Project checklists are mailed to the grantee when they are sent the Executed Grant agreement. This checklist goes over all of the information that you will need to have during the grant process to stay in compliance. We won’t go into to much detail of this list as most of this information is covered in other parts of this training.
Notice that last thing of the project checklist is the Contact form. A contact form will be mailed with the Grant agreement when it is sent to the community to be signed by the elected official. This form is important because we need to know who will be responsible for each part of the grant process.
The primary goals of the online grant reporting system are to make the submission, review, and storageof the Wyoming Business Council's quarterly grant reports easier. Individual email address- Many emails are sent for reminders as well as your log in information. WE’ve also had problems seeing grants because 2 people have the same email. So if possible you should have your own email address.
1. You are the reporting contact on BRC, CFP, or CDBG grant(s) only:A list of grants and reports, similar to the one seen in Figure 3 will be displayed. This view (alwaysavailable through the “Reports” option of the menu at the top of the screen) allows you to navigatethrough all of the IRC grants for which you are responsible for quarterly reporting. Through thismenu you may browse your old reports and edit any soon‐to‐be‐due reports. Reports that arepending review or approved are not editable, but they are viewable.2.You are the reporting contact on both IRC and Energy grants: You will be asked to select which type of grant you need to report on.
PASSWORDYour initial password is the randomly generated password you received via email when you first setup as a user. Now may be a good time to change to one that is easier for you to remember. Click on the “Password” menu option to display the“Change Password” screen. On this screen,enter your current password and your newpassword (twice to guard against a single typo from locking you out of the system). As always, it is a wise idea to include uppercase and lowercase letters as well as numbers and punctuation in your password. You will need your username and password through the term of your grant, so make them memorable.
Creating a ReportIf not already highlighted, click on the “Reports” view in the menu at the top of the screen.The Grants pane on the left of the screen lists the grants that require a report. The Reports pane on the right of the screen lists available reports for each grant. As previously mentioned, from this view you may browse all of your grants and reports. Select a grant from the Grant pane. Verify that a report for the due date you plan to create is not available in the Reports pane. NOTE: If a report with that due date exists, continue with Editing and Submitting a Report. If a report does not exist, click the “Create New Grant Report” button in the lower right hand area of the screen . The following screen will be displayed:Select the correct due date and click the “Submit” button.NOTE: Always pick the DUE DATE of the report you are creating. Late reports should still be enteredunder the CORRECT DUE DATE.The report will be created with draft status and will be displayed in the Report Contents pane at thebottom of the screen. This view is broken up into several tabs across the top of the report pane:
The report will be created with draft status and will be displayed in the Report Contents pane at thebottom of the screen. This view is broken up into several tabs across the top of the report pane:IRC Grants:Basic – select the current project stage by clicking on the radio button next to the stageProgress – essayMilestones – essayEconomic Milestones – essayCommitments – essayComments – essayAttachments – see A Note About Attachments.NOTE: Essay responses are limited to 300 words.
After making any changes to a report, click the Save Report button in the lower right hand cornerof the screen.Editing and Submitting ReportsReports with a status of draft and rejected are available to edit. When you have completed your edits, click the Save Report button .To submit the report for Business Council review, click the Submit Report button in the lower right hand corner of the screen.A WBC grant specialist will review your report and either accept or reject the report. If the report isrejected, you will receive an email stating the reasons. This will change the report to a reject status andyou will be able to edit the report and resubmit for approval. If the report is approved, you will receivean email informing you of the accepted report. The report will now have an approved status.A Note About AttachmentsWhile a report is primarily comprised of text, an “Attachments” tab allows you to include various mediatypes as additional information. Supported formats include common image types (bmp, jpg, jpeg, gif,png), text files (txt, docx, doc, pdf, rtf), and spreadsheets (xls, xlsx). To add a new attachment, click theUpload a new attachment button and locate the file on your local hard drive. Once uploaded, anattachment may either be downloaded or deleted from this screen by using the buttons next to theattachment.NOTE: If you need to send attachments larger than 1.5 megabytes, please attach them to a separateemail to the Senior Grant Specialist managing your grant.Logging OutWhen you are ready to leave the WBC Grant Reporting application, simply click on “Log Out” on themenu at the top of the screen. If you forget to do this, the program will automatically log you out after30 minutes of inactivity.WARNING: Your report is not automatically saved if you are logged out after a period ofinactivity or if you purposely logout. Make sure to save changes often.
