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1/9/2008 - STAFF REPORTS - 4.A.
p ALIT g ;OF pR u �a ,r City Council Staff Repo bh1'i G�1� DATE: Decembe 19, 2007 `6M (�0� 2p�� NEW BUSINESS SUBJECT: COMZNITY DEVELOPMENT BLOCK GRANT (CDBG) REQUEST FOR PROPOSAL (RFP) FOR THE UNITED STATES DEPARTMENT OF HOUSING & URBAN DEVELOPMENT FISCAL YEAR 2008 — 2009, CDBG PROGRAM, 34T"PROGRAM YEAR. FROM: David H. Ready, City Manager BY: Department of Community & Economic Development SUMMARY This item allows City Council to provide input on the 2008-2009 Community Development Block Grant (CDBG) Request for Proposal (RFP) as to its guidelines and process. These dollars are the City's allocated federal annual entitlement funds from the U.S. Department of Housing & Urban Development Community Development Block Grant program. The 2008 — 2009 Draft RFP is attached which will be available in January 2008 for local non- profit entities and service providers to seek CDBG funding from the City. Also attached is last year's Staff Report of the 2007 — 2008 CDBG budget adoption that the CDBG Citizens' Advisory Committee had forwarded to City Council. RECOMMENDATION: Guide staff in crafting specific policies, such as requirement of match funding, alternating annual funding eligibility, etc. l rS JOH S. YMO ' DALE E. COOK, JR. Direct f Commu y & Economic Development Community Development Administrator CC THOMAS J. WILPON DAVID H. READY Assistant City Manager— Development Services City Manager ATTACHMENT: 1. CDBG 2008 — 2009 Request For Proposal -- Draft 2. CDBG 2007 - 2008 Budget Adoption Staff Report BEM NO. �" CITY OF PALM SPRINGS COMMUNITY & ECONOMIC DEVELOPMENT DEPARTMENT PALM p ra Al 'gad rollSati� , Pahn Springs Conmmaxihj&F,cononxic Development. . . Building for the Future by Improving Services, Creating jobs &Providing New Opporhauties. DRAFT CDBG PROGRAM YEAR 2008 -09 RrQUEST FOR PROPOSAL 000002 2 City of Palm Springs Community Development Block Grant (CDBG) Program Desci7ption The City of Palm Springs through its CDBG Program is inviting interested Community-Based & Faith-Based organizations to respond to Request For Proposal (RFP) for activities starting July 1, 2008 and ending June 30, 2009. The purpose of the CDBG Program is to provide assistance to IRS 501(c) 3 organizations that offer activities, programs, & opportunities directly to low/moderate income residents & households throughout the commruuty. Activities or programs eligible for funding includes: • Public Facilities/Improvements (i.e., public infrastructure, centers, shelters, parks, removal of architectural barriers), which are non-operational or non-maintenance costs, publicly owned or owned by a nonprofit, & operated so as to be open to the general public,that the organization shall be expected to actively administer& manage;& • Public Services (i.e., recreation, education or public safety programs, special needs population services), which are new services or a quantifiable increase in the level of an existing service from the prior twelve(12) calendar months. The City intends to support such organizations & their clientele by providing grants for opportunities, directed at improving the community's quality-of-life. The selected organization(s) must demonstrate a strong ability & capacity to meet program/activities deadlines &maintain close consultation with City. RFP Workshop will be held 2008, at 3pm, PST, in the City Council Chamber at City Hall, 3200 E Tahquitz Canyon Way. This Workshop will be the only opportunity to seek technical assistance & response to questions. One originally signed RFP with Exhibits, tcn (10) three-hole punched photocopies of the RFP's Exhibits A through J& two (2) sets of RFP's Exhibits K&L,all on 85' x 11" paper must be returned on or before 4pm, PST, 2008 at the above address in the Division of Procurement & Contracting. RFPs will not be accepted after this deadline, regardless of postmarked date. All interested organizations, especially not-for-profit Community-Based &Faith-Based organizations, are welcomed to respond_ The City reserves the right to reject any &all subnttals,& to accept the submittals that in its judgment will be in the best interest of the City & the residents. City does not discritrrinate on the basis of any reason that is not related to a bona fide qualification in admission or access to, or treatment or employment in, its federally assisted programs&activities. Patin Springs Community&Economic Development... Building for the Future by Improving Services, Creating jobs &Providing New Opporhazities. 3 . 006003 -Intentionally Left Blank- Request For Proposal (RFP) PACKAGE Please Note: ONLY LEGAL, CHARTERED, NOT-FOR-PROFIT, IRS 501(c) 3 ORGANIZATIONS SERVING CITY OF PALM SPRINGS,ARE ELIGIBLE TO APPLY. USE THE INSTRUCTIONS AND FORMS FROM THIS PACKET. All RFP submittals must address the following stipulations iri the format, as described below. It is best to review all forms and instructions before beginning. Please keep the information brief and concise-- RFPs must be typed. Additional information will be requested of necessary. CHECKLIST OF REQUIRED EXHIBITS- El A. Letter of transmittal (limit to 1 ppage letterhead or stationez'y) The letter of transmittal must be addressed to the City of Palm Springs Community & Economic Development Department. Include the name of the contact person, his/her title, and address and telephone number. Briefly identify why assistance is being sought. A Board Officer stating that the Board approves proposal for submission must sign the letter of transmittal. ❑ B. CDBG Assistance Summary Form (fonu attached, EXHIBIT B) ❑ C. Proposal Summary Ob nit to I page,form attached, EXHIBIT C) C] D. Project and Organization Budget (fmiizs attached, EXHIBIT D 1. -6.) Be advised that this Grant Award is for the Piscal Year, July 1, 2006 through June 30, 2008. Actual drawdown of the funds may not be available until early November 2006, specifically,with flits lapse of time between actual expenditures and reimbursement, other funding sources will be necessary in order to cant'the organizations cash flow during this downtime. ❑ E. Proposal Need Statement (tinzit to 2 pages,form attached, EXHIBIT E) ❑ F. Narrative (fund to 1 page for each issue,form attached, EXHIBIT F 1. -5.) 0 G. Significant Difference (EXHIBIT G 1. -3.) ❑ I I. Organization History/Capacity (EXHIBIT H 1. &2.) ❑ 1. Disclosure of Interest (EXHIBIT 11.) ❑ J. Self Evaluation Review Checklist for Persons with Disabilities Requirements Programs, information, participation communications and services must be accessible to persons with disabilities to comply with the Americans with Disabilities Act(ADA) of 1990. ❑ K. Additional Requirements (EXHIBIT K. I. -5.) ❑ L. Agency Certification (form attached, EXHIBIT L) Please read this RFP and its information packet completely. Additional improvements to the prior years' RFP process are being implemented to facilitate the development of this upcoming Annual Action Plan and assure that the federal funds arc best utilized for program/project activities and services of the most critical nature. The improvements are as follows: O Enhanced electronic fill-in format, wluch permits immediate email access and narrative complelion. This new format allows a streamline process to ensure quality improvement for all users from begimung to end. O Inclusion of the RFP Evaluation Criteria, that Staff and the Citizens Advisory Committee (CAC) utilizes as a minimum evaluation criteria within the framework of the applicant's capacity/experience in operating similar programs/projects, its ability to maintain required information and records on beneficiaries, and its ability to expend funds expeditiously and in accordance with HUD Regulations. Reference the attachments. O Consistency of intake process to determine client eligibility and record-keeping requirement of documenting beneficiaries' income, ethrdcify, gender, disability and female head of household status that is outlined on Beneficiary Qualification Statement. Reference the Attachments- 0 Minimum funding level of 515,000 has been established for grant requests to alleviate the costs associated with the administration and monitoring of programs/projects. s OQOQ019 ADA INFORMATION It is the intention of the City to comply with the ADA in all respects. Persons with disabilities who require auxiliary aids or special assistance beyond what is normally provided in ulxlizin.�Y City facilities, programs, services or activities, who require this document be pprovided in other accessible formats or who would like information on the Cily's compliance with the ADA, the City will attempt to accommodate in every reasonable manner. Please contact the ADA Coordinator, Phil.Kaolan(cDD almsnnnas-ca.aov, or 323-8219/TDD 864-9527, and provide a three day notice informing us of the particular need(s) and to determine if accommodation is feasible. COMPETITIVE PROCUREMENT Organizations which use CDBG funds to purchase goods or services, including professional and construction, must select the vendor or firm conducted in a manner of providing full and open competition. The methods of procurement shall be the Organizations written procurement procedures or follow the Federal requirements whichever is more stringent, O .Informal small purchase procedures (currently set at 5100,000) of price or rate quote from an adequate number of qualified sources, O Formal advertising by sealed bid (currently set at$100,001 or greater) of a firm-fixed-price contract(lump sum or unit price)with specification or purchase description from two or more responsible bidder,and O Competitive Proposal normally conducted with more than one source submitting an offer through a publicized Request for Proposal process for qualification-based procurement of professional services. CONFLICT OF INTEREST Real or apparent conflict of interest is perhaps the most detrimental to the integrity of the community development process and of those charged with carrying it out should not be sacrificed for something less than the lugliest standards of conduct. The regulatory requirement is that no employee,board member,officer,went, consultant, elected or appointed official of tite City or the Subrecipprent that are receiving funds under a CDBG assisted project who have responsibilities with respect to the CDBG activities, or who are in a position to participate m a decision-makng process or gain inside information with regard to such activities, may obtain a financial interest or benefit, direct or indirect,from a CDBG assisted activity, either for themselves or those with whom they have business or immediate family ties,during their tenure or°far one year thereafter. DAVIS-BACON LABOR STANDARDS The Davis-Bacon Act is regulatory requirement as it applies to projects using more than $2,000 in federal funds for constriction work. The Act mandates that all contractors and subcontractors pa q employees worldrrg-on the project the prevailing wages and fiin e benefits as deternnined by the most current federal Wage Decision or the State prevazhng wages,whichever is igher. These prevailing wages typically are higher than those wages paid for projects which are not federally-assisted. FAITH-BASED ORGANIZATON(FBO) In accordance with First Amendment church and state principals, as a general rule, CDBG assistance may not be used for religious activities or provided to primarily religious entities for any activities, including secular activities. However, there are exceptions when CDBG funds may be used for eligible public services provided througgh a primarily religious entity. Exceptions include where the religious entity enters into an agreement with the CDBG recipient or Subrccrpient from which the CDBG funds are derived that, in cormection with the provision of such services: O It will not discriminate against any employee or applicant for employment on the basis of religion and will not limit employment or give preference in employment to persons on basis of religion; O It will not discriminate against any person applying for such public services on the basis of religion and will not limit such services or give preference to persons on the basis of religion;and O It will provide no religious instruction or counseling, conduct no religious worship or services, engage in no religious proselytizing,and exert no other religious influence in the provisions of such public services. When eligible public services are carried-out on property owned by the primarily religious entity. CDBG funds may also be used .for minor repairs to such property if the repairs are