Information about http://www.mysafefloridahome.com/images/LocalGovernmentGrantApplication10-1-07.pdf
GENERAL INFORMATION To reduce hurricane damage to single-family, site…
Tags: application period, county property appraiser, damage mitigation, eligible homeowners, extra points, florida department of financial services, free home inspections, homestead exemption, hurricane damage, hurricane wind damage, insurance policy, local governments, nofa, policy declaration, property insurance, residential wind, retrofits, safety guidelines, single family, wind protection,Pages: 11
Language: english
Created: Tue Oct 2 17:19:20 2007
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GENERAL INFORMATION
To reduce hurricane damage to single-family, site-built, owner-occupied residential property, local
governments can apply for grants through the My Safe Florida Home Program administered by the
Florida Department of Financial Services. The My Safe Florida Home Program offers free home
inspections that will recommend specific retrofit improvements to site-built homes of eligible
homeowners. Eligible homeowners must live in a single family, site-built, detached home with an
insured value of $300,000 or less (not required for LMI households)and homesteaded. Further
preference and thus extra points will be awarded for programs [requiring or demonstrating priority is
given to] residences permitted to be built prior to 3/1/02 and in wind borne debris regions.
The NOFA for this round of applications is budgeted at $20 million for grants to local governments
and the funds will be awarded to qualified applicants within 30 days of the end of the application
period.
Applications will be accepted based on the following requirements:
1. A local government will provide hurricane damage mitigation assistance to single family
detached dwelling, including inspections, retrofits and education. All retrofit improvements
must comply, at a minimum, with applicable building codes in accordance with the DFS
publication entitled 'Blueprint for Safety Guidelines for Residential Wind Protection Retrofit
Work,' ( Standard) DFS form number DFS-l1-1695. The Guidelines are substantially the
same as the Blueprint for Safety Standard available at www.flash.org. The residence must:
a) have property insurance that covers hurricane wind damage (not required for LMI
households); b) have an insured value of $300,000 or less as shown on the insurance policy
declaration page; c) have a current homestead exemption in the county property appraiser's
office; d) have a pre-inspection by a qualified inspector that shows the home is an
appropriate candidate for one or more of the three types of retrofit work covered in this
Program; and been permitted to be built before March 1, 2002.
2. All inspectors utilized by a local government must have undergone a background check,
drug screening and have specialized training in wind mitigation procedures and residential
construction or inspection experience to be considered "qualified" under this program. For
information on department-approved providers of wind mitigation training, log on to
www.mysafefloridahome.com.
The law creating this program requires the Department of Financial Services to work with
Wind Certification Entities (WCEs) that provide a workforce of inspectors who have
successfully undergone the required criminal background check protocol, drug screening
and completed specialized training and testing in hurricane mitigation survey and residential
retrofitting procedures.
3. All contractors or installation professionals utilized by a local government to perform retrofits
must be licensed, insured and registered as a participating contractor with the Florida
Department of Financial Services and provide certification that they have passed the FLASH
contractor training course.
Grants will be awarded to local governments that implement or expand upon programs promoting the
statutory program objective of strengthening homes against hurricanes and reducing property
losses. Allowable matching funds include funds from revenue sources such as private donations,
local or federal revenue, volunteer labor, and materials of demonstrated equal value. State Housing
Initiatives Partnership (SHIP Program) funding pursuant to Rule 67-37, F.A.C. is considered local
matching funds for purposes of this definition.
Local government applicants may submit multiple applications over the life of the program; however,
no single application shall seek or receive an award in excess of $1,000,000 with a cap of 5 percent
for administrative (indirect) expenses as well as reasonable and documented Direct expenses.
Applicants shall not be limited to the number of application submissions, however additional grants
will not be awarded to a local government prior to the close-out of an existing grant award, unless the
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final quarterly report has been filed in a timely manner and application is made within the final 60
days of the close-out of the prior grant. [This provision is designed to maintain continuity in an
existing grant program.] Criteria that will be used by the Department of Financial Services to
evaluate proposed programs are included in the application, grant agreement and grant proposal
outline.
All applications must be complete, accurate and legible when submitted, and must meet the
minimum requirements outlined above. Submit a hard copy of the application with an original and
two (2) copies of the application in addition to a CD with an electronic version of the document(s).
The original must be labeled "original" and must contain an original signature by the authorized
official. Facsimile transmissions will not be accepted.
Application packages are to be submitted by mail or hand delivered to: My Safe Florida Home
Program, Department of Financial Services, 200 E. Gaines Street, 5th Floor, Tallahassee, FL 32399-
0317, and Attention: Steven Massey, Grant Administrator.
