Section 804. - Grant processes.
A. City of Tulsa Departments. If the Development Committee identifies needs that are to be managed by City departments, these projects will not be subject to the proposal review. However, City departments should submit project information including budget information, program description and project goals and measurable outcomes. HUD funds may not be used to replace local general government funds on City projects or services, unless, the City department can document that the services to be provided represent an increase in services beyond the services provided with government funds in the previous year. If a non-profit agency located in the City of Tulsa can provide or perform services which could be performed by a City department, the City's RFP process must be followed to allow non-profit agencies to be considered for the services needed.
B. Applicant workshops. Grants Administration staff shall conduct at least three (3) workshops for potential applicants seeking federal grant funds. One (1) workshop shall be conducted for those applicants who have not participated in prior HUD funding processes or have not received funding in the past two (2) years. All workshops will be free and open to the public. All potential applicants are required to attend at least one (1) workshop or their proposal will not be considered.
C. Proposal deadline.
1. All proposals shall be submitted no later than 5:00 p.m. on the date and location set forth in the applicable Request for Proposal (RFP). The proposal deadline will be no less than forty-five (45) days after the final applicant workshop.
2. An applicant will be allowed one opportunity within a five-year period to submit a proposal within one (1) business day after a proposal deadline. Such late applicants will also have an additional three (3) business days to submit missing documentation, as provided in Section 804(D)(5). An application accepted pursuant to this provision will be identified as late in Development Committee recommendations, and will receive a reduction of one percent (1%) from the applicant's overall average score.
D. Proposal review. Grants Administration shall:
1. Procure a professional facilitator to manage and maintain the integrity of the evaluation process.
2. Select a minimum of five (5) reviewers for each application expected to be received. Every application shall be reviewed by no more than one (1) employee from Grants Administration.
3. A list of the reviewers selected to review the RFP must be provided to the Development Committee for review prior to commencement of proposal reviews.
4. Provide training for the reviewers on the application and criteria to be used to score the proposals prior to commencement of the proposal reviews.
5. Pre-screen the applications for missing documentation. Applicants will have three (3) business days to submit the missing documentation. Applicants who do not submit the minimum required documentation as specified in the RFP will not be considered for funding.
6. Pre-screen proposed rehabilitation and new construction projects, excluding homeowner minor repairs, emergency repairs, and rehabilitation loans, for the following required information and documentation:
a. Demonstrated financial capacity of the applying agency;
b. Documentation of funding sources committed toward the total cost of the project, excluding HUD grant request;
c. Documentation of site control, proper zoning, and a map showing whether the proposed project is located in a flood plain;
d. Architectural/engineering design for the entire project;
e. Cost estimate provided by a licensed Professional Engineer (PE) licensed in the State of Oklahoma and authorized to sign and seal plans, drawings, and costs that will be submitted to a public authority for approval;
f. Timeline and certification that the project will commence within six (6) months from the date of the grant award and that all HUD grant funds will be spent within two (2) years; and
g. Proof that the project will meet a HUD national objective within two (2) years from completion.
Applicants who do not submit the required documentation will not be considered for funding.
7. Transmit final scores from the reviewers to the Development Committee. The Development Committee will be responsible for making the funding recommendation to the City Council.
E. Public hearings. The Development Committee shall hold public hearings in accordance with the City's Citizen Participation Plan and as required by HUD regulations. The public hearings will be scheduled to meet statutory deadlines for the submission of the Consolidated or Annual Action Plan and the Consolidated Annual Performance and Evaluation Report (CAPER). A minimum of three (3) public hearings will be held annually to receive public comments regarding:
1. The needs of the community;
2. The Consolidated or Annual Action Plan and funding allocations; and
3. The CAPER.
Additional public hearings shall be held as required, including but not limited to:
1. Section 108 loan applications; and
2. Substantial amendments to the Consolidated Plan.
F. Policies for allocation of HUD Grant Funding.
1. On or before February 1 or each calendar year, Grants Administration shall publish a calendar showing the dates of all activities related to the development of the Consolidated Plan, Annual Action Plan, CAPER, and other related documents and activities.
2. The annual calendar and the following documents shall be posted on the City of Tulsa website (Community Programs - Grants):
a. The current Citizen Participation Plan; and
b. The City of Tulsa Policies and Procedures Manual related to the administration of HUD Grant Funds.
3. Each year, subsequent to the final Needs Assessment Public Hearing, the Development Committee shall draft a Priority Needs Statement for the allocation of HUD Grant Funds in accordance with HUD statutes and regulations and shall submit it to the Mayor for review and recommendation, who shall forward it to the City Council for approval.
4. Upon approval, the Priority Needs Statement shall be incorporated into the Request for Proposals.
5. Within fifteen (15) days of receipt of the final scores from the reviewers, the Development Committee shall make funding recommendations based upon the tabulated scores and in accordance with the priorities of the Consolidated Plan and the Annual Action Plan. The Development Committee must submit funding recommendations to the Mayor for review and recommendation.
6. In the event there is a tie vote of the Development Committee, the final scores of the reviewers shall be submitted to the Mayor for review and recommendation.
7. Within ten (10) business days of being placed on the Mayor's agenda, the Mayor (i) may review the recommendations and submit them to the City Council, or (ii) may recommend changes and submit them to the City Council. Recommended changes to funding recommendations submitted by the Mayor must meet at least one (1) of the annual priorities set by the Development Committee for the program year being approved and provide a written justification for the change.
8. After receipt of the recommendations from the Development Committee and the Mayor, the City Council (i) may approve the recommendations or (ii) change and approve the recommendations, and submit them to the Mayor for signature no later than the second Thursday in April. Changes to the recommended allocations of the Development Committee or the Mayor must meet at least one (1) of the annual priorities set by the Development Committee for the program year being approved and provide a written justification for the change.
9. This process shall meet the date and time requirements set forth in the Annual Calendar.
G. Final resolution on consolidated plan and use of funds. The City Council will take action in accordance with the Annual Calendar to approve the Consolidated and Annual Action Plans and projected use of funds. The Council shall forward the final resolution to the Mayor on the first business day following the Council action for approval and signature.
H. Submission to HUD. The Mayor shall be responsible for submitting completed federal grant applications and required annual reports to the appropriate federal offices in a timely manner.
(Ord. No. 22813, § 1, 1-31-2013; Ord. No. 23362, § 1, 9-10-2015; Ord. No. 23595, § 1, 11-16-2016; Ord. No. 23598, § 1, 11-30-2016)
