HomeMy WebLinkAbout29707Terms and Conditions for FY 2017 Grants and Cooperative Agreements
a.Final Narrative Report
b.Pinal breakdown and j usti ficatio11 of budget cat�gories including direct c osts,administrative costs, match/cost share and indirect cost rate, if applicable;o.Pait 3 from the Healthy Homes Or-ants Management System (HHOMS) on-linequarterly reporting system;
d.Pinal Federal Financial Report (SP..-425)e.Final invoice for incurred expenses (Al I budget expenses reported in the SP-425. LOCCS and
placed 1-IHOMS must match before the grant can be closed Ollt); andt: Final reporting into the Healthy Homes Grants Management System on-line quarterly reporting system (only if additional housing units were completed and cleared during the close out period).
The Grantee shall submit a tlnal Section 3 Repor1 (HUD 60002) to its local HUD Field Office at: hnps://pottal.hud .cov/hudportal/H U b?src-/progrnm offices/fair hous ine. equal om;i/section3/section3jsbears
HUD will notily the Grantee in writing when the Grant/Cooperative Agreement is closed, The Grantee
has three areas of continuing responsibility after closeout of award:
a.Records and materials must be kept in a sale place and be accessible to HUD, auditors and
other government officials for a period of at least 3 years from the end of tbe award' s period of
performance. This t'eqLtirement also extends lo all sub-grants/sub-wards and subcontracts the
Grnntee has executed for over $10,000.
b.Accountability for property continues as long as the Grantee holds the prope1ty, or for the period
of time established by the award document. Disposal of property must be in accordance with 2CFR §200.310-§200.316. See Article 37, Progrnm income, regarding use of those funds.
c.'Notification to the GTR and Grant Officer if at any time during the three-year period after the
period of petformance, the Grantee organi2::ation is discontinued or changes location. TheOTR and Grant Officer shall be notified immediately of the new address or the address of the
party retaining all records.
11.Conduct of Work
During the effective period of this grant, the Government Technical Repre,sentative shall be responsible
for monitoring the technical effort of the Grantee. The Grantee .!l!.!!fil allow and f11lly coopera,to witJ1 both remote monitoring requests and on-site monitoring visits. Failure to comply with a request associated
with remote monitoring within a reasonable timeframe (As set by the OTR or Grant Ofllce.r) may result in
''High Risk" designation, suspension, or termination of grant. See Article 46, Su�pension and
Termination (For Cause).
The Grantee or Subgrantee shall not engage in any unethical activities during the grant/cooperative agreement performance period. If HUD makes a determination that the; Grantee or StJbgrantee has engaged in unethical activities, the Grantee or Subgrantee will be subject to "High Risk" designation or suspension until such time as the activities have ceased and assurance acceptable to HUD is given that no ti.nther actlvities will occur; in addition, HUD may take enforcement action under 2 CFR §200.338.
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Failure to obtain an approved classification detennination (subrecipient or contractor) for each
entity from the OLHCHH may result in loss of funding for the unapproved entity or temunation of
the grant award or cooperative agreement in accordance with the Tenns and Conditions, Article 46,
Suspension and Termination (For Cause).
All subrecipients or contractors shall be registered in the System for Award Management (SAM)
website: w �\ .sam.g_oy. a U.S. Government website used by state and local governments,
organizations, and industries dojng business with the U.S. Government. There is no cost to use
SAM. You can use this site to:
•Register to do business with the U.S. government
•Update or renew your entity registration
•Check the status of an entity registration
•Search for entity registration and exclusion records
Determining Classification -Subrecipient vs. Contractor
To help Grantees comply with the subrecipient and contractor dete:rrninations under 2 CFR 200.330,
Subrecipient and contractor determinations, OLHCHH has created these guidelines for
determining subrecipients or contractors based partly on their "Commercial and Government
Entity (CAGE) Code'' registered in SAM and on the Grantee's completed "Checklist to Detennine
Subrecipicnt or Contractor Classification" (attached).