directly related to carrying the public services where the cost constitutes in dollar terms only azn incidental portion of the CDBG expenditure for the public services, as long as the funds only pay the percentage of the total cost attribute to the eligible CDBG activities. FBOs are no longer required to form a separate, secular organization to receive CDBG funds to rehabilitate or renovate real property as were required under CDBG's former rules. However, CDBG funds may not be utilized to improve sanctuaries,chapels and other rooms that a CDBG-assisted congregation utilizes as its principal place of worship. FUNDING CONSIDERATION The City continues to face potential funding challenges for the upcoming program year. The federal government has again re-allocated sources away from entitlement grant programs, particularly for CDBG, which is expected to fare well with only flat-funding. However, nearly five months overdue, the Fiscal Year 2008 CDBG entitlement allocations have not been released to grantees. Therefore, applicants must be mindful of these budget uncertainties in the overall budget during one's submittal preparation, especially the adverse impact of the City's CDBG public service 15% cap as requued by IUD. FUNDING PRIORITIES The City's 2005-2010 Consolidated Plan identifies five goals for CDBG funding,as follows: HOUSING GOALS GOAL1. PRESERVE DECENT SAFE SINGLE-FAMILY AND MOBILE HOME RESIDENTIAL UNITS THROUGH IOUSING REHABILITATION PROGRAMS. GOAL 2: RETAIN AND INCREASE THE STOCK OF AFFORDABLE HOUSING THROUGH REHABILITATION AND NEW CONSTRUCTION. GOAL 3: ENHANCE CREvIE AWARENESS OF VERY LOW, LOW INCOME NEIGI1BORHOODS THROUGH COMMUNITY PRESERVATION AND COMMUNITY POLICING SERVICES. GOAL 4: PROVIDE FAIR HOUSING SERVICES TO AFFIRMATIVELY FURTHER FAIR HOUSING WITHIN THE CITY. GOAL 5: SUPPORT PUBLIC HOUSING SERVICES FOR INDIVIDUALS SEEKING RENTAL ASSISTANCE. GOAL : INCREASE HOMEOWNERSHIP OPPORTUNTIMS FOR ELIGIBLE FIRST-TIME OR MINORITY HOMEBUYE S. GOAL7: REDUCE LEAD PAINT HAZARDS THROUGH EDUCATION, INSPECTION, REHABILITATION AND ABATEMENT. HOMELESS GOALS GOAf,1: SUPPORT OR PROVIDE FUNDING FOR PROGRAMS THAT OFFER SERVICES AND/OR SUPPORTIVE HOUSING TO ASSIST HOMELESS INDIVIDUALS AND/OR FAMILIES. GOAL 2• SUPPORT RIVERSIDE COUNTY DISTRICT Ts CONTINUUM OF CARE STRATEGY THAT STRIVES TO END CHRONIC 140MELESSNESS BY AIDING HOMELESS INDIVIDUALS AND FAMILIES THOUGH SERVICES AND HOUSING- NON-HOUSING GOALS GOAL 1: ESTABLISH NEW AND/OR EXPANDED SERVICES FOR SENIORS, AT-RISK YOUTH, SEVERELY DISABLED ADULTS,AND SPECIAL NEEDS POPULATIONS. GOAL 2: SUPPORT NATURAL DTSAS7'ER PREPAREDNESS SERVICES AND RESPONSE IN THE AFTERMATH OF NATURAL DISASTER. NON-HOUSING COMMUNITY DEVELOPMENT GOALS GOAL1. PROVIDE PUBLIC FACILITY IMPROVEMENTS THROUGA DESIGN, REHABILITATION AND NEW CONSTRUCTION. GOAL2: IMPROVE 1NPRASIRUC'IURE TO ELIMINATE HEALTH AND SAFETY OBSTRUCTION THAT WILL ENHANCE COMMUNITY STABILITY AND ATTRACTIVENESS. GOAL3: ELIMINATE ARCFIITECTURAL BARRIERS THROUGH DESIGN, REHABILATTON, AND NEW CONSTRUCTION TO IMPROVE ACCESSIBILITY FOR THE PHYSICALLY IMPAIRED AND DISABLED PERSONS IN MEETING ADA COMPLIANCE. INSURANCE Approved organizations for CDBG funding shall procure, maintain, at its sole expense, and evidenced by an original Certificate of Insurance and endorsement, throughout the term of the Subrecipient Agreement, appropriate insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work or services. The requited insurance and coverage amounts with an authorized insurer to do business in the State of California and rated equivalent to B++, Vll, by A.M. Best Company are as follows: O Commercial General Liability Insurance-Insurance coverage shall include, but is not limited to Bodily Injury, 7 00900`3 Injury, Contractual Liability, Personal Injury, Independent Contractors, Broad Form Property Damage, and Products & Completed Operations. The policy's liability amount shall not be less than one million dollars (S1,000,000)per occurrence,two million dollars($2,000,000)general aggregate- 0 Automobile Insurance-Insurance coverage shall include, but not limited to Bodily Injury&Property Damage, Owned, Non-Owned and Fired vehicles. The policy's amount shall not be less than one million dollars ($1,000,000). O Worker's Compensation Insurance - Insurance coverage shall include one million dollars ($1,000,000) Employer's liability. The policy's amount shall be in accordance with the Statutory Limits of the State of California. Organizations with no employees must complete a Request for Waiver of Workers' Compensation Insurance Requirement form. O Employer's Liability Insurance - Insurance coverage shall include an amount not less than one million dollars($1,000,000) per occurrence if worker's compensation insurance is required by law The organization shall instruct its insurance agent or carrier to name the Gilyy as an additional insured in accordance with standard ISO additional insured endorsement form CG2010 (1185) or equivalent language as required by the City. LOW-TO-MODERATE(LOW-MOD) INCOME AREAS AND BENEIFICIARIES In order for a program/project to be eligible, it must meet a National Objective of serving low-to-moderate income areas or beneficiaries. One option to meet this requirement is to show the project is located in a low- income area or verify that the beneficiaries arc low-income. There are several Census Tracts and Block Groups that meet the 51% threshold according to 2000 Census. They are: 010100 ............. I 54.0% 010100 - 2 74.6%a 010500 2- 68.77n 044601 1 78.S% 044601 - 2 52.1% 044602 -- 1 55.070 044701 ----------- -----? 66.8% 044806 1 59.2% Reference Low-Mod Income Areas' map in the attachments. If you need to verify the low-income status of your service area you can access Census Tract and Block Group information on the HUD website at: http:/Lwww.hu d.pa*ov/offices/cpd/system a/census/lowmpJ index efm; then to Census 2000 data http://www.hud.92v offices cl2d s stems census staterna .cfm and to Summarized Low/Mod Data FY 2006 hAtpi//www.bud,gov/offices/cpd s stems census ca/index.cfm#lowmod and then to Census data by entity http: www.hud. ov offices r d s stems Z census ca lowmod sumfv06.xls Scroll down on the far left Column to #8683 and find the City and Census Tract /Block Group for your project. Scroll out to the last three columns (I,J and IC), which reflect the low-mod income population of the area, the total population universe and the percent of low-mod income residents. If your project area covers several Census Tract, please provide a table with all the information and a calculation of the low-income percentage for your entire service area. If not qualifying by Area, Low-Mod Persons or Households must be eligible b I IUD's FY 2006 lr=me Limits according to the chart found on the Beneficiary Qualification Statement•,which follows: OO� � n $54,300 NUMBER OF PERSONS IN YOUR HOUSEHOLD MEDIANINCOMk Riverside San Demardinc-0 tdrio,CAMSA-03/08/06 LEVEL 1 2 3 4 5 6 '7 8 VERY LOW INCOME 520,150 5„3,000 $23,900 528,750 $31,050 $33-1& 535,650 537,350 Below 50"/" LOW INCOME 532,200 536,800 5'd L4110 $46,000 $49,700 $53,350 $57,050 $60,700 51—80"/" MODERATE INCOME $'rS,3nn $55,200 $62,100 569,000 $74,500 s801000 585,600 $91,100 These income limits are generally updated prior to a new fiscal year. Please verify that your program/project is utilizing the most current income limits to etenriine program/project and client eligibility. NON-DISCRIMINATION The organization shall Comply with all laws concerning non-discrimination in admission or access to, or treatment or employment in, within its organization,and within its federally assisted programs and activities. PRIFFORMANCE MEASUREMENT SYSTEM IIUD's and the Office of Management and Budgget's (OMB's) effort to comply with the President's Mana cment Agenda initiative to make the CM Consolidated Plan more results-oriented is moving towaS a performance measurement system. According to HUD Notice (CPD - 03-09) on the development of State and Local (Grant(?e) Performance Measurement Systems for Community Planning & Development (CPD) formula program which includes CDBG, 'Pei ornrance ineasurenzent is simply an organized process for gathering zizforiizahoiz to deferrriine bozo me11 programs nnc projects are meeting needs, and then using that infoz•izzatzozz to improve per formnnce mzd better target resources. There are tzua critical components of pen fornzance measurement: (1) praductivihj and (2) program zizzpact. In housing�and conrnnnzih/ de'oelopiizeizt nerzcies, roductivihj reflects the level of e ezency (quanhhj, gaialzty, arcd pace) with zuliieli a Qrarrtee niidertakes cts aehznhes. l�rograrn impact, on the hand, re ects the extent to zulucli those activities Meld the cesircd oufconus in tle conuznuzity or, in the lives of persons assisted. Performance Measurement Systems Components: 'Tlu steps involved in developing a ppei farmance nzeasurenzeiit system are shoznn (belazo] in Progiani Ontconre Model, mhzcll denionstrates the relatzonsliip betzueen goals, inputs, activities, outputs, and outcomes. . . . Altizoug)z this model uses lzousizzg rehabilitation as the example, the same rocess can be applied to arzy activitt to ineasure per ornzance.' GOALS INPUT'S ACTIVI'T'IES Proposed solutions,to Resources dedicated to or What the program does with, problems or needs consumed by the program. the inputs to fulfill , its identified'in the mission. Consolidated Plan., 'Money ' 4 ,Staff/Staff time hitake/loan screening Preserve exiating 'Contractors Initial inspection h,ous6gstock Facilities' J Verify contractor Increase,property Equipment eligibility and cost values/tax base reasonableness 4 lmprove neighborhood Prepare construction stability specifications � Progress inspections OUTPUTS OUTCOMES The direct products of Benefits that result from Program activities. the program. Number of customers lnereased percentage of served housing units that are Number of loans standard processed Improved quality of life for Number of homes program participants rehabilitated Revitalization of the neighborhood 9 1OD0061 Such performance systems are not new to CDBG or prior Blocic Grhxht applicants for City funds. Two years ago, the Crty began to incorporate wifl the to RPP process a mare 'gcialitative aird quantitnttve'program goals and objectives approach which results in measurable level of impact (i.e., change and improvement on conditions). �Ie commonality of this federal and local effort is getting the best output data to show OMB, Congxess, loeally ted officials and lastly, die general public just what CDBG dollar°sare doingmommnities aacrosserica. PRESUMED BENEIhICARIES HUD recognizes several categories of clients as 'pre5wued beneficimies', which means they are assumed to be low-income. These categories include abused children, battered spouses, frail elderly persons (62 or more years old), severally disabled adults, homeless individuals and families, illiterate persons and migrant farm workers. Please indicate if the proposed program's primanj purpose is to serve any of these groups (senior programs,programs to serve homeless persons, etc.). For presumed beneficiaries, information on income, is not required, but should be reported if available. hijbrivation on rare and ethnicity is required. PROGRAM MONITORING &REPORTING All CDBG Subrecipients are required to maintain and submit adequate information (i.e., Monthly Request For Reimbursements and Semi-Annual Program Progress Reports, plus any other reports deemed necessary by the City). Specific information on format and due dates of required reports will be specified and attached as Exhibits in the Subrecipient Agreement necessary to monitor progra m accountability and progress. For CDBG Subrecipients receiving at least $300,000 of federal funds in cumulative grant awards, a financial audit by an Independent CPA is reuired in accordance with provisions of OMB Circular No. A- 133 and must be funded from sources other than CDBG funds. Program specific audits are due 120 days after the close of the Agreement period or an Organization Audit is due J 20 days after the close of the Fiscal Year. REVERSION OF ASSESTS Any real property under the CDBG Subrecipient's control that was acquired or unproved in whole or in part with CDBG funds (including CDBG funds provided to the Subrecipient in the form of a loan) in excess of$25,000 is either: O Used to meet one of the National Objectives until five years after expiration of the Subrecipient Agreement, or for such longer period of time as determined to be appropriate by the City;or U Not used in accordance with the above, in which