CDBG_-_Public_Services_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL

2024-CDBG-038-PR

CDBG - PUBLIC SERVICES

County of Dane

City-County Building, Room 425, 53703

Madison, WI 53703

RELEASE DATE: April 17, 2024

DEADLINE FOR QUESTIONS: May 17, 2024

RESPONSE DEADLINE: May 31, 2024, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/countyofdane

County of Dane

REQUEST FOR PROPOSAL

CDBG - Public Services

I. Introduction II. RFP Overview

III. Evaluation IV. Project Overview/Scope of Services V. RFP Application

VI. General Guidelines and Terms & Conditions VII. Standard Terms and Conditions

Attachments:

A - Dane County UCC Participation List - 2024

B - CDBG - Policies - Public Services REV 03-19-2024

C - Dane County 2025 Evaluation Criteria FINAL 04.15.2024

D - FINAL-2020-2024-ConPlan

Request For Proposal #2024-CDBG-038-PR Title: CDBG - Public Services

1. Introduction

1.1. Summary

Dane County is soliciting applications from organizations interested in operating a program to benefit low-and-moderate income residents of the Dane County Urban County Consortium (see Appendix A).

Funding is expected to be available under the HUD-funded Community Development Block Grant

(CDBG) program. The primary emphasis is on projects focusing on homeless prevention, emergency assistance, case management, transportation, and job training assistance. Please refer to the attached document: CDBG PUBLIC SERVICES PROGRAM STANDARDS (Appendix C). Dane County requires that all applicants complete the Vendor Questionnaire/RFP application in its entirety, and sign the Signature

Power Form at the end of the Questionnaire. Failure to do so may result in the application to become ineligible for funding and may not be scored.

1.2. Background

Annually, Dane County can use up to 15% of the CDBG allocated funds toward Public Service type projects. On average, the total amount available in the Public Services category is $150,000. It is expected to fund multiple agencies in this category.

The minimum request amount for CDBG-Public Services RFP is $5,000 and the maximum request amount for CDBG-Public Services RFP is $50,000.

1.3. Contact Information

Megan Rogan

Purchasing Officer

210 Martin Luther King Jr. Blvd. Rm. 425

Madison, WI 53703

Email: rogan.megan@countyofdane.com

Phone: (608) 283-1487

Department:

Human Services

1.4. Timeline

Release Project Date April 17, 2024

Vendor Conference (Non-Mandatory) April 25, 2024, 10:00am

Please pre-register for the virtual vendor conference at the following link:

https://zoom.us/meeting/register/tJ0kf-ihpjIvGNfdrIVs5wB0Y0RbNjsuPtvi mailto:rogan.megan@countyofdane.com tel:(608)283-1487 https://zoom.us/meeting/register/tJ0kf-ihpjIvGNfdrIVs5wB0Y0RbNjsuPtvi

Question Submission Deadline May 17, 2024, 2:00pm

Question Response Deadline May 24, 2024, 2:00pm

Proposal Submission Deadline May 31, 2024, 2:00pm

2. RFP Overview

2.1. Introduction

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal according to the specifications set forth within this document.

The County intends to use the results of this process to award a contract or issue of purchase order for the product(s) and or services(s) stated: Dane County is soliciting applications from organizations interested in operating a program to benefit low-and-moderate income residents of the Dane County

Urban County Consortium (see Appendix A). Funding is expected to be available under the HUD-funded

Community Development Block Grant (CDBG) program. The primary emphasis is on projects focusing on homeless prevention, emergency assistance, case management, transportation, and job training assistance. Please refer to the attached document: CDBG PUBLIC SERVICES PROGRAM STANDARDS

(Appendix C). Dane County requires that all applicants complete the Vendor Questionnaire/RFP application in its entirety, and sign the Signature Power Form at the end of the Questionnaire. Failure to do so may result in the application to become ineligible for funding and may not be scored.

The Dane County Purchasing Division is the sole point of contact for questions and issues that may arise during the RFP process.

2.2. Clarification of the Specifications

All inquiries concerning this RFP must be submitted via the County's eProcurement Portal.

Any questions concerning this RFP must be submitted before 2:00 pm on Friday, May 17, 2024.

Proposers are expected to raise any questions, exceptions, or additions they have concerning the RFP document at this point in the RFP process. If a proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the proposer should immediately notify the contact person of such error and request modification or clarification of the RFP document.

Proposers are prohibited from communicating directly with any employee of Dane County, except as described herein. No County employee or representative other than those individuals listed as County contacts in this RFP is authorized to provide any information or respond to any question or inquiry concerning this RFP.

The minimum request amount for CDBG-Public Services RFP is $5,000 and the maximum request amount for CDBG-Public Services RFP is $50,000.

2.3. Vendor Conference

A vendor conference will be held for this RFP on Thursday, April 25, 2024 at 10am.

Register to attend the vendor conference: https://zoom.us/meeting/register/tJ0kf-ihpjIvGNfdrIVs5wB0Y0RbNjsuPtvi https://procurement.opengov.com/portal/countyofdane

2.4. Calendar of Events

Specific and estimated dates and times of actions related to this RFP are listed in the timeline in the

Introduction section above. The actions with specific dates must be completed as indicated unless otherwise changed by the County. In the event that the County finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing an addendum to this RFP and posting such addendum on the Dane County eProcurement Portal. There may or may not be a formal notification issued for changes in the estimated dates and times.