Subaward (2 CFR 200.92) means an award provided by a pass-through entity to a subrecipient for
the subrecipient to carry oµt part of a Federal nward received by the pass-through entity. Jt does not
include payments to a contractor or payments to an individual that is a beneficiary of a Federal
program. A subaward may be provided through any fonn oflegal agreement, including an
agreement that the pass-through entity considers a contract.
Subrecipient (l CFR 200.93) means a non-Federal entity that receives a subaward from a pass
through entity to carry out part of a Federal program; but does not include an individual that is a
beneficiary of such program. A subrecipient may also be a recipient of other Federal awards directly
from a Federal awarding agency.
OLHCHH may recognize as subrecipients other en tities classified as "local government'' i.n
accordance with 2 CFR 200.64, Local government, for example, a county; borough; municipality;
city; town; township; parish; local public autl1Qrity, including any public housing agettcy under
the United States Housing Act of 1937; special district; school district; intrastate district; council
of governments, whether or not incorporated as a nonprofit co.rporation under state law; and any
other agency or instrumentality of a multi-, regional, or intra-state or local government.
OLHCHH may recognize other organizations. as a subrecipient, such as an organization that
provides public services such as hospitals; no fee/profit organizations such as cocrunutlity based,
faith based, and nonprofit foundations or institutions of higher education.
Table 1. Cost Categories for Lead-Based Paint Hazard Control (LBPHC) Grants and
Lead Hazard Reduction Demonstration (LHRD) Grants
Uirrd Co�h
Dll"cCl co,h .ire: thos-· ,o,h 1h,ll c-111 h� 1d,·111Jlil.'d ,p,·ul1,·.ill! 1111'1 a p.1111.:ul,1r �1.111l,
or tnal can he: Jrr,Lll) a,,1;_!11,J 1,1 tlw :cr,1111 ri:l.111\�ly ,,.1,tl� 1111h :1 hri.'.h dt'=t<:t! nf
accur.icv.
Indirect Costs
(Maximum set by negotiated
indirect cost rate)
Program Costs (90% Minimum)
Program costs are costs that directly support the grant
program;s mission of identifying and controlling lead
based paint hazards. There are hvo types of program
costs: Lead hazard control (LHC) program costs and
other program costs.
Administrative Costs (10% Maximum)
Administrative costs are costs that do not directly support
the grant program's mission and services. There are two
categories of administrative costs: (1} direct administrative
costs and (2) indirect costs.
Note that the 10% ma:,;imum includes all i.,ulirect cost,t and
all direct administrative costs. -------------1 ::.-----------/ Lr:1ll 11:mll'd Control
(LIIC} Pru1-:r:1111 Co�I� Uil'I 1(-ftS"u �l1111n111m I IIR[) !HJ� .• �lin11m1m
Le.ad hazard control
program costs arc costs
specifically related to the performance oflead hazard control
activities.
See Attachment I for a
list of allmvab/c lead
hazard control
acti11itfes.
Other Pro ram Costs
Other program costs are
costs that directly support
lhe grant program's
mission of identifying and
controlling lead-based
paint hazards, but that arc
not specifically related to
the performance of lead
hazard control activities.
See Atlacl1111enl I Jar /isl of
allowable other program
activities.
Direct .-\dministrath c
Costs
Direct administraliv.e costs
arc costs incurred for the
general managem ent,
oversight, and coordim1tion
oflhe grant (i.e., program
adminislration).
See A11ad1ment 2/or list of
allowable direct
"dministrative costs.
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l.ndirect Costs
Indirect costs represent the
expenses of doing business
that cannot be specifically
identified with a particular
grant, contract, project
function or activity, but are
necessary for the general
operation of the organization
and U1e conduct of activitics
it performs. These types of
costs are often referred to as
''overhead" costs.