event the Subrecipient shall pay to the City an amount equal to the current market value of the property less any portion of the value attributable to expenditures of non-CDBG funds for the acquisition of, or improvement to, the property. The payment is program income to the City. (No payment is required after the period of time specified.) The purpose of this requirement is to ensure a long-tern low and moderate-income benefit.from the use of the federal funds. REVIEW AND EVALUATION PROCESS All complete proposals submitted on time will be subject to review and evaluation by the staff and CDBG Citizens Advisory Committee (CAC). The screening and review process for the program is designed to ensure that limited CDBG funds are awarded to applicants that demonstrate the need for financial assistance and have a well designed project. The actual number and types of awards will be subject to available funding. The City Council will make the final determination of grant award and amount of funds awarded. RFP submittals will be reviewed and considered for funding under CDBG awards. Evaluation criteria will consist of the following&ranked accordingly: t> Proposal's completeness; O Solid knowledge of the couununity's needs; O Proposal meets one or more of the City's ConPlan identified goals; O Most recent five(5)years experience/performance/timeliness record of the organization with CDBG; 009019 10 O Familiarization with CDBG Regulations; O Size of the organization, readiness to begin immediately and the capacity to accomplish the workload in an efficient and timely manner; O Cite examples of innovative altematives, cost conscious approaches and leveraging of other resources (i.e., in- kind contributions, matching funds, other jurisdictions being screed, etc.) to diversify its funding sources of the proposed programs/activities within the proposed budget; O Demonstrated experience/competence of the organization and its personnel; O Self Evaluation Review Checklist for Persons with Disabilities Requirements and O Additional special qualifications that is relevant to program selection. The selected orgaruzation(s) must demonstrate a strong ability and capacity to meet program/activiities deadlines and maintain close consulta lion with City. The City retain the right to reject any or all proposals received, and to negotiate or to cancel in part, or in their entirety, grant awards. SUBBMISSION PROCEDURES AND DEADLINE Applicants are required to submit one originally signed RFP with Exhibits, ten (10) three-hole pund-ned photocopies of the RFP's Exhibits A through I and two (2) sets of RFP's Exhibits J and L, all on 8.5" x 11" paper. All RFP submittals must be received on or before 4pm, PST, Friday, March 16, 2008 by the Division of Procurement&Contracting in City Hall at 0200 E Tahquitz Canyon Way. Sorry no exceptions. Proposals must be complete when submitted. Incomplete proposals will not be reviewed for funding. No changes of information or additional information will be accepted alLer the designated deadline date, unless requested by City's Community Development Administrator for clarification purposes. For submittals being mailed, it is lugl-ly recommended to send them registered or certified mail (return receipt requested) and must be received by on or before 4pm, PST, 2008. RFPs will not be accepted after this deadline, regardless of postmarked date. Acceptance of the RFP submittals does not obligate the City to fund, nor does it guarantee that the submittals as presented are complete. 09001 11 -Intentionally Left Blank- 000012 12 EXHIBIT B. CDBG ASSISTANCE SUMMARY FORM Type the information requested on the CDBG Assistance Summary Form re din apppplicant, proposal and funding information. LACK OF AUTHORIZED SIGNATURE WILLISQUALFY TIdIS ILFP. General Information Legal Name: Business Address: Mailing Address: Email Address: Contact Person: Title- Telephone Number: Fax Number: Or aruzation Data YFT e of Organization: 0 IRS 501c (3) ❑ Other Date Founded: Date Incorporated: Pro osalInformation U Activity roposed: d Public Facilities/Improvements ❑ Public Service CDBG Goal(s)To Be Met: ❑ Iousing: ❑ Homeless: ❑ Non-blousing: ❑ Non-Housing Community Development: Proposal Title_ Group(s)To Be Served: Age(s) To Be Served: #To Be Served: Neighborhood(s) To Be Served: Start/End Dates needed to complete project or activity: Fundins Information siimated Funding: CDBG Requested $ Applicant Provided $ Other $ Program Income $ TOTAL COST $ Cost per Beneficiary(i.e. Participant or Household): 13 ®®Q -Intentionally Left Blank- Ong El � 14 EXHIBIT C. PROPOSAL SUMMARY (limit to i page) The proposal summary should describe the essence of the overall actbvzties/programs. if the organization was CDBG - funded in the past, provide a brief narrative of CDBG's past five year funding level, the impact of the past years' funding andthe performance level of the past years' accomplishments. 15 000015 EXHIBIT D -1. PROJECT BUDGET 1. Eveiy applicant must complete a Lune Item Budget (i.e., personnel services, consumable supplies, etc.) similar to the attached format, which identifies projected costs and other source of funds. Costs should be based on the best information available at the time of this request. It is imperative that other resources are matched with CDBG funds to offset the demand for the limited amount of CDBG program funds available. if the proposed activities/programs require a funding commitment beyond this program year,such commitment is not eligible under I D Regulations. BUDGET ' COST CLASSIMCA.TION CDBG OTHER TOTAL $ $ $ $ $ $ $ $ $ $ $ $ TOTAL $ $ $ Proposal Title: • ®� 0���16 EXHIBIT D - 2. PROJECT BUDGET OTHER DIVERSIFIED SOURCES OF FUNDS 2. List and document, by attaching fundin commitment letter(s), of all amounts and sources of "other" diversified funds that have been awardedg to the proposed activities/programs in addition to the CDBG program funds being requested. 17 Od6®7.17 EXHIBIT D - 3. PROJECT BUDGET CDBG AS LOCAL FUNDING MATCH 3. If CDBG program funds are needed to secure matching funds from another source, docurnent the sources requirement and the amount of funds to be matched. O�O�B1� 18 EXHIBIT D -4. PROJECT BUDGET MINIMUM CDBG FUNDING 4. If CDBG program funds are unable to fund your request in full, what is the minimum amount of CDBG funds needed to enable your project to proceed? 19 EXHIBIT D -5. PROJECT BUDGET PERSONNEL, SERVICES If under Exhibit D - L-Pzojecl Budget, persormel services are being proposed, list the last name and title/position of the person(s) and percentage of time to be supported with CDBC funds. EXHIBIT D - 6. ORGANIZATION BUDGET 6- Provide a copy of the overall activities/programs and organization Uudgct for your agency or entity. 21 - 000O21 EXHIBIT E. PROPOSAL NEED STATEMENT (limit to 1 page) Provide a short background statement describing the intent of the proposal. Identify the community "problenz" or"need"the organization wishes to address and how CDBG funding would remedy the problem. 00002222 EXHIBIT F-1. Narrative (lin it to 2 pages) 1. What activities can be achieved as a result of funding this proposal with CDBG funds and as it relates to meeting the needs of the target o}}iulation7 Provide qualitative and quantitative information that describes how this proposal will meet the ollowing CDBG National Objective: "To benefit low and moderate income persons (at least 51% of the total beneficiaries must be low to moderate income)." Note: Seventy percent (70%) of the City's CDBG entitlement must be spent for activities or programs that address low and moderate-income persons. This is the single most important item of this RFP and emphasis should be placed on a thorough response: + The Goals are the proposed solutions to problems or needs which must reflect a condition/situation to be influenced,changed or maintained. • The hipads include resources dedicated to or consumed by the program such as money, staff, equipment and supplies. • The Activities are whit the program does with inputs to fulfill its mission including the strategies, techniques and types of treatment that comprise the programs production process or service methodology such as intake/eligibility screening, initial inspection, verify contractors qualification and cost reasonableness, prepare construction specifications, underwrite loans, loan approval and progress inspections. • The Outputs are the direct products of a programs activities. They must not be a restatement of the Goals but rather should be stated in specific measurable terms. To be measurable,an output must be stated in countable terms and they are usually measured in terms of the volume of work accomplished withal a defined time frame, either direct client services or tangible outcomes. Examples of service terms are'persons','households', 'visits', 'rides', 'hours' or'meals'. Examples of tangible are 'grade level', 'recidivism rate', 'construction or rehabilitation completion, 'linear feet of curbs and gutters installed' or 'jobs created or retained'. In order to make a measurable output, a projected number and time period must be included in each term,such as the following- "To reduce the high school drop-out rate by 20% within a period of 6 months by providing recreational after-school activities." • The Oulconies are benefits that result from a program. Outcomes typically relate to a change in conditions, status, attitudes, skills, knowledge or behavior. Common outcomes could include increased percentage of housing units meeting Quality Housing Standards (QHS), improved quality-of-1ife for program participants, improved quality of city housing stock or revitalization of a neighborhood 23 ® � �L EXH113JT P - 2. Narrative (limit to 7 page) 2. 4Vho are the primary beneficiaries (target population) of ties proposal? Provide past statistical information, (i.e. Lotal number of beneficiaries and total number that were considered low-to-moderate,low and very low income based on HUD income guidelines, as well as breakout categories of female head of household, handicap, racial composition). Lithe primary beneficiaries of this proposal are from a specific geographic area,provide a list of specific boundaries and attach a City map highlighting the specific area. ®� �G� 24 EXHIBIT k-3. Narrative (limit to I page) 3. Complete the Proposed To Be Served table below and Provide specific result oriented timeframes for the accomplishments of the particular activities. Overall Clients ❑ or Households ❑ (check 0 one) Proposed To Be Served: #Example # Clients or Households' _ "% %Txample 50 _ TOTAL 100 100 35 Low/Moderate Income 70 10 Low Income 20 ....................................................................................................................................................................................................----- 5 .Very Low Income 10 .... ..... ..............................................................— .... 5i1 100 M-Q 50 .Pa1tn 5prin�s Residents..................................r 100 ......................:....... 0 Cathedral Cilx Residents 0 ........ - 0 ------------------------- 0 Rancho Desert Hot Springs Residents............................ ----- 0 Mirage Resi.den.ts 0 .......... 0 Palm Desert Residents 0 ... . ................................................. 0 LaQuinta Residents 0 0 Indio Residents 0 ..... ........-- .....- ........- .....................- ....................- ..............-- 9- ---- - 0 Other: 0 50 r100 1� 5 Female Head of HH 5 ... ......................................................................................................................-- — 5 5 5 r Disabled _ 5 5 � 39 White 78 .........................................................................................................................................................i....... 3 Black/African American 6 ......................€..........................-- - -- --- -----...............................- --........- - --..............- - - --.....- - - --........-.-------------- 5 Asian 10 2 American Indian or Alaskan Native 4 ..........................................................................................................................................................;........--------- 0 Native Hawaiian or Other Pacific Islander 0 ................................................................................................................................................................................. 1 American Indian or Alaska Native AND White 2 ....................a........................... 0 Asian AND White 0 ....................................................................................