CDBG & HOME RFP Cycle Calendar of Events DATE (Subject to Change)

RFP Issued April 17, 2024

Vendor Conference April 25, 2024

Addendums or supplements to the RFP posted on the Purchasing Division website May 13, 2024

Last day to submit written inquiries (2:00 p.m. CST) May 17, 2024

Question Response Deadline (2:00 p.m. CST) May 24, 2024

Proposals due (2:00 p.m. CST) May 31, 2024

Presentations to Application Review Team July 10 – 16, 2024

Preliminary funding recommendations to CDBG Commission August 6, 2024

Public Hearing on Final funding recommendations to CDBG Commission October 1, 2024

Approval of County Board November/December 2024

Contract Drafting January – March 2025

Funds Available for Reimbursement April 2025 (tentative)

2.5. Submittal Instructions

Dane County reserves the right to accept any part of this bid deemed to be in the best interest of the

County. The County also retains the right to accept or reject any or all bids.

Proposals must be submitted via the County's eProcurement Portal before 2:00 pm on Friday, May 31, 2024. Late, faxed, mailed, hand-delivered, or incomplete proposals will be rejected unless otherwise specified. Dane County is not liable for any cost incurred by proposers in replying to this RFP.

To Submit a Proposal:

1. Register at the County's eProcurement Portal at https://procurement.opengov.com/portal/countyofdane

2. Once registered, click on the "draft" button to draft your proposal.

3. Provide company information.

4. Answer Vendor Questionnaire.

5. Where indicated upload the required documents.

6. The file upload status can be seen for each document uploaded.

3. Evaluation

No

Evaluation Criteria Scorin g

Metho d

Weigh t

(Point s)

1. Meeting a National Objective – Need and Justification (30 points maximum):

• The program overview adequately describes how the proposed project meets a national objective. (worth up to 5 points).

o The activity will be evaluated in terms of the documentation and justification of meeting a national objective. Activities with documentation and justification will be awarded accordingly:

Excellent 5 points

Good 3 – 4 points

Average 1 – 2 points

Does not provide documentation and/or justification 0 points

• Statements are substantiated and related to the needs and the priorities in the 2025 - 2029

Consolidated Plan (worth up to 5 points).

o The activity will be evaluated in terms of the documentation and justification of the needs tied to the priorities listed in the Consolidated Plan. Activities with documentation and justification will be awarded accordingly:

Excellent 5 points

Good 3 – 4 points

Average 1 – 2 points

Does not provide documentation and/or justification 0 points

• Provides a description of how funds may be targeted to areas of greatest need (worth up to

10 points).

o The activity will be evaluated in terms of the documentation and justification of the need for the activity. Activities with documentation and justification will be awarded accordingly:

Excellent 9 – 10 points

Good 6 – 8 points

Average 1 – 5 points

• The organization has developed a process to serve individuals with limited English proficiency

(LEP). (worth up to 5 points)

Points

Based

(28.6% of

Total)

The organization has developed a Language Access Plan (plan must be included in the RFP application).

1 point

The organization has developed a process to provide interpretation services.

1 point

The organization has developed a process to provide translation services.

1 point

The organization has developed marketing materials in multiple languages.

1 point

The organization has signage attesting to the services listed above.

1 point

• Service Area: How accessible is the program geographically to low-and-moderate income persons? (worth up to 5 points) o The activity will be evaluated in terms of the documentation and justification of the accessibility to the activity. Activities with documentation and justification will be awarded accordingly:

Accessible to low- and moderate income persons. 4 – 5 points

Somewhat accessible to low- and moderate income persons.

1 – 3 points

Not accessible to low- and moderate income persons. 0 points

2. Project Approach (30 points maximum):

The application describes what the program/project will do; how it will be implemented, operated, and administered within a realistic time period; how the services or activities will be provided; and how low-income participants will access services. The description should include:

• Project description: A description of the work that will be undertaken and a description of how the work will address the identified need. Includes relevant eligibility guidelines, clear referral process. Applicant demonstrates capacity to carry out the project. (worth up to 8 points).

o The activity will be evaluated in terms of the documentation and justification of describing how the work addresses the identified need. Activities with documentation and justification will be awarded accordingly:

Excellent 7 - 8 points

Good 4 – 6 points

Average 1 – 3 points

• Work plan, Timeline and Milestones: A work plan for how the project/program will be organized, implemented, operated, and administered, and the timeline and milestones from initiation to completion. Work on the project - meaning funds will be spent - will begin in

2025. (worth up 7 points).

o The activity will be evaluated in terms of the documentation and justification of the work plan, timeline and milestones. Activities with documentation and justification will be awarded accordingly:

Excellent 7 points

Good 4 – 6 points

• Outreach and marketing initiatives that will be implemented to inform potential participants and to ensure that they are aware of the services/activities to be provided (worth up to 5 points).

Conducts targeted outreach to 5 or more municipalities to inform potential participants 5 points

Conducts targeted outreach to 3 - 4 municipalities to inform potential participants 3 – 4 points

Conducts targeted outreach to 1 - 2 municipalities to inform potential participants 1 – 2 points

Points

Based

(28.6%

• Outcomes are identified and can reasonably be expected to be achieved (worth up to 8 points).

o The activity will be evaluated in terms of the documentation and justification of the reasonably achievable outcomes. Activities with documentation and justification will be awarded accordingly:

Excellent 7 - 8 points

Good 4 – 6 points

• If the project requires temporary displacement, indicates the number of households and describes specific assistance to be provided to households temporarily displaced (worth up to

2 points. Maximum points awarded if no displacement).