We look forward to working with all interested local governments to help strengthen residential
properties against hurricanes, reduce property losses and insurance costs in the state.
NOTES:
(1) Matching requirements: Local governments will be required to match that portion of the
Administrative costs which are directly attributable to that portion of grant funds used for matching
grants to non-low income homeowners. Administrative costs attributed to grants for LMI homeowners
do not require a matching contribution. No other match is required; however it is the intention of the
Department to promote the leveraging of grant dollars. Therefore extra points will be awarded to
jurisdictions pledging matching funds to the grant funds requested. Matching funds may come from
city, county, state or federal sources. The source of funds must be identified in the proposed budget
portion of the application.
(12) Application: The Application package shall consist of the 7 pages contained in this document, a
Proposed Budget (Attachment A) and a Narrative (Attachment B) which answers the questions, in
significant detail, which are posed in Part III Program Presentation, Sections I and II. The points
attributed to each Section of the Narrative and the Budget will be computed. The applicants receiving
the greatest number of points will receive Award Letters specifying the amount of Grant funds being
reserved in their name.
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PART I APPLICATION IDENTIFICATION INFORMATION
Name of Entity
FEID Number of Entity
Principal Physical Address
Number Street
Building (if applicable):
City County Zip
Mailing Address (if different from above):
Number Street
Building (if applicable):
City County Zip
Work Phone Fax
Email address After-hours phone
PART II PROGRAM INFORMATION
1. Background Information
(a) Does your local government currently have a residential hurricane mitigation program?
Yes No
(b) Current or proposed name:
(c) Please fill in the following table: If you currently do not have a program, provide answers
in column one only. For more details on the type of improvements, log on to
www.mysafefloridahome.com and click on Local Government.
Type of Improvement Does your program In the last year, what is the
or will your estimated number of detached
program install single family homes (SFH) on
these which your program installed
improvements? these improvements?
1. Bracing gable ends Yes No
2. Opening protections (Note 1) Yes No
3. Exterior doors (including Yes No
garage doors)
4. Other Yes No
2. Mandatory Minimum Requirements
(a) Will your project or proposed program utilize qualified inspectors? Yes No
Refer to General Information page for details.
(b) Will at least 95% of grant funds be used by your program for direct costs and the
following mitigation improvements meeting guideline description and specifications?
(1) Bracing gable ends;
(2) Opening protections;
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(3) Exterior doors (including garage doors)
(4) Roof deck attachment;
(5) Secondary roof water barrier;
(6) Roof covering; and
(7) Reinforce roof-to-wall connections.
Yes No
(see www.mysafefloridahome.com and click on Local Government for further explanation)
(c) Will your current or proposed program have adequate allowable matching funds?
Yes No (Refer to General Information page for details)
(d) Will you use licensed and insured contractors for all work? Yes No
(e) Will you require inspectors to use OIR Uniform form 1802 for the inspection form?
Yes No (form available for download @ www.floir.com/pdf/OIR-B1-1802.pdf )
3. General Program Information
Type of Improvement In either your existing For those marked "YES" what
or your proposed is the average time it takes (or
jurisdiction, are building will take) for you to receive a
permits required for the permit?
following installations?
1. Opening protections (Note A) Yes No
2. Exterior doors (including Yes No
garage doors)
3. Bracing gable ends Yes No
4. Roof deck attachment Yes No
5. Secondary roof water barrier Yes No
6. Roof covering Yes No
7. Reinforce roof-to-wall Yes No
connections
(a) Verification of completed mitigation improvements:
1. Please describe the verification process your program will use to ensure mitigation
improvements have been completed in accordance with applicable building codes
and BFS.
2. Whom will your program require to sign the applicable affidavit for completed
mitigation improvements? For example, an architect, engineer or building
inspector.
3. Please provide a copy of the applicable affidavit referenced in Part III, Section (a),
Question 2.
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PART III PROGRAM PRESENTATION
RANKING CRITERIA SUMMARY MAXIMUM
POINTS
I. BACKGROUND INFORMATION/QUALIFICATIONS 200
a) Mitigation experience applied to Program
Describe the previous experience your program has with the mitigation of
site-built residential properties, including any accomplishments of your
program. If applicable, please include any documentation from your
program's most recent audit.
b) Qualification of key personnel
Identify the relative experience of all key personnel proposed to work on
the program, whether planning, design, execution or administration.
Provide evidence of the abilities and qualifications of each as it relates to
the program's specific requirements.
