HomeMy WebLinkAbout2021-07-14 Meeting Minutes Administrative Services Committee Meeting Commission Chamber - 7/14/2021
ATTENDANCE:
Present: Hons. Hardie Davis, Jr., Mayor; Hasan, Chairman; Scott, Vice
Chairman; B. Williams, member.
Absent: Hon. Frantom, member.
ADMINISTRATIVE SERVICES
1. Motion to approve the location of the historical marker honoring Augusta’s
African American caddies and the COVID-19 memorial plaque.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes 3-0.
Commissioner
Francine Scott
Commissioner
Bobby Williams Passes
2. Motion to due to the fact that purchases on the individual purchase orders will
exceed $25,000.00 per order. The following annual bid item:Utilities
Department - 21-066 - Warehouse Inventory Supplies.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes 3-0.
Commissioner
Bobby Williams
Commissioner
Ben Hasan Passes
3. Motion to approve bid award contract to furnish and install new furnishings
for the newly renovated Law Department Building to the lowest responsive
bidder, Modern Business Workplace Solutions of Augusta, GA, in the amount
of $147,632.43. (Bid Item #21-171)
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Delete
Motion to delete this
item from the agenda.
Motion Passes 3-0.
Commissioner
Bobby Williams
Commissioner
Francine Scott Passes
4. Presentation of projects administered by the Augusta Georgia Counties
Internship Program (GCIP) participants. Interns will present their lasting
contributions and research in support of Augusta’s efforts to deliver economic
development, marketing and communications, finance, performance and
government.
Item
Action:
None
Motions
Motion
Type Motion Text Made
By
Seconded
By
Motion
Result
Presentation was made by the
interns.
5. Motion to approve and allow (thru HRs normal hiring process) the addition of
one (1) new full-time position, to be named Administrative Assistant III, to the
department of Housing and Community Development.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to approve with
the correction of
Executive Recruitment
Summary Draft.
Motion Passes 3-0.
Commissioner
Bobby
Williams
Commissioner
Francine Scott Passes
6. Motion to Receive as Information an update from the Housing and
Community Development Department (HCD) on Beacon Station.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made
By
Seconded
By
Motion
Result
It was the consensus of the
committee that this item be
received as information.
7. Motion to approve a request for Augusta, Georgia to enter in to a
Memorandum of Understanding (MOU) with the Augusta Housing Authority
(AHA) to support the acceptance of up to 155 Emergency Housing Vouchers,
from the U.S. Department of Housing and Urban Development (HUD),
through the Augusta Housing Authority and in partnership with the HUD
recognized Coordinated Entry project sponsor, CSRA EOA, Inc. In order to
meet HUD’s submission requirement, the community must have an MOU in
place between AHA, Augusta, GA and CSRA EOA, Inc. as the designated
Coordinated Entry project sponsor for the community. Also, authority for the
Mayor to execute this MOU as Augusta, Georgia’s Certifying Official is
included in this request.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes 3-0.
Commissioner
Bobby Williams
Commissioner
Francine Scott Passes
8. Motion to approve Housing and Community Development Department’s
(HCD's) request to provide Laney Walker/Bethlehem Revitalization Funding
to contract with Capitalrise, LLC to develop new construction of one (1)
single family unit.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes 3-0.
Commissioner
Bobby Williams
Commissioner
Francine Scott Passes
9. Motion to approve Housing and Community Development Department's
(HCD's) request to provide Laney Walker/ Bethlehem Revitalization Funding
to contract with Capitalrise, LLC to develop new construction of one (1)
single family unit.
Item
Action:
Approved
Motions
Motion
Type
Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes 3-0.
Commissioner
Bobby Williams
Commissioner
Francine Scott Passes
10. Motion to approve four (4) Rehabilitation projects. Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes 3-0.
Commissioner
Bobby Williams
Commissioner
Francine Scott Passes
11. Motion to Receive as Information an update from Housing and Community
Development and United Way of the CSRA on the Emergency Rental
Assistance Program.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to approve
receiving this item as
information.
Motion Passes 3-0.
Commissioner
Bobby
Williams
Commissioner
Francine Scott Passes
12. Employee Incentive Program. Item
Action:
Rescheduled
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Delete
Motion to delete this
item from the agenda
and refer back to the
next meeting.
Motion Passes 3-0.
Commissioner
Bobby
Williams
Commissioner
Francine Scott Passes
13. Executive Recruitment Summary Draft.
Item
Action:
Rescheduled
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Delete
Motion to delete this
item from the agenda
and refer it back to
the next committee
meeting.
Motion Passes 3-0.
Commissioner
Bobby
Williams
Commissioner
Francine Scott Passes
14. Proposed Anti-Bullying Policy. Item
Action:
Rescheduled
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Delete
Motion to delete this
item from the agenda
and refer it back to
the next meeting.
Motion Passes 3-0.
Commissioner
Bobby
Williams
Commissioner
Francine Scott Passes
15. Sexual Harassment Policy.Item
Action:
Rescheduled
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Delete
Motion to delete this
item from the agenda
and refer it back to
the next meeting.
Motion Passes 3-0.
Commissioner
Bobby
Williams
Commissioner
Francine Scott Passes
16. Social Media Policy.Item
Action:
Rescheduled
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Delete
Motion to delete this
item from the agenda
and refer it back to
the next meeting.
Motion Passes 3-0.
Commissioner
Bobby
Williams
Commissioner
Francine Scott Passes
17. Substance Abuse Policy.Item
Action:
Rescheduled
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Delete
Motion to delete this
item from the agenda
and refer it back to
the next meeting.
Motion Passes 3-0.
Commissioner
Bobby
Williams
Commissioner
Francine Scott Passes
18. Motion to approve the minutes of the Administrative Services Committee
held on June 8, 2021.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes 3-0.
Commissioner
Bobby Williams
Commissioner
Francine Scott Passes
19. Discuss City Job Fair/Grow Project. (Requested by Commissioner Jordan
Johnson)
Item
Action:
Approved
Motions
Motion
Type Motion Text Made
By
Seconded
By
Motion
Result
It was the consensus of the
committee that this item be
received as information.
20. Discuss evictions in Augusta-Richmond County. (Commissioner Jordan
Johnson)
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to approve
receiving this item as
information.
Motion Passes 3-0.
Commissioner
Bobby
Williams
Commissioner
Francine Scott Passes
21. Motion to approve donating $5,000 to Code Calloway Inc. for their 2021
Back to School Festival and to approve the Administrator's Office
assigning relevant departments to discuss ways Code Calloway
programming can be implemented in city owned community/recreation
centers, parks, and appropriate housing and community development
projects. (Requested by Mayor Hardie Davis, Jr.)
Item
Action:
Rescheduled
Motions
Motion
Type Motion Text Made
By
Seconded
By
Motion
Result
It was the consensus of the
committee that this item be
added to the agenda.
Motions
Motion
Type
Motion
Text Made By Seconded
By
Motion
Result
Approve Motion to
approve.
Commissioner
Bobby Williams
Dies for lack
of Second
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Defer Motion to refer this
item to the
Administrator to
come back with a
recommendation on
Commissioner
Bobby
Williams
Commissioner
Ben Hasan
Passes
July 21.
Motion Passes 3-0.
22. Explore the feasibility of on-site, contracted operation childcare for city
employees. (Requested by Mayor Hardie Davis, Jr.)
Item
Action:
Approved
Motions
Motion
Type Motion Text Made
By
Seconded
By
Motion
Result
It was the consensus of the
committee that this item be added
to the agenda.
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Defer
Motion to refer this item
to the Administrator to
do some further
research on this matter
and report back to the
Commission on July 21.
Motion Passes 3-0.
Commissioner
Bobby
Williams
Commissioner
Francine Scott Passes
23. Amend the local small business opportunity program ordinance to allow for
the creation of minority, women, veteran, and disability-owned business
enterprise goals. (Requested by Mayor Hardie Davis, Jr.)
Item
Action:
Approved
Motions
Motion
Type Motion Text Made
By
Seconded
By
Motion
Result
It was the consensus of the
committee that this item be added
to the agenda.
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve Motion to approve
authorizing the Law
Department to
investigate what is
Commissioner
Bobby
Williams
Commissioner
Ben Hasan
Passes
currently in the
ordinance and have the
Compliance Director
make a presentation to
the next committee
meeting.
Motion Passes 3-0.
24. Open Records documents and final DRAFT version of the credit card
ordinance, resolution, and user agreement. (Requested by Administrator
Odie Donald, II)
Item
Action:
Approved
Motions
Motion
Type Motion Text Made
By
Seconded
By
Motion
Result
It was the consensus of the
committee that this item be added
to the agenda.
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to approve the
open records policy
process and the credit
card policy.
Motion Passes 3-0.
Commissioner
Bobby
Williams
Commissioner
Francine Scott Passes
www.augustaga.gov
Administrative Services Committee Meeting
7/14/2021 1:20 PM
Attendance 7/14/21
Department:
Presenter:
Caption:
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
OFFICE OF THE ADMINISTRATOR
Odie Donald, II
Administrator
Augusta-Richmond County
Administrator’s office
535 Telfair Street, Suite 910
Augusta, Georgia 30901
Office (706) 821-2898 Fax (706) 821-2819
www.augustaga.gov
Date: July 7, 2021
To: Mayor Hardie Davis
Mayor Pro Tem Bobby Williams
Commissioner Jordan Johnson
Commissioner Dennis Williams
Commissioner Catherine Smith McKnight
Commissioner Sammie Sais
Commissioner Ben Hasan
Commissioner Sean Frantom
Commissioner Brandon Garrett
Commissioner Francine Scott
Commissioner John Clarke
From: Odie Donald II, Administrator
Subject: COVID-19 Memorial Plaque + Historical Marker
Overview
The Commission authorized the creation of both a COVID-19 memorial plaque and a historical
marker honoring the rich history of Augusta’s African American caddies.
Covid-19 Memorial Plaque
Staff recommends including the Covid-19 plaques with existing memorials at the bulkhead of
10th Street, commonly known as Heroes Overlook. Potential locations are highlighted with a red
dot in the picture below.
Under the staff proposal, markers would be placed on the wall leading to Heroes Overlook or a
monument would be erected similar to the existing monuments in honor of police deputies and
firefighters.
OFFICE OF THE ADMINISTRATOR
Odie Donald, II
Administrator
Augusta-Richmond County
Administrator’s office
535 Telfair Street, Suite 910
Augusta, Georgia 30901
Office (706) 821-2898 Fax (706) 821-2819
www.augustaga.gov
Historical Marker Honoring African American Caddies
Staff recommends that the historical marker be placed on the median of Fleming Avenue close
to the intersection of Wheeler Road and Fleming Avenue (highlighted below). Traffic
Engineering has confirmed that the suggested location would not create any right-of-way
concerns
Administrative Services Committee Meeting
7/14/2021 1:20 PM
COVID Memorial + Honoring African American Caddies
Department:Administrator
Presenter:Administrator Donald
Caption:Motion to approve the location of the historical marker honoring
Augusta’s African American caddies and the COVID-19
memorial plaque.
Background:The Commission authorized the creation of both a COVID-19
memorial plaque and a historical marker honoring the rich
history of Augusta’s African American caddies. Staff submits
for consideration and approval the location of the plaque and
marker.
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Invitation To Bid
Sealed bids will be received at this office until Thursday, April 22, 2021 @ 11:00 a.m. via ZOOM – Meeting ID: 939 1808
3060; Password: 536566 for furnishing:
BID ITEMS UTILITIES DEPARTMENT - ANNUAL CONTRACT
COMMODITY CODE (Bid Items may have more parent codes)
Bid Item 21-028 Safety Supplies 017-345-00
Bid Item 21-066 Warehouse Supplies 012-320-00; 012-560-83
Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of:
Geri A. Sams Procurement Department
535 Telfair Street - Room 605,
Augusta, Georgia 30901
706-821-2422
Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid
documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605,
Augusta, GA 30901. Documents may be examined during regular business hours at Augusta, GA Procurement
Department.
All questions must be submitted in writing by fax to 706 821-2811 or email to procbidandcontract@augustaga.gov to
the office of the Augusta, Georgia Procurement Department by Friday, April 9, 2021 @ 5:00 P.M. No bid will be
accepted by fax or email; all must be received by mail or hand delivered.
The local bidder preference program is applicable to this project. To be approved as a local bidder and receive bid
preference an eligible bidder must submit a completed and signed written application to become a local bidder at least
thirty (30) days prior to the date bids are received on an eligible local project. An eligible bidder who fails to submit an
application for approval as a local bidder at least thirty (30) days prior to the date bids are received on an eligible local
project, and who otherwise meets the requirements for approval as a local bidder, will not be qualified for a bid
preference on such eligible local project. No bids may be withdrawn for a period of ninety (90) days after bids have
been opened.
Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include
specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions,
applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to,
the number of copies needed, the timing of the submission, the required financial data, and any other requirements
designated by the Procurement Department are considered material conditions of the bid which are not waiveable or
modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted
through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the
Augusta, Georgia Commission. Please mark BID number on the outside of the envelope.
Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement
Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of
receiving incomplete or inaccurate information upon which to base his qualifications.
Correspondence must be submitted via mail; fax or email as follows:
Augusta Procurement Department
Attn: Geri A. Sams, Director of Procurement
535 Telfair Street, Room 605
Augusta, GA 30901
Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov
No bid will be accepted by fax or email; all must be received by mail or hand delivered.
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle March 18, 25, 2021 and April 1, 8, 2021
Metro Courier March 18, 2021
Revised: 8/3/2016
OFFICIAL
Core & Main, LP
3620 Milledgeville Road
Augusta, GA 30909
E. T. IndustrialSupply
Co., Inc.
3208-B Mike Padgett
Highway
Augusta, GA 30906
Ferguson Waterworks
4188 Belair Fontage Rd
Augusta, GA 30909
Fortiline
1628 Barton Chapel
Road
Augusta, Ga 30909
Safety Supply Products
3517 Craftman Blvd.
Lakeland, FL 33803
Yes Yes Yes Yes Yes
40635 297601 261662 1203946 639955
Yes Yes Yes Yes Yes
Item #Est.
Qty.Part Description
1 300
1" Corporation Stop FB 1000 or AY
McDonald equal $74.04 NB $63.78 $54.72 NB
2 100
2" Corporation Stop, 7312 8B CC x
MNPT $204.57 NB $217.83 $207.12 NB
3 200 3/4" Ford Ball $56.31 NB $42.05 $33.13 NB
4 600 3/4" Curb Stop FXF $57.98 NB $54.33 $49.49 NB
5 600 3/4" Curb Stop Compression $43.21 NB $63.02 $55.66 NB
6 600 1" Curb Stop FXF $95.53 NB $80.20 $69.23 NB
7 600 1" Curb Stop Compression $82.78 NB $88.83 $80.66 NB
8 200
3/4" Service Elbow Comp/MIP
Thread L84-33 G $18.43 NB $16.10 $15.30 NB
9 200
1" Service Elbow Comp/MIP Thread
L84-44 G $30.66 NB $27.81 $24.13 NB
10 200
3/4" Copper to Iron Compression
C84-33 G $17.45 NB $14.46 $13.29 NB
11 200
1" Copper to Iron Compression C84-
44 G $20.66 NB $17.18 $15.75 NB
12 200
3/4" Copper to Copper
Compression/Compression C44-33 G $21.25 NB $17.60 $16.19 NB
13 200
1" Copper to Copper
Compression/Compression C44-44 G $24.31 NB $19.77 $18.52 NB
14 2000
3/4" Female Iron Pipe x 1" Male
Iron Pipe C18-34 $4.00 NB NB $5.75 NB
15 100 3/4' Curb Stop Flare B21-333W. $57.71 NB $65.78 $55.86 NB
16 100
1'' Swivel Nut (Female Flare Nut
Thread) X CTS 4476S-22 NB NB $30.76 $36.37 NB
17 100 1- 1/2" Ball Valve F x F B11-666 $190.79 NB $174.83 $153.04 NB
18 100 2” Ball Valve B11-777 $281.19 NB $236.72 $214.37 NB
19 500 Adapter, Meter, Brass 1" x 3/4" $5.00 NB NB $12.16 NB
20 500 Bushing, Brass 1" IPS x 3/4" IPS $5.00 NB $3.23 $3.95 NB
21 100 Corp Stop, 3/4" $56.31 NB $48.87 $44.88 NB
22 100 Corp Stop, Slip, 3/4" $60.00 NB $59.00 $44.88 NB
23 100 Corp Stop, Slip, 1" $80.00 NB $69.00 $54.72 NB
Brass Fittings
VENDOR
Attachment "B"
E-Verify #
SAVE FORM
Bid Item #21-066
Warehouse Supplies - Annual Contract
for Augusta Georgia - Utilities Department
Bid Date: Thursday, April 22, 2021 @ 11:00 a.m. via ZOOM
Total Number Specifications Mailed Out: 30
Total packages submitted: 5
Total Noncompliant: 0
1 of 9 PDFConvert.49922.1.21-066_OFFICIAL_TAB_SHEET
OFFICIAL
Item #Est.
Qty.Part Description
24 100 3/4" PVC Coupling Sch #40 NB NB $0.33 $0.25 NB
25 100 1" PVC Coupling Sch #40 NB NB $0.60 $0.46 NB
26 100 3/4" PVC Female Adapter Sch #40 NB NB $0.60 $0.44 NB
27 100
4" PVC Sewer Tee Wye Glue x Glue
for 30/34 Pipe NB NB $6.88 $5.99 NB
28 100
4" PVC Sewer Threaded Clean Out
Plug for 30/34 Pipe NB NB $2.61 $2.28 NB
29 100
4" PVC Sewer Female Adapter for
30/34 Pipe NB NB $4.27 $3.73 NB
30 200
6" PVC Elbow 45 for 30/34 Pipe
Glue x Glue NB NB $12.82 $11.20 NB
31 200
6" PVC Elbow 45 for 30/34 Pipe
Glue x Spigot NB NB $16.41 $14.31 NB
32 200
6" PVC Clean Out w/Plug for 30/34
Pipe (Complete)NB NB $36.37 $29.00 NB
33 200
6" PVC Sewer Tee Wye Glue x Glue
for 30/34 Pipe NB NB $47.28 $41.00 NB
34 100
4" PVC Elbow 45 Glue x Spigot for
30/34 Pipe NB NB $4.42 $3.86 NB
35 100
6” PVC Elbow 22 1/2” Glue x Glue
for 30/34 Pipe NB NB $15.61 $13.67 NB
36 100
4” PVC Elbow 22 ½” Glue x Glue for
30/34 Pipe NB NB $3.57 $3.15 NB
37 50 4” Backwater Valve (Sewer), PVC NB NB $42.00 $75.00 NB
38 20 6” Backwater Valve (Sewer), PVC NB NB $189.00 $417.00 NB
39 50 Flange Kit, Cast Iron, 1 1/2" NB NB NB NB NB
40 50 Flange Kit, Cast Iron, 2" NB NB NB NB NB
41 20 2"C87 -77-NL Cplg MIX x PJ PVC $130.04 NB $88.80 $78.49 NB
42 20 2" C17 -77NL Cplg FIP XPJ (PVC) $114.15 NB $102.03 $90.20 NB
43 20 2" C77-77NL Cplg PJ(PVC) $155.48 NB $175.52 $118.48 NB
44 100 1 Sch 80 90° elbow NB NB $2.27 $1.85 NB
45 100 1 Sch 80 90° mip NB NB $8.57 $3.75 NB
46 100 1 Sch 80 fip NB NB $4.12 $3.45 NB
47 100 1 Sch 80 Coupling NB NB $2.70 $2.50 NB
Item #Est.
Qty.Part Description
48 100 3/4" X 2" Galv Nipple NB NB $1.75 NB NB
49 100 2" Galv Allthread Nipple NB NB $5.35 NB NB
50 200 3/4" Galv Comp Coup (LS) Dresser NB NB $26.88 NB NB
51 200 1" Galv Comp Coup (LS) Dresser NB NB $30.58 NB NB
52 200 2" Galv Comp Coup (LS) Dresser NB NB $59.12 NB NB
53 75 3/4" Galv Comp Coup (SS) Dresser NB NB $18.00 NB NB
54 75 1" Galv Comp Coup (SS) Dresser NB NB $24.29 NB NB
55 100
1- 1/4" Galv Comp Coup (SS)
Dresser NB NB $48.22 NB NB
56 100
1- 1/2" Galv Comp Coup (SS)
Dresser NB NB $51.68 NB NB
57 100 2" Galv Comp Coup (SS) Dresser NB NB $61.37 NB NB
58 100 3/4" X 3" Galv Nipple NB NB $1.98 NB NB
59 100 3/4" X 5" Galv Nipple NB NB $3.08 NB NB
60 100 2" X 4" Galv Nipple NB NB $6.87 NB NB
61 100 2" X 6" Galv Nipple NB NB $10.20 NB NB
62 50 1- 1/2" X 1" Galv Bell Reducer NB NB $10.48 NB NB
63 50 1" X 3/4" Galv Bell Reducer NB NB $5.94 NB NB
PVC Fittings
Galvanized Fittings, Nipple
2 of 9 PDFConvert.49922.1.21-066_OFFICIAL_TAB_SHEET
OFFICIAL
64 50 1- 1/4" X 3/4" Galv Bell Reducer NB NB $8.14 NB NB
65 100 2 ½ x 6 Galv Nipple NB NB $22.12 NB NB
66 100 2- ½ x 4 Galv Nipple NB NB $18.05 NB NB
67 100 2 ½ x 2 Galv Nipple NB NB $15.00 NB NB
68 100 2 x 1 ½ Galv Bell Reducer NB NB $14.30 NB NB
69 100 1 ½ x ¾ Galv Reducer NB NB $10.48 NB NB
70 25 2 x 1 Galv Bell Reducer NB NB $14.30 NB NB
71 100 2" Galv Allthread Nipple NB NB $5.01 NB NB
72 100 2" Brass Allthread Nipple NB NB $10.41 NB NB
73 100 2" X 3" Brass Nipple NB NB $12.68 NB NB
74 100 2" X 4" Brass Nipple NB NB $16.95 NB NB
75 100 2" X 6" Brass Nipple NB NB $28.00 NB NB
Item #Est.