No Displacement 2 points

Displacement – Identifies households displaced and specific assistance 2 points

Displacement – Does not identify households and/or correct level of assistance 0 points

3. Experience and Qualifications (15 points maximum):

The application provides documentation to justify the organization’s capacity to conduct this project. The project is consistent with the mission of the organization.

• The organization has undertaken projects of similar complexity to the one for which funds are being requested (worth up to 4 points).

• The organization has experience providing services to low- and moderate income populations

(worth up to 3 points)

• There are staff resources with the skills and experience to administer and conduct an accountable and responsible project. Key staff with experience in this area are identified.

(worth up to 4 points).

• There appears to be adequate board and management oversight along with a commitment to quality and service improvement (worth up to 4 points).

Points

Based

(14.3%

4. Financial Information (15 points maximum):

The application clearly explains and justifies each proposed budget line item and why CDBG and/or

HOME funding is required to make the project viable. The activity will be evaluated in terms of 1) its impact on the identified need; and 2) its implementation costs and funding request relative to its financial and human resources. Evaluation will include the cost incurred per person per unit and the justification for a particular level of funding. Certain types of projects may also be required to submit: a budget summary, detailed project budget, prior- or current-year operating costs, and a 15-year operating budget. (worth up to 15 points).

• Cost Reasonableness and Effectiveness: An explanation is included on the basis for the cost estimates for the project. The budget is realistic. (worth up to 5 points)

• The organization is financially stable. (worth up to 5 points)

• Efforts have been made to secure and to leverage other funding for the project. The application identifies eligible sources of match to leverage. (worth up to 5 points) o 25% of funds leveraged from requested amount will receive the maximum of 5 points.

o Up to 15% of funds leveraged from requested amount will receive 3 points.

o No additional funds identified will receive 0 points.

Points

Based

(14.3% of

Total)

5. Partnerships (5 points maximum):

Identifies any partnerships that have been or will be formed to ensure the success of the project;

describes how meaningful partnerships will enhance the applicant’s program (worth up to 5 points).

Points

Based

(4.8% of

Total)

6. Shovel-Ready (5 points maximum):

Five points will be awarded to projects that are shovel-ready by Q4 of 2024. Public Services will automatically receive 5 points.

Public Service Projects 5 points

Project is shovel-ready 5 points

Project is not shovel-ready 0 points

Points

Based

(4.8%

7. Past Performance (5 points maximum):

If the organization has been previously funded, a review of the last five years’ past expenditures and performance shows that the organization has been able to meet timelines and goals in a reasonable fashion, and is responsive to all communications from the CDBG/HOME staff (e.g., no unexpended dollars from prior years; funds are used in a timely manner and invoices submitted; has regular contact with staff; agency relinquished funds). Compliance with the contract will include, but not be limited to, timely and accurate submission of beneficiary/program reports and expenditure invoices, adherence to scope of services, and quality of work. (Worth up to 5 points). New applicants will be automatically awarded 5 points.

Accurate / Consistent Spending of Funds Up to 3 points

Agency has not returned funds in excess of 1% of awarded funds and does not have unexpended funds 3 points

Agency has not returned funds in excess of 10% of awarded funds but has unexpended funds from 2 years or more

1 – 2 points

If agency returned funds 0 points

Program or Financial Report deadlines are met Up to 1 point

Responsive with Communications Up to 1 point

Points

Based

(4.8%

4. Project Overview/Scope of Services

4.1. DEFINITIONS AND LINKS

The following definitions and links are used throughout the RFP.

County: Dane County

County Agency: Department of Human Services/Division of Housing Access and Affordability utilizing the service or product.

Dane County Purchasing website: www.danepurchasing.com

Fair Labor Practices websites: www.nlrb.govand http://werc.wi.gov

Purchasing

Proposer/Vendor/Firm/Contractor: a company submitting a proposal in response to this RFP.

4.2. ELIGIBLE APPLICANTS

Non-profit agencies with 501(c)(3) designation, units of local government, and related agencies, e.g.

school districts, libraries, park districts.

4.3. NATIONAL OBJECTIVE

The primary objective of Title I of the Housing and Community Development Act of 1974, as amended, is the development of viable urban communities. This is achieved by providing decent housing, a suitable living environment, and expanding economic opportunities. Every funded project must meet one of the national objectives of benefitting low-and-moderate income persons; eliminating slums or blight; or meeting a particular urgent need for which other resources are not available requiring the use of CDBG funds, such as for floods or tornadoes. Public service activities are typically categorized as meeting the national objective of benefiting low and moderate-income persons either as an Area Benefit OR as a

Limited Clientele activity.

• Under the Area Benefit criteria, the public service must be offered to all residents of an area where at least 51% of the residents are low-and-moderate income. In addition:

• The area must be clearly delineated and records maintained on the boundaries of the service area;

• The area must be primarily residential in nature (as seen on zoning maps); and

• Census data must support the documentation that at least 51% of the residents are low-and-moderate income.