Describe the availability to the applicant of the resources, including any
personnel, detailed in the project budget, and any anticipated delays
expected to occur between the time an award is accepted and the
commencement of the project. Demonstrate that the personnel and other
resources identified are those necessary and appropriate to accomplish
the project.
c) Compliance with eligibility requirements [single family, site-built,
detached home with an insured value of $300,000 or less (not required for
LMI households)and homesteaded]
Describe the manner and extent to which the proposed program is
consistent with the My Safe Florida Home Program. Identify the particular
items in the State plan(s) which are relevant to the program; link the
consistency of the program with the State plan(s) rationally, clearly and
comprehensively.
II. PROGRAM PLAN/SCOPE OF WORK
a) Statement of Need 100
Identify any demonstrated hurricane mitigation need and estimated
number of homes in hurricane-vulnerable/high-risk areas that will be
addressed by the proposed program. Provide an in-depth explanation of
the program and describe the extent to which the proposed program will
address the demonstrated hurricane mitigation need.
b) Program Approach and Work Plan 300
State the mitigation goals and objectives of the program, and the hazards
it addresses. Describe the project, to include:
a. A statement of the effectiveness or level of protection.
b. Basic areas and volumes.
c. A description of the properties, communities or populations that would
directly benefit from the project.
d. A description of any construction/engineering drawings and/or any
environmental documents, if applicable.
e. A description of the project life and the long-term maintenance
requirements.
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c) Short-term and long-term benefits of program
100
Each application must indicate whether the program is either a short-term
program, long-term program, or a combination. If a combination, then the
application must clearly specify both short and long term, direct and
indirect hurricane mitigation benefits, and how the proposed program will
achieve both types of benefits. Indicate through a timeline the expected
commencement date, completion date, and milestones of the program.
Describe any and all resources expected to be used to continue the
program past the first funding cycle, and indicate the term those funds are
available.
III. PROGRAM BUDGET AND FUNDING MATCH
Program Budget 200
Describe the budget of the proposed program. Group proposed expenditures
in the following categories:
a) Salaries and Benefits - for direct program costs (includes salaries, fringe
benefits, and other related costs for services related to the program by
regular full-time employees);
b) Other Personnel/Contractual Services - for direct program costs
(includes the compensation for services related to the program by persons
who are not regular full-time employees, such as temporary employees,
board members or consultants);
c) Administrative Expenses (Indirect Program Cost Not to Exceed 5%
of Program Award):(includes indirect costs for managing the program.
Includes those costs that are not directly related to the operation of the
program but contribute to the overall operation of the program. This
amount may include an allocated portion of management and
administrative costs if local government resources are used for
administration of the program. Specify the types of costs and allocation
method and/or percentage used to determine the amount of cost
included.. Add additional categories as needed.)
d) Expenses (includes the usual, ordinary, and incidental expenditures,
including, but not limited to, commodities and supplies of a consumable
nature, travel, printing, audit costs, etc.;
e) Operating Capital Outlay (includes equipment, fixtures and other
tangible personal property of a non-consumable and non-expendable
nature and have a normal expected life of one year or more.)
f) Amount and capability to provide qualified matching funds; (include
the following in your Presentation, along with an explanation of the origin 100(extra)
of the Matching Funds (for example, local or federal dollars, or donations):
o Amount Requested $
o Matching Funds $
o Total Budget $
g) Does the program leverage CDBG, SHIP, HMGP, FEMA Funds, or
other similar funding streams with the Local Government Matching
Grant? Yes No
TOTAL NUMBER OF AVAILABLE POINTS 1,000
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PART IV AUTHORIZED OFFICIAL INFORMATION
Examples of authorized officials include mayors, city or county commission chairmen, or city or
county managers.
Last Name: First Middle
Title
Address
Number Street
Building (if applicable):
City County Zip
Work Phone Fax
Email address After-hours phone
PART V PRIMARY CONTACT INFORMATION
Each Authorized Official must designate an individual as the "Primary Contact" for purposes of
communication. Please provide the requested information below.
Last Name: First Middle
Title
Address
Number Street
Building (if applicable):
City County Zip
Work Phone Fax
Email address After-hours phone
PART VI CERTIFICATION
Section VI "Certification," is to be completed and signed by the Authorized Official
listed in Part IV.
