, client eligibiltiy reviews, inspections, hours discussing programmatic issues, completing reports, etc.

Percentage of time: The percentage of time should be the same as the percentage of time in Section 1.

Rate per hour: The cost per hour of employee fringe benefits.

3. TBRA Administration (Wages/Salaries) - This is activities related only the administration of the TBRA program such as housing search, client eligibility reviews, inspections, hours discussing programmatic issues, completing reports, etc. (i.e., non-case managment activities).

Percentage of time: : Input a percentage of time each position will dedicate to TBRA Administration.

Rate per hour: Input the hourly rate for each posistion for a full year. If it is anticipated that mid-year raises will occur, average out the hourly rate.

4. TBRA Administration (Fringe Benefits and/or other employee related costs related to TBRA Administration) - This is activities related only to TBRA Administration; not Case Management Activities.

Percentage of time: The percentage of time should be the same as the percentage of time in Section 3.

Rate per hour: The cost per hour of employee fringe benefits.

5. Mileage - The estimated amount of miles driven for case management services and/or TBTRA program administration.

Est. Miles: Input the estimated number of miles for the year.

6. Telephone - The cost and/or shared cost of cellular phone services and/or land line shared costs.

9. Indirect Costs - Input the overhead rate charged as a percentage. This s hould cover the costs of other indirect employeeds who do not perform cas e managment services or TBRA administration, but who inadvertently work on the program such as processing invoices.

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H:\Temp folder\Current\NOFA 2025 KB\Final\Working\2025-2028 NOFA Application working copy.docx SECTION 5: AUTHORIZATION AND CERTIFICATION
The applicant hereby assures and certifi es that, if this request for funds is approved by the City of Santa Clara, it will comply with all applicable federal, stat e, and local laws, regulations , policies, and requirements (including, but not limited to, 2 CFR Part 200), as they relate to the acceptance an d use of federal and local funds by private or public organizations . Furthermore, the organization declar es that it is capab le of fulfilling the obligations as set forth in this application Also the applicant assures and certifies the following information:

1. It possesses legal authority to make a grant submission and to execute the proposed project;

2. The agency’s governing body has duly adopted or passed as an official act a resolution, motion or similar action authorizing the person identified as the official representative of the corporation to submit this funding application and all associated information and assurances; Attach documentation of authorization by your organization’s governing board to submit an application.

3. The grant will be conducted and administered in compliance with:
a. Title VI of the Civil Rights Act of 1964 (Public Law 88-352; 42 U.S.C. 2000d et seq .), as amended, and implementing regulati ons issued at 24 CFR Part 1; b. Title VIII of the Civil Rights Act of 1968 (Public Law 90-284; 42 U.S.C. 3601 et seq.), as amended, implementing regulations issued at 24 CFR Part 107, and Executive Order 11063 ; c. Titles I & II of the Housing and Community Development Act of 1974 (Public Law 93-383; U.S.C. 5301 et seq .), as amended;
d. Section 504 of the Rehabilitation Act of 1973 (Public Law 93-112; 29 U.S.C. 794), as amended; and e. Executive Order 11246, the implementing regulations issued at 41 CFR Chapter 60, and the Housing & Urban Development Act of 1968 (12 U.S.C. 1701u), as amended; f. The Age Discrimination Act of 1975 (Public Law 94-135; U.S.C. 6101), as amended; g. Presidential Executive Order 13166 (“Improving Access to Services for Persons with Limited English Proficiency”); and
h. Executive Orders 11625, 12432 and 12138, encouraging the use of minority and women-owned business enterprises in connection with activities funded under this grant.

4. It will affirmatively further fair housing.

5. It will implement the re quirements of the Lead-Based Paint Po isoning Prevention Act (42 U.S.C. 4821- 4846) and implementing regulations at 24 CFR Part 35.

6. It will comply with Uniform Federal Accessibility Standards at 24 CFR Part 40, Appendix A, as they related to
major rehabilitation or conversion of housing and public facilities.

As a duly authorized representative of the Agency, I submit this application to the City of Santa Clara and certify, under penalty of perjury under the laws of the State of Ca lifornia or other jurisdiction of authority, that the information contained herein is, to the best of my knowledge, true, correct and complete.

Attach documentation verifying person(s) with authority to submit application and execute the contract.

AUTHORIZED SIGNATURE: DATE
NAME (Please Print):

TITLE
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F:\4. HUD Program\17. NOFA and RFPs\.25-28 NOFAs\Public Services\2025-2028 NOFA Application.docx SECTION 6: CHECKLIST OF REQUIRED DOCUMENTS
Below is a list of supporting documents that the applicant Agency is required to furnish either with the application or after notice of award. Submit one copy of each required document together with the completed application for funding. The references to the
various sections of the application where you can find descriptive details of the required document. Please check the items below to indicate that copies are attached. Submit this checklist completed with the application.

PROGRAM INFORMATION (submit with application)
Fee Schedule Policy (if applicable) Limited English Proficiency (LEP) Policy Promotional Materials (e.g., brochure, flyer) Accessibility to services and activities for persons with disabilities
Client Intake Form
AGENCY INFORMATION (submit with application)
Articles of Incorporation By-Laws
Federal 501(c) Tax Exemption Status State 23701d Tax Exempt Status Most recent Federal Single Audit (if applicable) Board Authorization to Submit Application Most recent Agency Audit or Financial Statement and Letter of Auditability

DOCUMENTS REQUIRED IF AWARDED FUNDING
List of Board of Directors Policies & Procedures Manual Organization Chart Proof of Liability Insurance
Resume of Chief Fiscal Officer Conflict of Interest Questionnaire Resume of Chief Executive Officer Non-Profit Status Determination Job Description & Salary Detail (including
benefits) of CDBG- funded positions
Board Authorization to sign an agreement.

Client Intake Form & Data Collection Tools to
Verify Eligibility & Accomplishments