Qty.Part Description
76 2000
3/4" Meter Coupling (5680 Hayes or
Equal)NB NB $6.58 $4.50 NB
77 7000 3/4" Meter Washer (Rubber) NB NB $0.18 $0.09 NB
78 180
5/8" x 3/4" x 9" Meter Thread x
Meter Thread 18-209 W. X.NB NB $137.56 $97.00 NB
79 100
5/8 x 3/4" x 12" Meter Thread X
Meter Thread 18-212 W. X.NB NB $142.33 $101.00 NB
80 36
5/8 x 3/4" x 15" Meter Thread X
Meter Thread 18-215 W. X.NB NB $147.12 $105.00 NB
81 2000 3/4" x 1/32" Fiber Meter Washer NB NB $0.13 $0.08 NB
82 400
1" Meter Coupling (5680 Hayes or
Equal)NB NB $12.84 $5.90 NB
83 36
5/8" X 3/4" x 7" Meter Thread x
Meter Thread 18-215 W. X.NB NB $134.48 $94.00 NB
Item #Est.
Qty.Part Description
84 50 Locking Ring and Cover (Bolt Down) $289.61 NB NB $245.00 NB
85 60 1" Manhole Ring Riser 24" $33.00 NB NB $27.00 NB
86 40 1- 1/2" Manhole Ring Riser 24" $34.45 NB NB $34.00 NB
87 60 2" Manhole Ring Riser 24" $51.23 NB NB $40.00 NB
88 30 6" Cement Grade Ring $43.75 NB NB $45.00 NB
89 30 4" Cement Grade Ring $39.38 NB NB $34.00 NB
90 30 2" Cement Grade Ring $30.63 NB NB $30.00 NB
Meter Couplings, Washer and Re-setters
Manhole Cover and Rings
3 of 9 PDFConvert.49922.1.21-066_OFFICIAL_TAB_SHEET
OFFICIAL
Item #Est.
Qty.Part Description
91 100 4" Max Adaptor $97.53 NB $70.78 $53.58 NB
92 100 8" Fernco Coupling 8" Clay x 6" PVC $18.00 NB $24.17 $14.00 NB
93 75 6" Fernco Coupling 6" Clay x 4" PVC $10.00 NB $13.48 $9.50 NB
94 200 6" Fernco Coupling 6" PVC x 4" PVC $10.00 NB $13.48 $9.50 NB
95 120 6" Max Adaptor $145.27 NB $100.50 $79.67 NB
96 100
8" Fernco Coupling 8" Concrete x 6"
PVC $25.00 NB $25.96 $22.00 NB
97 100 8" Max Adaptor $192.00 NB $132.41 $104.98 NB
98 100 10" Max Adaptor $239.00 NB $173.61 $134.00 NB
99 100 12" Max Adaptor $287.00 NB $208.26 $160.00 NB
100 100
6" Fernco Coupling 6" Concrete x 4"
PVC $10.00 NB $14.38 $9.50 NB
Item #Est.
Qty.Part Description
101 150 6" Hymax Coupling (642/768) HC $226.00 NB $255.25 $201.71 NB
102 30 8" Hymax Coupling (854/984) HC $255.00 NB $288.17 $227.74 NB
103 20 10" Hymax Coupling (1096/1226) HC $347.00 NB $360.73 $309.77 NB
104 10 12" Hymax Coupling (1315/1441) HC $463.00 NB $558.23 $413.69 NB
105 20 2" Hymax Coupling (210/303) HC $101.00 NB $114.02 $90.11 NB
106 20 4" Hymax Coupling (424/511) HC $171.00 NB $192.72 $152.31 NB
107 20 3" Hymax Coupling (364/433) HC $133.00 NB $150.41 $118.86 NB
Item #Est.
Qty.Part Description
108 400 Valve Box w/tops Slip Type $50.00 NB $53.78 $43.00 NB
109 296 6” Concrete Valve Box Pad NB NB $15.62 $11.50 NB
110 100
Valve Box Top Section w Tops Slip
15"$30.00 NB $27.50 $22.00 NB
111 100 1" Valve Box Riser $8.75 NB $7.68 $7.00 NB
112 100 1- 1/2" Valve Box Riser $10.00 NB $9.52 $8.00 NB
113 100 2" Valve Box Riser $11.25 NB $11.01 $9.50 NB
114 50 3" Valve Box Riser $15.43 NB $14.67 $12.00 NB
115 50 4" Valve Box Riser $20.00 NB $21.20 $16.00 NB
116 1000
Carson 10152012 1015-12 Plastic
Body W/2" Touch Read hole in Lid
(Complete)
$19.00 NB $18.64 $21.00 NB
117 25 Jumbo Plastic Mtr Box (Complete) $60.00 NB $60.00 $28.00 NB
118 25
Super Jumbo Plastic Mtr Box
(Complete)$135.00 NB $131.95 $115.00 NB
119 1500
Meter Box top W/2" Touch Read
hole for Rome Box (10x19x10)$13.75 NB $12.24 $15.25 NB
120 1000
Meter Box top W/2" Touch Read
hole and Rome Box (10x19x10)
(Complete)
$40.00 NB $38.63 $38.00 NB
Fernco Coupling / Max Adaptor
Hymax Coupling (Krausz)
Valve Boxes and Tops
4 of 9 PDFConvert.49922.1.21-066_OFFICIAL_TAB_SHEET
OFFICIAL
Item #Est.
Qty.Part Description
121 10
3" x 15" Repair Band (346-370)
Smith-Blair $104.00 NB $108.80 $86.74 NB
122 50
6" x 15" Repair Band (684-724)
Smith-Blair $116.00 NB $137.75 $109.83 NB
123 50
6" x 15" Repair Band (684-764)
Smith-Blair $116.00 NB $229.20 $158.37 NB
124 50
6" x 15" Repair Band (705-7.45)
Smith-Blair 226 $160.00 NB $139.51 $111.25 NB
125 50
6” x 15” Repair Band (656-696)
Smith-Blair $116.00 NB $131.42 $104.82 NB
126 100
½” x 3” Handiband Repair Band
Smith-Blair 244 $18.75 NB $25.88 $16.50 NB
127 100
¾” x 3” Handiband Repair Band
Smith-Blair 244 $19.00 NB $26.21 $16.71 NB
128 100
1” x 3” Handiband Repair Band
Smith-Blair 244 $20.00 NB $27.74 $17.68 NB
129 100
2” x 3” Handiband Repair Band
Smith-Blair 244 $41.00 NB $31.64 $20.28 NB
130 100
½” x 6” Handiband Repair Band
Smith-Blair 244 $20.00 NB $55.14 $35.13 NB
131 100
¾” x 6” Handiband Repair Band
Smith-Blair 244 $38.00 NB $55.44 $35.32 NB
132 100
1” x 6” Handiband Repair Band
Smith-Blair 244 $39.00 NB $55.84 $35.58 NB
133 100
2” x 6” Handiband Repair Band
Smith-Blair 244 $41.00 NB $59.12 $37.67 NB
134 30
6" x 7- 1/2" Repair Band (684-764)
Smith-Blair $79.00 NB $88.17 $81.49 NB
135 20
2" x 15" Repair Band (2.35-2.63)
Smith-Blair $50.00 NB $107.82 $75.67 NB
136 40
8” x 15” Repair Band (898-936)
Smith-Blair $100.00 NB $193.71 $180.08 NB
Item #Est.
Qty.Part Description
137 40 6" M.J. Valve w/acc Open Left $650.00 NB $605.74 $463.91 NB
138 20 8" M. J. Valve w/acc Open Left $1,005.00 NB $908.02 $738.27 NB
139 40
2" Iron Body Valve w/2" Female
Thread $320.00 NB $275.00 $222.54 NB
140 10 4" M.J. Valve w/acc (Open Right) $550.00 NB $484.27 $363.92 NB
141 40 6" M.J. Valve w/acc (Open Right) $650.00 NB $619.77 $463.91 NB
142 20 8” M.J. Valve w/acc (Open Right) $1,005.00 NB $968.11 $738.27 NB
143 6
4” Tapping Valve w/acc (Open
Right)$930.00 NB $588.63 $458.85 NB
144 4
16" M.J. Valve w/acc and gearing
(Open Right)$6,840.00 NB $7,750.00 $5,401.00 NB
Item #Est.
Qty.Part Description
145 50
6" x 1" CC Tapping Saddle(684-7.60)
Double Strap $33.00 NB $45.42 $29.00 NB
146 20
4 x 1 CC Tapping Saddle (474-563)
Double Strap $32.00 NB $36.88 $24.00 NB
147 12
8" x 2" CC Tapping Saddle (854-
1010) Double Strap $44.00 NB $61.84 $39.00 NB
148 12
10 x 2 CC Tapping Saddle (1061-
1212) Double Strap $78.00 NB $81.60 $53.00 NB
149 12
12 x 1" CC Tapping Saddle (1262-
1432) Double Strap $57.00 NB $76.88 $51.00 NB
150 36
8" x 1" CC Tapping Saddle (854-
1010) Double Strap $35.00 NB $49.60 $32.00 NB
151 12
10"x 1" CC Tapping Saddle (10.64-
12.12) Double Strap $88.00 NB $64.10 $41.00 NB
152 24
8" x 1" CC Tapping Saddle (796-872)
Double Strap 313 $35.00 NB $46.72 $31.00 NB
153 24
2- 1/2" X 1" CC Tapping Saddle (2.44
- 2.97 ) Double Strap $25.00 NB $28.84 $19.00 NB
154 50
6" x 1" CC Tapping Saddle(684-7.60)
Double Strap 313 $28.00 NB $45.42 $29.00 NB
155 30
2" x 1" CC Tapping Saddle (2.35-
2.56) Double Strap 313 $25.00 NB $26.27 $18.00 NB
156 30
6" x 2" CC Tapping Saddle (6.87-
7.60) Double Strap 313 $37.00 NB $56.00 $37.00 NB
Repair Bands
M.J. Valves - Open Left
Tapping Saddles
5 of 9 PDFConvert.49922.1.21-066_OFFICIAL_TAB_SHEET
OFFICIAL
Item #Est.
Qty.Part Description
157 3300 3/4" Copper Tubing 60' Rolls Soft K NB NB NB $5.75 NB
158 4600 3/4" Copper Tubing 100' Rolls Soft K NB NB NB $5.75 NB
159 4200 1" Copper Tubing 60' Rolls Soft K NB NB NB $7.50 NB
160 1500 1" Copper Tubing 100' Rolls Soft K NB NB NB $7.50 NB
161 300
1 1/2" Copper Tubing 60' Rolls Soft
K NB NB NB $11.75 NB
162 300 2" Copper Tubing 60' Rolls Soft K NB NB NB $18.50 NB
163 1001 4" PVC Sewer Pipe 30/34 x/Lub NB NB NB $1.90 NB
164 3003 6" PVC Sewer Pipe 30/34 w/Lub NB NB NB $4.25 NB
165 1001 8" PVC Sewer Pipe 30/34 w/Lub NB NB NB $7.65 NB
166 500 6” Ductile Pipe Slip Joint NB NB NB $16.73 NB
167 500 8" Ductile Pipe Slip Joint NB NB NB $22.02 NB
168 200 14" Ductile Iron Water Pipe NB NB NB $43.77 NB
169 200 16" Ductile Iron Water Pipe NB NB NB $54.58 NB
170 1000 4” C900 Water Pipe NB NB NB $5.90 NB
171 2000 6” C900 Water Pipe NB NB NB $11.70 NB
172 2000 8” C900 Water Pipe NB NB NB $20.10 NB
173 1000 10” C900 Water Pipe NB NB NB $30.60 NB
174 1000 12" C900 Water Pipe NB NB NB $38.50 NB
175 2100 2" galvanized pipe NB NB NB NB NB
176 1500 3/4" PVC Pipe SCH 40 NB NB NB $0.75 NB
177 1500 1” PVC Pipe SCH 40 NB NB NB $1.00 NB
178 1200 2" PVC Pipe SCH 40 NB NB NB $1.75 NB
Item #Est.
Qty.Part Description
179 50
Square Point Open Back Blade 48"
Oak Handle (Razor Back Brand or NB $25.00 NB NB NB
180 50
Round Point Open Back Blade 48"
Oak Handle (Razor Back Brand or NB $25.00 NB NB NB
181 20
Fiberglass Closed Back Drain Spade
Long Handle #47-602 (Razor Back NB $37.13 NB NB NB
182 20
Fiberglass Handle Forged Bow Rake
#63-184 (Razor Back Brand or like NB $32.00 NB NB NB
183 12
Wooden Oak Handle Bush Axe
(Razor Back Brand or like quality)NB $39.00 NB NB NB
184 12
Fiberglass Handle Double Face Axe
(Razor Back Brand or like quality)NB $42.90 NB NB NB
185 50 3/4" Hose Bib NB NB $11.42 $4.75 NB
186 50
3/4" pressure Reducing Valve (PRV)
Watts or equal NB NB $96.80 $59.50 NB
187 48
1" pressure Reducing Valve (PRV)
Watts or equal NB NB $100.65 $83.00 NB
188 20 3/4" Gate Valve (Hand) Brass NB NB $12.74 $6.95 NB
189 20 1" Gate Valve (Hand) Brass NB NB $17.75 $9.95 NB
190 20 2" Gate Valve (Hand) Brass NB NB $52.11 $32.95 NB
Tools & Miscellaneous Parts
Item listed must be Razor Back Brand or like quality:
Pipe: Galvanized, PVC and Copper Tubing
6 of 9 PDFConvert.49922.1.21-066_OFFICIAL_TAB_SHEET
OFFICIAL
Item #Est.
Qty.Part Description
191 10 6" M.J. Elbows 45 NB NB $66.74 $59.00 NB
192 2 8" M.J. Elbows 22 1/2 NB NB $94.94 $85.00 NB
193 2 8" M.J. Elbows 45 NB NB $97.29 $87.00 NB
194 2 8" M.J. Elbows 90 NB NB $118.91 $107.00 NB
195 2 10" M.J. Elbow 45 NB NB $140.53 $125.00 NB
196 2 10" M.J. Elbow 90 NB NB $188.43 $168.00 NB
197 10 6" x 6" x 6" M.J. Tee NB NB $118.44 $106.00 NB
198 5 8" x 8" x 8" M.J. Tee NB NB $177.19 $159.00 NB
199 4 6" M.J. Elbow 22 ½” NB NB $60.63 $55.00 NB
200 15 1” x 24 ¾” Adjustable Ring NB NB NB NB NB
201 15 2” x 24 ¾” Adjustable Ring NB NB NB NB NB
Item #Est.
Qty.Part Description
202 5
6" x 6" M.J. Tapping Sleeve For Cast
Iron NB NB $1,008.56 $775.00 NB
203 5
8" x 6" M.J. Tapping Sleeve For Cast
Iron NB NB $1,238.65 $913.00 NB
204 5
8” x 4” M.J. Tapping Sleeve For Cast
Iron NB NB $1,238.65 $913.00 NB
205 3
8” x 4” M.J. Tapping Sleeve For AC
(epoxy coated)NB NB NB NB NB
206 4
12” x 6” M.J. Tapping Sleeve For
CI/DI (epoxy coated)NB NB NB NB NB
207 2
14” x 6” M.J. Tapping Sleeve For
CI/DI (epoxy coated)NB NB NB NB NB
Item #Est.
Qty.Part Description
208 200
6" Mega Lug (for Ductile Pipe) Packs
w/acc NB NB $39.87 $34.25 NB
209 50
8" Mega Lug (for Ductile Pipe) Packs
w/acc NB NB $54.11 $46.67 NB
210 30
12” Mega Lug (for Ductile Pipe)
Packs w/acc NB NB $103.64 $89.21 NB
211 12
16" Mega Lug (for PVC Pipe) Packs
w/acc NB NB $223.73 $199.87 NB
212 50
6" Mega Lug (for PVC Pipe) Packs
w/acc NB NB $46.59 $39.89 NB
213 50
8” Mega Lug (for PVC Pipe) Packs
w/acc NB NB $62.86 $53.82 NB
214 30
4” Mega Lug (for PVC Pipe) Packs
w/acc NB NB $36.73 $31.87 NB
215 30
4” Mega Lug (for Ductile Pipe)
Packs w/acc NB NB $32.04 $27.72 NB
216 30
3” Mega Lug (for Ductile Pipe)
Packs w/acc NB NB $29.52 $25.47 NB
Item #Est.
Qty.Part Description
217 5
M&H 5- 1/4 Fire Hydrant Ext 12” 6
& 8 Bolts $353.00 NB NB $262.00 NB
218 5
M&H 5- 1/4 Fire Hydrant Ext 18” 6
& 8 Bolts $404.00 NB NB $299.00 NB
219 5
M&H 5- 1/4 Fire Hydrant Ext 24” 6
& 8 Bolts $448.00 NB NB $332.00 NB
220 5
MU 5- 1/4 Fire Hydrant Ext 12” 6 &
8 Bolts NB NB $597.50 $358.00 NB
221 5
MU 5- 1/4 Fire Hydrant Ext 18” 6 &
8 Bolts NB NB $678.35 $407.00 NB
222 5
MU 5- 1/4 Fire Hydrant Ext 24” 6 &
8 Bolts NB NB $736.94 $458.00 NB
223 20
Safety Flange Kit /f M&H 5- ¼ Fire
Hydrant $144.00 NB NB $127.00 NB
224 10
Safety Flange Kit /f M&H 4- 1/2 Fire
Hydrant $144.00 NB NB $127.00 NB
225 20
Safety Flange Kit /f MU 5- 1/4 Fire
Hydrant NB NB $135.00 $123.00 NB
226 10
Safety Flange Kit /f MU 4- 1/2 Fire
Hydrant NB NB $150.00 $116.00 NB
227 2 MU 4- 1/2 Fire Hydrant Ext 12” NB NB $324.80 $323.00 NB
M.J. TAPPING SLEEVES C.I. AND AC PIPE
Mega Lug for DI and PVC Pipe (Smith-Blair)
FIRE HYDRANT
M.J. ELBOWS AND TEE'S (EPOXY COATED)
7 of 9 PDFConvert.49922.1.21-066_OFFICIAL_TAB_SHEET
OFFICIAL
228 2 M&H 4- 1/2 Fire Hydrant Ext 12” NB NB NB $248.00 NB
229 10
36" 5 -1/4 x 36 Bury Fire Hydrant -
Mueller NB NB $1,744.71 $1,550.32 NB
230 10
36" 5- 1/4 x 36 Bury Fire Hydrant -
M&H $1,650.00 NB NB $1,550.32 NB
231 25
48" 5- 1/4 x 48 Bury Fire Hydrant -
Mueller NB NB $1,893.87 $1,625.89 NB
232 25
48" 5- 1/4 x 48 Bury Fire Hydrant -
M&H $1,731.00 NB NB $1,625.89 NB
233 1
72" 5- 1/4 x 72 Bury Fire Hydrant -
Mueller NB NB $2,069.60 $1,776.66 NB
234 1
72" 5 -1/4 x 72 Bury Fire Hydrant -
M&H $1,891.00 NB NB $1,776.66 NB
Item #Est.
Qty.Part Description
235 5
Watts 1 Double Check Valve
Assembly NB NB $131.92 $113.00 NB
236 5
Watts 1- 1/2 Double Check Valve
Assembly NB NB $288.65 $248.00 NB
237 5
Watts 2 Double Check Valve
Assembly NB NB $354.54 $303.00 NB
238 5
Watts 1 Reduce Pressure Zone
Assembly NB NB $218.18 $187.00 NB
239 5
Watts 1-1/2 Reduce Pressure Zone
Assy NB NB $411.81 $352.00 NB
240 5
Watts 2 Reduce Pressure Zone
Assembly NB NB $452.73 $387.00 NB
241 5
Watts 3 Reduce Pressure Zone
Assembly NB NB $1,669.29 $1,506.00 NB
Item #Est.
Qty.Part Description
242 1000 Asphalt Bags (Perma Patch) (60 lbs) NB NB NB NB NB
243 100 Fast Plug (Hy Cement) 50 lbs NB NB $33.30 $24.50 NB
244 120 W5CP Water Filter Cart/Sed NB NB NB NB NB
245 30 WC34-PR Whole House Water Filter NB NB NB NB NB
246 200 32 oz Purple Primer/Cleaner NB NB $15.95 NB NB
247 200 1 Qt #5 Pipe CMPD Brushtop NB NB $37.00 NB NB
248 2000 1 Pint Hot Blue Cement NB NB $12.58 NB NB
249 1000 Portland Cement (Type I) 92.6 lbs NB NB NB NB NB
250 125 Disposable Coveralls Large NB $6.00 NB NB $3.96
251 125 Disposable Coveralls X-Large NB $6.00 NB NB $3.96
252 125 Disposable Coveralls 2X- Large NB $6.50 NB NB $3.96
253 125 Disposable Coveralls 3X-Large NB $6.50 NB NB $4.13
254 125 Disposable Coveralls 4X-Large NB $7.00 NB NB $4.38
255 50 Disposable Coveralls 5X-Large NB $7.00 NB NB $4.69
256 50 Disposable Coveralls 6X- Large NB $8.75 NB NB NB
BACK FLOW DEVICES
Additional Items
8 of 9 PDFConvert.49922.1.21-066_OFFICIAL_TAB_SHEET
OFFICIAL
Item #Est.
