HomeMy WebLinkAboutState of California Department of Housing and Community Development 2023-11-28Version 7/12/2022 1
CDBG Combined Closeout Package
CDBG Award/Contract Number (fill in):
Checklist
I/we have completed the following forms. Check all that apply.
Closeout Certification
Acquired Property Inventory
Disencumbrance of Funds Acknowledgement/Request
Completion Report Acknowledgement
Completion Report uploaded or attached
Section 3 Compliance Acknowledgement
Section 3 Closeout Report (complete only if applicable)
Select and complete correct form based on award date
Section 3 Qualitative Efforts (complete only if applicable)
Affidavit of Posting Notice
Proof of posting also upload/attached (e.g., picture of the website posting with
date stamp, newspaper clipping, or a photo of the document posted in a public
place noted on affidavit)
If this award included a planning activity, I/we have uploaded or attached ALL of the
following:
Final Product(s)
Documentation of Public Hearing to accept final product(s) (e.g., copies of
announcements, posting, etc.)
Board Resolution accepting each/all final product(s)
CDBG Combined Closeout Package Signature
CDBG – Closeout Certification
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Closeout Certification
I (name of authorized representative), ________________________________, hereby certify
that all activities undertaken by the Grantee with funds provided under CDBG Award/Contract
Number _________________________ have, to the best of my knowledge, been carried out
in accordance with the award/contract agreement; that proper provision has been made by the
Grantee for the payment of all costs and claims; that the State of California is under no
obligation to make further payment to the Grantee under the award/contract agreement; and
that every statement and amounts set forth in all Financial Reports are to the best of my
knowledge, true and correct.
The Grantee shall continue to comply with the State CDBG program income reporting
requirements.
All costs incurred subsequent to the most recent annual audit period will be audited at the time
the Grantee’s next annual audit is conducted in accordance with 2 CFR 200, Subpart F. The
Grantee will resolve any audit findings relating to both the program and financial aspects of the
award/contract. In the event there are any costs which are disallowed by this audit or any
subsequent audits which cover CDBG expenditures, and which are sustained by the
Department of Housing and Community Development, the amount of such costs shall be
returned to HCD.
CDBG – Acquired Property Inventory
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Acquired Property Inventory
Complete the table below listing any property acquired in whole or in part with CDBG funds or CDBG Program Income in
the table below in accordance with the provisions of 24 CFR Part 570.489(k) – Accountability of Real and Personal
Property and 24 CFR Part 570.489(e) – Program Income of the HUD CDBG regulations pertaining to property
management and program income. If applicable, state “None” acquired. Include additional copies of the table if required.
Future disposition of this property shall be carried out in accordance with CFR 24 Sec. 570.489(j) – Change of Use of
Real Property for instructions.
Grantee: Award/Contract Number:
Contract/Project Name:
In the table below in the Proof of Ownership column, enter the type of proof on record, e.g., title, deed, invoice receipt. In
the % CDBG Funded column, enter the percentage of the property funded by CDBG award dollars or by CDBG Program
Income.
Description of Property Acquisition
Date
Acquisition
Cost
Serial #
or ID # Condition Status Location Proof of
Ownership
CDBG
Funded
CDBG – Acquired Property Inventory
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Description of Property Acquisition
Date
Acquisition
Cost
Serial #
or ID # Condition Status Location Proof of
Ownership
CDBG
Funded
CDBG – Disencumbrance of Funds
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Disencumbrance of Funds Acknowledgement/Request
This award/contract has unused CDBG Grant Funds. This excludes Program Income.
Yes
No (If “No”, skip to the Completion Report Acknowledgement form)
Use the table below for Agreements from Program Year 2017 and prior.
Program Activity Activity
Code
Awarded
Amounts
Amount to Be
Disencumbered Balance
TOTAL
For Program Years 2018 and later, please enter the total amount to be
disencumbered: $_____________________
CDBG – Completion Report Acknowledgement
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Completion Report Acknowledgement
Complete one of the acknowledgments below based on the funding year for the CDBG
award/contract you are closing out.
For 2017 and prior projects: I/We have attached a copy of the completed Completion Report
for this project/program to this Combined Closeout Package.
