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Home My WebLink AboutDept. of Commerce - CDBG Department of Commerce , bF LAUREL TO: Federal Fiscal Year (FFY) 2004 Community Development Block Grant (CDBG) Recipients for Public Facilities Projects FROM: Gus Byrom, CDBG Program Manager- Housing and Public Facilities]'~'''~/ SUBJECT: 1. Announcement of Grant Administration Workshop for FFY 2004 CDBG Awards/Public Facility Projects; 2. Authorization to Incur Costs for Environmentally-Exempt CDBG Project Activities; and, 3. Procurement of Professional Services. DATE: September 11, 2003 Congratulations on your award of Community Development Block Grant (CDBG) funds! Our staff is looking forward to working with your community to successfully complete your public facility project. 1. Grant Administration Workshop There are many Federal and State requirements that directly affect the implementation of CDBG public facility projects. These include executing a grant contract; procurement of professional grant administrators, project engineers, or architects; preparation of environmental reviews; and compliance with accounting requirements; to list just a few. These and many other issues will be covered at a grant administration workshop for all new CDBG Public Facilities grantees to be held on Tuesday, October 28 and Wednesday, October 29 at 8:30 A.M. in Helena at the Red Lion Colonial in the State Room- 2301 Colonial Drive. An agenda will be mailed shortly before the workshop. Chief elected officials, county and city clerks, grant administrators, and all other persons who will be directly involved in the CDBG project are strongly urged to attend the workshop. At least one person representing the grant recipient must attend. The Red Lion Colonial Hotel has offered rooms while availability lasts at state rates of $35 - single; $55 -double occupancy, plus room tax. Please call 1-800-RED-LION to make reservations and reference the Community Development Block Grant Pro.qram. We have also included a listing of principal Helena restaurants and motels. 2. Authorization to Incur Costs for Start-up Activities We know some of you are eager to commence some project start-up activities, such as hiring professional grant administrators or engineers and architects. This letter serves as authorization for your CDBG project to incur project costs effective August 28, 2003 (the date of announcement of grant award) for the following project activities: · Administrative costs such as: · reimbursement for in-house administrative staff working on CDBG activities and/ar selecting an outside administrative consultant for your CDBG project; · preparation or revision of the required Management Plan; · traveling to and attending the Montana Department of Commerce grant administration workshop; · publishing legal notices; · incurring other administrative expenses required for capacity building (e.g., training appropriate for the CDBG project); · advertising for consultant services (architecture, engineering, and grant administration). · Project architecture, engineering and design costs; and · Environmental studies or assessments required by HUD regulations (24 CFR, Parts 51 and 58). In addition, as explained in the grant award letter, please keep in mind that the actual funding for your project is several months away. Under our new fundinq cycle~ .clrant funds for your proiect will not be available until approximately April, 2004 since they are contingent on ConRress' passaRe of the FFY 2004 HUD bud.qet. In the event that the grant recipient is unable to comply with the terms and conditions of the grant contract or if Congress fails to provide sufficient FFY 2004 funds to fund your project, any costs incurred will be the responsibility of the grant recipient. If we receive less funds than anticipated, we would award funds based on rank order and readiness to proceed (including firm commitments of other funding sources). No costs other than those listed above may be incurred without consent from the Department. if you have any question as to whether a cost can be incurred with this authorization, please contact us for a determination. As required by CDBG regulations, we find these activities to be environmentally exempt under 24 CFR, Part 58.34. Reimbursement of costs incurred from August 28, 2003 onward is contingent on the satisfactory completion of the Environmental Review Record for your CDBG project, the issuance of a Release of Funds by the Department, and executing and meeting the terms of the contract between the Department and your local government, including any special conditions directly placed upon your award of CDBG grant funds. A copy of this letter should be maintsined in your environmental file for the project. Projects involving county water and sewer districts or non-profit subrecipients must execute an inter-local (subrecipient) agreement between the county and the water and sewer district or subrecipient organization specifying duties and responsibilities of the 2 two entities for the duration of the project. Grantees may request sample subrecipient agreements from the CDBG program to use as a model. 