Qty.Part Description
257 10
Repair Band, (899-939), 8" X 12 1/2"
S-B or equal NB NB $166.02 $115.00 NB
258 20
Repair Band, (970-1010), 8" X 15" S-
B or equal NB NB $225.55 $156.00 NB
259 20
Repair Band, (899-979), 8" X 7 1/2"
S-B or equal NB NB $135.20 $92.17 NB
260 20
Repair Band, (933-971), 8" X 7 1/2"
S-B or equal NB NB $105.97 $73.00 NB
261 20
Repair Band, (899 - 939), 8" X 15" S-
B or equal NB NB $264.15 $137.00 NB
262 20
Repair Band, (899-939), 8" X 20" S-B
or equal NB NB $274.08 $189.00 NB
263 20
Repair Band, (705-745), 6" X 20" S-B
or equal NB NB $237.68 $165.00 NB
264 20
Repair Band, (684-724), 6" X 7 1/2"
S-B or equal NB NB $86.67 $69.00 NB
265 20
Repair Band, (854-894), 8" X 12 1/2"
S-B or equal NB NB $161.10 $119.00 NB
266 20
Repair Band, (854-894), 8" X 10" S-B
or equal NB NB $135.31 $94.00 NB
267 20
Repair Band, (899-979), 8" X 15" S-B
or equal NB NB $196.86 $180.08 NB
268 20
Repair Band, (854-894), 8" X 12 1/2"
S-B or equal NB NB $161.10 $134.00 NB
269 20
Repair Band, (854-894), 8" X 7 1/2"
S-B or equal NB NB $100.47 $69.00 NB
Item #Est.
Qty.Part Description
270 10
8 Macro COUPLING, ROMAC 8.60 -
9.75 NB NB $336.36 $370.00 NB
271 10
6 Macro COUPLING, ROMAC 6.60 -
7.60 NB NB $297.03 $327.00 NB
272 10
8 ALPHA Restraint Coupling 8.60-
9.10 $351.00 NB $464.70 $445.00 NB
273 10
6 ALPHA Restraint Coupling 6.60-
7.00 $308.00 NB $409.27 $392.00 NB
274 10
8 Cap, Wide Ranged, Romac Alpha
End $194.00 NB $339.35 $338.00 NB
275 10
6 Cap, Wide Ranged, Romac Alpha
End $273.00 NB $247.26 $247.00 NB
Repair Bands
Romac Couplings
9 of 9 PDFConvert.49922.1.21-066_OFFICIAL_TAB_SHEET
Purpose:
Sec. 1-10-58. Annual contracts.
Local Vendors 2020 Amounts Budget Comments
21-066
1. Core & Main
2. E.T. Industrial Supply
3. Ferguson Waterworks
4. Fortline
$222,838.31 $1,000,000.00
$222,838.31 $1,000,000.00Total
Sec. 1-10-58. Annual Contracts.
Purchases on the following annual bid items will exceed $25,000.00 per order:
Upon approval of an annual contract by the Board of Commissioners (or the Administrator for annual bids of up to $25,000), any using
agency may order supplies or services under such annual contract as needed up to the maximum amount approved in the annual bid.
Utilities Department
Warehouse
Inventory Supplies
1.Core & Main
2. E.T. Industrial Supply
3. Ferguson Waterworks
4. Fortiline
5. Safety Supply
Purchases on the following annual bid items will exceed $25,000.00 per order:
Description Recommended Vendors
PROCUREMENT SOURCE SELECTION METHODS AND CONTRACT AWARDS
Sec. 1-10-48. Generally.
The following sections provide detailed information concerning the use of the seven (7) source selection methods available for use for the procurement of
commodities, services and construction products for Augusta, Georgia. The seven methods are:(1) sealed bids, (2) sealed proposals, (3) special services, (4)
quotations or informal bids, (5) sole source, (6) emergency procurement and (7) annual contracts.
A significant portion of the Augusta, Georgia Annual Budget is committed each year to various purchase contracts such as raw materials, equipment,
equipment parts or components, general supplies, and professional and non-professional services. Therefore, it is essential that maximum value be
obtained for each public tax dollar spent. A proven technique for obtaining this goal is through the annual bid contract process,
Upon approval of an annual contract by the Board of Commissioners (or the Administrator for annual bids of up to $25,000), any using agency may order supplies
or services under such annual contract as needed up to the maximum amount approved in the annual bid.
Administrative Services Committee Meeting
7/14/2021 1:20 PM
2021 Annual Bid Recommendation of Award
Department:Procurement
Presenter:Geri Sams
Caption:Motion to due to the fact that purchases on the individual
purchase orders will exceed $25,000.00 per order. The following
annual bid item:Utilities Department - 21-066 - Warehouse
Inventory Supplies.
Background:The item has been bid through the sealed bid process as directed
in the Augusta Procurement Code. The User Departments have
reviewed the submittals and has presented a recommendation of
award to the Procurement Department.
Analysis:The Utilities Department is responsible for the purchase of the
items listed on the individual bids.
Financial Impact:Purchases will be made on an as needed basis. Various funds
will be provided by the Utilities Departments.
Alternatives:Not to award and require the User Departments to follow the
purchasing guidelines as listed in the Augusta Procurement Code
for each individual purchase.
Recommendation:Approve item as requested or deny and require the Utilities
Department to make purchases on on an as needed basis utilizing
the guidelines provided in the Augusta Procurement Code.
Funds are
Available in the
Following
Accounts:
506-04-3410
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Administrative Services Committee Meeting
7/14/2021 1:20 PM
Award Purchase of Law Department Furnishings
Department:Central Services - Facilities
Presenter:Takiyah A. Douse
Caption:Motion to approve bid award contract to furnish and install new
furnishings for the newly renovated Law Department Building to
the lowest responsive bidder, Modern Business Workplace
Solutions of Augusta, GA, in the amount of $147,632.43. (Bid
Item #21-171)
Background:Renovations to the Law Department Building at 535 Telfair
Street, Building 3000 will be completed in late June. Staff has
endeavored to repurpose existing furniture to the extent possible.
However, increases in staff and replacement of older unstable
pieces make it necessary to buy additional furnishings. Bid Item
21-171 was issued through the Procurement Department to
obtain the pieces required to support ongoing operations of the
Law Department.
Analysis:The lowest responsive bid to furnish and install the necessary
furnishings was submitted by the Modern Business Workplace
Solutions or Augusta, GA, in the amount of $147,632.43
Financial Impact:The contract amount is $147,632.43.
Alternatives:1. Award the contract to furnish and install new furnishings for
the newly renovated Law Department Building to the lowest
responsive bidder, Modern Business Workplace Solutions of
Augusta, GA, in the amount of $147,632.43. 2. Do not award
Recommendation:Award the contract to furnish and install new furnishings for the
newly renovated Law Department Building to the lowest
responsive bidder, Modern Business Workplace Solutions of
Augusta, GA, in the amount of $147,632.43. (Bid Item #21-171)
Funds are
Available in the
Following
Accounts:
Funds are available for this project in SPLOST VII: GL 329-05-
1120 JL 216-05-7902
REVIEWED AND APPROVED BY:
Finance.
Human Resources.
Law.
Administrator.
Clerk of Commission
Administrative Services Committee Meeting
7/14/2021 1:20 PM
Presentation of projects administered by the Augusta Georgia Counties Internship Program (GCIP)
participants.
Department:Administrator
Presenter:
Caption:Presentation of projects administered by the Augusta Georgia
Counties Internship Program (GCIP) participants. Interns will
present their lasting contributions and research in support of
Augusta’s efforts to deliver economic development, marketing
and communications, finance, performance and government.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Page 1
Augusta, Georgia Job
Description
Approved Title: Administrative Assistant III Job Code: FLSA Classification: Non-Exempt
Working Job Title: Administrative Assistant Pay Grade: 15 Date Revised: June 10, 2019
Department: Augusta Housing & Community Development
Reports to: Director, HCD
Does the Position Have Direct Reports? Yes No
If Yes, What is the Title of the Position that Reports to this Position: _________________N/A_______________________
Is this Position Safety Sensitive? Yes No
GENERAL SUMMARY: Coordinates, oversees, and/or performs a wide variety of administrative, secretarial, and program support
activities on behalf of the Director, Deputy Director and other management staff for a department or large division. Serves as a
point of contact for operational and administrative issues. Assist in Coordinating and supervising special projects and/or events.
May serve on committees in a support capacity.
KEY RESPONSIBILITIES AND PERFORMANCE STANDARDS
Percentages TYPICAL CLASS ESSENTIAL DUTIES:
25% Performs customer service functions in person, by telephone, and by mail: provides information/assistance
regarding department/division services, procedures, fees, or other issues; responds to routine questions or
complaints; researches problems/complaints and initiates problem resolution.
15% Serves as liaison between the assigned department and other departments/divisions, staff members,
Consolidated Government officials, the public, community leaders, outside agencies, or other individuals or
organizations: distributes and receives routine information; interacts with various officials and dignitaries
involving sensitive client relations; conveys information among division/department personnel; and
circulates documentation to appropriate departments.
20% Provides administrative/secretarial support for management and/or staff of assigned department/division:
relieves management staff of routine administrative tasks; screens telephone calls, mail, email, and other
communications and initiates appropriate action/response; records and transcribes dictation; types,
composes, edits, or proofreads various documentation; maintains calendars and schedules meetings,
appointments, interviews, or other activities; coordinates travel arrangements, accommodations, conference
registrations, or related plans for department staff.
0% Processes purchasing documentation: reviews purchase requisitions and verifies availability of budgeted
funds; prepares purchase orders and forwards data to appropriate departments; obtains competitive price
quotes; orders materials under blanket purchase orders.; reviews invoices, purchase orders, or other
documents for accuracy; researches discrepancies, assigns proper accounting/budgetary codes, obtains
proper signatures, and forwards for payment; and maintains files and records.
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0% Processes documentation pertaining to budget or general financial management: reviews invoices for
accuracy, matches with purchase orders; enters budget data into computer; assists with budget preparation;
provides budgetary input and assists in forecasting revenues/expenditures; enters daily revenue into
computer and generates revenue reports; reviews monthly budget analysis reports; monitors expenditures to
ensure compliance with approved budget; processes budget transfers as needed; reconciles payable records
with Finance Department records; prepares bank deposits; coordinates internal accounting activities;
maintains current balances for accounts; and maintains departmental petty cash funds
15% Receives and sorts incoming documentation and materials: sends/receives documentation;
distributes/delivers incoming faxes, mail, or other documentation to appropriate personnel; sorts, organizes,
opens, and/or distributes incoming mail; signs for incoming packages and delivers to
appropriate personnel; processes outgoing mail; and copies and distributes forms, reports, correspondence,
schedules, agendas, or other documentation.
15% Processes a variety of documentation associated with department operations within designated timeframes
and per established procedures; receives, reviews, records, types, and/or distributes documentation; enters
data into computer systems; logs, tracks, or maintains records regarding department activities; and
compiles data for further processing or for use in preparation of department reports; files, maintains, and
stores hardcopy records.
0% Processes applications for department services, such as licenses, facility usage, program enrollment,
employment, or other purposes: distributes application forms and provides information; accepts
fees/deposits and processes completed applications; issues permits as appropriate; and administers work
order program and opens/closes work order requests.
10% Performs data entry functions by keying data into computer system; enters, retrieves, reviews or modifies
data in computer database; scans documents into computer; verifies accuracy of entered data and makes
corrections; indexes documents; and develops databases and computerized reports.
As Required Performs other duties of a similar nature or level
100% Total
POSITION SPECIFIC RESPONSIBILITIES:
• Coordinates and serves as special projects and logistics
• Assist in Prepares management plan for all grant funded contracts ensuring compliance for grant requirements.
• Provides reports on a regular basis, and as directed or requested, to keep senior level and mid-level management informed of
the operation and progress of expenditure activities including direction and strategy to meet annual goal. Identifies potential
areas of compliance vulnerability and risk
• Assist Deputy Director in maintaining, revising of policies and procedures for the general operation of the department as it
relates to activities to include review of all contracts, amendments, and agreements
REQUIRED MINIMUM QUALIFICATIONS:
Education: High School diploma or G.E.D.
Experience: 3 years of clerical, administrative support, secretarial, customer service, and or record management experience
Knowledge/Skills/Abilities:
• Competency in reading and comprehending complex local, state, and federal regulations and interacting with local, state and
federal officials.
• Considerable knowledge of modern office procedures, recordkeeping, and bookkeeping practices.
• Excellent communication skills, both oral and written.
• Demonstrated ability to work independently.
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• Proficiency in using a data base system and operation of general office equipment. Proficiency in working within
deadlines and report preparation.
Certification: N/A
Licensing:
• Possession of a valid driver’s license with good driving history. If State license is other than Georgia or South Carolina, applicant must
obtain a license in Georgia or South Carolina within 30 days of employment.
OTHER:
Does this position require staff call up in an emergency situation? Yes No Is
travel from office to other locations required of this position? Yes No
If yes, what is the percentage of travel involved? Less than 50%? Yes No More than 50%? Yes No
PERFORMANCE APTITUDES:
• Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising
discretion in determining data classification, and in referencing such analysis to established standards for the purpose of
recognizing actual or probable interactive effects and relationships.
• Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the
application of procedures and standards to specific situations.
• Equipment: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or
materials used in performing essential functions.
• Verbal: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
• Math: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals
and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
• Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in
written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and
standards to meet variations in assigned objectives.
• Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving
evaluation of information against measurable or verifiable criteria.
• Physical Abilities: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve
some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve
extended periods of time at a keyboard or workstation.
• Sensory Requirements: Some tasks require the ability to communicate orally.
• Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental
conditions.
FINANCIAL RESPONSIBILITY:
Is this position involved in a budgetary or financial approval responsibility? Yes No
If yes, please indicate size of budget or financial approval responsibility in annual dollar amount: $ _________
TRAINING & SUPERVISORY RESPONSIBILITY:
How many people are being supervised or trained? None
One staff Yes No Two to five staff Yes No Six to ten staff Yes No More than ten staff Yes No
The preceding job description has been designed to indicate the general nature and level of work performed by employees within
this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and
qualifications required of employees to this job.
REVIEW/APPROVALS
______________________________________________________ ______________________
Page 4
Employee (Print Name) Date
______________________________________________________ ______________________
Employee (Signature)
Date
______________________________________________________ ______________________
Line or Staff Management
Date
______________________________________________________ ______________________
Department Director
Date
______________________________________________________ ______________________
Compensation and Benefits Manager
Date
______________________________________________________ ______________________
Human Resource Director Date
Administrative Services Committee Meeting
7/14/2021 1:20 PM
HCD Position Request
Department:Housing and Community Development
Presenter:
Caption:Motion to approve and allow (thru HRs normal hiring
process) the addition of one (1) new full-time position, to be
named Administrative Assistant III, to the department of
Housing and Community Development.
Background:HCD has the fiduciary duty/responsibility to administer (on
behalf of Augusta, GA) four (4) U.S. Department of Housing
and Urban Development (HUD) Programs. As of 2020, through
an array of federal resources HCD has received an increase in its
responsibilities to deliver essential services specific to a)
homelessness, b)domestic violence haven relief, c)HIV/AIDS
haven relief, and d)COVID 19 relief. To appropriately deliver
these vital public services, the Administrator is requesting to add
one (1) administrative position to the roster of Housing and
Community Development.
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
1. US Treasury ~ Emergency Rental Assistance1 (Source1) 2.
US Treasury ~ Emergency Rental Assistance2 (Source2) 3.
HOME ~ American Rescue Plan (Source3)
REVIEWED AND APPROVED BY:
Clerk of Commission
Administrative Services Committee Meeting
7/14/2021 1:20 PM
HCD_ Beacon Station Project Update
Department:HCD
Presenter:Hawthorne Welcher, Jr. and/or HCD Staff
Caption:Motion to Receive as Information an update from the Housing
and Community Development Department (HCD) on Beacon
Station.
Background:In 2008, the Augusta Commission passed legislation supporting
community development in Laney Walker/Bethlehem. Since that
time, the Augusta Housing & Community Development
Department has developed a master plan and development
guidelines for the area, set up financial incentive programs for
developers and home buyers, selected a team of development
partners to focus on catalytic change, and created a marketing
strategy to promote the overall effort. In 2010, the Augusta
Commission adopted a resolution to activate the Urban
Redevelopment Agency of Augusta (URA), and to have the
URA to exercise Augusta’s “urban redevelopment project
powers.” In 2016, HCD as the agent for the URA, began
acquiring the foundry property, now Beacon Station, (utilizing
the URA’s bond proceeds) via the Land Bank. Over 7.5 acres
were acquired to provide a housing project within the Laney
Walker/Bethlehem area. The total investment for land
acquisition was $1,316,666. The URA leased the project to a
subsidiary of the Columbia Ventures (CV Foundry Apartments,
LLC), and for that entity to be responsible for the construction of
single phase, 221-unit market rate apartment complex. The URA
also provided $28,000,000 in funding (through the Bonds) of the
approximately $33 - $34,000,000 project, with Columbia
Ventures providing the balance of the funding. In the agreement
between the URA and Columbia Ventures, the project is to be
sold or refinanced within 7 years in which all bonds are paid
off. Beacon Station’s 221-unit project was completed in 2019
and has 93% occupancy to date. In 2021, Columbia Ventures
requested to terminate their lease with the URA and transfer the
property to a new owner. On June 24th, 2021, the project was
sold to Momentum Real Estate Partners; owners, Jeff Karron
and Eduardo Gruener. Upon termination of lease with Columbia
Ventures and transfer of property, the ($28,000,000) bond funds
are being “satisfied” (through defeasance) and the land
investment of ($1,316,666) will be returned to the URA.
Analysis:The Laney Walker/Bethlehem Revitalization Project and the
adoption of the Urban Redevelopment Agency is to create
positive change by promoting self-sufficiency through
partnership in Economic Development, Quality Housing, and
Neighborhood Reinvestment. Beacon Station’s 221-unit project
with Class A amenities and retail, is an economic stimulant and
has proven to be successful in providing the first mixed-use
development within the Laney Walker/Bethlehem Community.
The funds of $1,316,666 returned to the URA upon the sale of
Beacon Station, will be reinvested back into the area for
continued development, through Housing and Community
Development’s efforts.
Financial Impact:$1,316,666 of Bond funds will return to the URA and
$28,000,000 is being “satisfied” through defeasance.
Alternatives:Do not receive as Information an update from the Housing and
Community Development Department (HCD) on Beacon
Station.
Recommendation:Motion to Receive as Information an update from the Housing
and Community Development Department (HCD) on Beacon
Station.
Funds are
Available in the
Following
Accounts:
Reimbursement of Bond funds to URA.
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Memorandum of Understanding
for the
Emergency Housing Vouchers Program
This Memorandum of Understanding (MOU) has been created and entered as of the ______ day of
__________, 2021 (the effective date) by and between the Housing Authority of the City of Augusta,
Georgia (hereinafter called “AHA”), the City of Augusta, Georgia through the Housing and Community
Development Department’s Continuum of Care Program (hereinafter called “CoC”), and the CSRA
Economic Opportunity Authority, Inc. (hereinafter called “CE”). The addresses of these agencies are as
follows:
The Housing Authority of the City of Augusta
1435 Walton Way
Augusta, GA 30901
City of Augusta, Georgia
City of Augusta, Georgia
Through Its
Housing and Community Development Department
As Continuum of Care Lead Agency
510 Fenwick Street
Augusta, GA 30901
CSRA Economic Opportunity Authority, Inc.
As Continuum of Care Coordinated Entry Project Sponsor
1261 Greene Street
Augusta, GA 30901
Purpose: The Emergency Housing Vouchers (EHVs) are to assist individuals and families who are
experiencing homelessness; at risk of experiencing homelessness; fleeing, or attempting to flee, domestic
violence, dating violence, sexual assault, stalking, or human trafficking; or were recently homeless and for
whom providing rental assistance will prevent the family’s homelessness or having high risk of housing
instability. The partners have agreed to provide services and EHVs to 155 eligible families.
I. Goals of the Program:
1. AHA, CoC’s, and CE commitment to administering the EHVs in accordance with all program
requirements.
2. AHA’s goals and standards of success in administering the program.
3. Identification of staff position at the AHA, CoC, and CE who will serve as the lead EHV liaisons.
Lead Liaisons:
Name and title of AHA staff position
Name and title of CoC staff position
Name and title of CE staff position
II. Define the populations eligible for EHV assistance to be referred by CoC and CE.
Eligibility for these EHVs is limited to individuals and families who are (1) homeless; (2) at risk of
homelessness; (3) fleeing, or attempting to flee, domestic violence, dating violence, sexual assault,
stalking or human trafficking; or (4) recently homeless and for whom providing rental assistance will
prevent the family’s homelessness or having high risk of housing instability.
III. Services to be provided to eligible EHV families.
1. Partnering service providers will support individuals and families in completing applications and
obtaining necessary supporting documentation to support referrals and applications for assistance
while aiding households in addressing barriers.
2. Partnering service providers will assist AHA in ensuring appointment notifications are received by
eligible individuals and families and will assist eligible households in getting to meetings with the
AHA.
3. AHA will establish windows of time for EHV applicants to complete intake interviews for the EHV.
4. Partnering service providers will provide housing search assistance for eligible individuals and
families.
5. Partnering service providers will provide counseling on compliance with rental lease requirements.
6. Partnering service providers will assess individuals and families who may require referrals for
assistance on security deposits, utility connection fees, and utility deposits.