Grantee should obtain the appropriate Completion Report for their activity type from
their HCD Representative or Grant Administrator.
Yes
No (Grantee will be unable to close out the project/program until report is provided.)
For 2018 and later projects (including CDBG-CV): I/We have uploaded a copy of the
completed Completion Report to the Grants Network Portal concurrently with the submittal of
this package.
Grantee should obtain the appropriate Completion Report for their activity type from
their HCD Representative or Grant Administrator.
Yes
No (Grantee will be unable to close out the project/program until report is provided.)
Grantee should not initiate closeout in the Grants Network Portal
until they can provide a Completion Report.
CDBG – Section 3 Compliance Acknowledgement
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Section 3 Compliance Acknowledgement
The purpose of Section 3 of the Housing and Urban Development Act of 1968 is to ensure that
employment and other economic opportunities generated by certain HUD financial assistance
shall, to the greatest extent feasible, be directed to low- and very low-income persons,
particularly those who are recipients of government assistance for housing, and to business
concerns which provide economic opportunities to low- and very low-income persons.
Section 3 requirements apply to housing rehabilitation, housing construction, or other public
construction projects when the total amount of housing and community development
assistance for the covered project activity (not including general administration) meets or
exceeds a funding threshold, generally $200,000.
Section 3 compliance requirements should have been established at project set up. Grantees
who are uncertain whether Section 3 requirements apply to their project(s) should contact their
HCD Representative or Grant Administrator.
1. This project/program was funded prior to November 30, 2020 and is required to comply
with the prior HUD Section 3 Rule, found at 24 CFR 135.
Yes (Complete the Section 3 Closeout Report for Contracts Funded Prior to
November 30, 2020 on the next page.)
No (If “No”, answer Question 2 on this form.)
2. This project/program is required to comply with the HUD Section 3 Final Rule, effective on
November 30, 2020, and codified at 24 CFR part 75.
Yes (Complete the Section 3 Closeout Report for Contracts Funded on or After
November 30,2020.)
No
If you answer “No” to both questions above, skip to the Affidavit of Posting Notice form.
CDBG – Section 3 Closeout Report (Prior to 11/30/2020)
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Section 3 Closeout Report
For Contracts Funded Prior to November 30, 2020)
Grantee Name:
Award/Contract Number:
Project Name:
Project Location (Address):
County or Metropolitan Service Area (MSA)
Where Project is Located:
Report Date:
Please complete the tables below showing Section 3 hires for Grantee and any subrecipients
and contracting opportunities for this project/program. Copy this page and attach to report if
you need additional rows.
Job Category Number of
New Hires
Number of Section 3
New Hires
Number of Section 3
Trainees
Category Totals:
CDBG – Section 3 Closeout Report (Prior to 11/30/2020)
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Construction Contracts
1 Total dollar amount of construction contracts
awarded
2 Dollar amount of construction contracts awarded to
Section 3 businesses
3
Percentage of total construction contract dollars
awarded to Section 3 business (Row 2 divided by
Row 1)
4 Number of Section 3 businesses that received
construction contracts
Non-Construction Contracts
1 Total dollar amount of non-construction contracts
awarded
2 Dollar amount of non-construction contracts
awarded to Section 3 businesses
3
Percentage of total non-construction contract
dollars awarded to Section 3 businesses (Row 2
divided by Row 1)
4 Number of Section 3 businesses that received non-
construction contracts
Non-construction contracts are often construction-related contracts for professional services
like landscaping, pest control, accounting, architecture, legal services, engineering etc.
CDBG – Section 3 Closeout Report
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Section 3 Closeout Report
For Contracts Funded On or After November 30, 2020)
Grantee Name:
Award/Contract Number:
Project Name:
Project Location (Address):
County or Metropolitan Service Area (MSA)
Where Project is Located:
Report Date:
Please complete the table below showing labor hours on this contract and percentages as of
the date of this report. Remember, if you have multiple projects under this contract, this report
should show combined (roll-up) hours for the entire contract (program) as well as percentages
based on these totals. Individual project information should be maintained in Grantee records.
