CDBG_-_Tenant_Based_Rental_Assistance_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL

2024-CDBG-031-PR

CDBG - TENANT BASED RENTAL ASSISTANCE

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 - Tenant Based Rental Assistance

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 - Dane County 2025 Evaluation Criteria FINAL 04.15.2024

C - FINAL-2020-2024-ConPlan

D - CDBG - Policies - HOME TBRA - REV 03192024

Request For Proposal #2024-CDBG-031-PR Title: CDBG - Tenant Based Rental Assistance

1. Introduction

1.1. Summary

Dane County is soliciting applications from organizations interested in operating a tenant based rental assistance program. Funding is being made available under the Home Investment Partnership (HOME)

Program. Please refer to the attached document for additional details: Dane County Tenant-Based

Rental Assistance (TBRA) Policy 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

Dane County intends to use the results of this process to make an award to subrecipients of HOME

Investment Partnerships Program (HOME) funds. The total amount of HOME funding available in 2025 is unknown at this time. It is estimated that Dane County may have up to $600,000 in HOME funds that will be disbursed among several HOME Categories including the Tenant Based Rental Assistance category. Additionally, approximately $1,000,000 of unexpended HOME funds will be available for disbursement in the 2025 RFP cycle.

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.

Dane County is soliciting applications from organizations interested in operating a tenant based rental assistance program. Funding is being made available under the Home Investment Partnership (HOME)

Program. Please refer to the attached document for additional details: Dane County Tenant-Based

Rental Assistance (TBRA) Policy 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.

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

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

7. Confirm all files have been uploaded.

8. Review your work and click on "submit" proposal.

9. Acknowledge any addenda.

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

Public or private non-profit agencies or organizations including faith-based organizations.

4.3. PROJECT BASICS

Organizations selected as subrecipients to operate a tenant based rental assistance program will be expected to comply with the requirements in the HOME Tenant-Based Rental Assistance (TBRA)

Program Standards for operating the program. These include, in part:

A. Marketing the program.

B. Conducting initial pre-screening, intake, and income eligibility determinations of applicants.

C. Determining appropriate unit size, rental subsidies and household contributions for program participants.

D. Ensuring potential rental units meet NSPIRE Standards.

E. Ensuring potential rental units constructed before 1978 are inspected for lead-based paint hazards. If deteriorated paint is found, ensuring it is properly remediated in compliance with the Lead Safe Housing Rule.

F. Ensuring assisted rental units are rented for reasonable amount, compared to rents charged for comparable unassisted units.

G. Reviewing the leases for all assisted units and ensuring they meet the requirements of

§92.209.

H. Managing and maintaining housing assistance contracts with participating landlords, including making timely rent payments.

4.4. TERM OF TENANT BASED RENTAL ASSISTANCE

A. The term of TBRA must run in conjunction with the term of the lease, and may not exceed twenty-four (24) months.

http://www.nlrb.gov/ http://werc.wi.gov/

B. A household’s TBRA may be renewed depending on availability of funds, and continued tenant and unit eligibility.

C. The term of the rental assistance contract must begin on the first day of the term of the lease.

4.5. ELIGIBLE EXPENSE CATEGORIES

The following categories of expense shall be considered eligible for funding under the program:

A. The rental assistance and security deposit payments made to provide tenant-based rental assistance for program participants.

B. The costs of inspecting assisted units.

C. The costs of determining the income eligibility of assisted households.

4.6. INELIGIBLE USE OF TBRA FUNDS

The following categories of expense shall be considered ineligible for funding under the program:

A. Make commitments to specific owners for specific units/projects. Tenants must be free to use the assistance in any eligible unit;

B. Assist resident owners of cooperative housing that qualifies as home ownership housing. TBRA may, however, be used by a tenant who is renting from a cooperative unit owner;

C. Prevent displacement of, or provide relocation assistance to tenants as a result of activities other than the HOME Program.

D. Pay for the overnight or temporary shelter of homeless persons.

E. Duplicate existing rental assistance programs that already reduce the tenant’s rent payment to

30 percent of income. For example, if a household is already receiving assistance under the

Section 8 Program, the household may not also receive assistance under a HOME TBRA program.