7. Partnering service providers will assess and refer individuals and families to benefits and supportive
services where applicable.
IV. AHA Roles and Responsibilities
1. Coordinate and consult with the CoC in developing the services and assistance to be offered under
the EHV services fee.
2. Accept direct referrals for eligible individuals and families through the CoC Coordinated Entry
System.
3. Commit staff and necessary resources to ensure that the application, certification, and voucher
issuance processes are completed in a timely manner.
4. Commit staff and resources to ensure that inspections of units are completed in a timely manner.
5. Designate a staff member to serve as the lead EHV liaison.
6. Comply with the provisions of this MOU.
V. CoC and CE Roles and Responsibilities
1. Designate and maintain a lead EHV liaison to communicate with the AHA.
2. Commit staff and necessary resources to ensure that the application, certification, and voucher
issuance processes are completed in a timely manner.
3. Refer eligible individuals and families to AHA using the community’s Coordinated Entry System.
4. Support eligible individuals and households in completing and applying for supportive
documentation to accompany admissions application to the AHA (i.e. self-certifications, birth
certificate, social security card, etc.).
5. Attend EHV participant briefings when needed.
6. Assess all households referred for EHV for mainstream benefits and supportive services available to
support eligible individuals and families through their transition.
7. Identify and provide supportive services to EHV families. (While EHV participants are not required
to participate in services, the CoC should assure that services are available and accessible.)
8. Comply with the provisions of this MOU.
VI. Program Evaluation
The AHA, CoC, and CE recipient agree to cooperate with HUD, provide requested data to HUD or
HUD-approved contractor delegated the responsibility of program evaluation protocols established by
HUD or HUD-approved contractor, including possible random assignment procedures.
IN WITNESS WHEREOF, the parties have set their hands and seals as of the date first written above:
ATTEST: Housing Authority of the City of
Augusta, Georgia
SEAL:
______________________ __________
Jacob L. Oglesby Date
Executive Director, AHA
_______________________
(Plain witness)
ATTEST: City of Augusta, Georgia
SEAL
By: ______________________ __________
Hardie Davis, Jr. Date
As Its Mayor
______________________________
Lena Bonner
Clerk of Commission ______________________ __________
Odie Donald, II Date
Administrator
______________________ __________
Hawthorne Welcher, Jr. Date
Director, HCD
ATTEST: CSRA Economic Opportunity Authority, Inc.
SEAL:
______________________ __________
Lola Walton-Johnson Date
Executive Director, CSRA EOA
_______________________
(Plain witness)
_____________________________________________________________________________
Special Attention of: Notice PIH 2021-15 (HA)
Directors of HUD Regional and Field
Offices of Public Housing; Issued: May 5, 2021
Agencies that Administer the
Housing Choice Voucher Program Expires: This notice remains in effect until
amended, superseded, or rescinded.
______________________________________________________________________________
SUBJECT: Emergency Housing Vouchers – Operating Requirements
1. Purpose
This notice describes the process HUD is using to allocate approximately 70,000 emergency
housing vouchers (EHVs) to public housing agencies (PHAs).
These EHVs are to assist individuals and families1 who are experiencing homelessness; at
risk of experiencing homelessness; fleeing, or attempting to flee, domestic violence, dating
violence, sexual assault, stalking, or human trafficking; or were recently homeless and for
whom providing rental assistance will prevent the family’s homelessness or having high risk
of housing instability.
This notice also sets forth the operating requirements for the EHVs, including the
administrative fees and fees for other eligible expenses; the housing assistance payments
(HAP) funding renewal process; family eligibility requirements; EHV waivers, alternative
requirements, and special rules, including a requirement that families are offered housing
search assistance and that PHAs partner with the Continuum of Care (CoC) or other
homeless or victim services providers to assist qualifying families through a direct referral
process; the EHV recapture and redistribution procedures, and the prohibition on the
reissuance of turnover EHVs after September 30, 2023.
2. Background
On March 11, 2021, President Biden signed the American Rescue Plan Act of 2021 (P.L.
117-2, hereafter referred to in this notice as “the ARP”) into law, which provides over $1.9
1 While the ARP and the definitions of the qualifying categories specifically refer to “individuals and families,”
under the HCV program regulations at 24 CFR 982.4, the term “family” is a person or a group of persons, as
determined by the PHA consistent with 24 CFR 5.403, approved to reside in a unit with assistance under the
program. The term “family” used in EHV/HCV context always includes a family that is comprised of a single
individual as well as a group of persons.
2
trillion in relief to address the continued impact of the -COVID-19 pandemic on the
economy, public health, State and local governments, individuals, and businesses.
Section 3202 of the ARP appropriates $5 billion for new incremental EHVs, the renewal of
those EHVs, and fees for the cost of administering the EHVs and other eligible expenses
defined by notice to prevent, prepare, and respond to coronavirus to facilitate the leasing of
the emergency vouchers, such as security deposit assistance and other costs related to
retention and support of participating owners.2
Eligibility for these EHVs is limited to individuals and families who are (1) homeless; (2) at
risk of homelessness; (3) fleeing, or attempting to flee, domestic violence, dating violence,
sexual assault, stalking or human trafficking; or (4) recently homeless and for whom
providing rental assistance will prevent the family’s homelessness or having high risk of
housing instability. After September 30, 2023, a PHA may not reissue any previously leased
EHV, regardless of when the assistance for the formerly assisted family ends or ended.
EHVs are tenant-based rental assistance under section 8(o) of the United States Housing Act
of 1937 (42 U.S.C. 1437f(o)). The ARP further provides that HUD may waive any provision
of any statute or regulation used to administer the amounts made available under section
3202 (except for requirements related to fair housing, nondiscrimination, labor standards and
the environment) upon a finding that any such waivers or alternative requirements are
necessary to expedite or facilitate the use of amounts made available for the EHVs.
To facilitate and expedite leasing, PHAs that accept an allocation of EHVs will receive an
allocation of administrative fee funding for other eligible expenses defined by this notice that
are not normally eligible administrative expenses under the Housing Choice Voucher (HCV)
program, as well as administrative fees for the cost of administering EHVs. The
administrative fees and fees for EHV eligible expenses are described in detail in section 6 of
this notice.
EHV Housing Assistance Payment (HAP) funding (both the initial funding allocation and
subsequent renewals) and both forms of administrative fee funding have been appropriated
separate and apart from the regular HCV program appropriations provided through HUD’s
annual appropriations acts. The ARP limits the use of all EHV funding by time and purpose.
Consequently, ARP EHV funding HAP and administrative fee funding (including services
fees) covered by this notice may only be used for the EHVs and may not be for the PHA’s
regular HCVs or other special purpose vouchers (including Mainstream vouchers).
2Under Section 3202, the $5 billion in appropriations may also be used for “adjustments in the calendar year 2021
section 8 renewal funding allocations, including mainstream vouchers, for public housing agencies that experience a
significant increase in voucher per-unit costs due to extraordinary circumstances or that, despite taking reasonable
cost savings measures, would otherwise be required to terminate rental assistance for families as a result of
insufficient funding.” Use of a portion of the $5 billion for that purpose will be covered under a separate notice.
3
3. PHA Eligibility
To be eligible to receive an EHV funding allocation, a PHA must currently administer the
HCV program through an existing Consolidated Annual Contributions Contract (CACC)
with HUD. Non-profit agencies that only administer HCV Mainstream vouchers are not
eligible to receive an EHV allocation.
4. EHV Allocation Formula
HUD’s allocation formula is designed to direct emergency vouchers to the PHAs operating in
areas where the EHV’s eligible populations have the greatest need while also taking into
account PHA capacity and the requirement to ensure geographic diversity, including rural
areas.
The following data and indicators were used to develop the statutorily mandated allocation
formula:
a. Comparative homeless and at-risk of homelessness need
In developing an allocation formula based on comparative need, HUD focused on
“homeless need” and “at-risk of homelessness need.” These measures also serve as a
proxy for relative need regarding the eligibility categories that includes those fleeing or
attempting to flee domestic violence, dating violence, sexual assault, stalking, or human
trafficking3; as well as recently homeless families for whom providing rental assistance
will prevent the family’s homelessness or having a high risk of housing instability.
HUD is defining homeless need as the total count of persons experiencing
homelessness (whether sheltered or unsheltered). HUD is using January 2020
Continuum of Care (CoC) Point-in-Time (PIT) homeless data for this measure. HUD
does not generally use PIT homeless data to allocate funds. However, as was the case
when HUD allocated Emergency Solutions Grant (ESG)-CV2 funding4, HUD is using
PIT homeless data to allocate these emergency vouchers to PHAs as expeditiously as
possible.
For at-risk of homelessness need, HUD used special tabulation data from the American
Community Survey (ACS 2013-17) on rental households with incomes less than 30
3 The 2018 Part 2 Annual Homeless Assessment Report (AHAR) notes that it is difficult to count the full extent that
individuals are fleeing domestic and other violence, but based on bed capacity, we expect a substantial portion of
those in the homeless data are in fact homeless because of domestic violence: “Based on the bed counts in the 2018
HIC, 12 percent of the emergency shelter, safe haven, and transitional housing beds for people currently
experiencing homelessness were intended for survivors of domestic violence (DV). A smaller share, 6 percent, of all
the beds available year-round in the homeless services system (including beds in permanent housing programs) were
targeted to domestic violence survivors. Approximately 16 percent of all DV beds were in permanent housing
programs.” https://www.huduser.gov/portal/sites/default/files/pdf/2018-AHAR-Part-2.pdf
4 https://www.hud.gov/sites/dfiles/CPD/documents/ESG_CARES_Act_Round_2_Allocation_Methodology_rev.pdf
4
percent of Area Median Income (AMI).5 HUD used data sets on those households living
in overcrowded units (1.01 or more persons per room) and/or without complete kitchen or
plumbing (referred to below as “At-risk Category 1”); and for those households that in
addition to meeting the income and housing condition criteria are also severely rent
burdened (paying more than half their income for rent) (referred to below as “At-risk
Category 2”).
To construct need measures for PHAs, HUD had to convert data to the county level. ACS
at-risk of homelessness data are available at the county level. However, the PIT
homeless data are available at the Continuums of Care geographies that can vary from a
place within a county to being multiple counties. HUD allocated the PIT homeless data
to the county level using a county-to-CoC crosswalk based on the renter share in each
county with income less than 30 percent of AMI and then used it to determine
comparative homeless and at-risk of homelessness need at a county-by-county level.
To allocate the PIT homeless data and the ACS at-risk of homelessness data to PHAs,
each PHA was allocated these need variables based on their December 2020 share of
voucher leasing in each county. For example, if a PHA’s share of currently served
voucher tenants in a county is 20 percent, they would be allocated 20 percent of the need
for that county. Their total need is the sum of their county allocated need across all
counties in which they have active voucher tenants.
b. Ensuring geographic diversity including with respect to rural areas
As discussed above, HUD’s allocation formula is primarily driven by relative EHV
eligibility need under the assumption that a PHA with an operating area that includes a
higher number of homeless or at-risk of homelessness people should receive a larger
allocation share than a PHA with relatively few homeless or at-risk of homelessness
individuals and families in its operating area. However, PHAs serving rural areas might
have a relatively low absolute number of such individuals and families due to the low
population of the area in general, but nonetheless have a high rate of homeless and at-risk
individuals and families as a percentage of that general population. To address these
circumstances, HUD’s allocation formula also identifies PHAs that operate in areas
which have high rates of homelessness or at-risk of homelessness (among all PHAs, those
with a rate of need in the top quartile for any of the three need variables – homeless
persons, At-risk Category 1, and At-risk Category 2), even if the overall number of those
individuals and families is comparatively low when compared to the rest of the country.
The formula ensures that at least one PHA operating in each area with these high
homeless or at-risk of homelessness rates will receive an EHV allocation.
5The McKinney-Vento definition of “at-risk” homelessness for households specifies that they have incomes of less
than 30 percent of Area Median Income in addition to one or more other characteristic that puts them at risk for
homelessness.
5
c. Public housing agency capacity
The HUD allocation formula considers two factors when determining the PHA’s capacity
to implement this program effectively and quickly. The first is how many vouchers an
agency currently administers within each county. As discussed above, the more vouchers
a PHA administers in a county relative to other PHAs with jurisdiction in that same
county, the greater the share of the homeless/at-risk of homelessness need within the
county that will be potentially allocated to that PHA.
The second factor is the PHA’s estimated leasing potential, as measured by the PHA’s
current number of unleased vouchers and its available budget authority to lease those
vouchers (over and above voucher turnover) in its existing HCV program. PHAs with
HCV programs that are fully leased or almost fully leased are assumed to have the
operational capacity to take on a new allocation of vouchers, specifically an allocation
targeted for traditionally hard-to-house homeless and at-risk of homelessness populations.
In contrast, PHAs that will simultaneously need to put significant attention and effort into
leasing a significant number of unused vouchers that are already part of the PHA’s HCV
program are assumed to have less capacity to administer the EHVs.
HUD calculates leasing potential using the PHA’s actual leasing and cost data reported
by the PHA in the Voucher Management System (VMS) and all the budget authority
available to the PHA for the calendar year (including reserves). HUD projects PHA
spending for the future months based on VMS information (e.g., vouchers that have been
issued to families that are currently engaged in their housing search, per unit cost (PUC)
trends, etc.) and then estimates the number of vouchers the PHA could potentially lease,
factoring in the need for the PHA to maintain a reasonable reserve. Once the need from
each county is assigned to a PHA consistent with paragraphs (a) and (b) above, that need
is then adjusted based on a PHA’s current leasing potential for their existing HCV
program.
Leasing potential for the initial 39 MTW agencies is calculated in the following manner.
The Planned Number of MTW HCV Households Served, as stated in an MTW PHA’s
FY2020 Annual MTW Plan, is the total number of households that the MTW PHA
planned to serve through the full Plan Year. This total is compared to VMS data from the
last month of the MTW PHA’s Fiscal Year 2020 (e.g., for an MTW PHA with a Fiscal
Year 2020 that spans January 1, 2020 – December 31, 2020, December 2020 VMS data is
used). Based on an MTW PHA’s agreed upon baseline worksheet for the MTW
statutory requirement of Serving Substantially the Same (STS) number of families as it
otherwise would have absent MTW designation, certain Special Purpose Vouchers
(SPVs) may have also been included in the leasing calculation if applicable to an MTW
PHA’s specific STS compliance documents.
The total number of MTW voucher units in VMS is then divided by the Planned Number
of MTW HCV Households Served as stated in an agency’s FY 2020 Annual MTW Plan,
to arrive at a leasing percentage that determines if an agency has met its stated goal for
6
housing MTW voucher households for FY2020. MTW PHAs that have achieved less
than 95 percent of their Planned Number of MTW HCV Households Served will have the
allocation adjusted downward in proportion to the extent that it is below 95 percent.
Finally, with further respect to capacity, HUD may determine a PHA, including an MTW
PHA, lacks capacity to administer EHVs based on unresolved outstanding civil rights
violations or major program management findings from an Inspector General audit, HUD
management review, or Independent Public Accountant (IPA) audit for the PHA’s HCV
program, or other significant program compliance issues that were not resolved, or in the
process of being resolved, as determined by HUD.
d. Base formula structure
All PHAs will be assigned a base formula allocation, which is estimated using a dual
formula structure that provides the highest allocation of vouchers for a PHA based on one
of these formulas:
Formula A. Homeless Need Adjusted for PHA Capacity
The estimated Homeless Need as described in paragraph (a) assigned to a PHA
reduced by the PHA’s leasing potential divided by total Homeless Need less
national leasing potential multiplied by the number of EHVs available to be
allocated.
Formula B. At-risk of Homelessness Need Adjusted for PHA Capacity
At-risk Category 1 assigned to a PHA reduced by a PHA’s leasing potential
divided by all PHA At-risk Category 1 less national leasing potential multiplied by
50 percent of EHVs available to be allocated plus
At-risk category 2 assigned to a PHA reduced by a PHA’s leasing potential
divided by all PHA At-risk category 2 less national leasing potential multiplied by
50 percent of EHVs available to be allocated.
The formula compares the allocation the PHA would receive under each formula and
uses the formula allocation that allocates the highest number of EHVs to the PHA. That
assigned voucher allocation is then subject to a pro-rata reduction so that the total number
of EHVs that will be allocated to all PHAs is equal to the 70,000 vouchers available to be
allocated.
e. Minimum allocation size and rural area adjustments
HUD generally considers 25 vouchers to be the necessary minimum allocation size for a
PHA to implement a targeted voucher program that has unique rules and alternative
requirements. Accordingly, the basic allocation formula requires that the PHA must
qualify for a minimum of 25 vouchers in order to receive an allocation with the following
exception. As discussed earlier, the formula makes adjustments with respect to this
minimum size in order to ensure high need rural areas are represented. For areas (county
7
or group of counties) with high rates of homelessness or at-risk of homelessness
populations, at least one PHA will receive an allocation of EHVs, even if no PHA met the
minimum 25 voucher requirement. The PHA that is primarily operating in the high need
area and to which the formula would allocate the largest allocation of EHVs will be
allocated the greater of (1) the number of vouchers it received under the base formula or
(2) 15 EHVs.
Each state has a base allocation, which is the total number of EHVs allocated to each
PHA in the state under the base formula allocation in paragraph d. The minimum size
allocation requirement and the rural high need adjustments may, however, cause the base
allocation of some states to change. To restore the state base allocation (and to maintain
the national total of 70,000 EHVs), the formula makes one final pro-rata adjustment. If
there are not enough “below the minimum” vouchers (EHVs not allocated because they
were part of an allocation that was less than 25 vouchers) within the state necessary to
make up for the rural high need adjustments (where PHAs received additional vouchers
to reach the 15-voucher minimum), each PHA will always receive its minimum size
allocation. The minimum allocation size is 25 vouchers in most cases but will be 24 to
15 vouchers for PHAs that received the rural high need adjustment.
If on the other hand there are more vouchers available for the state because of the number
of “below the minimum” vouchers exceeded the number of vouchers needed to make the
rural high need adjustments, the formula makes the following adjustment. First, the
number of vouchers available for reallocation is reduced proportionate across all of this
subgroup of states to support the vouchers allocated above the state base amounts
described in the paragraph above.
Next, for the remaining vouchers, for states where there is a state agency that administers
the HCV program, the state agency will receive the additional vouchers because the state
agency is likely to be able to operate in those rural areas of the state that did not get an
allocation because they did not qualify as a high need area. For states without a state
agency administering the HCV program, HUD will prorate the excess “below the
minimum” vouchers to all PHAs in the state that qualified for an EHV allocation based
on their share of allocated vouchers above the high need rural area 15-voucher minimum.
HUD will reallocate any vouchers within the state that become available because PHAs
declined their initial EHV allocation using the same approach described above, that is,
allocating to state agencies if a state has a state agency or pro-rata within the state if it
does not.
5. Invitation/Acceptance Process
Once HUD has determined the EHV allocation in accordance with section 4 above, HUD
will notify eligible PHAs of the number of EHVs allocated to the PHA no later than May 10,
2021.
8
The notification will specify the number of vouchers allocated to the PHA in accordance with
the allocation formula and will provide specific instructions regarding how the PHA may
either accept or decline the allocation. While PHAs are encouraged to accept the entire EHV
allocation, the PHA may choose to accept a lower number of vouchers than the number
offered by HUD in the notification, but not less than the minimum allocation of 25 or 15
EHVs, as applicable.
HUD may subsequently contact PHAs to ask them to accept or decline the offer of additional
EHVs if additional EHVs become available because other PHAs declined their allocation.
PHAs are encouraged to respond to HUD’s notification as soon as possible but must provide
their acceptance of the allocation (or a portion of the allocation) and the terms and conditions
of the program no later than 14 calendar days following HUD’s notification.6
6. Administrative Fees and Funding for Other Eligible Expenses
The ARP provides funding for fees for the costs of administering the EHVs and other eligible
expenses defined by notice to prevent, prepare for and respond to coronavirus to facilitate the
leasing of the emergency housing vouchers, such as security deposit assistance and other
costs related to retention and support of participating owners.
PHAs will be allocated administrative fee funding for EHV administrative costs and for other
eligible expenses described in this notice. These fees may only be used for EHV
administration and other eligible expenses and must not be used for or applied to other PHA
programs or vouchers (e.g., regular HCVs, Mainstream vouchers, etc.). As is the case with
Mainstream vouchers, the PHA must maintain separate financial records from its regular
HCV funding for all EHV funding, both HAP and administrative fee amounts. Please see
section 15 below for more information on the use of funds, reporting, and financial records.
PHAs will be allocated administrative fees as follows:
a. Preliminary Fee. PHAs will receive a single, one-time preliminary fee of $400 per EHV
allocated to the PHA once the PHA’s CACC is amended to reflect the EHV funding
obligation. This fee amount will support the anticipated immediate start-up costs that the
PHA will incur in implementing the EHV alternative requirements, such as the outreach
to and coordination with the CoC7 and other potential partnering agencies and planning
and development. This fee may be used for any eligible administrative expenses related
to the EHVs. This fee may also be used to pay for any of the eligible activities under the
EHV services fee (see paragraph d below).
b. Placement Fee /Expedited Issuance Reporting Fee. This fee amount will support
initial lease-up costs as well as the added cost and effort required to expedite the leasing
6 PHAs are not required to have the memorandum of understanding (MOU) in place with the CoC at the time they
accept the allocation. PHAs that agree to accept an allocation must enter into an MOU with a partnering CoC within
30 days of the effective date of the ACC funding increment for the EHVs. See section 9.b below.