Why is environmental review necessary?To Protect health and safety, avoid or mitigate impacts that may harm UGLGS and the public. To Avoid or mitigate any harm to the surrounding environment and the project site.To Avoid litigation that could stop the project on environmental grounds.To Avoid monitoring findings and/or loss of HUD financial assistance to your project.IT IS REQUIRED – by Federal Law & Regulation under NEPA and NEPA related lawsNational Environmental Policy Act of 1969If CDBG funding is utilized for any part of the project – the ENTIRE project will be held to the ER regulations.
CEST means that the grantee is subject to further review and if the project is not found categorically excluded you will be required to advertise for the FONSI and ROFI.
if an EIS is required staff will recommend not to proceed as the cost of the EIS will overrun the cost of the project.
The primary purpose of this webinar is to discuss the compliance and reporting requriements set forth by the Davis-Bacon Act as they relate to CDBG Grants. We are hoping to clarify some of the requirements as well as give you a road map to follow on your DBA compliance journey.
DBA requirements are applicable to all “projects funded directly by or assisted in whole or in part by the Federal Government.” This means that even a project that is receiving some funding from ARRA money and some from other sources is still held to the DBA.The act applies to the Laborers and Mechanics of all Contractors and Subcontractors on a Project. : The DOL defines “Laborer or mechanic” at 29 CFR § 5.2(m) as follows: “The term laborer or mechanic includes at least those workers whose duties are manual or physical in nature (including those workers who use tools or who are performing the work of a trade), as distinguished from mental or managerial. The term laborer or mechanic includes apprentices, trainees, helpers, . . . The term does not apply to workers whose duties are primarily administrative, executive, or clerical, rather than manual. Persons employed in a bona fide executive, administrative, or professional capacity as defined in part 541 of this title are not deemed to be laborers or mechanics. Working foremen who devote more than 20 percent of their time during a workweek to mechanic or laborer duties, and who do not meet the criteria of part 541, are laborers and mechanics for the time so spent.” There is not requirement that the project be a public building or public work, the act is applicable to all buildings.
Act is applicable only those performing physical or manual work at the job site, even when those jobs are being performed by employees of the Grantee.The act does not apply to state, local or tribal government employees.
It will be important that you keep a file of all Davis-Bacon related documents, including Wage Determination forms, Labor Standard Notices and copies of Weekly Payroll reports. The file must be kept for a minimum of 3 years after the projects completion.Debarment:Verify prime contractor and all subcontractor eligibility against GSA Debarment ListOn-line access at: http://epls.arnet.govMake record of verification to contract file Bid/contract documents (including RFPs) must contain: --Applicable Davis-Bacon Wage Determination (WD)--Federal labor standards clauses
Before going out to bid, you should contact your program manager to get the correct DBA WD. Once your program manager has emailed you the correct wage determination Print this Wage Decision and be sure to include it in the bid packet that you provide to contractors. During the bid review, be sure to check that all wages are the same or greater than the wages shown in the Wage Decision document. ~Prior to going to bid, you need to complete the Labor Standards Notice, being sure to include the General Decision Number in the Davis Bacon Wage Decision Number area. The date on the last line of the Labor Standards Notice will be filled in by the your CDBG Program Manager. Prior to going to bid, send the Labor Standards Notice to your program manager at Wyoming Business council(email is acceptable and the fastest). Your program manager will ensure the Wage Decision Number is current. If the Wage Decision Number is current then it will added to the date of the program managers review to the "Davis Bacon Lock-In Date” portion of the form. Then Form will be sent back to you (via email). After Wage Lock-In - then include the Wage Decision document as part of the contractor's contract. ~Ensure that your contractor is displaying the proper sign. The sign can be found at: http://www.dol.gov/whd/regs/compliance/posters/davis.htm ~Under the DBA, contractors will need to pay their laborers weekly for work performed on the project. The contractor will fill out the Dept. of Labor Weekly Payroll form (also found at above link) and submit it to you, the grantee. You will need to review the form to make sure that the contractor is in compliance. If they are, you will send the original copy to me in the State Energy Office and be sure to keep a copy for your files. If no work is performed during the week, no form needs to be submitted, but it should be noted that no work was completed. ~ You should also maintain a file for all wage decisions and weekly reports and keep this file for a minimum of four (4) years.