Limited Clientele activities benefit a specific targeted group of persons of which at least 51% must be low-and-moderate income. In order to meet the LMI Limited Clientele criteria, the activity must:

• Serve at least 51% low-and-moderate income persons, as evidenced by documentation and data concerning beneficiary family size and income; OR http://www.nlrb.gov/ http://werc.wi.gov/

• Have income-eligibility requirements that limit the service to persons meeting the low-and-moderate income requirement, as evidenced by the administering agency’s procedures, intake/application forms, income limits, and other sources of documentation; OR

• Serve a group primarily presumed to be low-and-moderate income such as abused children, battered spouses, elderly persons, severely disabled adults , homeless persons, illiterate adults, persons living with AIDS, and migrant farm workers; OR

• Be of such a nature and in a location that it may be concluded that the activity’s clientele are low-and-moderate income, such as a daycare center that is designed to serve residents of a public housing complex.

4.4. ELIGIBLE ACTIVITIES

The CDBG regulations authorize up to a total of 15% of the County’s total CDBG grant funds (plus 15% of prior year program income) to be used for public service projects for a wide variety of activities including, but not limited to the following:

• Employment services (e.g. job training)

• Crime prevention and public safety

• Child care

• Health services

• Substance abuse services (e.g. counseling and treatment)

• Fair housing counseling

• Education programs

• Energy conservation

• Services for senior citizens

• Services for homeless persons

• Welfare services

• Down payment assistance

• Recreational services

In order to qualify for funding, a public service be either a new service or a quantifiable increase in the level of an existing public service above that which has been provided by or on behalf of the unit of general local government (through funds raised by the local government or received by the local government from the State) in the 12 calendar months preceding the year in which funds are to be awarded. An exception may be made if HUD determines that any decrease in the level of service was the result of events not within the control of the local government.

This provision was put in place to ensure that localities did not use CDBG funds to replace local or state monies to fund essential services typically offered by the local government.

Specifically:

• If a service is new, it may be funded;

• If a service is existing and it was not provided by or on behalf of a unit of local government with funding from the local government, it may be funded;

• If it was provided by or on behalf of the local government with funding from the local government, it can be funded if it is a documented quantifiable increase in the level of service.

• The regulations do not prohibit the County from continuing to provide funding to a CDBG-funded public service at the same or decreased level in subsequent years, however.

4.5. ELIGIBLE COSTS

CDBG funds may be used to pay for:

• Activity hard costs, such as supplies and materials for the activity;

• Staff and overhead costs DIRECTLY related to carrying out the activity, such as providing direct services to consumers. This may include staff time spent supervising staff who are carrying out the activities specified in 24 CFR 570.201-204 when that time is spent addressing a direct consumer, service, or property issue. It does not include supervisory time spent on such functions as employee evaluations;

• Operating and maintenance expenses, such as the lease of a facility, office space, equipment, and other property for program staff employed in carrying out the CDBG funded activity.

• The minimum request amount for CDBG-Public Services RFP is $5,000 and the maximum request amount for CDBG-Public Services RFP is $50,000.

4.6. INELIGIBLE COSTS

The general rule is that CDBG funds may not be used for income payments. For purposes of the CDBG program, income payments means a series of subsistence-type grant payments made to an individual or family for items such as food, clothing, housing (rent or mortgage), or utilities. However, emergency grant payments made over a period of up to three consecutive months to the provider of such items or services on behalf of an individual or family are eligible.

If the amount requested is below $5,000 or exceeds $50,000, the application may not be considered.

4.7. TYPES OF ASSISTANCE

Grants for up to 100% of the eligible project costs.

4.8. OBJECTIVES

To provide public services that provide decent housing, a suitable living environment, and expand economic opportunities for low-and-moderate income persons in the Dane County Urban County

Consortium.

4.9. NEEDS

A. Projects must assist low-and-moderate-income persons in the participating municipalities of the

Dane County Urban County Consortium.

B. It is expected that projects will meet documented community needs. This includes needs documented through “hard” data sources.

C. Any additional funding needed to make the project viable must be secured in order for a contract to be executed.

D. Projects must be consistent with the Dane County Consolidated Plan.

E. Projects must be shovel-ready, meaning that work will begin in the year in which the contract is awarded. (i.e., 2025) The criteria for shovel readiness means that the project can be shovel-ready by Quarter 4 of 2024.

F. Projects must be delivered in a cost effective manner with measurable performance outcomes.

G. It is expected that all or a portion of funds will be targeted to areas of greatest need.

H. Subrecipients that are directly funded under the CDBG Program may not engage in inherently religious activities, such as worship, religious instruction, or proselytization, as part of the program. If a Subrecipient conducts such activities, the activities must be offered separately in time or location, from the CDBG-funded program, and participation must be voluntary for the beneficiaries of the CDBG-funded program.

I. The project may not begin until the environmental review requirements at Part 58 are met and the County has given notice to proceed.

4.10. CURRENT OPERATIONS

The 2024 Public Service funds were awarded to:

Agency Activity Amount

Latino Academy of Workforce

Development, Inc.

Dane County Workforce Academy $50,000.00

Omega School, Inc. Dane Outreach for GED/HSED

Services

$23,725.73

Stoughton Affordable

Transportation Program, Inc.

Affordable Transportation

Program

$10,000.00

Sunshine Place, Inc. The Bed Lady Program $14,400.00

UNIDOS Against Domestic

Violence

UNIDOS Domestic Violence

Services

$50,000.00

Urban Triage Supporting Doubled-Up Unhoused

Youth

$23,725.72

YWCA Madison, Inc. YW Transit $40,000.00

4.11. MANDATORY REQUIREMENTS

The following general requirements are mandatory and must be complied with. NOTE: Programs not meeting the mandatory requirements will not be evaluated.

