Detailed Scope of Work Task 1: The Respondent must describe their marketing strategy to ensure disproportionately-impacted populations and populations typically underserved by traditional housing programs are reached, and the communication modes and materials that will be used to solicit applicants for the Home Improvement Program. Deliverable: Information regarding HIP must be provided throughout Monroe County through in-person and online outreach. Applications for funding must be made available online, by request in person or by phone. Culturally relevant services with meaningful language access must be provided. Task 2: Receive and process applications for the HIP, collect supporting documents, and income-qualify homeowners in accordance with HOME. The Respondent must describe their engagement process and process for determining income-eligible homeowners and their process documenting eligibility for repair funding. 1. Establish a single point of contact within the HIP to see homeowners through the entire process. Homeowners shall be approved on first-come, first-completed, first-served basis; 2. Verify that applicants’ household income does not exceed 80% of the HUD Area Median Income (AMI); 3. Ensure each prospective project has gone through required steps such as underwriting and environmental review before proceeding with the project; 4. Maintain accurate records which differentiate and quantify funding sources other than this grant; 5. Property must be located within Monroe County, New York; 6. Property must not exceed HUD HOME value limits; 7. Property must be owned/occupied by the applicant as their primary residence, as verified by a recorded deed with the Monroe County Clerk’s Office, at the time of application for at minimum a one (1) year period; 8. In the event that homes are located in a mixed-use structure, any costs associated with the nonresidential uses are ineligible costs; and 9. Property must be brought up to NYS Building code and program standards upon completion of the project. Deliverable: Homeowner will be financially approved or not approved for assistance through the HIP. Task 3: The Respondent must detail their process for determining eligible improvements. The need for repairs must meet the Respondent’s rehab standards, as defined by HOME. The Respondent must conduct a preliminary inspection and create a written scope of work for each qualified project (property.) The scope of work must describe the necessary actions that will bring the property up to property standards in accordance with HOME, as well as local 8 code and cross-cutting federal guidelines relevant to the project. Repairs should prioritize completing health and safety items. Estimates for rehabilitation must be procured, reasonable and verified to ensure bidding was accurate and meets HOME requirements. Respondent must be knowledgeable of ineligible costs such as luxury type items. The Respondent must execute a written agreement with all parties involved in the project. Program funds will not cover relocation expenses. Deliverable: The final condition of a housing unit must be decent, safe and in good repair, per HOME and described in greater detail at 24 CFR 92.251(b). In addition to these requirements, the following conditions must be met for each project, with all applicable requirements at 24 CFR 92 documented: 1. Project has met all of the work specifications, which were written as described above; 2. Any life-threatening deficiencies have been resolved; 3. All major systems are in good repair including but not limited to: structural support; roofing; cladding and weatherproofing; plumbing; electrical; and heating, ventilation, and air conditioning; 4. Each of the major systems have a remaining useful life of a minimum of 5 years; 5. If a lead-based paint hazard, as defined by 40 CFR 745.65, is present on the project site, appropriate measures have been taken in accordance with the location and severity of the hazard, certified contractors perform work and lead-based paint has been addressed at least to the extent required by 24 CFR 35.930(c), including: paint testing, safe work practices and a clearance examination; 6. A site-specific checklist and environmental certification have been prepared and completed for each site; 7. Property’s final condition is acceptable to the local zoning ordinances, which may differ by municipality; 8. Upon completion of rehab work, a Note or similar instrument must be recorded with the Monroe County Clerk’s Office; and 9. Homeowner will be subject to and understand the applicable affordability period, typically 5-15 years, depending on the per-unit HOME investment. Task 4: The Respondent must meet the procurement requirements of HOME to obtain contractor(s) to complete the scope of rehab work. The Respondent must provide project management to ensure successful rehabilitation of the property. The Respondent must provide a final inspection of the property post-rehab to ensure compliance with HOME. Deliverable: Homeowner must be provided a successful rehabilitation of their property based on written scope of work and terms of agreement. Documentation Requirements for Reimbursement: Payment shall be provided to the contractor by Respondent after successful rehabilitation and final inspection. Reimbursement to the Respondent will be provided upon receipt and verification that program and HUD rules and regulations have been met, including but not limited to the following: • Certification/worksheet of household Income Qualification; • Property details to include assessed value, dwelling type, etc.; • Preliminary and final inspection reports of dwelling; • Pre- and post-rehab photos; • Proof of Note and Mortgage or similar instrument recorded with Monroe County Clerk’s Office; and • Bid tabulation, change orders, certificate of completion and payment verification.