7 Please see the description of the CoC and its partnership role in referring families to the PHA in section 9.b below.
9
of the EHVs. Initial lease-up costs are expected to include the PHA’s costs to establish
and refine the direct referral process with its partners and to expedite income
determinations, family briefings, and voucher issuance. It also supports the PHA’s costs
to report the issuance of the EHV to HUD ahead of the normally applicable reporting
deadlines, which will allow HUD access to EHV issuance data in as timely a manner as
possible.
PHAs will receive $100 for each EHV that is initially leased upon the effective leasing
date of that voucher if the PHA reported the voucher issuance date8 in the Public Housing
Information Center-Next Generation (PIC-NG) system within 14 days of the later of the
voucher issuance date or the date when the system becomes available for reporting. (See
Section 15 for additional information on reporting requirements.)
PHAs will receive an additional placement fee of $500 for each EHV family placed under
a HAP contract that is effective no later than four months after the effective date of the
ACC funding increment for that EHV, or $250 for each EHV family placed under a HAP
contract with an effective date that is after 4 months but no later than six months after the
effective date of the ACC funding increment for that EHV.9 This bifurcated fee structure
is based on the anticipated extra costs the PHA will experience in its efforts to expedite
the leasing of the EHVs and the expectation that those costs should start to diminish as
the PHA gains more experience operating the EHV program and resolving leasing
challenges for EHV families.
In cases where the PHA received more than one EHV allocation and the funding
increments have different dates, HUD will determine the PHA’s eligibility for the
placement fee based on the effective date of the PHA’s initial increment. EHVs from the
initial increment are expected to be issued and leased first for purposes of calculating the
placement fee. Once the number of EHVs under lease equals the total number of
vouchers allocated under the initial increment, HUD will use the effective date of the
PHA’s subsequent allocation to determine the PHA’s eligibility for the $500 or $250
placement fee.
For example, if the PHA reported the voucher issuance within 14 days and leased the
voucher within the four-month window, the PHA would receive $600 as the total
placement and expedited issuance fee. If the PHA reported the voucher issuance within
14 days and leased the voucher within the six-month window, the PHA would receive
$350. If the PHA reported the voucher issuance within 14 days but did not lease the
voucher until after the six-month window had passed, the PHA would receive $100. The
PHA does not receive the fee if the issued voucher is never leased.
8 The “voucher issuance date” is the actual date the voucher is issued to the family, line 2 on the Voucher (form
HUD-52646).
9 For example, if the funding increment for the family’s EHV is June 1, 2021, the HAP contract must have an
effective date of no later than October 1, 2021, for the PHA to earn the $500 placement fee, or no later than
December 1, 2021, for the PHA to earn the $250 placement fee.
10
The placement/expedited issuance reporting fee is only applicable to the initial time the
voucher is leased by the PHA. The placement/expedited issuance reporting fee is not
paid for subsequent lease-ups (e.g., the family moves to another unit or the EHV
participant leaves the program and the voucher is reissued to another family prior to the
prohibition on reissuance of turnover vouchers after September 30, 2023).
This placement fee may be used for any eligible administrative expenses related to the
EHVs. This fee may also be used to pay for any of the eligible activities under the EHV
services fee (see paragraph d below).
c. On-going Administrative Fee. The on-going administrative fee for EHVs is calculated
in the same manner as the on-going administrative fee that the PHA receives for its
regular HCV program. PHAs will be allocated the full Column A administrative fee
amount for each EHV that is under HAP contract as of the first day of each month. The
Column A administrative fee rates for the HCV program are available on HUD’s website
and may be accessed at the following:
https://www.hud.gov/program_offices/public_indian_housing/programs/hcv
As the ARP appropriations for the EHVs are obligated to PHAs and expended by PHAs
on program purposes over time, HUD may be required to prorate the EHV ongoing
administrative fee calculations in future years, based on available EHV funding.
Similar to the regular HCV administrative fee process, HUD will make the EHV ongoing
administrative fees available to PHAs each month based on actual leasing reported by the
PHA for prior months. HUD will reconcile the PHA’s EHVs administrative fees on a
periodic basis and at the end of each calendar year (commencing with CY 2022). HUD
recognizes that prior month EHV leasing data will not be available during the early stages
of the PHA’s EHV program. For each of the first three months following the ACC
funding increment effective date, HUD will advance the PHA ongoing administrative
fees equal to the amount of ongoing administrative fees the PHA would receive for that
month if all EHVs allocated to the PHA were fully leased so that the PHA also has
ongoing administrative fees available to meet the initial costs of EHV administration.
The advanced ongoing administrative fees will be taken into account when HUD first
reconciles the PHA’s EHV administrative fees.
EHV ongoing administrative fees may be used for any eligible administrative expenses
related to the EHVs. These fees may also be used to pay for any of the eligible activities
under the EHV services fee (see paragraph d below).
d. Services Fee. A PHA will be allocated a one-time services fee to support its efforts in
implementing and operating an effective EHV services program that will best address the
needs of EHV eligible individuals and families in its jurisdiction. This fee will be
allocated to the PHA once the PHA’s CACC is amended to reflect the EHV funding
obligation. The amount allocated to each PHA will be equal to $3,500 for each EHV
allocated to the PHA. Note that the services fee amount is not tied to each voucher, but
instead is the combined total of the services fees are available to the PHA to design a
11
menu of services that will best address the leasing challenges faced by the EHV eligible
families in the PHA’s community. The PHA may use the services fee to provide any or
all of the defined eligible uses to assist families to successfully lease units with the EHVs.
The PHA is strongly encouraged to consult with its CoC and its other homeless
services/victim services referral partners in establishing which activities it will undertake
in support of EHVs and any parameters or requirements regarding the application of
those activities. For example, if the PHA is working with several direct referral partners
and one partner is able to provide security deposit assistance and the other is not, the
PHA may provide security deposit assistance for direct referral families from the latter
agency but not for families who are already eligible for and receiving security deposit
assistance from the partnering agency. The PHA may limit the amount of assistance that
it provides for any of the eligible uses and place other restrictions on those uses.
However, the services fee funding must be initially used for these defined eligible uses
and not for other administrative expenses of the EHV. Service fee funding may never be
used for the HCV program.
The eligible uses implemented by the PHA and the parameters/requirements established
by the PHA must be described in the PHA’s administrative plan. Any services fee
assistance that is returned to the PHA after its initial or subsequent use (such as security
deposits/utility deposits/other assistance that may be wholly or partly returned to the PHA
by the owner/utility supplier/family) may only be applied to the eligible services fee uses
defined by this notice (or subsequent notice) or other EHV administrative costs. Any
amounts not expended for these eligible uses when the PHA’s EHV program ends must
be remitted to HUD.
The eligible uses are designed to prevent and respond to coronavirus by facilitating the
leasing of the EHVs, which will provide vulnerable individuals and families a much safer
housing environment to minimize the risk of coronavirus exposure or spread. Individuals
and families who are homeless or at-risk of homelessness are often living in conditions
that significantly increase the risk of exposure to coronavirus in addition to other health
risks.
The services fees fall into four main components comprised of specific activities:
i. Housing Search Assistance.
As discussed in section 9.d below, the PHA is required to ensure housing search
assistance is made available to EHV families during their initial housing search. The
PHA may use the services fee funding to provide this required housing search
assistance to EHV families during their initial housing search. Housing search
assistance is a broad term which may include many activities such as but not limited
to helping a family identify and visit potentially available units during their housing
search, helping to find a unit that meets the household’s disability-related needs,
providing transportation and directions, assisting with the completion of rental
applications and PHA forms, and helping to expedite the EHV leasing process for
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the family. For specific information on the EHV housing search assistance
requirement, please refer to section 9.d.
ii. Security Deposit/Utility Deposit/Rental Application/Holding Fee Uses.
A. Application fees/non-refundable administrative or processing
fees10/refundable application deposit assistance. The PHA may choose to
assist the family with some or all these expenses.
B. Holding fees. In some markets, it is not uncommon for an owner to request a
holding fee that is rolled into the security deposit after an application is
accepted but before a lease is signed. The PHA may cover part or all of the
holding fee for units where the fee is required by the owner after a tenant’s
application has been accepted but before the lease signing. The PHA and
owner must agree how the holding fee gets rolled into the deposit, and under
what conditions the fee will be returned. In general, owners need to accept
responsibility for making needed repairs to a unit required by the initial
housing quality standards (HQS) inspections and can only keep the holding
fee if the client is at fault for not entering into a lease.
C. Security deposit assistance. The PHA may provide security deposit
assistance for the family. The amount of the security deposit assistance may
not exceed the lesser of two months’ rent to owner, the maximum security
deposit allowed under applicable state and/or local law, or the actual security
deposit required by the owner. The PHA may choose to pay the security
deposit assistance directly to the owner or may pay the assistance to the
family, provided the PHA verifies the family paid the security deposit. The
PHA may place conditions on the security deposit assistance, such as
requiring the owner or family to return the security deposit assistance to the
PHA at the end of the family’s tenancy (less any amounts retained by the
owner in accordance with the lease). Security deposit assistance returned to
the PHA must be used for either services fee eligible uses or other EHV
administrative costs.
D. Utility deposit assistance/utility arrears. The PHA may provide utility
deposit assistance for some or all of the family’s utility deposit expenses.
Assistance can be provided for deposits (including connection fees) required
for the utilities to be supplied by the tenant under the lease. The PHA may
choose to pay the utility deposit assistance directly to the utility company or
may pay the assistance to the family, provided the PHA verifies the family
paid the utility deposit. The PHA may place conditions on the utility deposit
assistance, such as requiring the utility supplier or family to return the utility
10 In some markets, non-refundable administrative fees are becoming more common as states pass laws limiting
application fees, or as an alternative to refundable deposits.
13
deposit assistance to the PHA at such time the deposit is returned by the utility
supplier (less any amounts retained by the utility supplier). In addition, some
families may have large balances with gas, electric, water, sewer, or trash
companies that will make it difficult if not impossible to establish services for
tenant-supplied utilities. The PHA may also provide the family with
assistance to help address these utility arrears to facilitate leasing. Utility
deposit assistance that is returned to the PHA must be used for either services
fee eligible uses or other EHV administrative costs.
iii. Owner-related uses.
A. Owner recruitment and outreach. The PHA may use the service fee
funding to conduct owner recruitment and outreach specifically for EHVs. In
addition to traditional owner recruitment and outreach, activities may include
conducting pre-inspections (see section 9.l below) or otherwise expediting the
inspection process, providing enhanced customer service, and offering owner
incentive and/or retention payments (see paragraph B that follows below).
B. Owner incentive and/or retention payments. The PHA may make incentive
or retention payments to owners that agree to initially lease their unit to an
EHV family and/or renew the lease of an EHV family. The PHA may design
the owner incentive payment to meet its specific needs (such as, for example,
limiting the incentive payments to new owners or owners in high opportunity
neighborhoods, or structuring all or part of the payment as a damages or
unpaid rent mitigation fund, where the owner receives the mitigation payment
only if the security deposit is insufficient to cover damages and other amounts
owed under the lease). The PHA may condition the offer of the owner
incentive payment on the owner’s agreement to abide by certain terms and
conditions. For example, the PHA could require the owner to agree to contact
and work with the family’s CoC case manager or other intervention services
(assuming such services are available) should lease violations or other tenant-
related issues arise during the assisted tenancy before taking action to evict the
tenant.
HUD anticipates that owner incentive/retention payments would typically be
made as a single payment at the beginning of the assisted lease term (or lease
renewal if a retention payment). However, regardless of the frequency that
the PHA chooses to make such payments, owner incentive/retentions
payments are not housing assistance payments and are not part of the rent to
owner. Owner incentive/retention payments are not taken into consideration
when determining whether the rent for the unit is reasonable.
iv. Other eligible uses.
A. Moving expenses (including move-in fees and deposits). The PHA may
provide assistance for some or all of the family’s reasonable moving expenses
14
when they initially lease a unit with the EHV. The PHA may not provide
moving expenses assistance for subsequent moves unless the family is
required to move for reasons other than something the family did or failed to
do (e.g., the PHA is terminating the HAP contract because the owner did not
fulfill the owner responsibilities under the HAP contract or the owner is
refusing to offer the family the opportunity to enter a new lease after the initial
lease term, as opposed to the family choosing to terminate the tenancy in order
to move to another unit), or a family has to move due to domestic violence,
dating violence, sexual assault, or stalking, for example.
B. Tenant-readiness services. The PHA may use the services fee funding to
help create customized plans to address or mitigate barriers that individual
families may face in renting a unit with an EHV, such as negative credit, lack
of credit, negative rental or utility history, or to connect the family to other
community resources (including COVID-related resources) that can assist
with rental arrears.
C. Essential household items. The PHA may use the services fee funding to
assist the family with some or all of the costs of acquiring essential household
items as defined by the PHA (e.g., tableware, bedding, etc.).
D. Renter’s insurance if required by the lease. The PHA may use the services
fee funding to assist the family with some or all of the cost of renter’s
insurance, but only in cases where the purchase of renter’s insurance is a
condition of the lease.
7. Housing Assistance Payments (HAP) Funding
ARP funding obligated to the PHA as HAP funding may only be used for eligible EHV HAP
expenses (i.e., rental assistance payments). EHV HAP funding may not be used for EHV
administrative expenses or for the eligible uses under the EHV services fee.
EHV HAP funding amounts will be calculated as follows:
a. Initial funding allocation
Upon the PHA’s acceptance of the EHV allocation in accordance with section 5 above
and the requirements of the allocation notification, HUD will amend the PHA’s CACC to
reflect the obligation of the EHV funding and the associated units for the initial funding
term of those vouchers.
The initial funding term will expire on December 31, 2022.
The initial funding increment for the EHV allocation will be based on the PHA’s per unit
cost (PUC) for the PHA’s HCV program, adjusted for inflation and taking into
consideration that the initial term is longer than 12 months. However, if during the initial
term a PHA can demonstrate based on actual leasing and costs that the HAP funding will
15
be insufficient to cover its actual HAP costs for the EHVs for the initial term, the PHA
may request that HUD adjust the initial funding increment amount for the EHVs during
the initial funding term. If the PHA has demonstrated the need to do so, HUD will adjust
the initial funding amount based on the actual costs incurred upon request by the PHA to
ensure the PHA has sufficient funding during the initial funding term to lease all of its
EHVs and pay its EHV HAP costs through December 31, 2022. If the PHA believes that
it needs an adjustment, it should contact its financial analyst in HUD’s Office of Housing
Voucher Programs Financial Management Center (FMC).
b. Renewal funding process
HUD will provide renewal funding to the PHA for the EHVs on a calendar year basis
commencing with CY 2023. The renewal funding allocation will be based on the PHA’s
actual EHV HAP costs and leasing, similar in many respects to the renewal process for
the regular HCV program. However, renewal funding for the EHVs is not part of the
annual HCV renewal funding formula nor are the funds for EHV renewals appropriated
in HUD’s annual appropriations Acts. EHVs are renewed separately from the regular
HCV program (similar to Mainstream vouchers). All renewal funding for the duration of
the EHV program has already been appropriated as part of the $5 billion provided by the
ARP. No additional EHV HAP renewal appropriations are anticipated at this time.
The process for determining the PHA’s EHV renewal funding for CY 2023 and
subsequent calendar years is described below. Note that PHAs may receive an estimated
renewal amount for the first few months of the calendar year until their final renewal
eligibility is determined for the calendar year.
(1) The HAP funding baseline is established based on the PHA’s actual EHV leasing and
cost data for the previous calendar year.
(2) The Renewal Funding Inflation Factor (RFIF) used in the HCV program, adjusted for
localities, will be applied to the PHA’s EHV HAP funding baseline described above.
The RFIFs are published by HUD’s Office of Policy, Development and Research
(PD&R) and can be found at https://www.huduser.gov/portal/datasets/rfif/rfif.html.
(3) HUD will review the PHA’s EHV Restricted Net Position (RNP), including amounts
held by HUD, for the PHA’s EHVs. HUD may adjust the CY renewal allocation
based on the calculated year end EHV RNP and HUD Held Reserves. Starting with
the CY 2024 renewal allocations, HUD will also take into consideration the number
of EHVs that have turned over and cannot be reissued because of the statutory
prohibition on reissuance of turnover vouchers after September 30, 2023. HUD will
further adjust the renewal allocation based on the number of vouchers that are being
reallocated to other PHAs due to the PHA’s failure to lease its authorized vouchers as
described in section 14 below.
HUD will consider the number of vouchers that have not yet been leased and if the
number of EHVs leased increased throughout the baseline CY. If the renewal
16
allocation and the PHA’s EHV RNP and HUD Held Reserves are insufficient to
account for the increased leasing or expected increased leasing, HUD will adjust the
renewal funding allocation accordingly.
(4) Adjustments to the PHA’s EHV renewal allocation may also be made during the HCV
renewal funding calendar year. Subject to availability of the remaining funds, HUD
will adjust renewal allocations upon request by the PHA for (1) EHV per-unit cost
increases for unforeseen circumstances that occurred within or after the
benchmarking period which the PHA could not reasonably have anticipated
and were out of the PHA’s control, and (2) a PHA that would otherwise be required
to terminate participating EHV families from the program due to insufficient funds,
despite taking reasonable cost savings measures as determined by HUD,.
(5) When the remaining EHV HAP renewal funding is no longer sufficient to fully fund
all PHAs’ EHV renewal funding eligibility, HUD will prorate EHV renewal funding
allocations. To determine the proration factor for the EHV renewal allocation, HUD
will calculate the total HAP renewal funding eligibility for all PHAs still
administering EHVs and compare that amount to the remaining available EHV HAP
renewal funds. This proration factor is then applied to each PHA’s EHV HAP
renewal eligibility to determine the EHV renewal allocations.
HUD will provide the PHA with detailed information on its EHV renewal calculations and
the process by which PHAs may request renewal funding allocation adjustments during the
covered renewal period.
8. Individual and Family Eligibility under the Qualifying Categories
In order to be eligible for an EHV, an individual or family must meet one of four eligibility
categories:
Homeless
At risk of homelessness
Fleeing, or attempting to flee, domestic violence, dating violence, sexual assault,
stalking, or human trafficking
Recently homeless and for whom providing rental assistance will prevent the
family’s homelessness or having high risk of housing instability.
In general, the verification that the individual or family meets one of these four eligibility
categories is conducted by the CoC or another partnering agency that makes direct referrals
to the PHA. The CoC or other direct referral partner must provide supporting documentation
to the PHA of the referring agency’s verification that the family meets one of the four
eligible categories for EHV assistance.
The following definitions always apply with respect to EHV eligibility, regardless of whether
the PHA may have established another definition for any of these terms in its PHA
administrative plan.
17
a. Individuals and families who are homeless
The meaning of “homeless” is as such term is defined in section 103(a) of the McKinney-
Vento Homeless Assistance Act (42 U.S.C. 11302(a)), which is codified in HUD’s
Continuum of Care Program regulations at 24 CFR 578.3 and reads as follows:
Homeless means:
(1) An individual or family who lacks a fixed, regular, and adequate nighttime
residence, meaning:
(i) An individual or family with a primary nighttime residence that is a
public or private place not designed for or ordinarily used as a regular
sleeping accommodation for human beings, including a car, park,
abandoned building, bus or train station, airport, or camping ground;
(ii) An individual or family living in a supervised publicly or privately
operated shelter designated to provide temporary living arrangements
(including congregate shelters, transitional housing, and hotels and motels
paid for by charitable organizations or by federal, State, or local
government programs for low-income individuals); or
(iii) An individual who is exiting an institution where he or she resided for
90 days or less and who resided in an emergency shelter or place not
meant for human habitation immediately before entering that institution.
(2) An individual or family who will imminently lose their primary nighttime
residence, provided that:
(i) The primary nighttime residence will be lost within 14 days of the date
of application for homeless assistance;
(ii) No subsequent residence has been identified; and
(iii) The individual or family lacks the resources or support networks, e.g.,
family, friends, faith-based or other social networks, needed to obtain
other permanent housing.
(3) Unaccompanied youth under 25 years of age, or families with children and
youth, who do not otherwise qualify as homeless under this definition, but who:
(i) Are defined as homeless under section 387 of the Runaway and
Homeless Youth Act (42 U.S.C. 5732a), section 637 of the Head Start Act
(42 U.S.C. 9832), section 41403 of the Violence Against Women Act of
1994 (42 U.S.C. 14043e-2), section 330(h) of the Public Health Service
Act (42 U.S.C. 254b(h)), section 3 of the Food and Nutrition Act of 2008
(7 U.S.C. 2012), section 17(b) of the Child Nutrition Act of 1966 (42
18
U.S.C. 1786(b)), or section 725 of the McKinney-Vento Homeless
Assistance Act (42 U.S.C. 11434a);
(ii) Have not had a lease, ownership interest, or occupancy agreement in
permanent housing at any time during the 60 days immediately preceding
the date of application for homeless assistance;
(iii) Have experienced persistent instability as measured by two moves or
more during the 60-day period immediately preceding the date of applying
for homeless assistance; and
(iv) Can be expected to continue in such status for an extended period of
time because of chronic disabilities; chronic physical health or mental
health conditions; substance addiction; histories of domestic violence or
childhood abuse (including neglect); the presence of a child or youth with
a disability; or two or more barriers to employment, which include the
lack of a high school degree or General Education Development (GED),
illiteracy, low English proficiency, a history of incarceration or detention
for criminal activity, and a history of unstable employment.
b. Individuals or families who are at-risk of homelessness
The meaning of “at-risk of homelessness” is as such term is defined in section 401(1) of
the McKinney-Vento Homeless Assistance Act (42 U.S.C. 11360(1)), which is codified
in HUD’s Continuum of Care Program regulations at 24 CFR 578.3 and reads as follows:
At risk of homelessness. (1) An individual or family who:
(i) Has an annual income below 30 percent of median family income
for the area, as determined by HUD;
(ii) Does not have sufficient resources or support networks, e.g.,
family, friends, faith-based or other social networks, immediately
available to prevent them from moving to an emergency shelter or
another place described in paragraph (1) of the “Homeless”
definition above; and
(iii) Meets one of the following conditions:
(A) Has moved because of economic reasons two or more times
during the 60 days immediately preceding the application for
homelessness prevention assistance;
(B) Is living in the home of another because of economic hardship;
(C) Has been notified in writing that their right to occupy their
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current housing or living situation will be terminated within 21
days of the date of application for assistance;
(D) Lives in a hotel or motel and the cost of the hotel or motel stay
is not paid by charitable organizations or by federal, State, or
local government programs for low-income individuals;
(E) Lives in a single-room occupancy or efficiency apartment unit
in which there reside more than two persons, or lives in a
larger housing unit in which there reside more than 1.5 people
per room, as defined by the U.S. Census Bureau;
(F) Is exiting a publicly funded institution, or system of care (such
as a health-care facility, a mental health facility, foster care or
other youth facility, or correction program or institution); or
(G) Otherwise lives in housing that has characteristics associated
with instability and an increased risk of homelessness, as
identified in the recipient's approved consolidated plan.