By my signature below, I certify that the above statements are true and correct to the
best of my knowledge. I certify I have read the guidelines and applicable statutes and
am familiar with its requirements. If my program is selected to receive a matching
grant, I will agree to the terms and conditions of the contract. I understand that
participation in the residential hurricane mitigation program subjects the participating
local government to an audit by state officials as will be set out in the grant contract. I
understand that under Florida Statute section 817.2341 (3)(a), it is a felony to
knowingly make a material false statement to the Department of Financial Services.
_ __________________________
Name and Title of Authorized Official
________________________________ ______________
Signature of Authorized Official Date
_ __________________________
Name and Title of Attesting Authority
________________________________ ______________
Attested By Date
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1. Instructions for Preparing Budget (Attachment A)
These instructions are to be used in preparing the required budget. The budget must use the attached budget format.
Grant Proceeds: This amount should be the amount of grant funds requested if submitted as an attachment to the Grant
Application or the amount of grant awarded if submitted as an attachment to the Grant Agreement.
Local Government Match: This amount should be the amount of funding and type of funding the local government
plans to allocate to the program to match state grant funds through My Safe Florida Home (MSFH). Specify the type of
funding used to match grant proceeds. Note: If local government is using CDBG, SHIP, HMGP, FEMA or other
similar types of federal or state funding to match MSFH grant, and this funding is partially or fully restricted to housing
renovation, repair and improvement, etc., and is not specific to Hurricane (Windstorm) Damage Mitigation as defined in
Section 215.5586, Florida Statutes, the local government must first meet the requirements of those funding sources or
reserve funding to meet the requirements for those funds. Funding used for home renovations, repairs, or improvements
that are other than those listed in Section 215.5586, Florida Statutes is not considered match for the purposes of this
grant. Local government must specify other funding sources used for match such as private funds (including
homeowner matching funds), volunteer labor, or donated materials of demonstrated equal value. If the local
government is using homeowner matching funds to match grant proceeds, local government must demonstrate that
homeowner matching is meeting the requirements of Section 215.5586, Florida Statutes.
Salaries and Benefits (Direct Program Costs):This amount
a. include costs directly attributable to completing the deliverables of this project. Direct program costs are defined as those
that can be identified with a specific cost objective and charged directly to their cost objective. This means activities
dedicated directly to performing inspections and repair/retrofit work, including, but not limited to:
1. Costs for staff dedicated to performing inspections and retrofit work (including salary, benefits, training and travel) who
train, monitor inspectors and general contractors; or who perform inspections, or repair/retrofit work, if the purpose is to
carry out the deliverables of this Agreement. For the direct salary we are requiring project timesheets which should be
sufficient as they capture actual time worked on our project.
2. Costs for independent evaluations and any internal evaluations of the project that are related specifically to performing
post-inspections and retrofit work issue resolution to result in quality improvement.
3. Costs, attributable to staff that work in a direct project support, operational, or oversight capacity, including, but not
limited to: support staff whose functions directly support project activities; staff who coordinate and facilitate single or
multi-site project activities.
4. Space, facility and communications costs reasonable, necessary and directly related to this project's operations.
Other Personnel/Contractual Services (Direct Program Costs): This amount should be the amount for direct
program costs including the compensation for services related to the program by persons who are not regular full-time
employees, such as temporary employees, board members, consultants, inspectors or contractors, etc. Specify the type
of service, associated costs, number of homes serviced and cost per home. Add additional categories as needed.
Administrative Expenses (Indirect Program Cost Not to Exceed 5% of Program Award): This amount will be
o Not more than 5% of grant funds disbursed by the Department to Recipient may be used for payment of
administrative costs. Administrative costs are general or centralized expenses of the overall administration of
an organization that receives funds and does not include particular project costs. Administrative costs include,
but are not limited to:
1. Costs for staff not dedicated directly to performing inspections and retrofit work (including salary, benefits,
training and travel) but dedicated to administrative functions including director salaries office supplies, office
equipment, etc., staff who train, monitor Sub-Recipients; or who develop materials used in such activities, if
the purpose is to carry out the deliverables of this Agreement; staff who review, disseminate and implement
guidance and policies directly relating to this project. Salaries for indirect usually include management,
personnel, accounting, etc. A percentage of indirect salary expenses may be allocated to the project to the
extent of their actual benefit to the project. The recipient and Sub-Recipient should maintain sufficient
documentation to support the allocation methodology and to demonstrate the salary allocations are reasonable,
necessary, allowable, and equitable.
2. Costs for financial, accounting, auditing, contracting or general legal services, except in cases that are
specifically related to this project. Documentation to support these activities include e.g. cash disbursement or
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purchase journal items, providing evidence of allocation of expenditures dedicated solely to the separate bank
account to carry out the deliverables of this Agreement.