A. Be an eligible activity.

B. Be located in, or provide services to residents of one of the member communities of the Dane

County Urban County Consortium identified in Appendix A. PROJECTS MUST NOT BE LOCATED

IN THE CITY OF MADISON.

C. Address one of the funding priority areas established by the CDBG Commission.

D. Not be a HUD listed debarred or ineligible contractor.

E. If CDBG eligible, meet one of the three national objectives.

Dane County requires that all applicants follow/use the application format provided via the Vendor

Questionnaire, complete all question fields, and sign the Docusign Signature Power Form. Failure to do so may result in the application to become ineligible for funding and may not be scored.

5. RFP Application

5.1. Legal Status*

Please identify the Organization's Legal Status

☐ Municipality

☐ Private, Non-Profit

☐ Private, For Profit

☐ Other, LLC, LLP, Sole Proprietor

*Response required

5.2. Federal EIN*

Please enter the Organization's Federal EIN in the space below:

*Response required

5.3. Organization Name*

Please enter the Organization’s Name as listed in the Wisconsin Department of Financial Institutions.

*Response required

5.4. Organization Name - Documentation*

Please attach a screenshot from the Wisconsin Department of Financial Institutions website showing the corporate record.

Source to search: https://wdfi.org/apps/CorpSearch/Search.aspx

*Response required

5.5. Unique Entity Identification Number*

Please enter the Organization's Unique Entity Identification Number in the space below:

*Response required

5.6. Unique Entity Identification Number - Documentation*

Please attach a screenshot from the sam.gov website showing the Unique Entity Identification Number.

Source to register: https://sam.gov/content/entity-registration

*Response required

5.7. Highest Ranking Person - Name*

Please provide the full name of the highest-ranking person (Executive Director, President, Chief

Executive Officer, or Chief Elected Official) at the applicant’s organization.

*Response required

5.8. Highest Ranking Person - Phone Number*

Please provide the phone number of the highest-ranking person (Executive Director, President, Chief

Executive Officer, or Chief Elected Official) at the applicant’s organization.

https://wdfi.org/apps/CorpSearch/Search.aspx https://sam.gov/content/entity-registration

Maximum response length: 12 characters

*Response required

5.9. Highest Ranking Person - E-mail*

Please provide the e-mail address of the highest-ranking person (Executive Director, President, Chief

Executive Officer, or Chief Elected Official) at the applicant’s organization.

*Response required

5.10. PROJECT

5.10.1. Project Name*

Please enter the Project Name for which you are applying.

*Response required

5.10.2. Project Contact Person*

Please provide the full name of the Project Contact Person.

*Response required

5.10.3. Project Contact Person - Phone Number*

Please provide the phone number of the Project Contact Person.

Maximum response length: 12 characters

*Response required

5.10.4. Project Contact Person - E-mail*

Please provide the e-mail address of the Project Contact Person.

*Response required

5.10.5. Total Project Cost*

Please provide the Total Project Cost in the space below.

*Response required

5.10.6. Funds Requested - Amount of CDBG Funds Requested*

Please list the amount of funding for which you are applying in the space below.

The minimum limit you can apply for is $5,000 and the maximum limit is $50,000.

Maximum response length: 10 characters

*Response required

5.10.7. Is your request between $5,000 and $50,000?*

☐ Yes

☐ No

5.10.8. Percent of CDBG Funds Requested to Total Project Cost* Please calculate the percentage of CDBG funds requested to the total project cost.

Maximum response length: 7 characters

*Response required

5.10.9. Minimum Funds Requested*

What is the minimum funding amount that would allow you to carry out your proposal in some form?

Maximum response length: 10 characters

*Response required

5.11. National Objective – Need and Justification (30 points maximum)

5.11.1. Project Eligibilty*

Check the appropriate statement below that best describes the service to be offered as part of this application. (All services are for residents in the Dane County Urban County Consortium excluding the

City of Madison as identified in Appendix A.)

☐ #1 - This is a new service that has not been offered before to residents of Dane County.

☐ #2 - This is an existing service that has been funded with CDBG dollars in the last five years: 2020 -

2024.

☐ #3 - This is an existing service that has not been funded with State or local government funds in the

12 months prior to December 31, 2024.

☐ #4 - This is an existing service that has been funded with State or local government funds in the 12 months prior to December 31, 2024.

*Response required

5.11.2. Project Eligibilty*

If #1, #2, or #3 were selected in question 5.1, please enter "N/A" in the space below.

If #4 was selected in question 5.1, please identify the following in the space below:

1. Number of units provided in 2023

2. Number of units expected to be provided in 2024

3. Number of units expected to be provided in 2025

5.11.3. Meeting a National Objective*

Check the appropriate statement (1 or 2) below that best describes the national objective that will be met by this project.

☐ #1 - This is an area benefit activity that is offered to all residents of an area where at least 51% of the residents are low-and-moderate income. The service area is primarily residential in nature.

☐ #2 - This is a limited clientele activity that is targeted to a specific group of persons of which at least

51% are low-and-moderate income.