(2) A child or youth who does not qualify as “homeless” under this section, but
qualifies as “homeless” under section 387(3) of the Runaway and Homeless
Youth Act (42 U.S.C. 5732a(3)), section 637(11) of the Head Start Act (42 U.S.C.
9832(11)), section 41403(6) of the Violence Against Women Act of 1994 (42
U.S.C. 14043e-2(6)), section 330(h)(5)(A) of the Public Health Service Act (42
U.S.C. 254b(h)(5)(A)), section 3(m) of the Food and Nutrition Act of 2008 (7
U.S.C. 2012(m)), or section 17(b)(15) of the Child Nutrition Act of 1966 (42
U.S.C. 1786(b)(15)); or
(3) A child or youth who does not qualify as “homeless” under this section, but
qualifies as “homeless” under section 725(2) of the McKinney-Vento Homeless
Assistance Act (42 U.S.C. 11434a(2)), and the parent(s) or guardian(s) of that
child or youth if living with her or him.
c. Individuals or families who are fleeing, or attempting to flee, domestic violence,
dating violence, sexual assault, stalking or human trafficking
This category is composed of any individual or family who is fleeing, or is attempting to
flee, domestic violence, dating violence, sexual assault, stalking, or human trafficking.
This includes cases where a HUD-assisted tenant reasonably believes that there is a threat
of imminent harm from further violence if they remain within the same dwelling unit, or
in the case of sexual assault, the HUD-assisted tenant reasonably believes there is a threat
of imminent harm from further violence if they remain within the same dwelling unit that
they are currently occupying, or the sexual assault occurred on the premise during the 90-
day period preceding the date of the request for transfer.
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Domestic violence includes felony or misdemeanor crimes of violence committed by:
a. a current or former spouse or intimate partner of the victim (the term “spouse or
intimate partner of the victim” includes a person who is or has been in a social
relationship of a romantic or intimate nature with the victim, as determined by the
length of the relationship, the type of the relationship, and the frequency of
interaction between the persons involved in the relationship),
b. a person with whom the victim shares a child in common,
c. a person who is cohabitating with or has cohabitated with the victim as a spouse
or intimate partner,
d. a person similarly situated to a spouse of the victim under the domestic or family
violence laws of the jurisdiction receiving grant monies, or
e. any other person against an adult or youth victim who is protected from that
person's acts under the domestic or family violence laws of the jurisdiction.
Dating violence means violence committed by a person:
a. Who is or has been in a social relationship of a romantic or intimate nature with
the victim; and
b. Where the existence of such a relationship shall be determined based on a
consideration of the following factors:
1. The length of the relationship;
2. The type of relationship; and
3. The frequency of interaction between the persons involved in the relationship.
Sexual assault means any nonconsensual sexual act proscribed by Federal, Tribal, or
State law, including when the victim lacks capacity to consent.
Stalking means engaging in a course of conduct directed at a specific person that would
cause a reasonable person to:
(1) Fear for the person’s individual safety or the safety of others; or
(2) Suffer substantial emotional distress.
Human trafficking includes both sex and labor trafficking, as outlined in the Trafficking
Victims Protection Act of 2000 (TVPA), as amended (22 U.S.C. § 7102). These are
defined as:
Sex trafficking means the recruitment, harboring, transportation, provision,
obtaining, patronizing, or soliciting of a person for the purpose of a commercial
sex act, in which the commercial sex act is induced by force, fraud, or coercion,
or in which the person induced to perform such act has not attained 18 years of
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age; (and)
Labor trafficking means the recruitment, harboring, transportation, provision, or
obtaining of a person for labor or services, through the use of force, fraud, or
coercion for the purpose of subjection to involuntary servitude, peonage, debt
bondage, or slavery.
d. Individuals or families who are recently homeless
This category is composed of individuals and families determined by the CoC or its
designee to meet the following definition.
Recently homeless is defined as individuals and families who have previously been
classified by a member agency of the CoC as homeless but are not currently homeless as
a result of homeless assistance (financial assistance or services), temporary rental
assistance or some type of other assistance, and where the CoC or its designee determines
that the loss of such assistance would result in a return to homelessness or the family
having a high risk of housing instability. Examples of households that may be defined as
recently homeless by the CoC include, but are not limited to, participants in rapid
rehousing, and permanent supportive housing.
Individuals and families classified as recently homeless must be referred by the CoC or
its designee.
9. Waivers and Alternative Requirements.
The Secretary may waive or specify alternative requirements for any provision of the United
States Housing Act of 1937 or regulation applicable to such statute other than requirements
related to fair housing, nondiscrimination, labor standards, and the environment, upon a
finding that the waiver or alternative requirement is necessary to expedite or facilitate the use
of EHV funding.
EHVs are tenant-based vouchers under Section 8(o) of the United States Housing Act of
1937. Unless expressly waived below, all statutory and regulatory requirements and HUD
directives regarding the HCV program are applicable to EHVs, including the use of all HUD-
required contracts and other forms. The administrative policies adopted in the PHA’s written
administrative plan apply to the EHVs vouchers unless such local policy conflicts with the
requirements of the ARP, the requirements of this notice, or the waivers and alternative
requirements outlined below.
These waivers and alternative requirements have been determined by the Secretary to be
necessary to expedite and facilitate the use of the EHV funding. These waivers or alternative
requirements are exceptions to the normal HCV requirements, which otherwise apply to the
administration of the EHVs.
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HUD may waive and/or establish alternative requirements for additional statutory and
regulatory provisions by subsequent notice. A PHA may request additional good cause
regulatory waivers in connection with the use of the EHVs, which HUD will consider and
assess upon the request of the PHA.
a. COVID-19 waivers (waivers authorized for the regular HCV program under the
CARES Act)
The Coronavirus Aid, Relief and Economic Security (CARES) Act (Public Law 116-136)
provides HUD with broad authority to waive or establish alternative requirements for
numerous statutory and regulatory requirements for the HCV program. However, the
CARES Act waiver authority does not cover EHV funding appropriated by the ARP.
HUD recognizes that the challenges the COVID-19 pandemic has created for the regular
HCV program will likewise apply to the administration of the EHVs. Consequently,
HUD is exercising its waiver authority under the ARP to provide some of the same menu
of HCV-applicable CARES Act waivers to PHAs for administration of the EHV
assistance. The use of these COVID-19-related EHV waivers is at the discretion of the
individual PHA. A PHA may choose to apply all, some, or none of the waivers to the
EHV assistance.
Unlike the other ARP waivers provided through this notice, these EHV COVID-19
waivers have limited periods of availability that currently match the same periods of
availability for the CARES Act waivers. The period of availability for these EHV
COVID-19 waivers/alternative requirements, collectively or individually, may be further
extended by PIH notice should HUD determine that such similar extension is necessary
for the CARES Act waivers, or if HUD otherwise determines it necessary to further
extend these waivers for the EHVs. PHAs that implement these waivers are not required
to keep the waiver/alternative requirement in-place for the full period of availability
(including any extension) but may at any time choose to revert to regular program
requirements and operations.
Attachment 1 of this notice provides the list of COVID-19 related waivers that the PHA
may apply to the EHV. PHAs should refer to Notice PIH 2021-14 or its successor
notice(s) for detailed information on the individual waivers listed in Attachment 1.
b. Required partnerships with the CoC and other organizations for direct referrals
and services
EHVs are one of several resources that communities can use to house individuals and
families who are experiencing homelessness or have unstable housing. To ensure that the
EHVs assist families who are most in need, PHAs are required to work with community
partners to determine the best use and targeting for the vouchers along with other
resources available in the community.
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HUD’s CoC program is authorized by subtitle C of title IV of the McKinney-Vento
Homeless Assistance Act (42 U.S.C. 11381-11389). The program is designed to promote
communitywide commitment to the goal of ending homelessness; provide funding for
efforts by nonprofit providers, States, and local governments to quickly rehouse homeless
individuals (including unaccompanied youth) and families, while minimizing the trauma
and dislocation caused to homeless individuals, families, and communities by
homelessness; promote access to and effective utilization of mainstream programs by
homeless individuals and families; and optimize self-sufficiency among individuals and
families experiencing homelessness.
The CoC is organized to carry out the responsibilities required under the program and is
composed of representatives of organizations, including nonprofit homeless providers,
victim service providers, faith-based organizations, governments, businesses, advocates,
public housing agencies, school districts, social service providers, mental health agencies,
hospitals, universities, affordable housing developers, law enforcement, organizations
that serve homeless and formerly homeless veterans, and homeless and formerly
homeless persons to the extent these groups are represented within the geographic area
and are available to participate.
Provisions in the CoC Program Interim Rule at 24 CFR § 578.7(a)(8) require that CoCs
establish a Coordinated Entry (CE) System. The CE System is a centralized or
coordinated process designed to coordinate program participant intake assessment and
provision of referrals. A centralized or coordinated assessment system covers the
geographic area of the CoC, is easily accessed by individuals and families seeking
housing or services, is well advertised, and includes a comprehensive and standardized
assessment tool.
HUD is establishing an alternative requirement under which the PHA must enter into a
Memorandum of Understanding (MOU) with the CoC to establish a partnership for the
administration of the EHVs. The primary responsibility of the CoC under the MOU is to
make direct referrals of qualifying individuals and families to the PHA (see section 9.c
below). Partner CoCs are responsible for determining whether the family qualifies under
one of the four eligibility categories for EHVs. Additionally, CoCs are encouraged to
offer or make connections to supportive services for families that are referred to the PHA,
including, but not limited to, short- or long-term case management, collecting necessary
verifications to support referrals, housing counseling, housing search assistance and
utility deposit assistance.11 HUD recommends CoCs and PHAs seek a diverse range of
supportive services by partnering with organizations trusted by people experiencing
homelessness. The specific services that the CoCs will provide to individuals or families
referred for the EHV program must be outlined in the MOU with the CoC.
11PHAs may use services fee funding for housing search assistance and utility deposit services, but if such services
are already available through the CoC, the services fee funding should be directed to other uses that are not available
through the CoC. It is important that the PHA collaborate with the CoC and any other partnering agencies in
designing its menu of uses for the services fee funding.
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PHAs that agree to accept an allocation must enter into an MOU with a partnering CoC
within 30 days of the effective date of the ACC funding increment for the EHVs.
The MOU is a complete statement of the responsibilities of the parties and evidence of a
commitment of resources to the EHV program. The MOU may be subsequently amended
to add or change the services that the CoC may provide but must always retain the direct
referral responsibility of the CoC. A sample MOU template is included in Attachment 2
of this notice.
The MOU must include at a minimum:
1. The PHA’s and CoC’s commitment to administering the EHVs in partnership.
2. The goals and standards of success in administering the EHVs.
3. The staff position for each organization that will serve as the lead EHV liaison.
4. A statement that all parties agree to cooperate with any program evaluation efforts
undertaken by HUD, or a HUD-approved contractor, including compliance with HUD
evaluation protocols and data sharing requests.
5. The specific population eligible for the EHV assistance that will be referred to the
PHA by the CoC or other partnering referral agency.
6. The services, including financial assistance, that will be provided to assist EHV
applicants and participants and who will provide them.
7. The roles and responsibilities of the PHA and CoC, including but not limited to the
CoC making direct referrals of families to the PHA through the CE system.
A PHA that experiences difficulty in identifying a CoC partner, or where the CoC may be
unwilling or reluctant to enter the MOU due to capacity issues or other concerns, or
where the PHA is worried about its ability to fulfill this requirement within the required
deadline despite a good-faith effort, is encouraged to contact HUD as promptly as
possible for assistance. HUD or its Technical Assistance (TA) provider will work with
the PHA to help facilitate a partnership, which may include using a partnering referral
agency other than the CoC. In rare circumstances HUD may waive the partnership/direct
referral requirement for the PHA for an interim period if such a step is necessary while
building capacity at the CoC or other potential partnering referral agency. Information on
EHV technical assistance and how to request it will be provided by HUD during the EHV
webinar to be conducted after issuance of this notice.
c. Admissions process - Direct referrals from the CoC and other partnering
organizations
PHAs must accept referrals for EHVs directly from the CE System. Accepting direct
referrals from the CE System will help ensure families are able to get assistance quickly
and eliminate the administrative burden on the PHA regarding the determination as to
whether the family meets the definition of a qualifying individual or family for EHV
assistance. CoC partners may also support applicants through the application process and
attend meetings with applicants and PHAs to aid individuals and families through the
admissions process. Direct referrals for EHVs are not added to the PHA’s regular HCV
25
waiting list.
In general, EHV families are issued EHVs as the result of either:
(1) the direct referral process from the CoC CE System and/or other partnering
organizations, or
(2) a situation where the PHA makes an EHV available in order to facilitate an
emergency transfer in accordance with the Violence Against Women Act
(VAWA) as outlined in the PHA’s Emergency Transfer Plan. (PHAs are strongly
encouraged to utilize EHVs as a resource to effectuate emergency transfers for a
victim of domestic violence, dating violence, sexual assault, or stalking, as part of
their Violence Against Women Act (VAWA) Emergency Transfer Plan.)
The PHA must also take direct referrals from outside the CoC CE system if:
(1) the CE system does not have a sufficient number of eligible families to refer
to the PHA, or
(2) the CE system does not identify families that may be eligible for EHV
assistance because they are fleeing, or attempting to flee, domestic violence,
dating violence, sexual assault, stalking or human trafficking.
In those instances the PHA must enter into a partnership to receive direct referrals from
another entity (a Victim Services provider or anti-trafficking service provider, for
example, if the CE system is not referring victims fleeing, or attempting to flee, domestic
violence, dating violence, sexual assault, stalking or human tracking) or another homeless
services provider (if there are not enough direct referrals coming through the CE system),
assuming there are such additional organizations that can certify that an individual or
family is homeless or at risk of homelessness, formerly homeless, is an individual or
family is fleeing or attempting to flee domestic violence, dating violence, sexual assault,
stalking, or human trafficking. (Applicants under the “Recently homeless” category must
by definition (see section 8.d above) always be referred by the CoC or its designee.) The
PHA must enter an MOU with partnering referral agency as described above in section
9.b. Alternatively, the partnering referral agency may be added to the MOU between the
PHA and CoC.
The referring agency must provide documentation to the PHA of the referring agency’s
verification that the family meets one of the four eligible categories for EHV assistance.
The PHA must retain this documentation as part of the family’s file. HUD has attached
to this notice two examples of certifications that could be used to document the referring
agency’s verification. (See Attachments 3 and 4).
Other than cases where a family is requesting an emergency transfer in accordance with
VAWA as outlined in the PHA’s Emergency Transfer Plan, the PHA must refer a family
26
that is seeking EHV assistance directly from the PHA to the CoC or other referring
agency partner for initial intake, assessment, and possible referral for EHV assistance.
If at any time the PHA is not receiving enough referrals or is not receiving referrals in a
timely manner from the CoC CE system or other partner referral agencies (or the PHA
and CoC cannot identify any such alternative referral partner agencies), the PHA should
contact HUD for assistance. HUD may permit the PHA on a temporary or permanent
basis to take EHV applications directly from applicants and admit eligible families to the
EHV program in lieu of or in addition to direct referrals in those circumstances.
PHAs must inform families on the HCV waiting list of the availability of EHVs by, at a
minimum, either by posting the information to their website or providing public notice in
their respective communities. The PHA notice must describe the eligible populations to
which the EHVs are limited and clearly state that the availability of these EHVs is
managed through a direct referral process. The PHA notice must advise the family to
contact the CoC (or any other PHA referral partner, if applicable) if the family believes
they may be eligible for EHV assistance. In providing this notice, PHAs must ensure
effective communication with persons with disabilities, including those with vision,
hearing, and other communication-related disabilities. PHAs must also take reasonable
steps to ensure meaningful access for persons with limited English proficiency (LEP).
(See Section 11 – Nondiscrimination and Equal Opportunity Requirements - for more
information.)
If the PHA has a preference for victims of domestic violence, dating violence, sexual
assault, stalking, or human trafficking for the regular HCV program, the PHA must refer
any applicant on the waiting list that indicated they qualified for this preference to the
CoC or the applicable partnering referral agency. The CoC or partnering referral agency
will determine if the family is eligible (based on the qualifying definition for EHV
assistance for those fleeing, or attempting to flee, domestic violence, dating violence,
sexual assault, stalking, or human trafficking or another eligible category as applicable)
for an EHV.
If the PHA has a homeless preference for the regular HCV program, the PHA must refer
any applicant on the waiting list that indicated they qualified for the homeless preference
to the CoC. The CoC will determine whether the family is eligible for an EHV (based on
the qualifying definition for EHV assistance for homelessness or another eligible
category as applicable). The CoC will also determine if the family is eligible for other
homeless assistance through the CE system.
With the exception of special admissions,12 the HCV regulations require that the PHA
admit an applicant as a waiting list admission. In order to implement the above
alternative requirements, HUD is waiving § 982.204(a), which requires that except for
special admissions, participants must be selected from the PHA waiting list and that the
PHA must select participants from the waiting list in accordance with admission policies
12 A special admission (24 CFR § 982.203) is a non-waiting list admission that is only applicable if HUD awards a
PHA program funding that is targeted for families living in specified units.
27
in the PHA administrative plan.
d. Required housing search assistance
Housing search assistance can help EHV participants successfully move to areas of higher
opportunity, as well as broaden the pool of landlords participating in the EHV program,
including culturally or racially diverse landlords and landlords with smaller numbers of
units. HUD has established as an alternative requirement that the PHA must ensure
housing search assistance is made available to EHV families during their initial housing
search. The housing search assistance may be provided directly by the PHA or through
the CoC or another partnering agency or entity.
Housing search assistance is a broad term which can include many activities, but with
respect to this requirement it must at a minimum (1) help individual families identify
potentially available units during their housing search, including physically accessible
units with features for family members with disabilities, as well as units in low-poverty
neighborhoods, (2) provide transportation assistance and directions to potential units, (3)
conduct owner outreach, (4) assist with the completion of rental applications and PHA
forms, and (5) help expedite the EHV leasing process for the family. Other
recommended, but not required, housing search activities include helping individual
families identify barriers to leasing (e.g., low credit score, evictions history) and
strategies to address these barriers, workshops on how to conduct an effective housing
search, enhanced support for portability processing, regular proactive check-ins for
families searching with a voucher, regular reminders to the family of their voucher
expiration date and extension policies, and a dedicated landlord liaison for EHV voucher
families. The PHA may use any of the EHV administrative fees (including the services
fees) described in section 6 for EHV housing search assistance.
e. Separate waiting list for EHVs
The HCV program regulations at § 982.204(f) provide that a PHA must use a single
waiting list for admission to its HCV program.
It is possible that the number of applicants referred by partnering agencies at a given time
may exceed the EHVs available for the PHA to issue to families. HUD recognizes that
requiring PHAs to utilize its existing HCV waiting list to manage EHV referrals will
create unnecessary administrative burden, complications, and delays.
HUD is therefore waiving § 982.204(f) to establish an alternative requirement under
which the PHA shall maintain a separate waiting list for EHV referrals/applicants to help
expedite the leasing process, both at initial leasing and for any turnover vouchers that
may be issued prior to the September 30, 2023 turnover voucher cut-off date.
Because the EHV waiting list is based on direct referrals or requests through the PHA’s
VAWA emergency transfer plan and not applications from the general public, HUD is
also waiving § 982.206, which requires the PHA to give public notice when opening and
28
closing the waiting list. Under this alternative requirement, the PHA will work directly
with its CoC and other referral agency partners to manage the number of referrals and the
size of the EHV waiting list.
f. Local Preferences
Under the HCV program, the PHA may establish a system of local preferences for the
selection of families. The PHA may have an existing set of local preferences for its HCV
program that understandably does not align with the specific targeted purpose of the
EHVs. Furthermore, the PHA, in conjunction with the CoC and other referral partners,
may wish to establish preferences specifically designed for EHV admissions that the
PHA would not want to apply to its regular HCV waiting list. Excluding EHVs from the
PHA’s normally applicable local preference system will simplify EHV administration
and ensure that EHVs are not being prioritized based on preferences designed for the
broad universe of HCV eligible applicants rather than the subset of EHV qualifying
families.
HUD is waiving § 982.207(a) and establishing an alternative requirement that the local
preferences established by the PHA for HCV admissions do not apply to EHVs. The
PHA may choose, in coordination with the CoC and other referral partners, to establish
separate local preferences for EHVs, or may simply choose to not establish any local
preferences for the EHV waiting list.