-- ---- -- --- --- --...........- - - - --.....- - -- - -- - --_--------------- 0 Black/African American AND White 0 .......................................................................................................................................----- ..................... 0 American Indian/Alaska Native AND Black/African: 0 American ......................:.................................................................................................................................... ..................... 0 Other: 0 0 i................---....................Other:.............................................................. 0 .......................... ---- ------- ...... — 50 100 100 5 HISPANIC ATINO ETHNICITY 10 ...........—...... .. ............................................................................................................ 5 1S2 4 Mexican/Chicano 80 1 Puerto Rican 20 ......................... ............................0 Cuban 0 ..................... ........................................................................................................................................................................ 0 Other: 0 - ............-... .................... ........ . . . ..-T.,-r-.........................................i..............�.... - 5 100 100 Note: Hispanic/Latino ethnicity cross all race categories and nzay also be counted as being Hispanic/Latino, as well as counted in subcategory of Mexican/Chicano,Puerto Rican, Cuban or Other. 25 000025 EXHIBIT k'-4. Narrative (lin'lit to 1 page) 4. Describe any significant collaboration with other organization(s) that will contribute to successes of this proposed program and other program(s). Include organizations that formally make referrals, provide complementary services and contractual agreements or share resources existing between organizations. 00002E 26 EXHIBIT F- 5. Narrative (unlit to I page) 5. Justify the amount of CDBG funding being requested. Will there be an increase in the level of service if, funding is awarded? 27 QQ � EXHIBIT G -1. Significant Difference 1. Indicate how and to what extent dus project/activity is unduplicated in the community,meets the identified need(s) of the target population and sigrdicantly different from any other agency's efforts/services elsewhere in the City. EXHIBIT G -2. Significant Difference 2. Explain your plan for evaluating the proposed activity (i.e., follow-up, feedback, measurable outcomes and objectives, etc.) by means of certain evaluation products (Le., survey, questionnaire, verification, etc.). Include qualifications of staff conducting the evaluation. 29 �� ��� EXHIBIT G - 3. Significant Difference 3. If fees will be charged for services, describe how costs will be calculated (e.g. slidi ig fee basis,etc_). Ogg G3330 EXHIBIT H -1. &2. Organization History/Capacity 1. Provide a brief one page history of the organization, including its purpose, goals, and accomplislunents,both short and long term. I Attach a list of current board members and officers with names,addresses and occupation/affiliations. 31 D©9031 EXHIBIT I -1. Disclosure Of Interest 1. Provide the name(s) of the City employee, elected/appointed official or Comim.ission/Committee member, and the name(s) of the organization's board member, officer, agent or consultant having financial interest or benefit, direct or indirect, in the organization or this proposed CDBG assisted activity, either for themselves or those with whom they have business or immediate fanuly ties, during their tenure or for one year thereafter. �� �� 32 -EXHIBIT). - Self Evaluation Review Checklist for Persons with Disabilities Requirements Subrecipients Address: Reviewer: Date This checklist covers each identified area listed below. Some of the questions in this checklist may not be applicable to your program area. Most questions on the checklists may be answered, "Yes", "No" or "Unable to Determine." If the answer is other than "Yes", the reviewer must explain in the space provided. Following each question, or series of questions, is a statement that should be used in the letter to the Subrecipient if any response other than "Yes" is given. In most case, the questions on the checklist mirror those included in the Subrecipient's self-evaluation. The Subrecipient's responses, once carefully examined, will provide useful information about practices and procedures. This information should be supplemented and substantiated by a review of the Subrecipient's pertinent statistical information, material obtained from community organizations, documents and forms used by the Subrecipient, and HUD's on-site observations and interviews. With this information assembled in a usable way, an accurate assessment of the Subrecipient's conformance with the Section 504 Regulation may be made. Detailed specifications for each area can be found in the Section 504 Regulations, The Fair Housing Act Regulations including the Fair Rousing Act Accessibility Guidelines, The Uniform Federal Accessibility Standard (UFAS) and the American National Standards Institute, Inc. (ANSI) standards. This checklist is intended as a guide to monitoring the following requirements pertaining to persons with disabilities: I. General Requirements; II. Communications; III.Program Accessibility; IV- Equal Employment Opportunity; V. Reasonable Adjustments and Accommodations in Non-Housing Programs and Activities; and VI. Physical Accessibility. I. GENERAL REQUIREMENTS A. Self Evaluation 1. Has the Subrecipient conducted a self-evaluation to assess its current policies and practices to determine whether, in whole or in part, they do not or may meet the requirements of the Section 504 Regulation (24 CFR 8.51)? ❑ Yes Unable to Determine ❑ No or 2. Has the Subrecipient modified any policies and procedures that do not meet the requirements of Section 504? CJ Yes Unable to Determine ❑ No or 33 0 Ogg 123 3. Has the Subrecipient taken appropriate steps to remedy the discrimination revealed by the self-evaluation? ❑ Yes Unable to Determine ❑ No or 4. Has the Subrecipient changed its policies and procedures that contain any definitions or practices not consistent with Section 504. If there are policies and procedures that require the disclosure of confidential medical, psychiatric, or psychological information, obtain copies of these policies and attach them to the report. ❑ Yes Unable to Determine ❑ No or Copy Attached? ❑ Yes ❑ No 5. If the Subrecipient has fifteen or more employees, has the Subrecipient kept on file, for at least three years after the completion of the evaluation, the following information: a. A list of interested persons consulted; ❑ Yes Unable to Determine ❑ No or b. A description of areas examined and any problem identified; ❑ Yes Unable to Determine ❑ No or c. A description of any modification made and of any remedial steps taken. ❑ Yes Unable to Determine ❑ No or B. Transition Plan In accordance with 24 CFR 8.21(c)(4) and 8.24(d), if structural changes are needed to any facility, has a transition plan been developed? ❑ Yes Unable to Determine ❑ No or Tf yes, attach a copy of the plan. C. Designation of Responsible Employee If the Subrecipient employs fifteen or more persons, has it designated at least one person to coordinate efforts under Section 504? ❑ Yes Unable to Determine ❑ No or If the above question is not answered affirmatively, the following concern should be stated! There is evidence that the Subrecipient has not designated a responsible person to coordinate the Section 504 efforts (24 CFR 8.53(a)). D. Adoption of Grievance Procedures If the Subrecipient employs fifteen or more persons, has it adopted grievance procedures in conformance with 24 CFR 8.53(b)? ❑ Yes Unable to Determine ❑ No or If the above question is not answered affirmatively, the following concern should be stated- There is evidence that the Subrecipient has not adopted grievance procedures that meet the requirements of Section 504 regulations at 24 CFR 8.53(b). 099c"34 34 E. Notice If the Subrecipient employs fifteen or more persons, has it complied with the notice requirements contained under 24 CFR 8.54? ❑ Yes Unable to Determine ❑ No or If yes, attach copies of all Notices. If the above question is not answered affirmatively, the following concern should be stated: There is evidence that the Subrecipient has not taken appropriate initial and continuing steps to notify participants, beneficiaries, applicants, and employees, including those with vision and hearing impairments, and unions and professional organizations holding collective bargaining or professional agreements with the Subrecipient that it does not discriminate on the basis of handicap in violation of 24 CFR. 8.54. F. Participation By Persons With Disabilities Has Subrecipient or agent of the Subrecipient utilized policies, practices or procedure that have the effect if denying participation by handicapped and/or disabled individuals? ❑ Yes Unable to Determine El No or G. Recordkeeping Does the Subrecipient or agent of the Subrecipient maintain data on the handicap status of program participants, and beneficiaries in accordance with 24 CFR 8.55 of the HUD regulations implementing Section 504 of the Rehabilitation Act of 1973, as amended? ❑ Yes Unable to Determine ❑ No or Comments II. COMMUNICATIONS Under Section 504 (24 CFR 8.6), the Subrecipient is required to take appropriate steps to ensure effective communication with applicants, beneficiaries, and members of the public. These appropriate steps are to ensure that, "to the maximum extent possible," handicapped persons receive the benefits and services of the program or activity receiving CDBG assistance. Those steps do not require a Subrecipient to take any actions that the Subrecipient can demonstrate would result in a fundamental alteration in the nature of a program or activity or in undue financial and administrative burdens_ A. Does the Subrecipient have means of communicating with those applicants, participants and members of the public who have speech, hearing, or vision impairments? ❑ Yes Unable to Determine ❑ No or If yes, how? B. Does the Subrecipient have a Telecommunications Device for the Deaf (TDD), or an equally effective system, to facilitate telephone communications? ❑ Yes Unable to Determine ❑ No or Is it connected and advertised? ❑ Yes ❑ No If yes, list phone numbers. 35 f➢ �lY � C. Does the Subrecipient utilize appropriate auxiliary aids where necessary to ensure that individuals with handicaps may have an equal opportunity to participate in and enjoy the benefits of the Subrecipient's programs? 0 Yes Unable to Determine ❑ No or If yes, identify which ones. D. Has the Subrecipient adopted and implemented procedures to ensure that interested persons (including those with impaired vision or hearing) can obtain information concerning the existence and location of accessible services, activities and facilities? ❑ Yes Unable to Determine ❑ No or III.PROGRAM ACCESSIBTLTTY The facilities of any program or activity that receives Federal financial assistance must be accessible to and usable by qualified individuals with handicaps. The extent to which facilities must be made accessible depends on whether they are new, altered, or existing facilities. New facilities must be designed or constructed to be readily accessible to and usable by individuals with handicaps, See 24 CFR 8.22. A. Non-Housing Programs - New non-housing facilities shall be designed to be readily accessible to and usable by individuals with handicaps. When existing non-housing facilities are altered, with the use of CDBG funds, the alteration shall, to the maximum extent feasible, be made accessible and usable by individuals with handicaps. 