Community Development Block Grant Administration Services

The Vendor is required to provide full-service administration support for the city’s community development block grant (CDBG) program, serving as the main point of contact for all funding recipients.
- Requirement:
1. General duties
• Manage all components of the city’s CDBG program, including CDBG-cv funds, and carry out the scope of services in conjunction with the city's direction, input, and review.
• Conduct regular meetings, at least monthly, with city representatives to provide updates on the progress of the CDBG program.
• Ensure compliance with federal regulations and oversee all components of the city's CDBG program.
• Prepare and maintain an annual and quarterly CDBG task list to track the overall duties and progress of the program.
2. CDBG administration
• Assist in the preparation of administrative reports, public notices, and presentation materials for CDBG public hearings, as requested.
• Prepare environmental reviews and supporting documents for upcoming CDBG projects.
• Prepare and submit all required reports to HUD in a timely manner, including but not limited to the consolidated annual performance and evaluation report (caper), the annual action plan, and the cash on hand report.
• Manage and monitor CDBG public service agencies, including fair housing services, for federal compliance.
• Update and maintain the city’s CDBG and CDBG-cv program data in IDIS.
• Assist with setting up activities and preparing drawdowns in the integrated disbursement and information system (IDIS), as needed.
• Assist and coordinate IDIS activities with the city’s financial services team to ensure timely reimbursement to the city and to help reconcile records between the city’s accounting system and IDIS.
• Complete regular updates to IDIS with all relevant data, including year-end information.
• Review expense reports to ensure compliance with CDBG reimbursement eligibility guidelines.
• Document and track itemized expenses for each IDIS drawdown and corresponding activities.
3. Mobility access and emergency repair (MA/ER) program
• Maintain a list of eligible applicants for the MA/ER program.
• Act as the main correspondent for MA/ER applicants and clients.
• Review applications and determine eligibility for interested residents.
• Prepare work write ups and cost estimates for each project.
• Monitor project contractors to ensure compliance with program requirements.
• Maintain client files with all federally required documentation.
4. Public service agency funding program
• Provide oversight and ensure federal compliance for sub recipients of the city CDBG funds.
• Assist the city in preparing and evaluating for the annual funding cycle period, including the preparation of applications and evaluation forms for public service agencies.
• Solicit and evaluate applications received from interested public service agencies.
• Recommendations to the city regarding funding allocations for each fiscal year.
• Conduct annual monitoring of sub recipients, ensuring successful submittal and completion of all HUD mandated monitoring standards.
5. Capital improvement projects
• Determine CDBG eligibility of potential capital improvement projects.
• Prepare CDBG bid package and construction contract documents, including, but not limited to, labor standards compliance, in accordance with the act and related laws.
• Perform on-site monitoring to ensure compliance with federal labor standards and other CDBG requirements.