In establishing any local preferences for the EHV waiting list, the preference may not
prohibit EHV admissions from any of the four qualifying categories of eligibility. The
preference system prioritizes the order in which families on the EHV waiting list are
assisted but does not allow the PHA to refuse to accept a referred family that meets one
of the four EHV eligibility categories, or otherwise delay issuance of an available
voucher to that eligible family in order to “hold” the voucher for a future referral of a
preference holder. In cases where the PHA and the referral agency partners are
contemplating local preferences for the EHV waiting list, HUD strongly encourages
PHAs and their partners to consider designing preferences that take into consideration the
comparative health risks that COVID-19 poses to the subgroup of families eligible for
EHVs (e.g., individuals or families living in environments where practicing social
distancing or taking other preventive measures may be particularly challenging). The
PHA must ensure any local preferences did not discriminate on the basis of any federally
protected classes and cannot utilize criteria or methods of administration which would
result in discrimination. See Section 11 – Nondiscrimination and Equal Opportunity
Requirements for more information on applicable federal civil rights requirements.
The HCV program regulations at § 982.207(b) allows a PHA to adopt and implement a
residency preference in accordance with the non-discrimination and equal opportunity
requirements listed at § 5.105(a). Given the emergency nature of these vouchers, the fact
that many individuals and families in the targeted populations may not necessarily qualify
as a “resident” due to their housing circumstances, and the direct referral /coordinated
29
entry aspect of EHV administration, it is not appropriate to apply residency preferences
for EHV admission. Consequently, HUD is waiving § 982.207(b) and establishing an
alternative requirement under which a PHA may not apply any residency preference to
EHV applicants.
g. Restrictions on PHA denial of assistance to an EHV applicant
The HCV program regulations at § 982.552 and § 982.553 cover the grounds under
which a PHA may deny an applicant admission to the program and in certain cases is
required to do so. These grounds include the following:
If any member of the family has been evicted from federally assisted housing in the
last five years.
If a PHA has ever terminated assistance under the program for any member of the
family.
If any member of the family has committed fraud, bribery, or any other corrupt or
criminal act in connection with any Federal housing program.
If the family currently owes rent or other amounts to the PHA or to another PHA in
connection with Section 8 or public housing assistance under the 1937 Act.
If the family has not reimbursed any PHA for amounts paid to an owner under a
HAP contract for rent, damages to the unit, or other amounts owed by the family
under the lease.
If the family breached an agreement with the PHA to pay amounts owed to a PHA,
or amounts paid to an owner by a PHA.
If the family engaged in or threatened abusive or violent behavior toward PHA
personnel.
If the family has been engaged in criminal activity or alcohol abuse as described in §
982.553.
HUD is waiving §982.552 and § 982.553 in part and establishing an alternative
requirement with respect to mandatory and permissive prohibitions of admissions for
EHV applicants. The EHV alternative requirement is as follows:
Mandatory Prohibitions.
(1) The PHA must apply the standards it established under § 982.553(a)(1)(ii)(C) that
prohibit admission if any household member has ever been convicted of drug-related
criminal activity for manufacture or production of methamphetamine on the premises
of federally assisted housing to EHV applicants.
(2) The PHA must apply the standards it established under § 982.553(a)(2)(i) that
prohibit admission to the program if any member of the household is subject to a
lifetime registration requirement under a State sex offender registration program to
EHV applicants.
Permissive Prohibitions.
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The PHA may prohibit admission of a family for the grounds stated below. The PHA
may choose not to prohibit admission for these grounds or may establish a more
permissive policy than the PHA’s policy for admission to the regular HCV program. The
PHA may not establish a permissive prohibition policy for EHV applicants that is more
prohibitive than the policy established for admissions to the regular HCV program. The
PHA policy on EHV permissive prohibitions must be described in the PHA’s
administrative plan.
If the PHA intends to establish permissive prohibition policies for EHV applicants, the
PHA must consult with its CoC partner to understand the impact that the proposed
prohibitions may have on referrals and must take the CoC’s recommendations into
consideration. The PHA policy on EHV permissive prohibitions must be described in the
PHA’s administrative plan. Determinations must be made based on an individualized
assessment of relevant mitigating information.13 The permissive prohibitions are:
(1) If the PHA determines that any household member is currently engaged in, or has
engaged in within the previous 12 months:
a. Violent criminal activity.
b. Other criminal activity which may threaten the health, safety, or right to
peaceful enjoyment of the premises by other residents or persons residing in
the immediate vicinity.14
(2) If any member of the family has committed fraud, bribery, or any other corrupt or
criminal act in connection with any Federal housing program within the previous 12
months.
(3) If the family engaged in or threatened abusive or violent behavior toward PHA
personnel within the previous 12 months.
Unlike regular HCV admissions, PHAs may not deny an EHV applicant admission
regardless of whether:
13 See Office of General Counsel Guidance on Application of Fair Housing Act Standards to the Use of Criminal
Records by Providers of Housing and Real Estate-Related Transactions (April 4, 2016), available at
https://www.hud.gov/sites/documents/HUD_OGCGUIDAPPFHASTANDCR.PDF at 7 (“individualized assessment
of relevant mitigating information beyond that contained in an individual’s criminal record is likely to have a less
discriminatory effect than categorical exclusions that do not take such additional information into account. Relevant
individualized evidence might include: the facts or circumstances surrounding the criminal conduct . . . evidence that
the individual has maintained a good tenant history before and/or after the . . . conduct; and evidence of
rehabilitation efforts.”)
14 Please see PIH Notice 2015-19. The purpose of PIH 2015-19 is to inform PHAs and owners of other federally-
assisted housing that arrest records may not be the basis for denying admission, terminating assistance or evicting
tenants, to remind PHAs and owners that HUD does not require their adoption of “One Strike” policies, and to
remind them of their obligation to safeguard the due process rights of applicants and tenants. See also Office of
General Counsel Guidance on Application of Fair Housing Act Standards to the Use of Criminal Records by
Providers of Housing and Real Estate-Related Transactions (April 4, 2016), available at
https://www.hud.gov/sites/documents/HUD_OGCGUIDAPPFHASTANDCR.PDF (overviewing how applying
criminal records screening too broadly may implicate fair housing liability for housing providers).
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Any member of the family has been evicted from federally assisted housing in the
§A PHA has ever terminated assistance under the program for any member of the
family.
The family currently owes rent or other amounts to the PHA or to another PHA in
connection with Section 8 or public housing assistance under the 1937 Act.
The family has not reimbursed any PHA for amounts paid to an owner under a HAP
contract for rent, damages to the unit, or other amounts owed by the family under the
lease.
The family breached an agreement with the PHA to pay amounts owed to a PHA, or
amounts paid to an owner by a PHA.
The family would otherwise be prohibited admission under alcohol abuse standards
established by the PHA in accordance with §982.553(a)(3).
The PHA determines that any household member is currently engaged in or has
engaged in during a reasonable time before the admission, drug-related criminal
activity.
Similar to the HUD-Veterans Affairs Supportive Housing (HUD-VASH) program, HUD
is eliminating the PHA’s permissive prohibitions for EHV admissions for drug-related
criminal activity. The eligible populations of homeless and at-risk of homelessness
individuals and families may include individuals struggling with drug addiction, and that
addiction may be one of the root causes of their homelessness. As demonstrated by the
“Housing First’ model, providing the individual with safe housing may be a critical first
step in helping the individual recover from addiction. Consequently, prohibitions based
on criminal activity for the eligible EHV populations regarding drug possession should be
considered apart from criminal activity against persons (i.e., violent criminal activity).
Further, the Department remains concerned about the potential discriminatory effect that
reliance on drug-related criminal activity history as grounds for denial of admission may
pose for the EHV program. For further information on the use of criminal histories and
the Fair Housing Act, please see HUD’s Office of General Counsel Guidance on the
Application of Fair Housing Act Standards to the Use of Criminal Records by Providers
of Housing and Real Estate-Related Transactions, issued on April 4, 2016.15
The PHA must still deny admission to the program if any member of the family fails to
sign and submit consent forms for obtaining information in accordance with 24 CFR part
5 as required by § 982.552(b)(3), but should notify the family of the limited EHV
grounds for denial of admission first.
When adding a family member after the family has been placed under a HAP contract
with EHV assistance, the regulations at § 982.551(h)(2) apply. Other than the birth,
15 Available at https://www.hud.gov/sites/documents/HUD_OGCGUIDAPPFHASTANDCR.PDF. This Guidance
cautions against the screening of applicants for tenancy using criminal records where such screening may
disproportionately impact protected classes, and where the housing provider cannot prove such a policy is necessary
to achieve a substantial, legitimate, nondiscriminatory interest.
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adoption or court-awarded custody of a child, the PHA must approve additional family
members and may apply its regular screening criteria in doing so.
h. Income Verification at Admissions
Under the HCV program, PHAs must determine whether an applicant family’s income
exceeds the applicable income limit as established by HUD in the jurisdiction where the
family wishes to lease a unit. While the verification hierarchy described in Notice PIH
2018-18 applies to income determinations for applicants, the Enterprise Income
Verification (EIV) system generally is not available for verifying income of applicants.
The program regulations under § 982.201(e) requires that the PHA must receive
information verifying that an applicant is eligible within the 60-day period before the
PHA issues a voucher to the applicant. For verification purposes, Notice PIH 2018-18
states that third-party generated documents be dated within 60 days of the PHA’s request.
For homeless families and other EHV eligible families, documentation may not be
readily on-hand and may be difficult to obtain quickly. Accepting self-certifications and
allowing for the delay of receipt of documentation and/or third-party verification will
allow the CoC/partnering agency to assist the family in obtaining the necessary
documentation without unduly delaying the family’s housing assistance.
HUD is waiving the third-party income verification requirements for EHV applicants
and, alternatively, allowing PHAs to consider self-certification as the highest form of
income verification at admission. Applicants must submit an affidavit attesting to
reported income, assets, expenses and other factors which would affect an income
eligibility determination. Additionally, applicants may provide third-party
documentation which represents the applicant’s income within the 60-day period prior to
admission or voucher issuance but is not dated within 60 days of the PHA’s request. For
example, a Supplemental Security Income (SSI) benefit letter that was issued in
November 2020 to represent the applicant’s benefit amount for 2021 and was provided to
the PHA in September 2021 would be an acceptable form of income verification. As a
reminder, the PHA may also use the SSI benefit letter as proof of disability.
Once HUD makes the EIV data available to PHAs under this waiver and alternative
requirement, the PHA must: review the EIV Income and Income Validation Tool (IVT)
Reports to confirm/validate family-reported income within 90 days of the PIC-NG (see
Section 15 of this notice below) submission date; print and maintain copies of the EIV
Income and IVT Reports in the tenant file; and resolve any income discrepancy with the
family within 60 days of the EIV Income or IVT Report dates.
Prior to admission, PHAs must continue to use HUD’s EIV system to search for all
household members using the Existing Tenant Search. The PHA may be required to
deny assistance to household members already receiving assistance from another
program.
33
PHAs are encouraged to incorporate additional procedures to remind families of the
obligation to provide true and complete information. PHAs that conduct eligibility
determinations under this waiver/alternative requirement will be responsible for
addressing any material discrepancies (i.e., unreported income or a substantial difference
in reported income) that may arise later and must take necessary enforcement actions if
the tenant was never eligible due to their income, as well as initiate HUD-compliant
payment plans for those whose unreported income was unintentional and do not make the
tenant ineligible for the program accordingly.
The adoption of this waiver does not authorize any ineligible family to receive assistance
under these programs. If a PHA later determines that an ineligible family received
assistance, the PHA must take steps to terminate that family from the program.
i. Eligibility Determination: Social Security Number and Citizenship Verification
HCV applicants must disclose and document and PHAs must verify the social security
numbers (SSN) of each applicant. Applicant documentation may include a valid SSN
card issued by the Social Security Administration; an original document issued by a
federal or state government agency which contains the individual’s name, SSN and other
identifying information; or other evidence of the SSN as prescribed by HUD. Generally,
a PHA may not admit an applicant until the required documentation is provided to verify
the SSN of each household member.
PHAs also must verify evidence of U.S. citizenship or eligible immigration status for
noncitizens claiming eligibility for assistance. Each eligible household member must
sign a declaration of their status and eligible noncitizens must also provide supporting
documentation, which must be submitted by the time of the eligibility determination.
Documentation verifying U.S. citizenship may also be requested. Since eligibility for
assistance is limited to U.S. citizens and noncitizens who have eligible immigration
status, families in which not all members are U.S. citizens or have eligible immigration
status are only eligible to receive pro-rated housing assistance based on the percentage of
family members who qualify for assistance.
Additionally, PHAs must verify each family member’s date of birth to verify identity and
determine age and disability status per 24 CFR § 5.403, if claimed. These family
characteristics impact the income and tenant rent calculations.
This documentation may not be readily on hand and may be difficult to obtain for
individuals and families experiencing homelessness. Accepting self-certifications and
delaying the receipt of documentation and/or third-party verification will allow PHAs to
assist EHV families more quickly and provide time for the family (with assistance from
the CoC or other partnering agencies) to obtain the necessary documentation.
HUD is consequently waiving the requirement to obtain and verify SSN documentation
and documentation evidencing eligible noncitizen status before admitting the family to
the EHV program. PHAs may adopt policies to admit EHV applicants who are unable to
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provide the required SSN or citizenship documentation during the initial eligibility
determination. As an alternative requirement, such individuals must provide the required
documentation within 180 days of admission to be eligible for continued assistance,
pending verification, unless the PHA provides an extension based on evidence from the
family or confirmation from the CoC or other partnering agency that the family has
made a good-faith effort to obtain the documentation. If a family member appeals
secondary verification of immigration documents, PHAs are reminded that assistance
may not be delayed, denied, reduced or terminated on the basis of immigration status
pending the completion of the appeal as described in § 5.514(e).
Additionally, PHAs may accept self-certification of date of birth and disability status if a
higher level of verification is not immediately available. If self-certification is used, the
PHA must obtain a higher level of verification within 90 days of admission or verify the
information in EIV.
PHAs are encouraged to incorporate additional procedures to remind families of the
obligation to provide true and complete information. PHAs that conduct eligibility
determinations under this waiver/alternative requirement will be responsible for
addressing any material discrepancies (i.e., erroneous SSNs) that may arise later and must
take necessary enforcement actions accordingly. The adoption of this waiver does not
authorize any ineligible family to receive assistance under these programs. If a PHA
determines that an ineligible family received assistance, the PHA must take steps to
terminate that family from the program.
j. Inapplicability of Income Targeting Requirements
The PHA must determine income eligibility for EHV families in accordance with §
982.201. However, the income targeting requirements of section 16(b) of the United
States Housing Act of 1937 and § 982.201(b)(2) are waived and do not apply for EHV
families so that participating PHAs can effectively serve individuals and families in all
the eligibility categories under the ARP who may be at a variety of income levels,
including low-income families. The PHA may still choose to include the admission of
extremely low-income EHV families in its income targeting numbers for the fiscal year
in which these families are admitted. In conformance with normal program rules, PHAs
may not deny admission to a family with zero income and must consider hardship
circumstances before charging a minimum rent in accordance with § 5.630(b).
k. Use of recently conducted initial income determinations and verifications at
admission
Some families who were recently homeless but are now currently residing in rapid
rehousing or are receiving other time-limited housing assistance may have had their
income recently verified under that housing assistance program. Furthermore, families
who are eligible for EHV assistance as victims of domestic violence, dating violence,
sexual assault, stalking, or human trafficking may be currently assisted through other
subsidized housing programs such as public housing. PHAs may accept income
35
calculations and verifications from third-party providers or from an examination that the
PHA conducted on behalf of the family for another subsidized housing program in lieu of
conducting an initial examination of income as long as the income was (1) calculated in
accordance with rules outlined at 24 CFR Part 5 and within the last six months and (2)
the family certifies there has been no change in income or family composition in the
interim. At the time of the family’s annual reexamination the PHA must conduct the
annual reexamination of income as outlined at 24 CFR § 982.516.
For each new admission under this waiver and alternative requirement, the PHA must:
review the EIV Income and IVT Reports to confirm/validate family-reported income
within 90 days of the PIC-NG (see Section 15 of this notice) submission date; print and
maintain copies of the EIV Income and IVT Reports in the tenant file; and resolve any
income discrepancy with the family within 60 days of the EIV Income or IVT Report
dates.
l. Pre-inspection of HQS units
To expedite the leasing process, PHAs may pre-inspect available units that EHV families
may be interested in leasing in order to maintain a pool of eligible units. If an EHV
family selects a unit that passed a HQS inspection (without intervening occupancy)
within 45 days of the date of the Request for Tenancy Approval (form HUD-52517), the
unit may be approved as long as it meets all other conditions under § 982.305. However,
the family must be free to select their unit and cannot be required to accept a pre-screened
unit.
m. Initial Search Term
While the EHV program provides the PHA with funding designed to help increase the
success rate of EHV families in obtaining housing (such as security deposit assistance,
landlord incentives, and housing search assistance), these families may still face
significant challenges with their housing search. An initial search term of 60 days may
be inadequate for EHV families. Consequently, HUD is waiving § 982.303(a), which
provides that the initial search term must be at least 60 days and is establishing an
alternative requirement that the initial term for an EHV must be at least 120 days. Any
extensions, suspensions, and progress reports will remain under the policies in the PHA’s
administrative plan but will apply after the minimum 120-day initial search term.
As a reminder, a PHA must grant reasonable accommodation requests to extend the
housing search term that may be necessary for individuals with disabilities to find a unit
that meets their disability-related needs. For example, it may be challenging to find a
unit that includes specific accessibility features, is close to accessible transportation, or
close to supportive services or medical facilities.
n. Initial lease term
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Under the HCV program, the family must enter into an initial lease with the owner for at
least one year, unless a shorter term would improve housing opportunities for the tenant
and the shorter term is a prevailing market practice. To provide a greater range of
housing opportunities for EHV families, HUD is waiving Section 8(o)(7)(A) of the
United States Housing Act of 1937 and § 982.309(a)(2)(ii). The initial lease term for an
EHV family may be less than 12 months regardless of whether the shorter term is a
prevailing market practice.
o. Portability
The normal HCV portability procedures and requirements generally apply to EHVs with
the following exceptions.
i. No prohibition on portability for non-resident applicants
Under the HCV program, if neither the household head nor spouse of an assisted family
already had a “domicile’ (legal residence) in the jurisdiction of the PHA at the time the
family first submitted an application for participation in the program, the family does
not have any right to portability during the 12-month period from when the family is
admitted to the program. Such a family is a “non-resident applicant.” The initial PHA
may choose to allow portability during this period but is not required to do so.
In order to provide maximum housing choice for the targeted populations, HUD is
removing this restriction for EHV nonresident applicants to allow all EHV families to
immediately move under portability. Accordingly, HUD is waiving section
8(r)(1)(B)(i) of the United States Housing Act of 1937 and § 982.353(c). The PHA
may not restrict an EHV family from exercising portability because they are a non-
resident applicant.
ii. Portability billing and absorption
A receiving PHA cannot refuse to assist an incoming EHV family, regardless of
whether the PHA does or does not currently administer EHVs under its own ACC.
If the EHV family moves under portability to another PHA that administers EHVs
under its own ACC:
The receiving PHA may only absorb the incoming EHV family with an EHV
(assuming it has an EHV voucher available to do). If the PHA does not have an
EHV available to absorb the family, it must bill the initial PHA. The receiving
PHA must allow the family to lease the unit with EHV assistance and may not
absorb the family with a regular HCV when the family leases the unit.
Regardless of whether the receiving PHA absorbs or bills the initial PHA for the
family’s EHV assistance, the EHV administration of the voucher is in
accordance with the receiving PHA’s EHV policies, although neighboring
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PHAs and PHAs in the same metro area or region are strongly encouraged to
work collaboratively with one another to align EHV policies and help facilitate
EHV portability moves between their jurisdictions.
If the EHV family moves under portability to another PHA that does not administer
EHV under its own ACC, the receiving PHA may absorb the family into its regular
HCV program or may bill the initial PHA.
iii. Family briefing/initial PHA and receiving PHA coordination on services
In addition to the applicable family briefing requirements at § 982.301(a)(2) as to how
portability works and how portability may affect the family’s assistance, the initial
PHA must inform the family how portability may impact the special EHV services and
assistance that may be available to the family.
The initial PHA is required to help facilitate the family’s portability move to the
receiving PHA and inform the family of this requirement in writing taking reasonable
steps to ensure meaningful access for persons with limited English proficiency (LEP).
If the portability move is in connection with the EHV family’s initial lease-up, the
receiving PHA and the initial PHA must consult and coordinate on the EHV services
and assistance that will be made available to the family. The primary purpose of this
communication is to ensure there is no duplication of EHV services and assistance
provided to the family and that the receiving PHA is aware of the maximum amount of
services fee funding that the initial PHA may provide to the receiving PHA on behalf of
the family. (Further information on this subject is provided in subsection iv below.)
iv. EHV portability – HAP and EHV administrative fees
A. HAP and ongoing fees
The requirements at 982.355(e) apply to portability billing arrangements on behalf
of an EHV family:
The initial PHA must promptly reimburse the receiving PHA for the full amount
of the housing assistance payments made by the receiving PHA for the family.
The initial PHA must promptly reimburse the receiving PHA for the lesser of 80
percent of the initial PHA’s EHV ongoing administrative fee or 100 percent of
the receiving PHA's ongoing administrative fee (or the receiving PHA’s EHV
ongoing administrative fee if the receiving PHA administers the EHV program).
If both PHAs agree, the PHAs may negotiate a different amount of
reimbursement.