*Response required

5.11.4. National Objective*

If #2 was selected in question 5.3, how will the project meet low-and-moderate income Limited

Clientele criteria (select one response. If #1 was selected in question 5.3, please select #5 - "N/A")

☐ #1 - Collect information on beneficiary family size and income;

☐ #2 - Have income-eligibility requirements that limit the service to persons meeting the low-and-moderate income requirement, as evidenced by the administering agency’s procedures, intake/application forms, income limits, and other sources of documentation.

☐ #3 - Serve a group primarily presumed to be low-and-moderate income such as abused children, battered spouses, elderly persons, severely disabled adults , homeless persons, illiterate adults, persons living with AIDS, and migrant farm workers;

☐ #4 - Be of such a nature and in a location that it may be concluded that the activity’s clientele are low-and-moderate income, for example a daycare center that is designed to serve residents of a public housing complex.

☐ #5 - N/A

*Response required

5.11.5. Needs and Priorities*

Please substantiate and relate the needs in the community for this specific project and how it will align with the priorities in the most recent Dane County Consolidated Plan.

5.11.6. Target Areas of Greatest Need*

Provide a description of how funds may be targeted to areas of greatest need.

*Response required

5.11.7. Language Access – Plan *

Has your organization developed a Language Access Plan?

☐ Yes

☐ No

*Response required

5.11.8. Language Access – Plan

If available, attach the organization’s Language Access Plan.

5.11.9. Language Access – Interpretation Services*

Provides a description of how the agency is prepared to adequately provide interpretation services to limited English participants. Dane County refers to interpretation services as oral communication with the participants whether in person or via electronic communication (i.e., telephone, virtual meetings via

Zoom, Teams or any other platform).

*Response required

5.11.10. Language Access – Translation Services*

Provides a description of how the agency is prepared to adequately provide translation services to limited English participants. Dane County refers to translation services as written communication with the participants (i.e., email, program forms).

*Response required

5.11.11. Language Access – Marketing Materials*

Provides a description of how the agency is prepared to adequately provide marketing materials in multiple languages to limited English participants.

*Response required

5.11.12. Language Access – Signage

If available, attach a photo the organization’s signage attesting to the services listed above.

5.11.13. Service Area*

In the space below, provide a brief description of the location(s) where the project or services will take place. In detail, describe how the program is geographically accessible to low-and-moderate income persons.

5.11.14. Service Area - Map

A map may be included in this field.

5.11.15. Urban County Consortium (UCC)*

Persons served by this project must reside OUTSIDE the City of Madison. Explain specifically how the proposed project will track beneficiary information to ensure that those served reside in the UCC (and not the City of Madison)?

*Response required

5.12. Project Approach (30 points maximum)

5.12.1. Project Description*

In the space below, provide a description of the work that will be undertaken and describe how the work will address the identified need.

Word Minimum: 200 words

5.12.2. Eligibility Guidelines*

In the space below, provide a description of the eligibility guidelines for participants.

*Response required

5.12.3. Referral and Application Process*

In the space below, provide a description of the referral and application process for the project.

*Response required

5.12.4. Program Capacity*

In the space below, provide a description of the program capacity for the project.

*Response required

5.12.5. Waiting List*

In the space below, provide a description of the waiting list for the project.

*Response required

5.12.6. Work Plan with Timeline and Milestones*

Using the attached spreadsheet, please provide a work plan for how the project will be organized, implemented, operated, and administered. Include a reasonable timeline and accomplishments from initiation through project completion. This should assume that the CDBG funding will be available in the second quarter of 2025 (April 1 – June 30, 2025). Add in extra quarters as needed.

• 2025_Work_Plan_with_Timelin...

*Response required

5.12.7. Outreach and Marketing Initiatives*

In the space below, provide a description of the outreach and marketing initiatives that will be undertaken to inform potential participants of the project, eligibility criteria, and method(s) by which they may participate.

Word Minimum: 200 words

*Response required

5.12.8. Targeted Municipalities*

List the names of the municipalities that your organization will conduct targeted outreach to inform potential participants.

*Response required

5.12.9. Population to be Served*

In the space below, provide a brief description of the population that will benefit from this project. (All services must be provided to residents in the Dane County Urban County Consortium excluding the City of Madison as identified in Appendix A.)