4.7. TENANT INCOME ELIGIBILTY REQUIREMENTS

A. Income limits are established by household size and revised annually by the U.S. Department of

Housing and Urban Development (HUD). In order to be eligible, program participants’ total

Gross Annual Household Income must be at or below 60 percent area median income.

B. The income of each tenant will be determined in accordance with 24 CFR 92.203.

4.8. LEASE REQUIREMENTS

A. The lease between the tenant and owner must be for not less than one year, unless by mutual agreement between the tenant and owner.

B. The lease may not contain any of the provisions prohibited under §92.253.

4.9. ELIGIBLE UNITS

A. TBRA assisted units must be located in Dane County. A waiver may be requested if the TBRA assisted unit is in a contiguous county to Dane County and other waiver conditions are met.

B. TBRA assisted units must meet NSPIRE Standards. The property must pass an NSPIRE Inspection prior to the effective date of the TBRA assistance.

C. Properties constructed or manufactured before 1978 must be inspected for lead-based paint hazards. If deteriorated paint is found it must be properly remediated in compliance with the

Lead Safe Housing Rule.

D. TBRA participants may select units that are privately-owned. TBRA may not be provided to a family who proposes to rent a unit that receives a project-based rental assistance through

Federal, state or local programs, if the HOME assistance would provide duplicative subsidy.

E. TBRA assisted units must rent for a reasonable amount, compared to rents charged for comparable unassisted units. Subrecipients administering a TBRA program on behalf of the

County must document the basis for their rent reasonableness determinations.

4.10. OCCUPANCY STANDARDS

Occupancy standards are used to provide consistent criteria for determining the unit size for which the household is eligible and thus, the amount of assistance to be provided. Fair housing rules permit a household to select smaller units that do not create seriously overcrowded conditions. Participants may also select larger units at their own expense (i.e., TBRA subsidy will not cover the increased cost of a larger unit). In addition to the number of bedrooms, both the size of the unit and the size of the bedrooms should be considered when evaluating the individual circumstances of the family.

A. No more than two persons are required to (or should) occupy a bedroom;

B. Persons of different generations (i.e., grandparents, parents, children), persons of the opposite sex (other than spouses/couples) and unrelated adults are not required to share a bedroom;

C. Children of the same sex, within 5 years of age, and couples living as domestic partners

(whether or not legally married) must share the same bedroom for purpose of assigning the bedroom size on housing HOME Program TBRA Voucher;

D. A live-in care attendant who is not a member of the family is not required to share a bedroom with another household member;

E. Individual medical problems (i.e., chronic illness) sometimes require either separate bedroom for household members who would otherwise be required to share a bedroom or an extra bedroom to store medical equipment. (Note: Documentation supporting the larger sized unit and related subsidy is required.)

F. In most instances, a bedroom is not provided for a family member who will be absent most of the time, such as a member who is away in the military. A larger size HOME Program TBRA

Voucher may be issued for an absent family member if individual circumstances warrant.

4.11. OBJECTIVES

To promote access to rental housing for low-income households through the provision of rental subsidy assistance.

4.12. NEEDS

A. Projects must assist low-and moderate-income persons in Dane County. A waiver may be issued for neighboring counties when criteria standards are met.

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 the project 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.

4.13. CURRENT OPERATIONS

In 2024, no funds were awarded to in the Tenant Based Rental Assistance category.

4.14. MANDATORY REQUIREMENTS

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

• Be an eligible activity.

• Be located in, or provide services to residents of Dane County. A waiver may be issued for neighboring counties when criteria standards are met.

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

• Not be a HUD listed debarred or ineligible contractor.

• 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 HOME Funds Requested*

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

Maximum response length: 11 characters

*Response required

5.10.7. Percent of HOME Funds to Total Project Cost*

Please calculate the percentage of HOME funds requested to the total project cost.

Maximum response length: 7 characters

5.10.8. Minimum Funds Requested*

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

Maximum response length: 11 characters

*Response required

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

5.11.1. Meeting a National Objective*

Please adequately describe how the proposed project meets a national objective. Emphasize on how the proposed project intends to serve low to moderate income households.

*Response required

5.11.2. 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.

*Response required

5.11.3. Target Areas of Greatest Need*

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

*Response required

5.11.4. Language Access – Plan *

Has your organization developed a Language Access Plan?