3. Procurement of Professional Services Although grantees are granted authorization to begin incurring 'costs relating to advertising for consultant services, please be aware that there are specific HUD and State requirements that deal with the procurement of architectural, engineering, and grant administration services. If you feel your local government has already procured professional services in compliance with applicable HUD and State requirements, please submit appropriate documentation to your CDBG project liaison officer as soon as possible, or contact your CDBG liaison for advice. (Consultant travel costs cannot be reimbursed with CDBG funds unless correct procurement and contract procedures have already been completed.) If it is necessary for you to begin advertising for professional services before the CDBG Grant Administration Workshop next month, please contact your CDBG liaison regarding the procurement requirements. !t is important that we review your request for proposals (RFP) before you publish them. You may fax your draft RFP to us at (406) 841-2771 or e-mail us the text. Staff Assignments If you have any questions or comments, please contact your assigned staff person below: Chris Imhoff Janet Kenny Frank Kromkowski Gus Byrom 841-2779 841-2773 841-2780 841-2777 cimhoff@state.mt, us jkenny~state.mt, us fkrom kowski(~state.mt, us gbyrom~state.mt, us Cascade County City of Lewistown Dawson County Butte-Silver Bow* Town of Superior Pondera County City of Laurel *with Frank Kromkowski We will soon be preparing draft grant contracts for your review and execution. If you have any questions regarding your project or the process described above, please call us at 841-2791. 3 LENA'S MOTELS / HOTELS Best Western Helena Great Northern Hotel Howard Johnson Inn 835 Great Northern Blvd. (next to K-Mart) 800-829-4047 2300 N Oakes (406) 442z3064 Budget Inn. Express 524 North Last Chance Gulch Jorganson's Inn & Suites (406) 442-0600 1714 11th Avenue 800-272-1770 Days Inn - Helena 2001 Prospect Avenue Knight's Rest Motel 800-329-7466 4525 Hwy 12 West 888-442-6384 Fairfield Inn by Marriott 2150 1 lth Avenue Lamplighter Motel 800-228-2800 1006 Madison Avenue Hampton Inn (406) 442-9200 3000 Hwy 12 East Motel 6 800-426-7866 800 Oregon 800-466-8356 Helena Comfort Inn 750 Fee Street Red Lion Colonial HoteF 800-228-5150 2301 Colonial Drive 800-325-4000 Helena Inn 910 North Last Chance Gulch Shilo Inn 877-387-0102 2020 Prospect Avenue 800-222-2244 Helena's Country Inn & Suites 2101 East 1 lth Avenue Super 8 Motel 800-541-2743 2200 1 lth Avenue 800-800-8000 Holiday Inn Express 701 Washington Street Wingate Inn 800-465-4329 2007 North Oakes (behind Perkins) Holiday Inn Helena 877-300-7100 Downtown 22 N Last Chance Gulch 800-332-2290 HELENA'S RESTAURANTS Applebee's Neighborhood Grill & Bar Golden Corral 1212 Custer Avenue 2910 Prospect Avenue Benny's Godfather's Pizza 108 East 6~ Avenue 2216 North Montana Avenue Bert & Ernie's Grub-Stake Lounge & Restaurant 361 North Last Chance Gulch 1450 Lincoln Road East Big Al's Howard's Pizza 11 West 6th Avenue 3425 E US Hwy 12 Brewhouse Pub & Grille JB's Restaurant 939 1/2 Getchell Street 630 N Montana Avenue Bull's Eye Restaurant Jade Garden 1612 Prospect Avenue 3128 N Montana Avenue Bullwhacker's Jorgenson's Restaurant & Lounge Holiday Inn Downtown 172011th Avenue Bullwinkle's Saloon L & D Chinese Buffet 908 Euclid Avenue 1605 11th Avenue Carriage House- Bistro MacKenzie River Pizza Co. 234 1/2 Lyndale 1110 Road Runner Drive Country Harvest Marysville House 2000 Prospect Avenue 153 Main Street Marysville D&E Depot Deli & Espresso 55 West 14th Street Miller's Crossing 52 South Park Avenue Emiliano's 632 Euclid Avenue. Mongolian BBQ & Chinese Buffet 1730 Cedar Flicker's Coffeehouse 101 N Last Chance Gulch Montana City Grill & Saloon #1 Jackson Creek Road Frontier Pies Montana City 1600 Prospect Avenue On Broadway 106 E Broadway Overland Express Restaurant & Lounge 2250 11th Avenue Perkins Family Restaurant 1803 Cedar Street Pizza Hut 1133 Helena Avenue & 1001 Euclid Avenue Planet Gyros 1431 11th Avenue Red Fox Supper Club & Lounge (Fox Ridge Golf Course on York Rd~) Red Rock Grille 26 N Last Chance Gulch The River Grille 1225 Custer (across from ShopKo) Ryan & Maclean, Ltd. 40 West Lawrence Street Suite B Sara's Blue Ribbon Porkies 2104 North Last Chance Gulch Silver Star Steak Company 833 Great Northern Blvd. Staggering Ox 400 Euclid Avenue The Stonehouse Restaurant 120 Reeders Alley Windbag Saloon and Grill 19 South Last Chance Gulch Woodpecker's Sports Lounge & Restaurant 700 West Custer Avenue Yacht Basin Restaurant& Bar 7035 Canyon Ferry Road