Locking the Wage Decision NumberPrior to the opening of bids, complete the Labor Standards Notice (form linked at WBC website ). Send the Labor Standards Notice to the WBC(email to: Sandy Quinlan). After Wage Lock-In - then include the Wage Decision document as part of the bid documents as well as any contracts that you enter into.
During the project: During each week work in performed on the project, contractor will pay their laborers weekly. During each week work is performed on the project, Contractor will fill out a Department of Labor authorized weekly payroll form then sign and submit this form to the grantee. Grantee will review each weekly payroll form by comparing the wage rates paid at equal to or greater than wages reflected on the Wage Decision document. The payroll form needs to include the name, last 4 digits of SSN and work classification or position of each employee. Employers are not required to use this form. However, if they do not, any other form they use must contain all of the same information and language as this payroll from.For the first submitted payroll, the employer will also need to submit a statement listing the fringe benefits and values of such that each employee receives. On subsequent payrolls, the fringe benefit amount and wage rate need not be separated, the value can be combined.
Page 2 of the Weekly Payroll.Employers must check one of the boxes in section 4. They should select the box that applies to the majority of employees.The payroll form must be signed be someone with authority to make decisions for the company. The form should be prepared within 7 days of the end of the pay period.If Paid wages are not compliant with locked in wages then: Grantee will inform contractor and contractor will: 1) resolve the pay discrepancy and 2) provide an updated weekly payroll Once compliant wages have been documented, Grantee will make a copy of each weekly payroll document to keep in their “Davis Bacon” hardcopy file. Grantee will mail the original weekly payroll document to WBC CDBG OFFICE , Attention: Sandy QuinlanPayroll should be sent to the SEO as soon as they are reviewed.
Employee Interviews are not mandatory. If you have reason to question the practices of your contractor or a subcontractor, an interview should be conducted. Activities such as multiple incorrect payroll forms, lack of fringe benefit information, late or missing payrolls all may be considered reasons to conduct employee interviews.Interviews are used to verify that contractors are paying their employees properly including overtime and fringe benefits.
If you have received $500,000 or more in federal funds in the fiscal year any kind, including, but not limited to the federal program administered by the Wyoming Business Council: Community Development Block Grant (CDBG); Community Development Block Grant-Recovery (CDBG-R); Homelessness Prevention and Rapid Re-housing (HPRR); American Reinvestment and Recovery Act- State Energy Program (ARRA-SEP); Energy Efficiency and Conservation Block Grant (EECBG), you are required to comply with federal A-133 audit requirements You will also be required to send us a copy of your financial audit by April 1 of the following year. If you did not receive at least $500,000 in that fiscal year you will need to complete and return the statement of exemption portion of this form.