See Attachment 3 for a
description of indirect costs.
Attachment 2.
Program Costs for Lead-Based Paint Hazard Control (LBPHC) Grants and
Lead Hazard Reduction Grants (LHRD)
There arc two types of program costs: Lead hazard control (LHC) program costs and other
program costs.
(1)Lead Hazard Control (LHC) Program C::osts
Allowable lead hazard control (LHC) program costs are defined as costs specifically
related to lhe performance ofLHC activities, as defined below. When preparing the budget,
you must document how at least 65 percent of the requested grant amount for the Lead
Based Paint Hazard Control (LBPHC) grant program, or al least 80 percent of the
requested grant amount for the Lead Hazard Reduction Demonstration (LHRD) grant
program is dedicated specifically for lead hazard control activities. Lead hazard control
activities are defined as:
a.lnspectionstresting. Perfonning lead dust, soil and paint-chip testing, lead-based
paint inspections, risk assessments, clearance examination, and engineering and
architectural activities that arc required for, and in direct support of, interim control
and lead hazard control work, of eligible housing units constructed prior to 1978 to
detennine the presence of lead-based paint and/or lead hazards from paint, dust, or
soil through the use of acceptable testing procedures.
b.Hazard Control. The control or elimination of all lead-based paint hazards
identified in housing units and in common areas of multi-family housing by either or
a combination of interim controls or lead-based paint abatement. For a complete
description of interim controls and abatement, see HUD's Guidelines for the
Evaluation and Control of Lead-Based Paint Hazards in Housing, located at
htt p://portal .hud .gov/b udport al/HUD?src=/pro l?.ram offices /healthy homes/lbp/hudg
uidelines.
c.Required Minimal Rehabilitation. Undertaking minimal housing intervention
activities that are specifically required to carry out effective hazard control, and
without which the hazard control could not be completed, maintained, and sustained.
Refer to HUD Policy Guidance 2008-02 on the OLHCHH website, located at
http://www .hud.gov/ofnces/lead/library /lead/PGJ-2008-
02 Doing Minimal Rehab .p<lf.
d, Relocation. Carrying out temporary relocation for temporarily displaced families
and individuals while the LHC work ia an affected unit is conducted and until the
time the unit receives clearance for re-occupancy. When persons with disabilities are
temporarily relocated, they must be placed in housing that provides, at a minimum,
the same accessibility features as the housing in which they currently resides. HUD
expects that most temp orary relocation for lead hazard control work would be for 10
days or less.
e.Support Costs Associated with Lead Hazard Control Activities. Activities that
directly support the undertaking oflead hazard control, and without such support
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U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT
WASHINGTON, OC 2041()-3()00
OFFICE OF IIEALTIIY HOMES ANO
LEAIJ HAZARD CONTROL
POLICY GUIDANCE NUMBER: 2013-05 I DATE: September 30, 2013
SUBJECT: Use of Lead Hazard Control funds in non-target housing and
other prohibited activities
STATUS: Current
The Office of Healthy Homes and Lead Hazard Control
APPLICABILITY: (OHHLHC) Lead-based Paint Hazard Control and Lead Hazard
Reduction Demonstration grantees
RELATED GUIDANCES: All Notices of Funding Availability (NOF A)
COMMENTS:
This Policy Guidance is being issued to reiterate the restrictions imposed on grantees
from conducting lead hazard control work in units that fall outside the scope of target housing or
are otherwise not µJlowable costs, as defined by the Residential Lead-based Paint Hazard
Reduction Act and the Notices of Funding Availability.