1. Are all new non-housing facilities designed and constructed to be readily accessible to and usable by individuals with handicaps in conformance with the accessibility requirements contained in 24 CFR 8.22 and 8.329 (See also Fair Housing Act design and construction requirements, 24 CFR 100.205). ❑ Yes Unable to Determine ❑ No or 2. Are programs or services located in accessible facilities or accessible portions of facilities? Nonstructural changes to make programs accessible must be made immediately. The means of assuring, such accessibility is discussed in 24 CFR 8,21. ❑ Yes Unable to Determine 0 No or If no method has been designed to correct an inaccessible feature, the following statement should be used: There is evidence that the Subrecipient's non-housing facilities will not be made accessible to or usable by qualified individuals with handicaps within the time required by IUD. IV. EOUAL EMPLOYMENT OPPORTUNITY Section 504 requires recipients to conduct all their employment activities in a manner which does not discriminate against qualified individuals with handicaps solely on the bases of handicap- With respect to employment, a "qualified individual with handicap(s)" means an individual with handicap(s) who, with reasonable accommodation, can perform the essential functions of the job in question. ���Qi.3 36 The prohibition of discrimination in employment applies to the following activities, among others: • Recruitment, advertising, and the processing of proposals for employment; • Mixing, upgrading, promotion, award of tenure, demotion, transfer, layoff, termination, and rehiring; and • Job assignments, job classifications, organizational structures, position descriptions, lines of progression, and seniority lists. [See 24 CFR 8.10(c)] Subrecipients may not limit, segregate, or classify applicants or employees in any way that adversely affects their opportunities or status because of their handicap. A. Baseline Tnformation 1. Mow many individuals do the Subrecipient employ? 2. How many of them are individuals with handicaps? 3. How many employees did the Subrecipient hire in the last year? 4. How many of those hired in the last year were qualified individuals with handicaps? 5. What percentage of applicants was handicapped? G_ List any complaints filed against the recipient for employment discrimination the basis of handicap. DATE ALLEGED DISCRIMINATORY EMPLOYMENT RESOLUTION PRACTICE 7. List any areas of concern expressed by community organizations or others about the Subrecipient's employment practices. 8. Does the Subrecipient participate in any contractual or other relationships that have the effect of discriminating against applicants or employees with handicaps? (Such relationships include those with employment agencies, labor unions, and organizations providing benefits or training_,.) 24 CFR 8.1.0(d) ❑ Yes Unable to Determine ❑ No or 9. Does the Subrecipient use an employment test or other selecting criteria that acts to screen out individuals with handicaps? If so, is such job related? Are no other tests or selection criteria available? 24 CFR 8.12(a) ❑ Yes Unable to Determine 0 No or 37 10. Does the Subrecipient select and administer employment test so as to ensure that, when an applicant has handicap that impairs sensory, manual, or speaking skills, the test results accurately reflect the applicant's or employee's job skills, aptitude, or whatever other factor the test purports to measure, rather than that applicant's or employee's impaired sensory, manual, or speaking skills (except where those skills are the factors that the test purports to measure)? [See 24 CFR 8.12(b)] ❑ Yes Unable to Determine ❑ No or a. Indicate accommodations provided applicants during testing situation (e.g., sign language interpreters, Braille tests, etc_): b. Were there any reasonable requests for accommodations? If any answers to the above questions indicate discriminatory employment practices, so indicate and state a concern: There is evidence that the Subrecipient used employment criteria or employed testing techniques that caused qualified individuals with handicaps to be excluded from consideration. B. Pre-Emnlovment 1. Does the Subrecipient make preemployment inquiries or conduct preemployment medical examinations of applicants to determine whether an applicant is handicapped or the nature of severity of the handicap? If so, is the inquiry related to the applicant's ability to perform the job? 24 CFR 3,13(a) ❑ Yes Unable to Determine ❑ No or 2. When a Subrecipient is undertaking affirmative action efforts, the Subrecipient may invite applicants to indicate whether and to what extent they are handicapped, subject to certain restrictions. If the Subrecipient undertakes affirmative actions, does the Subrecipient make the following statements in written questionnaires, or orally if no written questionnaire is used: The information requested is intended for use solely in connection with its remedial action obligations, or its voluntary or affirmative action efforts'- 0 Yes Unable to Determine ❑ No or the information is being requested on a voluntary basis; ❑ Yes Unable to Determine ❑ No or it will be kept confidential; [See 8,13(d)] 77 Yes Unable to Determine 0 No or 000,03838 refusal to provide the information will not subject the applicant or employee to any adverse treatment, and, ❑ Yes Unable to Determine ❑ No or the information will be used only in accordance with regulations? [See 8.13(b)] ❑ Yes Unable to Determine ❑ No or Questionnaire and/or application form is attached. ❑ Yes ❑ No If any of the above questions could not be answered affirmatively,so indicate and state concern: There is evidence that the Subrecipient made improper preemployment inquires or exams or did not provide qualified applicants with handicaps assurances of confidential and appropriate use of information about their medical condition_ 3. If the Subrecipient conditions an offer of employment on the results of a medical examination conducted before the employee's entrance on duty, does it also require that all entering employees in that category of job classification take such an examination regardless of handicap? [See 8.13(c)] ❑ Yes Unable to Determine ❑ No or If the answer is no, then state concern: If the above question could not be answered affirmatively, so indicate and state concern. There is evidence that the Subrecipient treated qualified applicants with handicaps differently in the requirement for preemployment medical examinations. If the answer is "unable to determine," state concern: The Subrecipient should be required to adopt a policy consistent with the requirements of Section 504. 4. Is the information obtained concerning the medical condition or history of that applicant collected and maintained on separate forms that are accorded confidentiality as medical records: The information may be-shared in only three ways: a. Supervisors and managers may be informed of restrictions on the work or duties of individuals with handicaps and informed of necessary accommodations; b. First aid and safety personnel may be informed if the condition might require emergency treatment; and c. Government officials investigating compliance with Section 504 shall be provided relevant information upon request. [8.13(d)] ❑ Yes Unable to Determine ❑ No or If any of the above questions could not be answered affirmatively, so indicate and state concern: There is evidence that the Subrecipient did not maintain the confidentiality of the medical history of qualified applicants with handicaps. C. Reasonable Accommodation 1. Does the Subrecipient make reasonable accommodation to the known physical or mental limitations of an otherwise qualified applicant with handicaps or employee with handicaps, or can the Subrecipient demonstrate that such accommodation would impose an undue hardship on the operation of the program? [See 8.11(a)] ❑ Yes Unable to Determine ❑ No or 2. In providing reasonable accommodation, does the Subrecipient make facilities used by employees accessible to and usable by individuals with handicaps? [See 8.11(b)] ❑ Yes Unable to Determine ❑ No or 3. In providing reasonable accommodations, does the Subrecipient restructure jobs, relocate jobs, modify work schedules, acquire or modify work equipment and provide readers and interpreters, when necessary? [See 8.11(b)(2)] ❑ Yes Unable to Determine ❑ No or 4. In determining whether an accommodation would impose an undue burden on the operation of its program, did/does the Subrecipient consider the following factors; a. The overall size of its program with respect to the number of employees, the number and type facilities, and the size of the budget; ❑ Yes Unable to Determine ❑ No or b. The type of operation, including the composition and structure of its work force; and, ❑ Yes Unable to Determine ❑ No or c. The nature and the cost of the needed accommodation? [8.11(c)] ❑ Yes Unable to Determine ❑ No or 5. Has the recipient denied employment to a quailed handicapped employee or applicant because it did not want to make reasonable accommodation for that individual? [See S.II(d)] ❑ Yes Unable to Determine ❑ No or If any one of the above questions could not be answered affirmatively, so indicate and state concern: There is evidence that the Subrecipient has not provided reasonable accommodation in employment to qualified individuals with handicaps who need such assistance. G. Complete the following chart for employees who requested accommodations. Accommodations Current Position Duties Accommodations Provided (if not Employee's Requested Provided explain) Name Cn 40 V. REASONABLE-ADJUSTMENTS AND ACCOMODATIONS IN NON-HOUSING PROGRAMS AND ACTIVITIES Subrecipients must demonstrate a practice of providing reasonable adjustments and accommodations to persons with disabilities. These requirements include the Section 504 requirement of operating non-housing programs and activities so as to be accessible to persons with disabilities (24 CFR 8.21(c))- A. Operating Non-Housing Programs and Activities So As To Be Accessible To Persons With Disabilities Subrecipients are required to operate non-housing programs and activities so as to be accessible to persons with disabilities. This requirement may involve making reasonable accommodations in order to ensure that persons with disabilities receive the benefits and services of the programs and activities. 1. Does the Subrecipient or agent operate non-housing programs and activities so as to be accessible to persons with disabilities (24 CFR 8.210)? ❑ Yes Unable to Determine ❑ No or 2. Complete the following chart for persons with disabilities who requested accommodations in order to enable them to receive the benefits and services of the programs and activities. Name of Adjustment(s) Adjustment(s) Provided Applicant Handica Re uired (if not Provided ex lain) VI. PHYSICAL ACCESSIBTLITY This section relates to Site Accessibility pertaining generally to common areas. If any of the questions are not answered affirmatively, the following statement of concern may be used: Here is evidence that the Subrecipient has failed to provide common areas accessible to and usable by qualified individuals with handicaps. A. Site Accessibility This section is intended to be used as a relatively quick and easy guide to determine a building's physical accessibility. Detailed specifications for each area can be found in the Uniform Federal Accessibility Standards (UFAS). Comments should be made on all "no" answers, and should include alterations that can or will be made, any insurmountable obstacles to accessibility, and any other relevant circumstances and considerations. 1. Parking (where parking is provided) a. Does the facility have designated parking spaces for disabled individuals? ❑ Yes Unable to Determine ❑ No or b- Are spaces of adequate width (13 ft.)? ❑ Yes Unable to Determine ❑ No or c. Are the spaces marked with the universal access symbol? ❑ Yes Unable to Determine ❑ No or 41 ���� d. Are the spaces near the building entrance? ❑ Yes Unable to Determine ❑ No or 2. Building Entrance a. Is the main entryway wheelchair accessible (level entry or properly sloped ramp; 32" wide, non revolving door)? ❑ Yes Unable to Determine ❑ No or b. if not, is there a reasonable alternative entry. ❑ Yes Unable to Determine ❑ No or c. Is the entry relatively free of obstacles (clear paths for wbeelcbair users and blind persons)? ❑ Yes Unable to Determine ❑ No or 3. Meeting Rooms and Conference Areas of Facilities a. Can all rooms used for application taking, recertification, meetings or meals be reached without using steps or escalators? ❑ Yes Unable to Determine 0 No or b. If elevator use is required, are the elevators accessible (36" wide door, 54" deep x 68" wide car, wheelchair accessible controls, tactile buttons, auditory floor indicators)? ❑ Yes Unable to Determine ❑ No or c. Are all pathways to and from meeting rooms and throughout common areas accessible (36" wide hallways, free of obstacles)? ❑ Yes Unable to Determine Cl No or 4. Facilities a. Are restrooms wheelchair-accessible (adequate floor space for wheelchair; grab bars, paper products, lavatories at proper height, extended faucet handles)? ❑ Yes Unable to Determine ❑ No or b. Are paths to the rooms accessible? ❑ Yes Unable to Determine ❑ No or c. Are drinking fountains wheelchair accessible? ❑ Yes Unable to Determine ❑ No or d. Can telephones be used from a wheelchair? ❑ Yes Unable to Determine ❑ No or "Gf� EG 42 EXHIBIT K. - 1. - 5. Additional Requirements 1. Qualifications of staff supervising proposed activities/program and/or position description of new staff. 