☐ Yes

☐ No

*Response required

5.11.5. Language Access – Plan

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

5.11.6. 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

5.11.7. 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).

5.11.8. 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

5.11.9. Language Access – Signage

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

5.11.10. 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.

*Response required

5.11.11. Service Area - Map

A map may be included in this field.

5.11.12. Urban County Consortium (UCC)*

Units rented as a result of this project must be located in Dane County. Explain specifically how the proposed project will remain in Dane County for the duration of the project.

*Response required

*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 a description of how the work will address the identified need. Word Minimum: 200 words

*Response required

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.

5.12.6. Tenant Selection Criteria*

In the space below, describe the selection criteria that will be used to determine how participants will be selected to receive assistance.

*Response required

5.12.7. Supportive Services*

In the space below, provide a description of supportive services, if any that will be provided to program participants.

*Response required

5.12.8. NSPIRE Inspections*

In the space below, provide a description of who, when, and how the required NSPIRE inspections will be conducted. Provide information on the background and training of the individual(s) who will conduct the inspections to meet new NSPIRE inspection requirement. If this individual is yet to be selected, identify the criteria and process that will be used for selection.

*Response required

5.12.9. Rental Subsidy Criteria*

If using more restrictive standards than those specified in the RFP and Program Standards, in the following space, provide a description of the rental subsidy criteria that will be considered when making program participant subsidy determinations. NOTE: Please consider that further restricting the program may limit the number of participants in the program.

*Response required

5.12.10. 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

5.12.11. 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. Include specific strategies to promote the program throughout all of Dane County, including participating municipalities in the Dane County Urban County Consortium.

Word Minimum: 200 words https://government-project.s3.us-west-2.amazonaws.com/80961/12b8c44d-c1bf-4ced-b2a3-1f0a7a6e0aac_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=20240425T161010Z&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=685e792bb19acc410dc94149cc4dba12978a6009555424220bc5e343b4ac5f75&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%222025_Work_Plan_with_Timeline_and_Milestones.xlsx%22&x-id=GetObject

5.12.12. Targeted Municipalities*

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

*Response required

5.12.13. Population to be Served*

In the space below, provide a brief description of the population that will benefit from this project.

*Response required

5.12.14. 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

5.12.15. Outcomes/Proposed Accomplishments*

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

Each household = 1 beneficiary self-certification form and packet

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

Outcomes/Proposed Accomplishments.

*Response required

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

Each household = 1 beneficiary self-certification form and packet

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

Outcomes/Proposed Accomplishments.

*Response required

5.12.17. 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

5.12.18. Displacement*

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

☐ Yes

☐ No

5.12.19. 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.

*Response required

5.13. Experience and Qualifications (15 points maximum)

5.13.1. Rental Subsidy Program Management*

Describe the experience and qualifications of your organization related to executing and managing housing assistance contracts, including making timely payments to participating landlords.

*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.

*Response required

5.13.4. Staff Experience and Qualifications*

Describe the experience and qualifications of key staff to be assigned to the project. Touch on experience with both income certification and management/oversight of tenant-based rental assistance projects. 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.

*Response required

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 HOME 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 2023 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.

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5.13.13. Appeals Process*

Describe the appeals process that is followed when persons have a complaint or dispute about the tenant based rental assistance 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.

Using the attached spreadsheet, complete the TWO budgets identifying the amount and source of all funds and their uses.

The third tab of the spreadsheet includes a description of allowable costs that may be charged to the

HOME Program. Items not detailed on the list of allowable costs may not be charged.

Column 1

TOTAL PROJECT BUDGET. This is the total amount budgeted for this project.

Column 2

HOME FUNDED. This is the County HOME funded portion of the total project budget.

Remaining Columns

Identity the remaining sources of funds and their uses for this project.

• 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/HOME 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 the 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.

https://government-project.s3.us-west-2.amazonaws.com/80961/7acdae4b-9571-4762-839b-1b3d911832cf_2025_Detailed_Project_Budget_-_TBRA.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=20240425T161010Z&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=c9190114b140d11cfb01f577da937cf569a116ccfecbd4e6fae840fdb05c3089&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%222025_Detailed_Project_Budget_-_TBRA.xlsx%22&x-id=GetObje…