1. CDBG Public Service Agency Funding Process
City of College Station
Community Development Division
CDBG Public Service Agency Funding Process
June 15, 2017

2. College Station, TX

3. Public Service Agency Funding
Joint Process
Joint Relief Funding Review Committee (JRFRC)
Pre-Proposal Workshop/Pre-Award Audits
Request for Proposal
Ranking, Scoring, and Recommendations
JRFRC Follow Up Meeting
Post Award Workshop

4. Joint PSA Funding Process
Partner with Sister City – Bryan, TX
$8.5 million since 1985
Have funded 55 different programs (~12 annually)
Cities pool 15% PSA funds
Release a joint RFP
Take turns
Allowed in regulations

5. Joint PSA Funding Process
24 CFR
CDBG funds may assist an activity outside the jurisdiction of the grantee only if the grantee determines that such an activity is necessary to further the purposes of the Act and the recipient's community development objectives, and that reasonable benefits from the activity will accrue to residents within the jurisdiction of the grantee. The grantee shall document the basis for such determination prior to providing CDBG funds for the activity.
Ask: Describe how your program meets the following regulation– Explain how one City would benefit from residents of the other City receiving services through this program.

6. Joint Relief Committee
Citizen Committee
City Council appointed volunteers
Three members from each City - 3 year terms
Review proposals, rank them, and make recommendations for funding
Make sure to:
Recruit
Clearly explain duties and time commitment

7. Pre-Proposal Workshop
Workshop is mandatory for those wanting to submit response to RFP
Topics covered:
CDBG basics, planning, eligibility requirements
Proposal Sections/Application “Common Mistakes”
Intake and reporting requirements
Review, ranking and recommendation process
Administrative requirements – give “fair warning”
Offer to visit and “audit” for eligibility
FYI if awarded funding is on a reimbursement basis
Intake and income verifications are specific to grant requirements
Quarterly on site monitoring’s
Record keeping (4yrs. After the contract year)
HUD regulations/requirements

8. Pre-Agency Visits
Review agency's policies and procedures (get in advance)
Provide copy of monitoring documents
Provide summary of OMB and other federal requirements
Give Compass Points “Nonprofit Fiscal Policies & Procedures: A Template and Guide”
Give “Playing By the Rules – A Handbook for CDBG Subrecipients”

9. Pre-Agency Visits Insurance requirements
Provide example polices and procedures for those that would be required
Explore intake and income verification process
Be encouraging – help agency set goals and see path to compliance and eligibility
Show other benefits of meeting requirements:
Other doors might open
Stronger organization

10. Pre-Agency Visits Common issues
Internal controls are lacking - no separation of duties
Accounting system is very basic
Insufficient payroll/ purchasing policies
Would need more insurance coverage (encourage to look- into, get quotes, and speak with Risk Manger)

11. RFP Application The application is divided into three parts:
Agency
Program
Financial
Ask detailed questions that ensure compliance
% of LMI clients, % of clients living in either City
Underwriting - ask questions that reveal agency’s overall soundness
Give detailed instructions with examples

12. Review Process
In public meeting format Committee reviews 2-3 proposals weekly in April and May
Site-visits are conducted the week after a proposal is reviewed
Ask general questions and agency specific questions at site visit
General questions get at agencies’ capacity
Board members are expected to attend

13. Ranking and Recommendation
Each agency is ranked by Committee Members at a public meeting.
Agency Information – 10 points
Program Information – 40 points
Financial Information- 25 points
Presentations – 25 points
Funding recommendations are publically made
Agencies are divided up between each City
One gets to be funded by both

14. Ranking and Recommendation
Surveys are send to agencies asking about the process and what they would like to see changed
Staff keeps a document “what to change for next year” throughout the process
Committee meets in July to make changes to RFP and process

15. Post Award Workshop
In September – each agency gets a copy of their contract beforehand
Go over, in depth:
Reporting Requirements
Monitoring
Federal Requirements