West Virginia Department of Commerce CDBG Policies and Procedures Manual

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CDBG Policies and Procedures Manual



2015 CDBG-Small Cities Policies and Procedures Manual

Introduction

Chapter - 1 Project Administration

1-1 - CDBG Project Schedule
1-2 - Certification of Financial Management System
1-3 - Anti-Displacment & Relocation Plan
1-4 - EVIDENTIARY MATERIALS Checklist
1-5 - FFATA
1-6 - Equal Employment Opportunity Policy
1-7 - Hatch Act Resolution
1-8 - 504 & ADA Complaint Form
1-9 - Request for Project Amendment - Change of Scope

Chapter - 2 Environmental Review

2-1 - 24 CFR Part 58 - Environmental Review Procedures for Entities
2-2 - Levels of ER and Required Info for ERR
2-3 - ER Flowchart
2-4 - ERR Checklist
2-8 - WV Airports
2-9 - ERR Part-58-Exempt-CENST-Format
2-10 - ERR Part-58-CEST-Format
2-11 - ERR Part-58-EA-Format
2-12 - SAMPLE Request for Review of Historic Preservation
2-13 - SHPO Information Sheet
2-14 - 8 Step Process Flow Chart
2-15 - Early Notice of Floodplain Activity
2-16 - Notice of Explanation for Floodplain Activity
2-17 - Distribution List
2-18 - Calc of Time Periods
2-21 - Combined FONSI-NOI-RROF Notice
2-22 - NOI-RROF Notice
2-23 - RROF Form HUD 7015-15

Chapter - 3 Financial Management

3-1 - Time and Attendance Form
3-2 - Daily Time Distribution Record
3-3 - Three Day Rule Compliance Policy
3-4 - Request for Payment Form
3-5 - Letter of Transmittal Sample
3-6 - Budget Amendment

Chapter - 4 Program Income

4-1 - PI Revenue Report

Chapter - 5 Professional Services

5-1 - Terms & Conditions - Professional Services
5-2 - Request for Proposals for Professional Services
5-3 - Request for Quotations for Professional Services

Chapter - 6 Construction Management

6-1 - Advertisements for Bids
6-2 - Notice of Intent to Bid
6-3A - Sample Authorization to Bid
6-3 - Bid Document Checklist
6-4 - Sample Minutes of Bid Opening
6-5A - Section 3 and Segregrated Facilities
6-5B - Federal Labor Standards Provisions
6-5C - Special Equal Opportunity Provisions
6-5D - Certification of Bidder Section 3 of the HUD Act
6-5E - Clean Air and Water Acts
6-5F - Special Conditions Pertaining to Hazards, Safety Standards and Accident Prevention
6-5G - Architect's Certification
6-5H - Bonding and Insurance Requirements
6-5I - Access to and Maintenance of Records
6-5J - Certificate of Owner's Attorney
6-5 - Contract Document Checklist
6-6 - Grantee Debarment Form & Instructions
6-7 - Sample Preconstruction Conference Checklist
6-8 - Notice to Proceed with Construction

Chapter - 7 Labor Compliance

7-1 - Request to Use Force Account Labor
7-2 - WV Code Government Construction Contracts
7-3 - CDBG Project Wage Sheet
7-4 - Labor Standards Compliance Procedure
7-5 - Final Wage Compliance
DAVIS-BACON ACT - RELATED ACTS AND FAQS

Chapter - 8 Civil Rights

8-1 - EEO Policy
8-2 - Sample Section 3 Resolution
8-3 - Required Contract Language for Section 3 Responsibilities
8-4 - Contract Reporting Form
8-5 - Sample Letter of Work Notification to a Disadvantaged Business Enterprise Firm
8-6 - EEO is the Law Flier
8-7 - Sample Fair Housing Resolution
8-8 - Fair Housing Poster
8-9 - Sample Fair Housing Handout and Complaint Pamphlet
8-10 - Hatch Act Resolution
8-11 - Section 504 & ADA Complaint Procedures
8-12 - Sample ADA Self-Evaluation Inventory and Transition Plan
8-13 - Civil Rights Responsibilities Checklist

Chapter - 9 Monitoring, Annual Reporting and Closeouts

9-1 - Sample Notice of Monitoring Visit
9-2 - SCBG Monitoring tool - 2015
9-3 - SCBG Monitoring tool - DESIGN - 2015
9-4 - Sample Post Monitoring Letter
9-5 - HUD 60002 section 3 (2015)
9-5A - HUD 60002 Section 3 Instructions
9-5B - Section 3 Checklist
9-5C - WV Youthbuild Directory
9-6 - MBE-WBE contracting HUD 2516 Instructions
9-6A - MBE-WBE contracting HUD 2516
9-7 - 2015 -Section 3 and Contracting Compilation Form
9-8 - 2015 Fair Housing Instructions & Reporting Form
9-9 - 2015 Program Income Instructions
9-9A - 2015 Program Income Report - Open Grants
9-10 - Full Final Performance Report
9-11 - Sample FPR Response Letter

Chapter - 10 - Acquisition of Real Property

10-1 - URA Acquisition Process
10-2 - Acquistion File Checklist
10-3 - Invitation to Accompany Appraiser
10-4 - Appraisal Review
10-5 - Basis of Offer for Just Compensation
10-6 - Written Offer to Purchase
10-7 - Notice of Intent Not to Acquire
When a Public Agency Aquires Your Property Brochure