CDBG Grant Training
Project Administration Environmental Review Process Resolutions and Policies Labor & Procurement Financial and Audit
1. List of Files2. Project Checklist3. Quarterly Reporting
Application File Labor File Copy of Original Application Wage determinations Correspondence dealing with Bid/Procurement application Debarment information Financial File Payroll Information Copy of Grant Agreement Other Related Items Sub-agreement (if applicable) Environmental File Copies of drawdown request Copy of Environmental Review with supporting invoices Request for release of funds submitted to WBC Advertising related to Quarterly Reports environmental comment and Any supporting HUD Form 7015.16 correspondence Audit & Close Out File Fair Housing File Annual Audit Information Resolution Monitoring Booklet Anti-displacement Close out Letters
•Quarterly Reports are due : 1st Qtr=April 15th 2nd Qtr=June 15th 3rd Qtr=October 15th 4th Qtr=January 15th•Reports are completed online through WBC Reporting system.•Log in and passwords are emailed to Project Administrator.•Report Reminders are sent out the beginning of the month thereport is due.System RequirementsThe Quarterly Reports software is designed to work on as many platforms as possible. Due totheimpossibly large combinations of client software, we must limit our officially supported clientsto thefollowing:• ALL CLIENTS: Adobe Flash 10• Windows 2000, XP, and Vista: Internet Explorer, Firefox, Opera• Mac OSX, Safari, Firefox, Internet ExplorerNOTE: If your client isnt listed, please try to use it on your current platform. If the platform willnotsupport the application you may submit your report in hardcopy to the Wyoming BusinessCouncil.
1. Initial Application Screen A username and password will be emailed to you the first time you are setup as a reporting contact in the system. You will always use the same username (your email address) and password to log into the Grant Reporting application. If you ever forget your password visit this screen and click the ―Forgot Your Password?‖ link. The application will send you a new randomized password at the email address registered for you. NOTE: We recommend adding this web site to your list of favorites in your web browser.
Login Once you have successfully logged in, you will be presented with one of these scenarios: 1. You are the reporting contact on BRC, CFP, or CDBG grant(s) only2. You are the reporting contact on both IRC and Energy grants
The Navigation MenuAll navigation by the user is done through the menu in the upper left ofthe application. Entries in this menu can be clicked at any time to bringthe user to the desired area.The Password MenuThe ―Password‖ menu option will allow you to change yourpassword.
Creating a ReportIf not already highlighted, click on the ―Reports‖ view in the menu at the top of thescreen.The Grants pane on the left of the screen lists the grants that require a report. If areport does not exist, click the “Create New Grant Report‖ button in the lowerright hand area of the screen . The following screen willbe displayed:
IRC Grants: NOTE: Essay responses are limited to 300 words.•Basic•Progress•Milestones•Economic Milestones•Commitments•Comments•Attachments
After making any changes to a report, click the Save Report button inthe lower right hand corner of the screen.Editing and Submitting ReportsReports with a status of draft and rejected are available to edit. When youhave completed your edits, click the Save Report button .To submit the report for Business Council review, click the Submit Reportbutton in the lower right hand corner of the screen.