https://government-project.s3.us-west-2.amazonaws.com/81018/8574fa75-732e-409a-98a6-ecdc0eb045fa_2025_Work_Plan_with_Timeline_and_Milestones.xlsx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4DXXPCKOT%2F20240425%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240425T160916Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEGAaCXVzLXdlc3QtMiJHMEUCIGyl%2F%2FPMSexMDQZM2%2Ba64HTMMEZfY1VUXcjTC2AejcqTAiEAqDAdIkDj5cjJt8axV3uGshwXmaePcr5gdCxNCbGjskkqjAUIqf%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDI2xW7vq5RAyY9Ub3CrgBNNjDLNYOf%2Bp%2B4D8UgVv3BkW3fIBPQazDGcuWRnZUeRaYpKOnGgB1soQeF2cKhRBbXhOQK9DK9ufEwnjEcrpINm5S5t8OwvA8xoDmPP15gVU5PbXPAGwmg9OQ6mELgglpWBnCSoOKxHAj52U9szOB%2BJOq2klKwHBt%2BAUerE6cLGM7bobPQU0LQ1yQDb%2BMc0zzQEbdlXJ7torBrqF1apIgV%2Bx2x9mdg6WpRKeMoWnajmooA6nEBln1lo%2BUd8HpIKt6arGl29N0mAiKUI5hhyLJy5Drh6UHCNdynMVNWADtPGhdcjSgRihSwWT4UQNZhRSaTRa20qeT65wmAvGSn7z4mjO0DAeali2gTT51ht5OFXGK7ApMEqJARF6Fgl%2BAilBAbUZeK0bY%2BMV1BhJWJqD6rWQ1djcKLbkZ6T8BrsDQdLsIwciYeIJ8E4Vlr2uqVOU3pvL8q%2FlNkBk1ycQF4YfI%2FgJ4BxUmlR%2BgSNVFzH0u%2FpNnI89Wt7ZxMiH2eCs6kl8xf1mnca7QlV5MIWmE3e%2BcQWVlwhtV32ZBZzJBy6mxWn2dR6LZRwvBQZyVGJJimSS4NP%2BZsnjpp77RTNNjMzELmZCqDpBc%2BhhCSyavW1OXwxH6vgKAYwGRtG9XvuCZ5tWdUhN%2FiwIpkSlM4Ocs%2BvVGWK%2BgJnPz4VlftS1ycbN9OuIC4DZet%2F4tlWAgVkwbiCT2WNowBwWhJOgCrmJE5tCTuN7U5C4zdlyts8ZWDAdwu51E%2FW14L1OYTg9wtmXAmqTn55IJT53qmg0bsWoVhIPstQqYruf3sC%2Byf8nyBtLrHMpMMb%2FqbEGOpsBqrSx4a7zfKsTcxk%2BTxKGe7brWctxOiipRq77R1qD0TaZfukDG3exng2C2L54bfwtXlSsrZh4s05TC%2Bw9uY3UxVR5XhoM4n2sEvM7fhmDNyo4cJw6CFQp34104lZ%2FHeowSeoHc9oE3X4ggLYvkWHUus4gd1L1t1RImM7PCvhOb9c%2FIBfN0Qsuj6vcVmty2asCZjxb5As5V5XzV24%3D&X-Amz-Signature=0c5acf5f5be8b8d6fa82fca19089ac7cde789cd2abeb3a2a5b75eb793487114d&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%222025_Work_Plan_with_Timeline_and_Milestones.xlsx%22&x-id=GetObject

5.12.10. Low and Moderate Income Benefit*

In the space below, describe the efforts that will be taken to assure the beneficiaries are low-and-moderate income.

*Response required

5.12.11. Outcome/Proposed Accomplishments*

List the total number of households that your program is proposing to serve.

Each household = 1 beneficiary self-certification form

No duplication of households will be allowed. Do not overestimate your proposed

Outcomes/Proposed Accomplishments.

*Response required

5.12.12. Outcomes/Proposed Accomplishments at Minimum Requested Funds* List the total number of households that your program is proposing to serve at the minimum requested funds.

Each household = 1 beneficiary self-certification form

No duplication of households will be allowed. Do not overestimate your proposed

Outcomes/Proposed Accomplishments.

*Response required

5.12.13. Outcomes/Proposed Accomplishments - Narrative*

In the space below, please describe how the outcomes can be reasonably be expected to be achieved.

Include the risks to undertaking the project and your plans to address them.

Word Minimum: 200 words

*Response required

5.12.14. Displacement*

As a result of this proposed project, has or will any households and/or businesses be displaced whether temporary or permanent?

☐ Yes

☐ No

*Response required

5.12.15. Displacement Plan

If the answer above was yes, please describe the notices, specific assistance that has or will be provided to households and/or businesses that will be displaced, and the amount of funds allocated to do so.

5.13. Experience and Qualifications (15 points maximum)

5.13.1. Experience and Qualifications*

Describe the experience and qualifications of your organization related to the proposed project. Include how the organization has experience providing services to low- and moderate income populations.

*Response required

5.13.2. Income Documentation*

Describe the experience and qualifications of your organization related to performing income documentation for program eligibility.

*Response required

5.13.3. Service Improvement*

Describe any recent initiatives or best practices, programmatically or administratively, that have improved your organization’s ability to deliver services.

5.13.4. Staff Experience and Qualifications*

Describe the experience and qualification of key staff to be assigned to the project. Key staff are identified as the individuals (paid or volunteer) with a large amount of decision-making role within the agency. Include name and titles of all key staff to be assigned to the project.

5.13.5. Staff Resumes*

Please attach resumes for the key staff identified above.

*Response required

5.13.6. Personnel Schedule*

Please download the below documents, complete, and upload.

Using the attached spreadsheet, please complete the Personnel Schedule for all staff who will be assigned to this project.

Column 1) Each individual staff position by title.

Column 2) Indicate the full time equivalent (FTE) of each position in the noted year.

Column 3) Indicate the estimated total salary for that staff position for noted year.

Column 4) Indicate the estimated number of hours that this staff person will work on this project.

Column 5) For each staff person whose time will be charged to this project, please indicate the amount of funds being requested for this individual through the CDBG Program. Do not include payroll taxes or benefits in this table.

• 2025_Personnel_Schedule.xlsx

*Response required

5.13.7. List Percent of Staff Turnover*

Divide the number of resignations or terminations in calendar year 2022 by the total number of budgeted positions. Do not include seasonal positions.

*Response required

5.13.8. Staff Turnover – 20% or more*

Explain if you had 20% or more turnover in a certain staff position/category. Discuss any other noteworthy staff retention issues, or policies to reduce staff turnover.

