Dane_County_2025_Evaluation_Criteria_FINAL_04.15.2024.pdf

2025 CDBG/HOME Evaluation Criteria

Dane County CDBG/HOME 2025 Application Evaluation Criteria

In order to be evaluated, programs must: 1) be an eligible activity, 2) be located in, or provide services to, residents of one of the member communities of the Dane County Urban County Consortium, 3) address one of the funding priority areas established by the CDBG Commission, 4) not be a HUD listed debarred or ineligible contractor, and 5) if CDBG eligible, meet one of the three national objectives. Applications deemed eligible would be presented to the CDBG Commission Application Review Team.

The Application Review Team will evaluate the applications using the following criteria:

Application Review Criteria

Item Maximum Points

1. National Objective - Need and Justification 30

2. Project Approach 30

3. Experience and Qualifications 15

4. Financial Information 15

5. Partnerships 5

6. Shovel Ready 5

7. Past Performance 5

TOTAL POINTS 105

For 2025, the criteria in the Requests for Proposals (RFPs) for each application are delineated and tailored to the nature of the CDBG/HOME category. The definition and location of the items that are part of the review criteria will vary from one application template to the next but each follows the same order. In general the definitions used are:

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

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

Does not provide documentation and/or

The organization has developed a process to serve individuals with limited English proficiency (LEP). (worth up to 5 points)

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.

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

Does not provide documentation and/or

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

Excellent 7 points

Average 1 – 3 points

Does not provide documentation and/or

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

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

Excellent 7 - 8 points

Average 1 – 3 points

Does not provide documentation and/or

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

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).

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.

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).

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

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

2025 CDBG/HOME Application Review Criteria

Applicant:

Program/Project:

Date of Review:

Reviewer:

Application Review Criteria Maximum

Points Points

Awarded

1. National Objective- Need and Justification (30)

Need 5

Consolidated Plan priorities 5

Targets area of greatest need 10

Census Groups (LMA area) 5

Accessibility for LMI persons 5

2. Project Approach (30)

Project Description 5

Work Plan 10

Marketing/Outreach 5

Outcomes 8

Displacement 2

3. Experience and Qualifications (15)

Undertaken projects of similar complexity and scope

Experience Providing Services to LMI populations

Staff Resources 4

Oversight and commitment to quality 4

4. Financial Information (15)

Cost Reasonableness and Effectiveness

Financial stability of organization 5

Budget and efforts to secure/leverage other funding

5. Partnerships (5)

(total)

Description of how partnerships will contribute to the success of program

6. Shovel-Ready Projects (5)

7. Past Performance (5)

Accurate/Consistent spending of funds 3

Program or Financial Report deadlines are met 1

Responsive with Communications 1