2. Copy of organization's Articles Of Incorporation and Active Status from the California Secretary of State's Business Search/Business Portal website,htW://kepler.ss.ca.gov/list.hlml. 3. Copy of organization's By-Laws. 4. Copy of IRS 501c (3) Certification Letter- 5- Copies of most recent United States IRS Form 990 or 990-EZ (Short Form) Return of Organization Exempt From Income Tax and California FTB Form 199 Exempt Organization Animal Information Return filings, only actual forms' first three pages. 43 HGG3 - Intentionally Left Blank- lt 44 EXHIBIT L AGENCY CERTIFICATION The Agency's Authorized Representative should check YES or NO as appropriate next to each statement below and initial each which certifies the accuracy of each statement. Supporting documents may be requested at a future date and must be supplied upon request. Agency's Legal Name: Initials: Does the Agency- YES NO Initials Maintains a personnel policy manual? Has an affirmative action plan? Has a Drug-Free Workplace policy? , Has a non-discrimination policy? Has a sexual harassment policy? Has a grievance procedure? Has the capacity to financially administer grant funds and has an effective fiscal management system in place? Has the financial capacity and willingness to assume the maintenance and operation responsibility as well as the costs associated with the indicated CDBG.funded facility improvement project? Maintains liability insurance coverage? Maintains State workers' compensation? Has a religious affiliation? If yes,please describe fully THE GOVERNING BODY OF THE APPLICANT HAS DULY AUTHORIZED THIS PROPOSAL. TO THE BEST OF MY KNOWLEDGE AND BELIEF, ALL DATA IN THIS PROPOSAL AND ITS EXHIBITS ARE TRUE, CORRECT AND TI IIS RFP DOES NOT IN ANY WAY GUARANTEE FUNDING. Name Title of Authorized Representative Initially Above Signature Date Signed of Authorized Representative Initially Above 45 Q'[iGQ4� -Intentionally Left Blank- — ATTACHMENTS — I. 1UP Evaluation Critcria II. Beneficiary Qualification Statement III_ Low and Moderate Income Areas 47 UQO0*7 - TnLenLionally LefL Blank- ���oC 48 ORGANIZATION: RPP EVALUATION CRITERIA Amount of Request! Start/End Dates. #To Be Served: Coyt/13eneficrary Age(:)To Be Served Group(h)To Be Served: Nex lxborhood(s)To Be Served: CRTTERIAELEMENA" MARGINAL ACCEPTABLE, GOOD OUTSTANDING POINT VALUE 0 I (3) (5S Proposal's completeness. COMMENTS: Solid knowledge of the community's need COMMENTS: Proposal meets one or more of the Ctry ConPlan identified goals. COMMENTS: Most recent five (5) yea experience/performance/timeliness reco of the organization with CDBG. COMMENTS: Familiarization w/CDBG Regulations. COMMENTS: Size of the organization, readiness to beg immediately&the capability to accompli, the worldoad in efficient & time manner. COMMENTS. Cite examples of innovative aktemativ, cost conscious approaches & leveraging other resources (i.t., in-land coatribuuoi matching funds, other jurisdictions bei served, etc.) to diversify its funding sour for the proposed programs/activities w/m I proposed budget. COMMENTS: Demonstrated experence/competence the organization&Its perSonnCl COMMENTS: Self Evaluation Review Checklist f Persons w/Disabilities Rc utrcmcnla. COMMENTS: Additional special qualifications that relevant to project selection. COMMENTS: SUB-TOTAL GRAND TO JJ Evaluator: Date: 49 QQQQ/zQ OTHER PERTINENT COMMENTS! 6f�G&1'�G�o CITY OF PALM SPRINGS EXHIBIT D Beneficiary Qualification Statement Proiect/Activity Title: Protect Number: Name/Address of Provider: Date: BENEFICIARY QUALIFICATION STATEMENT This statement must be completed and signed by each person or head of household (legal guardian) receiving benefits farm the described project/activity- Please answer each of the following questions, 1. How many persons are in your household? Far this question a household Is a group of related or unrelated persons occupying the same house with at least one member being the head of the household. Renters,roomers,or borders cannot be included as household members 2.Circle your combined gross annual income(Riverside-San Bernardino-Ontario,CA MSA—03120107) MEDIAN INCO NUMBER OF PERSONS IN YOUR HOUSEHOLD: LEVEL 1 2 g A 5 i 7 8 VERY LOW INCOME $20,700 $23,700 $26,650 $29,600 $31.950 $34,350 $36,700 $39,050 Below 50% LOWINCOME 51 —80°h $33,750 $37,900 $42,600 $47,350 $51,150 $54,950 $58,700 $82,500 MODERATE INCOME 549,700 $56,800 $63,900 $71,000 $76,700 $52,400 $88,000 $93,700 120% 3. What race/ethnicity do you identify yourself as; please note that this self-identification is voluntary in accordance with equal opportunity laws? ❑ White ❑ American Indian or Alaska Native AND White I] Black/African American 0 Asian AND White Asian 0 Black/African American AND White p American Indian or Alaskan Native ❑ American Indian/Alaska Native AND Black/African American J Native Hawaiian or Other Pacific Islander ❑ Other: HISPANIC/LATINO ETHNICITY 0 Yes ❑ No If yes,check one: ❑ Memcan/Chicano ❑ Puerto Rican 0 Cuban ❑ Other. 4. Please check,X___or no.if you area female Head of Household? 0 YE-5 0 NO ACKNOWLEDGEMENT AND DISCLAIMER I CERTIFY UNDER PENALTY OF PERJURY THAT INCOME AND HOUSHOLD STATEMENTS MADE ON THIS FORM ARE TRUE. NAME: DATE: ADDRESS: PHONE NO: SIGNATURE: The informe4onyou provide on this ibrm is for Community Develorrcnrnl 131nc1;Crr.en(C77AG)proyK.un pwpaws only and will be kept cmffidonrial. 51 �U1�05ii Intentionally Left Blank- 00005251 l i. 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[';;ti} �5�;, 'i'L};�...ka== �=,_,_r,_. �.s. �.q s.y;Al:'1:�."'` [.:l•: _ __ jjffs`tiiirN�:27� - - i ,� � •• nnY'AS.� - rv4 - .--<��;�.._]^_,!:.-:.=4. ..v., a..��niiJ!, l;vnv...1 <p,1'i- ._Yr a"Y:•- :Sfn .Y..r \•._ _ .1. --l_ LegrndY Sty➢omldsry Census Tract 2➢AD Lo ModmIalnoome➢lack Grove Fcec,,xay Census Block Gmup 2000 (LmrbdM1ndervin 8°wmn cvnmv++'mKon dsiincd nM1ajpr Road 1� CCnsusTranClNum➢cl' csCm:x Block Group.n"h Mud dran 61% Lowvnd Me6omlo Incxoo a Pepoloi=j '-" swTmad _1 yr Palm Spdngs lnl nmlt5onal Airport l swm.nvu=ndr ..ccp2lrcntinYwx ImORd�[(IdBICOC ICJ II x 3 1 j c I a (IICCmCAfCaS City of PaCm 9p6ngs i I Da1eC\CDBCQ7-08\RFRT'607 53 {OF pF LA,Ste* f� c v `'°°R"`r City Council Staff Report DATE: APRIL 4, 2007 PUBLIC HEARING SUBJECT: COMMUNITY DEVELOPMENT BLOCK GRANT 2007-2008 ANNUAL ACTION PLAN AND CDBG BUDGET APPROVAL; AUTHORIZATION FOR SUBMISSION TO THE UNITED STATES DEPARTMENT OF HOUSING & URBAN DEVELOPMENT— GRANT #: B-07-MC-06-0561, IN THE AMOUNT OF $517,881, FOR THE FISCAL YEAR 2007 — 2008, COMMUNITY DEVELOPMENT BLOCK PROGRAM, 33' PROGRAM YEAR; AND, AUTHORIZING THE CITY MANAGER TO EXECUTE ALL SUBRECIPIENT AGREEMENTS. FROM: David H. Ready, City Manager BY: Department of Community& Economic Development SUMMARY This action approves the 2007-2008 Community Development Block Grant (CDBG) Budget and the 2007-2008 Annual Action Plan. The resolution also authorizes the City Manager to execute all agreements with HUD as well as the CDBG program's subrecipients. The 2007-2008 Annual Action Plan is prepared by the City in response to requirements set forth by the U.S. Department of Housing & Urban Development (HUD) which mandates that local governments receiving federal housing and community development assistance must prepare a coordinated strategy each year that links its annual plan to the 2005-2010 Consolidated Plan, which is the blueprint for community development activity in the City. RECOMMENDATION: 1) Open the Public Hearing for public testimony; 2) Approve Resolution No. , "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS, CALIFORNIA, APPROVING THE 2007-2008 COMMUNITY DEVELOPMENT BLOCK GRANT ANNUAL ACTION PLAN; APPROVING THE COMMUNITY DEVELOPMENT BLOCK GRANT BUDGET FOR FISCAL YEAR 2007 - 2008; AUTHORIZING THE SUBMITTAL OF THE PLAN AND BUDGET TO THE UNITED STATES DEPARTMENT OF HOUSING & URBAN DEVELOPMENT; AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE APPROVAL/AGREEMENT WITH UNITED STATES DEPARTMENT OF HOUSING & URBAN DEVELOPMENT; and ITEM NO.._1 _ �J 3) Approve the following Subrecipient Agreements in a form acceptable to the City Attorney, and authorize the City Manager to execute all necessary documents: Family YMCA of the Desert— Energy-Efficiency Improvements $29,744 Palm Springs Department of Public Works& Engineering— Civic Drive Street Improvements $96,879 Desert AIDS Project— Energy-Efficiency Retrofitting $115,000 Palm Springs Department of Parks& Recreation— James O. Jessie Desert Highland Unity Center Energy-Efficiency Improvements $95,000 Mizell Senior Center— Meals On Wheels& Outreach Hybrid Vehicle $27,200 Court Appointed Special Advocates for Riverside County, Inc.— Support Program $15,000 Palm Springs Sunup Rotary Foundation — ` Shoes That Fit Program $16,482 Smile Factory for the Children of the Desert-- Early Childhood Oral Healthcare $19,000 Fair Housing Council of Riverside— Fair Housing Program $15,000 STAFF ANALYSIS: The City of Palm Springs was officially advised by HUD on March 14�t' that its CDBG entitlement for the 2007-2008 fiscal year will be $517,881, This year's entitlement represents level funding from the current year and is $127,117 less than the entitlement six years ago. Palm Springs is an "entitlement city,' meaning that it is a direct recipient of CDBG funds. The CDBG Program was adopted by Congress thirty-three years ago to provide a flexible funding source for local governments to meet the community development needs of their low and moderate-income persons. CDBG enables local governments to fund three National Objectives: benefiting low and moderate income persons; preventing or eliminating slums or blight; and meeting urgent need. The federal statute requires that at least 70% of CDBG expenditures must benefit low and moderate income persons. 2 �'0a05S There are also statutory limitations on the percentage of CDBG funds that may be utilized for administrative purposes, at no more than 20% of the entitlement, and Public Services, no more than 15% of the entitlement. The remaining funds are to be utilized for other categories, including Public Facilities and Capital Improvements. The total funds available for 2007-2008, by eligibility category, are: Public Facilities & Improvements......................................................$336,623.* Public Services.................. ............................... 77 682.** TOTAL PROGRAMMATIC FUNQS.................................................$414,305, ADMIN (includes Citizen Participation & Fair Housing) ............ 1 03 576.*** TOTAL CDBG 2007—2008 ENTITLEMENT................................ $$1 " Public Facilities & Improvements will also be partially funded with program income and the reprogramming of unexpended activity funds, both from prior years and current. Public Service is calculated at 15% of new entitlement funding. Administration is calculated at 20% of new entitlement funding. Consolidated Plan Compliance In 2005 the City adopted its required 2005-2010 Consolidated Plan, which was approved by HUD. The Consolidated Plan is the required blueprint for meeting the housing and community development needs of the city and provides a description of existing housing and community development needs, a long-term strategy to address those needs and an action plan for coming years. The City is responsible for preparing an Annual Action Plan update, which reiterates the City's CDBG goals and objectives contained in the Consolidated Plan, and incorporates the proposed projects and funding for the new fiscal year. A key component of the 2005-2010 Five-Year Consolidated Plan is a Strategic Plan, which includes the goals and objectives included in Attachment"A". The 2007-2008 Annual Action Plan contains programs that make progress toward the stated goals and the proposed accomplishments. New Annual Action Plans are prepared and updated annually. Each Annual Action Plan must contain projects and programs that will enable the City to meet its Five-year goals that are in the adopted Consolidated Plan. As a part of the Consolidated Plan/Annual Plan process, and a requirement of the CDBG program in general, HUD requires local governments to include citizen participation in the process. The following community participation activities were undertaken: + CDBG Request for Proposals (RFPs) were made available in early March on the City's website, and a fill-in Request For Proposal was e-mailed to a list of potential 3 L, respondents. The fill-in version helped make the application process easier for all applicants. In all, postcards and e-mail announcements were sent to 105 organizations, including previous CDBG Subrecipients, last year's applicants, City Departments, and those organizations requesting to be placed on the mailing list. • The Legal Notice was published on March 9" and March 14t° in The Desert Sun, and a press release was faxed to all Coachella Valley electronic and print media which provided information to the community about the availability of CDBG funds. It also appeared on the City's website and Channel 17. • Staff conducted a formal RFP Workshop on March 9" that provided technical assistance to the applicants. Fourteen agencies attended the workshop. Thirty- seven RFPs were distributed, which included thirteen new organizations. The submittal deadline was March 19a. The City received 19 funding requests totaling $1,215,727, compared to 15 proposals received last year, totaling $795,023 in requests. • The Citizens Advisory Committee held its public hearing on March 20". The Committee had two new members, representing the elderly population and the Parks & Recreation Commission, Staff briefed the Committee on this past year's CDBG activities, including the status of projects, the Consolidated Annual Performance & Evaluation Report, entitlement funding decreases, timely expenditure scrutiny by HUD, and the Administration's 2008 proposed budget impacts. The public hearing was held to receive testimony from organizations submitting proposals, allow ` Committee members to question the respondents, and receive public comments from community members. Other than 16 respondents who spoke, there were no public comments, The proposals were then ranked and the Committee recommended dollar awards. • The City Council Public Hearing represents the second of the two required public hearings. • After Council approves the activities and funding of the Annual Action Plan, it will be available for a 30 day public comment period prior to its submittal to HUD by May 15"'_ 4 00095,7 The following matrix is of the respondents and their respective funding requests: I. Public Facilities & Improvements: o7-os 2007-08 APPLICANT $ 06-07 05-06 04-05 REQUEST S $ S RECOMMENDED 1 amily YMCA of the 29,744 47,600 21,317 -0 - esert— Energy- 29,744 ficiency Improvements 2 aim Springs Department 157,113 -0- -0 - 172,158 96,879 f Public Works & ngineering—Civic Drive treet Improvements 3 troke Recovery Center— 18,243 50,000 33,589 -0 - - 0 - nergy Conservation m rovements 4 3oys and Girls Club of 100,000 - 76,693 - - 0 - alm Springs, Inc. — Multi- urpose Building onversion 5 Millennium Housing Corp_ 50,000 - - - 0 - -Sahara Park Fire ,uppression S stem 6 esertAIDS Project— 140,875 28,640 75,000 401,820 nergy-Efficiency 115,000 etrofittin 7 -lousing Authority of 75,000 - - - - 0 - iverside County— ightengale Manor hase II 8 Palm Springs 275,000 167,000 208,800 95,000 Department of Parks & Recreation — James O. Jessie Desert Highland Unity Center Energy-Efficiency Improvements TOTAL PUBLIC IMPROVEMENT $845,975 $336,623 REQUESTS 5 �Y !l. Public Services: 07-06 2007-08 APPLICANT $ 06-07 05-06 04-05 REQUEST $ S $ RECOMMENDED g halter from the Storm— omestic Violence 29,960 15,000 35,200 20,000 -0- utreach &Advocac 1 p piscopal Community Services— Desert Vista 30,000 - - -0- - Housin Support 11 izell Senior Center— Meals On Wheels & 32,000 75,000 17,000 13,000 27,200 Outreach Hybrid Vehicle 12 peration SafeHouse, Inc_ 50,000 - 18,000 32,000 -0- -BuildingFumishin s 13 eterans For Peace— Veterans Resource 15,000 - - -0- Center Operations 14 oachella Valley Housing _ oalition —Coyote Run 35,395 15,000 - -0 . fter- School Program ourt Appointed Special 15 dvocates for Riverside 20,000 -0- 18,000 14,000 15,000 ounty, Ina —Support Program 16 elp For Future Leaders, Inc. -- Transitional 59,650 - - -0- Housinq Ci erations 17 Palm Springs Sunup Rotary Foundation — 30,000 15,000 - - 16,482 Shoes That Fit Program 18 mile Factory for the hildren of the Desert— 25,000 - - 19,000 Rotary Childhood Oral ealthcare PUBLIC SERVICES $326,995 $77,682 REQUESTS 6 i III. Program Requirements 07-08 2007-08 APPLICANT $ 06-07 05-06 04-05 REQUEST S $ $ RECOMMENDED 19 Fair Housing Council of 42,757 25,000 40,853 33,000 iverside— Fair Housing 15,000 ro ram alm Springs Department 93,720 111,696 110,200 88,576 f Community& Economic evelopment— dministration U L PROGRAM $103,720 $103,576 IREMENTS Total Programmatic Funding Summary(I—II) 07-08 2007-08 y APPLICANT $ 06_0 os os o4-05 REQUEST $ S $ RECOMMENDED I PUBLIC FACILITIES & $845,975 $336,623 IMPROVEMENTS II PUBLIC SERVICES $326,995 $77,fi82 PROGRAMMATIC $1.2M $414.305 FUNDING All proposals were reviewed by the Citizens Advisory Committee. In some instances, even though a project met the Consolidated Plan goals, the Committee may not have recommended the program for funding due to other concerns. Below is a description of all of the proposals reviewed, including area/clientele to be served, average Evaluation Criteria Score and recommended allocations for 2007-2008 CDBG funding. 7 909060 PROJECTS RECOMMENDED FOR FUNDING Public Facilities & Improvements.- 1. Family YMCA of the, Desert Energy-Efficiency Improvements: The proposal continues the Y's energy conservation efforts to the facility by upgrading the roofing system on the lower roof section of the gym and replacing the gym's seven evaporative coolers. These improvements would replace aged and non-efficient systems with more energy-saving ones, which will reduce operational costs. 2,600 Valley-Wide; 1,337 UM; 1,141 PS Residents; 32 Eval Score; $29,744 2. Palm Springs Department of Public Works & Engineering — Civic Drive Street Improvements; This proposal is to construct infrastructure within the public right-of- way on Civic Drive, which will include improving the pavement profile and installing curbs and gutters for adequate drainage. The sidewalk improvements will improve pedestrian access and provide for a school bus stop on Civic. Drive. The Committee felt that the partnership between the City and LING Housing to preserve affordable housing at the Tahquitz Court Apartments warranted at least funding the improvements adjacent to the apartments. 115 Households; 115 UM; 115 PS Households; 32 Eval Score; $96,879 6. Desert AIDS Protect-- Energy-Efficiency Retrofitting: DAP's proposal is a continuation of their facility renovations to facilitate client services and expand their ability to accommodate the rapidly increasing client base by making energy-efficient upgrades. These upgrades will replace two existing 50 ton chillers with one new 150 ton chiller which will result in energy cost savings. 2,253 Eastern County; 2,253 L/M; 1,212 PS Residents; 40 Eval Score; $115,000 8. Palm Springs Department of Parks & Recreation — James O. Jessie Desert Highland Unity Center Energy-Efficiency Improvements: Parks & Recreation's proposal is also a continuation of ongoing renovations to the Center by installing energy-efficient systems for the gymnasium. The project called for a roof retrofit and installation of new air conditioning to increase summer programming. The Committee felt that due to limited funds for the coming year, the project would need to be phased and the roofing system was identified as the highest priority. 115 Households; 115 UM; 115 PS Households; 28 Eval Score; $95.000 Public Services: 11.Mizell Senior Center — Meals On Wheels & Outreach Hybrid Vehicle: The Senior Center requested funds to acquire a hybrid technology vehicle for delivery of meals to homebound seniors. This fuel-efficient vehicle will replace an alder gasoline powered vehicle, which will reduce operational costs. 5,200 West Valley; 5,200 UM; 4,940 PS Residents; 33 Eval Score; $27,200 8 15.Court Appointed Special_Advocates for Riverside County, Inc. — Support Program: Court Appointed Special Advocates' proposal is to recruit, train and supervise an additional 20 new community volunteers to bring the total number of volunteers to 34. These volunteers work with abused, neglected or abandoned children (birth to eighteen years old), who reside in foster or group homes and are dependents of the County's Juvenile Court System. 20 City-Wide; 20 UM; 20 PS Residents; 32 Eval Score; $15,000 17.Palm Springs Sunup Rotary Foundation -- Shoes That Fit Program: Rotary's request will expand their community service program, which provides shoes to elementary and middle schools in the Palm Springs Unified School District, which in turn distributes them to needy students participating in the Free and Reduced Federal Lunch Program. 7,000 District-Wide; 7,000 L/M: 2,100 PS Residents; 31 Eval Score; $16,482 18.Smile Factory for the Children of the Desert — Early Childhood Oral Healthcare: The Smile Factory is requesting funding for the operation of its mobile dental clinics, which provide free dental screening and dental services to PSUSD's low-income children based on their participation in the Free and Reduced Federal Lunch Program. The Committee agreed that this targeted population may not otherwise access or pay for such dental care and recommends funding for this service. 2,366 City-Wide; 1,599 UM; 2,366 PS Residents; 32 Eval Score; $19,000 Fair Housinq Services. 19.Fair Housing Council of Riverside County — Fair Housing Program: Under CDBG guidelines, the City is mandated to provide its residents a fair housing program, The Fair Housing Council requested these funds to provide comprehensive services which affirmatively address and promote fair housing (antidiscrimination) rights and landlord/tenant services to the City of Palm Springs. This CDBG activity is eligible to be funded under General Administration. The unfunded portion of Fair Housing's request could be filled through the Agency's Low and Moderate Income Housing Program. 1,500 City-Wide; 1,500 UM; 1,500 PS Residents; 21 Eval Score; $15,000 The fallowing list is a brief description of the other proposals reviewed by the Committee, but not recommended for funding for one of several reasons, including not meeting the CDBG eligible activities guidelines, Consolidated Plan goals, other administrative concems, or because of limited funding. PROJECTS NOT RECOMMENDED FOR FUNDING Public Facilities&Improvements 3, Stroke Recovery Center— EneMy Conservation Improvements: The Stroke Recovery Centers proposal was a continuation of their facility renovations, continuing with 9 r-I energy conservation improvements. These improvements would replace aged and non-efficient parking lot lights with more energy-saving LED's on existing light poles, but was only estimated to save $1,700 annually. 191 Valley-Wide; 143 L/M; 60 PS Residents; 16 Eval Score; $18,243 4. Boys and Girls Club of Palm Springs, Inca— Multi-Purpose Building Conversion: The Club's request was for funds to convert the existing swimming pool and its building to a facility which would provide multiple activity options for year-round use. The Committee felt that the project was too preliminary, given limited funding. 1,100 Westem-Valley; 1,100 UM; 1,045 PS Residents; 17 Eval Score; $100,000 5. Millennium Housing Corporation — Sahara Park Fire Suppression System: Millennium Housing's request was to install a fire suppression system in this mobile home park to comply with the City's Fire Department recommendations. 254 Households; 220 UM; 254 PS Households; 7 Eval Score; $50,000 7. Housing Authority of the County of Riverside — Niclhtengale Manor Phase II: The Housing Authority's request was for the design and public utility infrastructure cost to construct two four-plexes on the undeveloped parcel adjacent to Nightengale Manor. The eight units will be targeted at Housing Opportunities for Persons with AIDS (HOPWA) families that are homeless or at risk of becoming homeless. The Housing Authority, in conjunction with the Inland Empire HIV Planning Council's 2006-2009 Comprehensive HIV Services Plan, has determined that HIV/AIDS families have severe needs that go beyond physical treatment for their disease. They also noted the — elimination of the family units in the Rick Weiss Apartments, formerly known as the Vista Sunrise Apartments. 8 Households; 8 UM; 8 PS Households; 18 Eval Score; $75,000 Public Services 9. Shelter from the Storm -- Domestic Violence Outreach & Advocac : The Shelter from the Storm is a 72-bed emergency shelter for women and their children who are victims of domestic violence, The Shelter requested funds to continue the operation of its bilingual Domestic Violence Outreach and Advocacy Center and to staff it full-time. The Outreach Center provides a full range of crisis counseling and support services for battered women and their children. 