If this does not apply, type 'N/A'.

*Response required

5.13.9. Governing Body*

How many Board meetings has your governing body or Board of Directors scheduled or is expected to schedule for 2024?

*Response required

5.13.10. Board of Directors or Governing Body*

Please download the below documents, complete, and upload. Includes names, addresses, primary occupation and board office held for your current Board of Directors or agency's governing body.

• Governing_Body_-_OpenGov.xlsx

*Response required

5.13.11. Staff/Board/Volunteers Descriptors: *

For your organization's 2024 staff, board, and volunteers, indicate by number and percentage the characteristics as described in the attached document. Please download the below documents, complete, and upload.

• StaffBoardVolunteers_Descri...

*Response required

5.13.12. Commitment to Quality*

Describe actions taken by staff and the governing board to ensure: 1) the stability and financial solvency of the organization; and 2) the quality of the services provided under this project.

*Response required https://government-project.s3.us-west-2.amazonaws.com/81018/e189acad-d883-4283-91e1-e9f8e15927f6_2025_Personnel_Schedule.xlsx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4DXXPCKOT%2F20240425%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240425T160916Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEGAaCXVzLXdlc3QtMiJHMEUCIGyl%2F%2FPMSexMDQZM2%2Ba64HTMMEZfY1VUXcjTC2AejcqTAiEAqDAdIkDj5cjJt8axV3uGshwXmaePcr5gdCxNCbGjskkqjAUIqf%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDI2xW7vq5RAyY9Ub3CrgBNNjDLNYOf%2Bp%2B4D8UgVv3BkW3fIBPQazDGcuWRnZUeRaYpKOnGgB1soQeF2cKhRBbXhOQK9DK9ufEwnjEcrpINm5S5t8OwvA8xoDmPP15gVU5PbXPAGwmg9OQ6mELgglpWBnCSoOKxHAj52U9szOB%2BJOq2klKwHBt%2BAUerE6cLGM7bobPQU0LQ1yQDb%2BMc0zzQEbdlXJ7torBrqF1apIgV%2Bx2x9mdg6WpRKeMoWnajmooA6nEBln1lo%2BUd8HpIKt6arGl29N0mAiKUI5hhyLJy5Drh6UHCNdynMVNWADtPGhdcjSgRihSwWT4UQNZhRSaTRa20qeT65wmAvGSn7z4mjO0DAeali2gTT51ht5OFXGK7ApMEqJARF6Fgl%2BAilBAbUZeK0bY%2BMV1BhJWJqD6rWQ1djcKLbkZ6T8BrsDQdLsIwciYeIJ8E4Vlr2uqVOU3pvL8q%2FlNkBk1ycQF4YfI%2FgJ4BxUmlR%2BgSNVFzH0u%2FpNnI89Wt7ZxMiH2eCs6kl8xf1mnca7QlV5MIWmE3e%2BcQWVlwhtV32ZBZzJBy6mxWn2dR6LZRwvBQZyVGJJimSS4NP%2BZsnjpp77RTNNjMzELmZCqDpBc%2BhhCSyavW1OXwxH6vgKAYwGRtG9XvuCZ5tWdUhN%2FiwIpkSlM4Ocs%2BvVGWK%2BgJnPz4VlftS1ycbN9OuIC4DZet%2F4tlWAgVkwbiCT2WNowBwWhJOgCrmJE5tCTuN7U5C4zdlyts8ZWDAdwu51E%2FW14L1OYTg9wtmXAmqTn55IJT53qmg0bsWoVhIPstQqYruf3sC%2Byf8nyBtLrHMpMMb%2FqbEGOpsBqrSx4a7zfKsTcxk%2BTxKGe7brWctxOiipRq77R1qD0TaZfukDG3exng2C2L54bfwtXlSsrZh4s05TC%2Bw9uY3UxVR5XhoM4n2sEvM7fhmDNyo4cJw6CFQp34104lZ%2FHeowSeoHc9oE3X4ggLYvkWHUus4gd1L1t1RImM7PCvhOb9c%2FIBfN0Qsuj6vcVmty2asCZjxb5As5V5XzV24%3D&X-Amz-Signature=157513f58f4ad7d785f62c7eebdb568345d69d7b98ba243c384b668c4600e103&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%222025_Personnel_Schedule.xlsx%22&x-id=GetObject 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5.13.13. Appeals Process*

Describe the appeals process that will be followed when persons have a complaint or dispute about the public services program operated by your organization.

*Response required

5.14. Financial Information (15 points maximum)

5.14.1. Detailed Project Budget*

Please download the below documents, complete, and upload.

• 2025_Detailed_Project_Budge...

*Response required

5.14.2. Budget Summary and Justification*

In the space below, please describe the project budget and summary with justification for budget line items. Describe why CDBG funds are needed to ensure the viability of this project. Can all funds awarded in 2025 be reasonably expected to be expended? If this is a multi-year project, what amount of funds will be spent in each year?

*Response required

5.14.3. Cost Basis*

Could this project move forward without the use of CDBG funding? Explain.

*Response required

5.14.4. Organization Budget*

Please download the below documents, complete, and upload.

2024 and 2025 Proposed Budget. Using the attached spreadsheet, please identify the 2024 and proposed 2025 budget for your entire organization.

• 2025_Organizational_Budget

*Response required

5.14.5. 2025 Cost Explanation* Complete only if significant financial changes…