For reference the Section 3 “safe harbor” benchmarks are:
Section 3 Workers make up at least 25% of the total project’s hours
AND
Targeted Section 3 Workers make up at least 5% of the total project’s hours by the time
of project closeout.
Hours Percent of Total
Labor Hours
Safe Harbor
Benchmark Met? (Y/N)
Total Labor Hours to Date:
Total Section 3 Labor
Hours to Date:
Targeted Section 3 Labor
Hours to Date:
CDBG- – Section 3 Qualitative Efforts
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Section 3 Qualitative Efforts Description
This form is only required for Grantees whose project was funded on or after November 30,
2020 and whose labor hour benchmarks for Section 3 Workers (25% of a total project’s hours)
AND Targeted Section 3 Workers (5% of a total project’s hours) are not anticipated to be met
by the time of project closeout. Grantees should maintain records for HUD review to document
any efforts checked.
Award/Contract Number:
Contractor/Grantee:
Please read the following list of qualitative efforts that may be undertaken to comply with
Section 3 and check ALL that applied to your organization during the course of this
CDBG project. Note that these actions are associated with your organization and do not need
to be associated with the particular CDBG project. For more information consult the
Community Planning and Development (CPD) Notice at
https://www.hud.gov/sites/dfiles/OCHCO/documents/2021-09cpdn.pdf.
Outreach efforts to generate job applicants who are Public Housing Targeted Workers
Outreach efforts to generate job applicants who are Other Funding Targeted Workers
Direct, on-the-job training including apprenticeships
Indirect training such as arranging for contracting for, or paying tuition for, off-site
training
Technical assistance to help Section 3 workers compete for jobs (e.g., resume
assistance, coaching)
Outreach efforts to identify and secure bids from Section 3 business concerns
Technical assistance to help Section 3 business concerns understand and bid on
contracts
CDBG- – Section 3 Qualitative Efforts
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Division of contracts into smaller jobs to facilitate participation by Section 3 business
concerns
Provided or connected residents with assistance in seeking employment including
drafting resumes, preparing for interviews, finding job opportunities, connecting
residents to job placement services
Held one or more job fairs
Provided or connected residents with supportive services that can provide direct
services or referrals
Provided or connected residents with supportive services that provide one or more of
the following: work readiness health screenings, interview coaching, uniforms, test
fees, and/or transportation
Assisted residents with finding childcare
Assisted residents to apply for or attend community college or a four-year educational
institution
Assisted residents to apply for or attend vocational/technical training
Assisted residents to obtain financial literacy training and/or coaching
Bonding assistance, guaranties, or other efforts to support viable bids from Section 3
business concerns
Provided or connected residents with training on computer use or online technologies
Other (Please describe below.)
CDBG – Affidavit of Posting Notice
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Affidavit of Posting Notice
I, (Name of Official Designated in Resolution)__________________________, hereby certify
that on the ________ day of ____________(month), ________ (year), I did post the notice of
public hearing concerning discussion of closure and remittal of remaining funds, if any, under
the California Department of Housing and Community Development, Community Development
Block Grant Program at the following _______(number) locations listed below, which are
available to the public. These postings will be available from ____________________(date) to
date).
Location 1:
Location 2:
Location 3:
Location 4:
Location 5:
I, (name) _________________________, Clerk of ____________________ (city, county, or
jurisdiction name), State of California, hereby certify the above and foregoing is true and
correct.
Dated at ___________________________(location), California, this ______ (date) day of
month), 20______.
Signature of Clerk
This may not be the same person as the official designated in
the Resolution who is certifying the posting)
Title
CDBG – Combined Closeout Package Signature
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CDBG Combined Closeout Package Signature
I, the undersigned, hereby certify that all representations made and/or information provided in
this combined closeout package and any referenced uploads or attachments is, to the best of
my knowledge, true. I further state that my signature below will serve as signature for each of
the completed forms in this package as well as for the CDBG Combined Closeout Package
taken as a whole.
Date: Typed Name and Title of Official
Authorized in the Resolution:
Signature of Official Authorized
in the Resolution
Name:
Title