3. Costs for general liability insurance that protects the organization(s) responsible for operating this project.
4. Costs of space, base utilities, and communication (telephone, fax, and Internet) that support administrative
personnel.
5. Administrative costs may also include that portion of salaries and benefits of the project's director and other
administrative staff to the extent attributable to the time spent in support of this specific project. Recipient
may not use any grant funds for salaries except to the extent Recipient has provided documented evidence of
hours worked on this program.
b. This 5% cap applies to the combined total aggregate of administrative costs charged by Recipient and any
Sub-Recipients against grant funds.
Example: Assume the total grant amount to Recipient is $1 million. The combined total aggregate of
administrative costs that may be charged against that $1 million by Recipient and all Sub-Recipients,
is $50,000. Assume Recipient distributes $500,000 of the $1 million grant funds to Sub-Recipient
"A". Assume Recipient uses $50,000 of grant funds for Recipient's administrative costs. Sub-
Recipient "A" may not use any of the grant funds distributed to "A" for administrative costs, because
Recipient has used up the total allowable administrative cost allocation.
Recipient is responsible to assure Recipient and any Sub-Recipients comply with this provision.
c. For purposes of this Grant Agreement, the term "administrative costs" is synonymous with "indirect costs"
and "facilities and administration costs, as those terms are used in federal OMB Circulars A-87 and A-21.
Expenses (Direct Costs Related to Usual, Ordinary, and Incidental Expenditures): This amount includes but is not
limited to: commodities and consumable supplies, travel, printing, audit costs, etc., that can be attributed directly to the
program. Add additional categories as needed.
Operating Capital Outlay (Equipment, Fixtures and Other Tangible Personal Property): This amount includes
equipment, fixtures and other tangible personal property of a non-consumable, non-expendable nature, with a normal
expected life of one year or more. Specify the type of equipment, fixtures or other property.
Total Program Budget (Note: Should equal Total Program Funds): This amount should equal the amount of grant
proceeds and local government matching funds
(PROPOSED BUDGET FORM ATTACHED)
( Link to budget form:
www.mysafefloridahome.com/images/BudgetFormatforProposals.xls)
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2. Instructions for Preparing Proposal (Attachment B)
Your Proposal (which will be Attachment B to the Grant Application) must use the attached Proposal format.
Note that the items in column 1 of the proposal format generally correspond to items discussed in the
Statement of Work . So, for most items in column 1, you should carefully read the corresponding item in
Statement of Work, then in column 2 you should describe and discuss how you will address and comply with
the Statement of Work regarding that item.
Some or much of the information to be included in column 2 may be contained in your original application for
the grant. In some instances, however, you may need to generate additional information to meet the
requirements of the "statement of work."
As an electronic MS Word table, Column 2 will expand to accommodate your narrative.
The Department must have all of this information in electronic form, along with the additional attachments and
deliverables which are also submitted electronically and the signed agreement submitted in hard copy, before
we can disburse any funds.
This electronic documentation provides the necessary foundation for your Grant database information and is
important to track the success of this program.
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3. Proposal Narrative format
Column 1 Column 2
Attachment B: Proposal Narrative:
Mandatory form to be utilized in identifying elements in Please state how you propose to address each
Statement of Work requirement, noting attachment and hyperlink references.
1) Overview
2) Source/Selection Of Homeowners To Be Served.
3) Matching Requirements
4) Direct costs defined
5) Administrative (i.e., indirect) costs defined; capped.
6) Low-income Person Defined; Verification Procedures
7) Eligible Residences
8) $5,000 per Residence Cap
9) Required Certificate of Eligibility
10) Eligible Types Of Retrofit Work
11) Pre-Inspection Required; Form
12) Required Product Approvals
13) Required Retrofit Techniques.
14) Permits and Inspections
15) Licensed Contractor Supervision
16) Certificate of Completion
17) Quality Control Inspections
18) Inspection of Sub-recipient Accounting and Record
Systems by Recipient
19) Employees and Elected Officials of Recipient or Sub-
recipients Limitations on Grants
20) Incremental Costs Only Reroofing and Window
Replacement
21) Homeowner Complaint and Dispute Resolution
22) Compliance with Miscellaneous Laws and Rules
23) Liability Insurance
24) Reports (see Deliverables Attachment)
25) Travel
26) Timesheets
27) Salaries
28) Interest Earnings of Disbursements
29) Retention of Records
30) Department Ad Hoc Requests for Information
31) Notice of Irregularities
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