Lead Hazard Control grant funds rnay not be used to evaluate or control lead-based paint
hazards in the following circumstances:
I.Lead hazard evaluation or control activities in publicly-owned housing, or project-based
Section 8 housing (this housing stock is not eligible under Section 1011 (a) of the Lead
Based Paint Hazard Reduction Act). See PGI 1998-02, Eligibility of certain publicly
owned hqusingfor assistance under Lead Hazard Control grants for allowable
exemptions;
2.Lead hazard evaluation or control activities in rental housing covered by a pending or
final HUD, EPA, and/or Department of Justice settlement agreement, consent decree,
court order or other similar action regarding violation of the Lead Disclosure Rule (24
CFR part 35, Subpart A, or the equivalent 40 CFR part 745, subpart F), or by HUD
regarding the Lead Safe Housing Ru.le (24 CFR part 35, subparts B-R);
3.Activities tl1at do not comply with the Coastal Barrier Resources Act ( 16 U.S.C. § 3501);
4.Lead-hazard control or rehabilitation of a building or manufactured home that is located
in an area identified by the Federal Emergency Management Agency (FEMA) under the
Flood Disaster Protection Act of 1973 (42 U.S.C. §§ 4001-41 28) as having special flood
hazards unless:
a.The community in which the area is situated is participating in the National Flood
Insurance Program in accordance with the applicable regulations (44 CFR parts
59-79), or less than a year has passed since FEMA notification regarding these
hazards; and
b.Where the community is participating in the National Flood Insurance Program,
flood insurance on the property is obtained in accordance with section 102(a) of
cspanoLhud.go,•
U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT WASHINGTON, DC 20410-3000
Of'l'ICB OP LEAll H,\ZARD CONT!mL
ANIJ 111•..AI.THY HUMES
POLICY GUIDANCE NUMBER: 2013-04 I DATE: October I, 2013
SUBJECT: Lead Hazard Evaluation and Control of Lead Dust Hazards in Carpeting
STATUS: Current Lead-based Paint Hazard Control (LHC), Lead Hazard APPLICABILITY: Reduction Dcmonstratfon (LHRD), and Healthy HomesPwduction grantees
RELATED GUIDANCES:
COMMENTS:
This guidance is being issued to assist grantees in detennining the appropriate steps to talce when addressing lead dust hazards in carpeting and other similar surfaces, and the documentation requirements for sucl1 activities when seeking reimbursement with OHHLHC grant funds. Grantees of the Lead-based Paint H�ard Control (LHC) and Lead Hazard Reduction Demonstration (LHRD) grant programs are required to address all lead-based paint hazards identified by lead inspection and risk assessment. In some instances, such as carpeting,steps that may be taken to control lead dust hazards are wide-ranging in tenns of expense and scope. Healthy Homes Production grantees are encouraged to address the most severe andimmediate hazards identified, which is often lead-based paint hazards.
The identification of lead-based paint hazards (including lead dust hazards) is only possible following a complete lead inspection and risk assessment (LI-RA). The Guidelines for
the Evaluation and Control of Lead-Based Paint Hazards in Housil1g outline the process for collecting dust and soil samples, and are required as part of every LI-RA completed forOHHLHC grants.
Costs for treatment options vary considerably from one locale to the nex1 and are subject to rtlarket condHions, making it difficult to provide estimates. However, the risk assessor should, at a min.imum, indicate the order in which acceptable hazatd control options for a given hazardfall in terms ofrelative initi al cost. In addition to cost, the risk assessor should identify the feasibility of particular treatments, taking into account whether they are unlikely to be effective or are suitable to eliminate the hazards. In all circumstances, the responsibility rests \\1itb the grant program when determining the appropriilte treatment plan. However, because federal funds are being used, you must clearly document the rationale behind your decisions and supporting scope of work that is procured for each unit.
In order to document that carpet removal is required to remediate lead dust hazards, the following procedure must be followed and contained in the file for that unit: •Grant funds may not be used to replace worn carpeting for that reason alone.
www.hutl.go�
HUD LEAD GRANT
ACCOUNTING INFORMATION
Revenue (Received from Grantor/to be paid from):
Org 5620-4707
Fund 0001
Subclass 10000
Account 4380