1,057 Valley-Wide; 284 UM; 84 PS Residents; 16 Eval Score; $29,950 10.E isco al Community Services —Desert Vista Housing Support: Episcopal Community Services requested local matching funds to supplement their existing County permanent housing HIV+/Disabled Homeless grant. 40 Western Valley; 40 UM; 0 PS Residents; 14 Eval Score; $30,000 10 a0goS3 12,O eration SafeHouse — Building Furnishings: Operation SafeHouse's request was funding to acquire furnishings for their new 20-bed emergency shelter complex for runaway and homeless youth which is slated to open in late 2007. 650 Valley-Wide; 650 UM; 150 PS Residents; 13 Eval Score; $50,000 13.Veterans For Peace — Veteran Resource Center Operations: Veterans For Peace's request was to use half of their funding for direct services through the Transportation Reimbursement and Information Project's program which reimburses low-income veterans or volunteer drivers for gas mileage to the VA Hospital in Loma Linda. The balance of funds would be used for operational expenses and an Art Therapy program. 100 City-Wide; 100 UM; 100 PS Residents; 5 Eval Score; $15,000 14.Coachella Valley Housing Coalition — Coyote Run After-School Program: CVHC's request is to cover operational expenses of their existing after-school tutoring and computer class program. CVHC's prior CDBG funding enabled them to partner with the Family YMCA of the Desert's Proposition 49 After School Program efforts; however due to limited funds available this proposal was not recommended. 45 Coyote Run; 45 UM; 45 PS Residents; 14 Eval Score; $35,395 16.Hel For Future Leaders Inc. — Transitional Housing Operations; Help For Future Leaders, Inc. is requesting operational funds to expand their transitional housing program for alcoholic and drug recovering addicts in the desert from their existing l Colton base. 120 Valley-Wide; 120 UM; 40 PS Residents; 5 Eval Score; $59,650 City Council action will approve the Annual Action Plan and CDBG Budget, as well as authorize the City Manager to execute the agreements between the City and the 2007- 2008 CDBG subrecipients and the Funding Approval/Agreement with HUD, which allows the acceptance of the City's annual CDBG entitlement allocation. it oi`U V�4 FISCAL IMPAC IFinance Director Approval There is no direct fiscal impact to the General Fund. These dollars are the City's allocated federal annual entitlement funds from the U.S. Department of Housing & Urban Development Community Dev lopment Black Grant program, J HN S. RA ND DALE E. COOK, JR. Di ct of Community Development Community& Economic Development Administrator THO S J. WILS DAVID H. REA Assistant City Man ger-- Development Services City Manager ATTACHMENT: 1. Attachment A—Strategic Plan Goals 2. Resolution 12 Q'13USE Attachment A City of Palm Springs 2005-2010 Consolidated Plan Strategic Plan Goals HOUSING GOALS GOAL 1: PRESERVE DECENT SAFE SINGLE-FAMILY AND MOBILE HOME RESIDENTIAL UNITS THROUGH HOUSING REHABILITATION PROGRAMS GOAL 2: RETAIN AND INCREASE THE STOCK OF AFFORDABLE HOUSING THROUGH REHABILITATION AND NEW CONSTRUCTION GOAL 3: ENHANCE CRIME AWARENESS OF VERY LOW, LOW INCOME NEIGHBORHOODS THROUGH COMMUNITY PRESERVATION AND COMMUNITY POLICING SERVICES GOAL 4: PROVIDE FAIR HOUSING SERVICES TO AFFIRMATIVELY FURTHER FAIR HOUSING WITHIN THE CITY GOAL 5: SUPPORT PUBLIC HOUSING SERVICES FOR INDIVIDUALS SEEKING RENTAL ASSISTANCE GOAL 6: INCREASE HOMEOWNERSHIP OPPORTUNITIES FOR ELIGIBLE FIRST- TIME OR MINORITY HOMEBUYERS GOAL 7: REDUCE LEAD PAINT HAZARDS THROUGH EDUCATION, INSPECTION, REHABILITATION AND ABATEMENT HOMELESS GOALS GOAL 1: SUPPORT OR PROVIDE FUNDING FOR PROGRAMS THAT OFFER SERVICES AND/OR SUPPORTIVE HOUSING TO ASSIST HOMELESS INDIVIDUALS AND/OR FAMILIES GOAL 2: SUPPORT RIVERSIDE COUNTY DISTRICT 4's CONTINUUM OF CARE STRATEGY THAT STRIVES TO END CHRONIC HOMELESSNESS BY AIDING HOMELESS INDIVIDUALS AND FAMILIES THOUGH SERVICES AND HOUSING NON-HOUSING GOALS GOAL 1: ESTABLISH NEW AND/OR EXPANDED SERVICES FOR SENIORS, AT-RISK YOUTH, SEVERELY DISABLED ADULTS, AND SPECIAL NEEDS POPULATIONS GOAL2: SUPPORT NATURAL DISASTER PREPAREDNESS SERVICES AND RESPONSE IN THE AFTERMATH OF NATURAL DISASTER 13 GOGG'SC NON-HOUSING COMMUNITY DEVELOPMENT GOALS GOAL 1: PROVIDE PUBLIC FACILITY IMPROVEMENTS THROUGH DESIGN, REHABILITATION AND NEW CONSTRUCTION GOAL 2: IMPROVE INFRASTRUCTURE TO ELIMINATE HEALTH AND SAFETY OBSTRUCTION THAT WILL ENHANCE COMMUNITY STABILITY AND ATTRACTIVENESS GOAL 3: ELIMINATE ARCHITECTURAL BARRIERS THROUGH DESIGN, REHABILITATION, AND NEW CONSTRUCTION TO IMPROVE ACCESSIBILITY FOR THE PHYSICALLY IMPAIRED AND DISABLED PERSONS IN MEETING ADA COMPLIANCE ECONOMIC DEVELOPMENT GOAL 1: PROMOTE, MAINTAIN AND/OR EXPAND THE CITT'S ECONOMIC BASE THROUGH ECONOMIC AND EMPLOYMENT OPPORTUNITIES TO EXISTING LOCAL BUSINESSES AND PROSPECTIVE BUSINESSES 14 n 0a9GS7 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS, CALIFORNIA, APPROVING THE 2007-2008 COMMUNITY DEVELOPMENT BLOCK GRANT ANNUAL ACTION PLAN; APPROVING THE COMMUNITY DEVELOPMENT BLOCK GRANT BUDGET FOR FISCAL YEAR 2007 - 2008; AUTHORIZING THE SUBMITTAL OF THE PLAN AND BUDGET TO THE UNITED STATES DEPARTMENT OF HOUSING & URBAN DEVELOPMENT; AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE APPROVAL/AGREEMENT WITH UNITED STATES DEPARTMENT OF HOUSING & URBAN DEVELOPMENT AND THE SUBRECIPIENT AGREEMENTS -- WHEREAS, as a Community Development Block Grant entitlement community, the City of Palm Springs is required to prepare and submit a Five Year Consolidated Plan and Annual Action Plan for the use of the federal funds received; and WHEREAS, the City of Palm Springs is eligible to receive an entitlement of $517,881 of Community Development Block Grant funds under the U.S. Department of Housing & Urban Development regulations; and WHEREAS, the funds must be used for eligible activities which principally benefit low and moderate income persons; and WHEREAS, pursuant to the requirements of including citizen involvement in the allocation process, a Citizens Advisory Committee was established and a public hearing was held to receive citizen input on the allocation of these funds; and WHEREAS, the proposals have been reviewed by the CDBG Citizens Advisory Committee based on the needs of low and moderate income persons and the other National Objectives to benefit the maximum number of people; and WHEREAS, the City Council held a public hearing on April 4, 2007 to receive public input on the allocation of these funds; and t CDBG Annual Plan Resolution April 4, 2007 Page 2 NOW, THEREFORE, be it resolved that the City Council of the City of Palm Springs, California, does hereby approve the following: SECTION 1. The 2007-2008 Annual Action Plan is hereby approved. The City Manager or his designee is authorized to submit the 2007-2008 Annual Action Plan to the United States Department of Housing & Urban Development, which accurately reflects the 2007-2008 CDBG budget and projects approved by the City Council- SECTION 2. The total Community Development Block Grants funds available for 2007-2008, including Entitlement and projected Program Income, by authorized category of basic eligibility, are approved as follows: Public Facilities& Improvements........................................$336,623.* Public Services........................................................................ 77 682.** TOTAL PROGRAMMATIC FUNDS....................................$414,305. ADM IN (includes Citizen Participation& Fair Housing).,. 1 D3 576.*** TOTAL CDBG 2007—2008 ENTITLEMENT.................... 517$8t. l- * The reprogramming of unexpended activity funds, from prior and current years shall be directed to Public Facilities & Improvements- SECTION 3- The City Manager is hereby authorized to accept and execute the Funding Approval/Agreement with HUD — Grant #: B-07-MC-06- 0561, in the amount of $517,881, for the Fiscal Year 2007 — 2008 CDBG Program, 33ro Program Year. SECTION 4. The City Manager is hereby authorized to execute the following Subrecipient Agreements and all necessary documents, in a form acceptable to the City Attorney: Family YMCA of the Desert — Energy-Efficiency Improvements $29,744 Palm Springs Department of Public Works& Engineering— Civic Drive Street Improvements $96,879 Desert AIDS Project—Energy-Efficiency Retrofitting $115,000 CDBG Annual Plan Resolution April 4, 2007 Page 3 Palm Springs Department of Parks & Recreation — James O. Jessie Desert Highland Unity Center Energy-Efficiency Improvements $95,000 Mizell Senior Center — Meals On Wheels & Outreach Hybrid Vehicle $27,200 Court Appointed Special Advocates for Riverside County, Inc. --Support Program $15,000 Palm Springs Sunup Rotary Foundation — Shoes That Fit Program $16,482 Smile Factory for the Children of the Desert— Early Childhood Oral Healthcare $19,000 Fair Housing Council of Riverside— Fair Housing Program $15,000 ADOPTED this day of 2007, David H. Ready, City Manager ATTEST: James Thompson, City Clerk 8 I � \r' CDBG Annual Plan Resolution April 4, 2007 Page 4 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF RIVERSIDE ) ss. CITY OF PALM SPRINGS) I, JAMES THOMPSON, City Clerk of the City of Palm Springs, hereby certify that Resolution No. is a full, true and correct copy, and was duly adopted at a regular meeting of the City Council of the City of Palm Springs on April 4, 2007, by the following vote: AYES: NOES; ABSENT: ABSTAIN: James Thompson, City Clerk City of Palm Springs, California j e NOTICE OF PUBLIC HEARING CITY OF PALM SPRINGS 0 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) 2007-08 ANNUAL ACTION PLAN A public hearing will be conducted on Wednesday, April 4, 2007, before the City Council to provide citizens with an opportunity to offer comment on the proposed activities of the Community Development Block Grant (CDBG) funds for this coming fiscal year. This hearing will be held at 6:00 p.m., in Council Chamber, 3200 E. Tahquitz Way. The City's Five-Year Consolidated Plan (ConPlan) integrates the application, planning and citizen participation for the CDBG program. The ConPlan was completed in May 2005 and will be updated every five years. A One Year Action Annual Action Plan is required every year to describe the housing and community development policies, programs and budget to be undertaken by the City using federal, state, local and private funds for the next year. The proposed CDBG projects and budget will be submitted to the Dept. of Housing and Urban Development (HUD) May 15, 2007. HUD has advised the City that it's Fiscal Year 2007 - 08 entitlement will be $517,881. During the past year, CDBG funds have been used in such projects which are completed or nearing completion: Public Facilities and Improvements — ADA Pedestrian Safety Improvements, Desert AIDS Project, James O. Jessie Desert-Highland (JOJDH) Unity Center, Mizell Senior Center, PS Boys and Girls Club, and Stoke Recovery Center; • Public Services — Fair Housing Council, PS Unified School District Cafe Raman and Shelter From the Storm; and Rehabilitation — Home Repair Programs. �--Response to this notice may be made verbally at the Public Hearing and/or in writing before the hearing. Written comments may be made to the City Council by letter delivered to: James Thompson, City Clerk 3200 E. Tahquitz Canyon Way P. Q. Box 2743 Palm Springs, CA 92263 For further information regarding the hearing or CDBG needs, please contact Dale Cook, Community Development Administrator, City of Palm Springs Community and Economic Development Department, PO Box 2743, Palm Springs, CA 92263-2743, Dale.Cook(d)palmsprings-ca.gov, or 323.8198JTDD 864.9527. The City does not discriminate on the basis of any reason that is not related to a bona fide qualification in admission or access to, or treatment or employment in, its federally assisted programs and activities- It is also the intention of the City to comply with the American with Disabilities Act (ADA) in all respects. Persons with disabilities who require auxiliary aids or special assistance is needed beyond what is normally provided in utilizing City facilities, programs, services or activities who require this document be provided in other accessible formats or who would like.information on the City's compliance with the ADA, the City will attempt to accommodate in, ever reasonable manner. Please contact the City's ADA Coordinator at Phil.KaplanCO-palms irinas-ca.gov, or 323- 8219/TDD 864-9627, and provide a three-day notice informing us of the particular need(s) and Co- determine if accommodation is feasible. ames Thompson, City Clerk UriUQL�G