1. Introduction/General Information2. Grant Award/Environmental Letter3. ERR Guide #1,#2,#3,#4,#5-Statutory Worksheet.4. Statutory Checklist5. Environmental Assessment6. Combined Notice (FONSI and NOI/RRF)7. Request for Release of Funds Form
• Protect health and safety, avoid or mitigate impacts that may harm our clients,• Avoid or mitigate any harm to the surrounding environment and project site.• Avoid litigation that could stop project on environmental grounds• Avoid monitoring findings and/or loss of HUD financial assistance to your project• REQUIRED – by Federal Law & Regulation under the National Environmental Policy Act of 1969 (NEPA) and NEPA related laws
Once your project has been awarded by the WBC board you will receive a Grant Award/Environmental Letter Read this letter carefully as it contains important information for the administration of your grant. If you have any questions contact your program manager Sandy Quinlan at email@example.com or 307-777-2825
Exempt=No Perceived NEPA (National Environmental Policy Act) Impact Types of Exempt Activities › Study or Report Costs › Public services with no physical changes › Inspections & testing costs › Engineering and design costs › Technical assistance & training › Disaster assistance for temporary improvements
Categorical exclusions not subject to §58.5 (CENST-Categorically Excluded Not Subject To)
Categorical exclusions subject to §58.5 (CEST) › Acquisition/rehab/improvements/reconstruction of a public facilities No Change in use No change in size over 20% › Removal of architectural barriers
Full NEPA review=EA or EIS › Environmental Assessment required when: Project/activity is not ―exempt‖ Project/activity is not categorically excluded Categorically excluded project/activity may have a significant environmental effect › Environmental Impact Statement (EIS) required when: Evident an EIS is warranted when preparing EA EA results in a Finding of Significant Impact (FOSI) EIS threshold is reached
Site Specific Checklist › Historic Preservation (ref. 36 C.F.R. Part 800)
Your Project may require you to complete a statutory checklist. There are instructions available on the WBC website to complete that checklist.
EA Content and Format General discussion items › Existing conditions › Project vicinity › Trends › All potential environmental impacts (adverse and beneficial); Human environment Various Federal environmental laws and authorities › Mitigation › Alternatives › Environmental review subprocesses › Findings Finding of No Significant Impact (FONSI) Finding of Significant Impact (FOSI)
Finding of No Significant Impact and Request for Release of Funds An Example of this form can be found on the website at:http://www.wyomingbusiness.org/program /cdbg-forms-and-grantee- information/3289
1. Fair Housing Resolution2. Residential Anti- displacement/Relocation Plan
A federal requirement is a current FairHousing Resolution. This form can be foundon our website athttp://www.wyomingbusiness.org/program/cdbg-forms-and-grantee-information/3289We also have a Fair Housing Brochure thatcan be found at:http://www.wyomingbusiness.org/DocumentLibrary/CDBG/fair_housing_WEB_2_11.pdf
1. Requirements2. Federal Labor Standards Provisions3. Davis-Bacon Act Compliance and Reporting4. Section 3 • Disadvantaged Business Directory
There is a Labor Standards Guide on our website for your referencehttp://www.wyomingbusiness.org/program /cdbg-forms-and-grantee- information/3289
An Example of this form can be found on the website at: http://www.wyomingbusiness.org/progra m/cdbg-forms-and-grantee- information/3289This Document must be included in all bid proposals.
All projects funded in whole or in part through Federal Government dollars All Contractors and Subcontractors All Laborers and Mechanics employed on such projects All Building and Project Types with contracts over $2,000
Auditors, Inspectors and Other Personnel not performing physical or manual work at the site of the work. State, Local or Tribal Government Employees
Designate someone on your staff to: › ensure all bid documents and contracts contain Federal labor standards provisions and the applicable Davis- Bacon wage decisions, › ensure contractors are not debarred: http://epls.arnet.gov › ensure compliance by monitoring weekly payroll reports, › Forward first payroll report to the Wyoming Business Council with your first draw request › And keep good files—create a hard file for all wage decisions and weekly reports. This file must be kept for 5 years after project completion. Useful technical assistance guide:http://www.hud.gov/offices/adm/hudclips/guidebooks/HUD-LR-4812/4812-LR.pdf
› Contact CDBG staff to determine appropriate wages 10 days before opening bids› Submit Labor Standard Notice to CDBG before signing contract› Ensure that Contractor is Displaying Proper Signage: http://www.dol.gov/whd/regs/compliance/posters/dav is.htm› Receive weekly Certified Payroll Record from your contractor (http://www.dol.gov/whd/forms/wh347.pdf)› Verify Compliance of Wages Paid› Forward the first Certified Payroll Record to CDBG staff with first draw request
Section 3 General Information The Housing and Community Development Act of 1968 includes a provision (Section 3) designed to assist local economic development while improving neighborhood economic conditions. Section 3 requires that recipients of certain HUD funding provide, to the best of their abilities, job training, employment and contracting opportunities for low or very low income residents or business interests in connection with projects and activities in their neighborhood. This applies to CDBG projects in the amount of $200,000 or more. Section 3 is different from Minority and Women Owned business considerations as it is both race and gender neutral and instead focuses on those with low incomes. A table to assist you with determining income levels (provided by HUD on an annual basis) and can be found on the Wyoming Business Council’s (WBC) website (http://www.wyomingbusiness.org/community/cdbg_forms.aspx). A listing of Wyoming’s Disadvantaged Business Enterprises can also be found there.
