CDBG/ESG/HOME/HOPWA Grantee Resource Center
Program Year July 1, 2012 - June 30, 2013
The Grantee Resource Center is intended to provide CDBG/ESG/HOME/ HOPWA grantees the information and resources required to successfully implement grants for the current Program Year 7.1.12-6.30.13.
Grantees should visit this Resource Center regularly as new materials will be added and existing items will be updated throughout the year.
CDBG/HOPWA Grants PY12-13
This document lists the original grant amounts provided to all grant recipients for the current Program Year: Facility Grants, Public Service Grants, Community Center Grants, and HOPWA Grants. The document also lists the original, proposed scope of work for each grant.
Subrecipient Manual
This document details the reporting and compliance requirements for CDBG/ESG/HOPWA grantees. In order to remain up-to-date with U.S. Housing and Urban Development (HUD) requirements which change from time to time, this document is subject to change throughout the Program Year. The document is dated on the cover and grantees should review this link regularly to ensure they are using the most up-to-date version.
Program Year Orientation
This PowerPoint presentation was offered at the Contracting Workshops held in November 2012. The presentation provides an overview of reporting and compliance requirements for the current program year.
Reporting & Compliance Summary
This chart is a one page summary of the reporting and compliance requirements for all grantees. This document provides a ready reference to ensure you meet all of your compliance and reporting requirements in full and on time.
Bid Documentation Form
The City's procurement requirements are detailed in the Subrecipient Manual. Grantees should use this form to detail bids received, including bids received to comply with the City's MBE/WBE requirements.
Davis-Bacon Requirements
Per the City's CDBG/ESG/HOME/HOPWA Contract, grantees with construction projects must comply with Davis-Bacon Prevailing Wage requirements.
Making Davis-Bacon Work: A Contractor's Guide to Prevailing Wage Requirements for Federally-Assisted Construction Projects Provides a excellent summary of prevailing wage laws, the compliance and monitoring requirements, and more. Interested grantees and contractors can also obtain more details by consulting the Federal Labor Standards.
To assist grantees and to ensure compliance, a pre-construction conference must be scheduled with your designated Public Facility Project Compliance Officer. At that meeting, your Compliance Officer will review prevailing wage requirements using a checklist, and will review all other required reporting and requisition processes.
Grantees can share the Payroll Reporting Form Payroll Wage Hours Div Form.pdf with contractors to report employees working on a project, hours worked, and wages paid. Contractors should complete the Monthly Utilization Report. Contractors and grantees should read the Instructions for Completing this report.
Public Service Monthly & Quarterly Beneficiary Reports
Recipients of Public Service CDBG funding are required to file the following reports. Payment will be withheld if complete reports are not provided as required.
The Public Service Monthly Activity Report must be submitted with requisitions with a report for each month of the requisition period. Subrecipients must report on programs delivered, projected annual service delivery, actual service delivery, as well as information on beneficiaries.
Subrecipients are required to complete and submit a Quarterly Beneficiary Report on the 15th of October, January, April and July. This report collects data on the ethnicity and race of clients served by CDBG-funded programs. Additionally, the quarterly report collects information on services provided during that time period and data on clients who have received new and/or improved service as a result of funding.
NOTE: Revised versions of these forms are under development and will be available soon.
ESG Program
Residential shelters and non-residential service providers are required to complete and submit a Program Report twice annually (January and July). Please complete only those parts of the ESG Program Report that apply to your program. Non-residential service providers do not need to complete the entire form.
Outcomes Reporting
Grantees are required to provide a Mid-Year Outcomes Status Report and an End of Year Outcomes Report indicating progress toward achieving the outcomes detailed in the Final Scope and Outcomes document included in contracts. NOTE: At this point, the End of Year Outcomes Report has not been created or posted.
The report is an update and current status report on progress toward original outcomes projections, along with a brief narrative to explain any successes, challenges, or shortfalls experienced. At the time of the Mid-Year Report, organizations not meeting projected outcomes need to detail plans for correcting this in the remaining months of the Program Year. Additionally, if an organization does not achieve projected Outcomes at the end of the Program Year, a full explanation of the barriers that prevented this and a remedial plan for addressing this must be provided in the End of Year Outcomes Report.
Outcomes Reporting Deadlines:
Mid-Year Outcomes Status Report
Wednesday, January 9, 2013
End of Year Outcomes Report
Monday, June 10, 2013
Requisition Process & Forms
A City of Providence Contract Requisition Form must be completed in full by subrecipients in order to receive reimbursement for allowable expenses. Clearly labeled supporting documents, such as receipts, should accompany each requisition. Subrecipients should be advised that CDBG cannot reimburse for sales tax. Only submit for reimbursement expenses and line items in the approved project budget attached to your contract.
Budget Detail Form & Cost Allocation Form
Recipients of Public Service, ESG and HOPWA funding are required to file a Budget Detail Form and a Cost Allocation Form with each requisition.
Reimbursement will be withheld if complete reports are not provided as required.
Facility Project Completion Letter
When submitting the final requisition for a public facility project, grantees must include a letter stating the project funded is complete, that the accompanying requisition is the final requisition under the contract, and that the grantee is satisfied with the quality of work performed/completed.
All Requisitions should be mailed to:
Providence Department of Planning & Development
444 Westminster Street, Suite 3A
Providence, RI 02903
Attn: Donna Miele
Local Hiring: First Source/Hire Providence
Grantees are required to comply with the City's local hiring ordinance known as First Source/Hire Providence. The requirements and the reporting process are summarized in detail in the documents listed below.
The following forms should be used to meet reporting and compliance requirements:
1) Job Vacancy Form
2) Quarterly Hiring Activity Report First Source
3) Resident First Source Application Form
4) First Source Ordinance
5) Commission Report
Questions?
If you have questions with any aspect of your CDBG/ESG/HOME/HOPWA grant, please contact us at 401.680.8400. We are ready to assist.