As CDBG grantee you will be responsible for making sure there is outreach to make low incomepersons in your community aware of potential job training or employment that will result from a CDBGproject. The most appropriate manner for compliance may be incorporating this into the agreementthat is made with the project contractor. Contractors who receive more than $100,000 are required tocomply with Section 3 in the same manner as the grantee that provided funding to them.The following link (http://www.hud.gov/offices/adm/hudclips/forms/files/60002.pdf) will help youunderstand what information must be gathered for reporting. The reporting is NOT done by you as agrantee of the state. The reporting is the responsibility of the WBC. However, please reference thereport form in order to gather the information which will be requested at the beginning of each calendaryear.A person alleging a Section 3 complaint may file same at the regional Fair Housing Office(www.hud.gov/offices/fheo).The following Links may also be helpful.General Informationhttp://www.hud.gov/offices/fheo/section3/section3.cfmSection 3 Requirementshttp://www.hud.gov/offices/fheo/section3/Sec3-Reporting-Guidance-cpd-finaL-1.31.pdfFrequently Asked Questionshttp://www.hud.gov/offices/fheo/section3/FAQ08.pdf
1. Instructions for Payment Request • Sample of Pay Request workbook2. Circular A-133 Audit Requirement
GRANTEE PROJECT NAME Award %Grant Period: TOConstruction Period: TO Line Item categories from Attachment B Budget in the GrantContract/PO#: AgreementBudget #: Total CDBG Attachment Invoice Period Reimbursable B Budget → Covered CDBG Invoices Amount Balance Start Date End Date DDR Date DDR # $ - 1 $ - $ - $ - Invoice Period 2 $ - $ - $ - Covered- date of 3 $ - $ - $ - first invoice 4 $ - $ - $ - attached to request 5 $ - $ - $ - form to the last invoice date 6 $ - $ - $ - 7 $ - $ - $ - 8 $ - $ - $ - 9 $ - $ - $ - 10 $ - $ - $ - 11 $ - $ - $ - 12 $ - $ - $ - 13 $ - $ - $ - 14 $ - $ - $ - 15 $ - $ - $ - Total Requested $ - CDBG Balance $ - $ - Request forms are automatically generated when grantee enters invoice amounts into the appropriate cell relating to that request number. Click on the appropriate DDR Form Tab below to access each form. Just print, sign & send form in with invoices.
Wyoming Business Council Investment Ready Communities Draw Down Request Form Grantee: Community Project: Project Request No. 1 Date: Invoice Period CoveredStart Date:End Date: % of Charges to Reimbursable CDBG Budget Categotries Invoice Amount be Paid Amount CDBG Invoices $ - $ - Draw Down Request Total: $ - Total CDBG Total CDBG Total CDBG CDBG Budget Categotries Funds Budget Funds Requested Remaining CDBG Totals $ - $ - $ - I hereby certify that the above requested funds by the Grantee are a true and accurate request for funds from the Wyoming Business Council Community Development Block Grant Program and that I am authorized to sign this Draw Down Request.Responsible Official Signature:Printed Name:Draw Down Request Contact Person:Contact Title:Phone Number:Email Address: Internal Use Only Quarterly Report Grant Agreement Current? expiration