B. Services Fee Funding:
If the receiving PHA, in consultation and coordination with the initial PHA, will
provide eligible services or assistance to the incoming EHV family, the receiving
38
PHA may be compensated for those costs by the initial PHA. This is the case
regardless of whether the receiving PHA bills the initial PHA or absorbs the
family into its own program at initial lease-up.
If the receiving PHA administers EHVs under its CACC, the receiving PHA may
use its own services fee and may be reimbursed by the initial PHA, or the initial
PHA may provide the services funding upfront to the receiving PHA for those
fees and assistance. If the receiving PHA does not administer EHVs under its
CACC, the initial PHA must provide the services funding upfront to the receiving
PHA. Any amounts provided to the receiving the PHA that are not used for
services or assistance on behalf of the EHV family must promptly be returned by
the receiving PHA to the initial PHA.
The amount of the service fee provided by the initial PHA may not exceed the
lesser of the actual cost of the services and assistance provided to the family by
the receiving PHA or $1750, unless the initial PHA and receiving PHA mutually
agree to change the $1750 cap.
C. Placement fee/issuance reporting fee:
If the portability lease-up qualifies for the placement fee/issuance reporting fee,
the receiving PHA receives the full amount of the placement component of the
placement/issuing reporting fee. The receiving PHA is eligible for the placement
fee regardless of whether the receiving PHA bills the initial PHA or absorbs the
family into its own program at initial lease-up. The initial PHA qualifies for the
issuance reporting component of the placement fee, as applicable.
Note that the entire preliminary fee is always paid to and retained by the initial PHA
and is not impacted by an EHV portability move.
p. Payment standard amounts
The HCV regulations at 24 CFR § 982.503(a)(3) provide that the PHA voucher payment
standard schedule shall establish a single payment standard amount for each unit size, and
that for each unit size, the PHA may establish a single payment standard amount for the
whole Fair Market Rent (FMR) area, or may establish a separate payment standard
amount for each designated part of the FMR area.
Many rental markets with a high need for the EHVs are very competitive with a shortage
of affordable rental units. EHV recipients who are homeless or at risk of homelessness
may have relatively lower incomes than regular HCV recipients, limiting their ability to
rent units with rents above the payment standard. In addition, landlords may be more
reluctant to rent to homeless individuals who may have limited or poor credit history, a
limited established rental history, or other issues.
39
Due to those factors and the emergency nature of these vouchers, HUD is waiving §
982.503(a)(3) and establishing an alternative requirement permitting PHAs to establish
separate higher payment standards for the EHVs in order to increase the potential pool of
available units for EHV families. The separate EHV payment standard must comply with
all other HCV requirements under § 983.503 with the exception of the waivers of §
982.503(b)(i) and § 982.503(b)(iii) discussed below.
Establishing a separate EHV payment standard is at the discretion of the PHA and the
PHA is not required to do so. PHAs are not permitted to establish a separate payment
standard for the EHVs that is lower than the regular HCV payment standard. If the PHA
is increasing the regular HCV payment standard, the PHA must also increase the EHV
payment standard if it would be otherwise lower than the new regular HCV payment
standard.
In addition, HUD is waiving § 982.503(b)(1)(i) and establishing an alternative
requirement to allow the PHA to establish a payment standard amount for a unit size at
any level between 90 percent and 120 percent (as opposed to 110 percent) of the
published FMR for that unit size. HUD approval is not required to establish an EHV
payment standard within that range.
Furthermore, HUD is waiving § 982.503(b)(1)(iii) and establishing an alternative
requirement to provide that a PHA that is not in a designated Small Area FMR area or
has not opted to voluntarily implement Small Area FMRs under 24 CFR 888.113(c)(3)
may establish exception payment standards for a ZIP code area above the basic range for
the metropolitan FMR based on the HUD published Small Area FMRs. The PHA may
establish an exception payment standard up to 120 percent (as opposed to 110 percent) of
the HUD published Small Area FMR for that ZIP code area. As is the case for the
regular HCV program, the PHA must notify HUD if it establishes an EHV exception
payment standard based on the Small Area FMR. The exception payment standard must
apply to the entire ZIP code area.
PHAs may also still request approval for exception EHV payment standards above 120%
of the applicable FMR/SAFMR from HUD in accordance with § 982.503(b)(1)(iv) or §
982.503(c) if needed.
All rent reasonableness requirements at § 982.507 continue to apply to EHV units,
regardless of whether the PHA has established an alternative or exception EHV payment
standard. As discussed in section 6 above, PHAs may provide EHV owner incentive
payments to recruit and retain owners, but the rent charged for the unit must be a
reasonable rent in comparison to rent for other comparable units.
q. Increase in Payment Standard During HAP Contract Term
The HCV regulations at 24 CFR § 982.505(c)(4) require that if the payment standard
amount is increased during the term of the HAP contract, the increased payment standard
amount shall be used to calculate the monthly housing assistance payment for the family
40
beginning at the effective date of the family’s first regular reexamination on or after the
effective date of the increase in the payment standard amount.
HUD is waiving this requirement and as an alternative requirement providing a PHA with
the discretion to establish a policy in the PHA administrative plan on when to apply the
increased payment standard (e.g., interim reexamination, owner rent increase) after the
effective date of the increase in the payment standard amount, provided the increased
payment standard is used to calculate the HAP no later than the effective date of the
family’s first regular reexamination following the change.
10. Moving-to-Work (MTW) Agencies
MTW agencies that administer EHVs are bound by the terms and conditions of this notice.
As discussed above in section 9, all HCV statutory and regulatory requirements and HUD
directives are applicable to EHVs unless waived by this notice. However, MTW agencies
may request approval from HUD’s Office of Housing Voucher Programs to administer EHVs
in accordance with the HCV programmatic flexibilities approved under PHA’s Annual MTW
Plan or MTW Supplement to the PHA Plan, as permitted by its MTW Agreement or the
MTW Operations Notice. The Office of Housing Voucher Programs may approve the MTW
PHA’s request provided it determines the requested MTW flexibility is not in direct conflict
with an EHV waiver or alternative requirement and its application would not have a
detrimental impact on EHV families. MTW PHAs must submit such requests with
supporting justification through their local Field Office.
EHV funding is not eligible for MTW fungibility but must only be used for EHV eligibility
activities and to assist EHV eligible families. This applies to EHV HAP funding and to all
forms of EHV administrative fees.
11. Nondiscrimination and Equal Opportunity Requirements
PHAs are reminded in administering the EHV program to follow all applicable
nondiscrimination and equal opportunity requirements at 24 CFR 5.105(a) and 24 CFR
982.53, including but not limited to the Fair Housing Act, Section 504 of the Rehabilitation
Act of 1973, Title VI of the Civil Rights Act of 1964, the Age Discrimination Act, HUD’s
Equal Access Rule, and Title II of the Americans with Disabilities Act of 1990. These
requirements prohibit discrimination on the basis of race, color, religion, sex, familial status,
national origin, disability, age, sexual orientation, gender identity, and marital status. PHAs
should also comply with Title III of the Americans with Disabilities Act of 1990 (see 28 CFR
35.160 and 28 CFR 36.303).
When an EHV household is or includes a person with disabilities, reasonable
accommodations may be necessary. A reasonable accommodation is a change, exception or
adjustment to rules, policies, practices or services that may be necessary in order to enable an
applicant or resident with a disability to have an equal opportunity to use and enjoy a
dwelling, including public and common areas, or to participate in or access programs and
activities. This extends to various aspects of EHV program implementation including for
41
example, denial or termination of assistance, initial search term of the EHV, initial lease
term, and informal reviews and hearings, as well as reasonable accommodations that may be
necessary during one’s tenancy. Under Section 504, reasonable accommodations may also
include a structural change to a unit.
In addition, the PHA must also provide effective communication to persons with disabilities,
including those with vision, hearing, and other communication related disabilities, which
includes ensuring that information is provided in appropriate accessible formats as needed,
e.g., Braille, audio, large type, assistive listening devices, and sign language interpreters,
accessible website and other accessible electronic communications. See 24 CFR 8.6. The
PHA must also take reasonable steps to ensure meaningful access for persons with limited
English proficiency (LEP). LEP guidance and LEP information is available here:
https://www.federalregister.gov/documents/2007/01/22/07-217/final-guidance-to-
federalfinancial-assistance-recipients-regarding-title-vi-prohibition-against
12. Inapplicability of Project-based Voucher Assistance
Section 3202(b)(1) of the ARP provides that the EHVs "shall be tenant-based assistance
under section 8(o) of the United States Housing Act of 1937." In addition to the requirement
that EHVs must be tenant-based voucher assistance, several provisions of section 3202 are
not compatible with project-based voucher assistance. In particular, the requirement with
respect to the termination of vouchers upon turnover discussed below in Section 13 is clearly
compatible with tenant-based voucher assistance, but it is not compatible with multi-year
PBV contracts where assistance is tied to the project. Furthermore, tenant-based assistance,
when coupled with the funding for other eligible expenses designed to facilitate the leasing of
the emergency vouchers (notably the security deposit assistance and other costs related to the
retention and support of owners specifically included in the Act), offers the most expeditious
approach to assisting families as quickly as possible with these emergency housing vouchers.
Consequently, PHAs may not project-base EHVs but must administer these vouchers
exclusively as tenant-based assistance.
13. Termination of Vouchers upon Turnover after September 30, 2023
The ARP provides that after September 30, 2023, a PHA may not reissue the EHV when
assistance for an assisted family ends. This means that when an EHV participant (a family
that is receiving rental assistance under a HAP contract) leaves the program for any reason,
the PHA may not reissue that EHV to another family unless it does so no later than
September 30, 2023.
For example, if an EHV participant leaves the program and their HAP contract terminates on
August 31, 2023, that EHV must be reissued to another family no later than September 30,
2023. If the PHA does not reissue the EHV to another family by September 30, 2023, the
EHV may not be reissued and effectively sunsets. Provided the EHV re-issuance date is no
later than September 30, 2023, the term of the EHV may extend beyond September 30, 2023.
42
However, if the family that was issued the EHV is ultimately unsuccessful in finding a unit
and that EHV expires after September 30, 2023, the EHV may not be reissued to another
family. All EHVs under lease on or after October 1, 2023, may not under any circumstances
be reissued to another family when the participant leaves the program for any reason.
An EHV that has never been issued to a family may be initially issued and leased after
September 30, 2023, since this prohibition only applies to EHVs that are being reissued upon
turnover after assistance to a family has ended. However, HUD may direct PHAs
administering EHVs to cease leasing any unleased EHVs if such action is determined
necessary by HUD to ensure there will be sufficient funding available to continue to cover
the HAP needs of currently assisted EHV families. (While HUD anticipates most EHVs
under the initial allocation would be leased by September 30, 2023, PHAs may have
subsequently received a new allocation of EHVs as part of the recapture/reallocation process
described in section 14 below.)
HUD will remove any turnover EHV that cannot be reissued from the PHA’s CACC as part
of the next funding renewal process.
14. HUD authority to revoke and reallocate vouchers for PHA failure to use vouchers
promptly
The ARP provides that if a PHA fails to lease its authorized EHVs within a reasonable
period of time, HUD may revoke and redistribute any unleased vouchers and associated
funds to other public housing agencies. This would include recapturing any funds
previously obligated to the PHA that are associated with those revoked vouchers, as
described further below.
HUD will be closely monitoring EHV leasing and will evaluate the PHA’s leasing progress
for purposes of EHV reallocation by assessing the PHA’s EHV performance. This
evaluation will occur no sooner than the one-year anniversary of the effective date of the
PHA’s EHV funding increment. A PHA that has a substandard EHV leasing performance
may be subject to having some or all of its unissued vouchers revoked and reallocated.
However, under no circumstances will PHAs that have leased at least 95 percent of their
EHVs have any of their unissued vouchers recaptured and reallocated.
HUD will refresh the formula allocation data when determining the number of vouchers for
which a PHA qualifies under the reallocation. PHAs that have reduced their leasing potential
by increasing voucher utilization during the intervening months, for example, may benefit
from that improved performance when the allocation formula is run again to reallocate the
recaptured vouchers.
In a situation where EHVs are being revoked, the number of EHVs under that PHA’s CACC
will be reduced to reflect that some or all of the PHA’s EHVs have been revoked. The
“associated funds” subject to recapture along with the unleased vouchers are the following:
HAP funding HUD obligated to the PHA that is attributable to the unleased voucher in
43
the initial funding allocation (and/or subsequent renewal allocations if applicable),
unless the excess HAP funding has already been accounted for through HUD’s renewal
process.
Ongoing administrative fees that were advanced to the PHA unless the advanced
ongoing administrative fees have already been accounted for through HUD’s
reconciliation process.
An amount equivalent to 50 percent of the services fee for each EHV that is being
revoked, not to exceed the total amount of unexpended services fees available to the
PHA.
Preliminary fee. The preliminary fee is provided to the PHA for planning and other
implementation efforts and it is not expected to be available for recapture and
reallocation. However, any unused preliminary fee amounts remaining at the time of
recapture and reallocation will be subject to recapture and reallocation.
Placement/issuance reporting fee. The placement/issuance reporting fee is provided to
the PHA to enable the PHA to fulfill lease-up responsibilities. It is not expected that any
amounts from this fee will remain at the time of recapture and reallocation. However,
any unused placement fee amounts remaining at the time of recapture and reallocation
will be subject to recapture and reallocation.
HUD will issue a separate notice that details the process by which vouchers may be revoked
and reallocated at least four months before the PHA’s leasing performance will be evaluated.
PHAs that experience difficulties in leasing EHVs should contact HUD for technical
assistance (see section 17 below).
15. Use of funds, reporting, and financial records
EHV funds allocated to the PHA for HAP (both funding for the initial allocation and HAP
renewal funding) may only be used for eligible EHV HAP purposes. EHV HAP funding
obligated to the PHA may not be used for EHV administrative expenses or the other EHV
eligible expenses under this notice. Likewise, EHV administrative fees and funding
obligated to the PHA are to be used for those purposes and must not be used for HAP. See
section 7 above for instructions if the PHA needs an adjustment to its initial HAP funding
allocation or its HAP renewal funding to fully lease its EHVs or meet its EHV HAP costs.
The appropriated funds for EHVs are separate from the regular HCV program. Similar to the
Mainstream program, these funds may not be used for the regular HCV program but may
only be expended for EHV eligible purposes. EHV HAP funds may not roll into the regular
HCV restricted net position (RNP) and must be tracked and accounted for separately as EHV
RNP. EHV administrative fees and funding for other eligible expenses permitted by this
notice may only be used in support of the EHVs and cannot be used for regular HCVs. EHV
funding may not be used for the repayment of debts or any amounts owed to HUD by HUD
program participants including, but not limited to, those resulting from Office of Inspector
General (OIG), Quality Assurance Division (QAD) or other monitoring review findings.
44
HUD will update the Voucher Management System (VMS) to collect aggregate data from
participating PHAs on a monthly basis consistent with other programs under Section 8(o) of
the United States Housing Act of 1937. This data will initially be used to track leasing and
cost data and to reconcile funds advanced to participating PHAs against actual expenditures
reported.
HUD plans to leverage PIC-NG, the new information technology platform developed for the
MTW Demonstration program’s expansion, to collect EHV tenant information as opposed to
using the existing legacy IMS/PIC system. HUD expects to issue a streamlined Form 50058
in the near future that will allow HUD to pay monthly HAP and administrative fee
disbursements based on that information. Once the new application and processes are
implemented, HUD plans to reduce or eliminate VMS reporting requirements for the
program. Additional information will be forthcoming on PIC-NG rollout and
implementation requirements including expedited timelines for tenant characteristics
reporting. PHAs do not report into IMS/PIC for EHV families.
In the meantime, in order to account for and track the use of the EHV funding, PHAs must
comply with the following reporting and financing record requirements.
a. Voucher Management System reporting:
Because EHVs are funded from a separate appropriation than the regular HCVs, HUD will modify
VMS to track the following data points for EHVs from participating PHAs:
Emergency Housing Vouchers– Leasing
Emergency Housing Vouchers - HAP Expenses
Emergency Housing Vouchers – Preliminary Fee Expenses
Emergency Housing Vouchers—Placement/Issuance Reporting Fee Expenses
Emergency Housing Vouchers—Ongoing Administrative Fee Expenses
Emergency Housing Vouchers – Services Fee – Housing Search Assistance Expenses
Emergency Housing Vouchers- Services Fee – Security/Utility Deposit/Rental
Application/Holding Fee Expenses
Emergency Housing Vouchers -Services Fee -Owner Incentive Expenses
Emergency Housing Vouchers – Services Fee – Other Expenses
Emergency Housing Vouchers - Number of New Vouchers Issued but Not Under HAP
Contract as of the Last Day of the Month
Emergency Housing Vouchers - HAP Expenses After the First of the Month
Emergency Housing - FSS Escrow Deposits
Emergency Housing Vouchers - FSS Escrow Forfeitures This Month
Emergency Housing Vouchers - Fraud Recovery Total Collected This Month
Emergency Housing Vouchers - Unrestricted Net Position Funds (UNP) as of the Last Day
of the Month
Emergency Housing Vouchers - Restricted Net Position Funds (RNP) as of the Last Day
of the Month
Emergency Housing Vouchers - Cash/Investment as of the Last Day of the Month
45
The PHA must enter the data on a monthly basis into VMS. These reporting requirements
also apply to MTW agencies.
b. Financial Data Schedule (FDS) Reporting for EHV Program:
HUD’s Uniform Financial Reporting Standards (UFRS) Rule (24 CFR § 5.801) requires
PHAs that administer the Section 8 programs to submit annual financial data to HUD.
Specifically, UFRS requires that the financial data is: 1) prepared in accordance with
Generally Accepted Accounting Principles (GAAP) as further defined by HUD in
supplementary guidance; 2) submitted electronically to HUD through the internet; and 3)
submitted in such form and substance as prescribed by HUD.
To meet the goals of the UFRS rule, PHAs are required to submit their financial
information to HUD’s Financial Assessment Sub-system for Public Housing (FASS-PH).
PHAs are required to submit this financial information in a prescribed format, the
Financial Data Schedule (FDS) (also referred to as Public Housing Financial
Management template). Financial information collected in the FASS-PH system includes
the reporting of the receipts, uses, and balances of all PHA funds regardless of the
funding source (i.e., entity-wide reporting). This financial information is reported at the
funding source level.
As a separate funding source, the ARP supplemental funding for the EHVs must be
reported separately on the FDS. The default reporting level is at the Catalog of Federal
Domestic Assistance (CFDA) level. However, when a CFDA number does not exist or is
not applicable, HUD will provide a program number under which the PHA should report
its financial information.
Due to the likely one-time appropriation of the supplemental funds provided under ARP,
CFDA numbers for these EHV funds will not be issued. However, HUD must still meet
its monitoring responsibilities and provide transparency in the PHAs’ receipts and uses of
EHV supplemental funding. Thus, HUD recommends that PHAs establish a separate
general ledger for the program or at the very least provide subsidiary details under the
existing HCV program sufficient to provide the necessary information in the FDS.
Rather than have PHAs report under the generic Federal Program columns that are
already established in the FASS-PH system (e.g., Federal Program 1, Federal Program 2),
the Real Estate Assessment Center (REAC) has established a new column on the FDS for
reporting EHV supplemental funds. REAC will publish specific guidance on revenue
recognition in a future notice.
The PHA must maintain complete and accurate accounts and other records for the program
and provide HUD and the Comptroller General of the United States full and free access to all
accounts and records that are pertinent the administration of the EHVs in accordance with the
HCV program requirements at § 982.158.
46
16. Reconciliation and recapture of unexpended EHV funds at program end
As noted above, the appropriated funds for EHVs are separate from the regular HCV
program and may only be used for EHV purposes. If any of these funds are not expended on
eligible EHV expenses before the end of the EHV program, the remaining unexpended EHV
funds must be recaptured by HUD.
Currently, the EHV program end date for each individual PHA is unknown and additional
guidance regarding program wrap-up and closeout will be issued in the future. However,
outer boundaries are known. For example, when a PHA no longer has any EHV families
under lease and is not permitted to reissue any of its remaining EHVs due to the statutory
September 30, 2023 reissuance prohibition, the PHA’s program will have effectively ended
and all associated unexpended funds must be remitted to HUD. Likewise, the funds
appropriated for the EHV program are available for obligation by HUD only until September
30, 2030 and will be cancelled as a matter of law on September 30, 2035.
HUD will conduct a final reconciliation of the PHA’s EHV funding and expenses when each
PHA’s EHV program ends. Accounting and remittance guidance on HAP and administrative
fee funding will be forthcoming under separate notice.
17. Technical Assistance
The ARP makes resources available to HUD to provide technical assistance to the PHAs
administering EHV assistance. Information regarding technical assistance for these EHVs
will be made available to PHAs in the near future.
18. Further Information.
Question concerning this notice should be submitted by email to the following HUD
mailbox: ehv@hud.gov.
47
19. Paperwork Reduction Act.
The information collection requirements contained in this notice have been approved by the
Office of Management and Budget (OMB) under the Paperwork Reduction Act of 1995 (PRA)
(44 U.S.C 35013520). In accordance with the PRA, HUD may not conduct or sponsor, and a
person is not required to respond to, a collection of information unless the collection displays a
currently valid OMB control number. The following active information collections contained in
this notice have been approved under the PRA-OMB Control Numbers 2577-0169 and 2577-
0083.
_______________/s/_____________________
Dominique Blom
General Deputy Assistant Secretary
for Public and Indian Housing
Attachment 1
COVID-19 waivers and alternative requirements the PHA may choose to apply to its EHVs for a limited period of availability. Details on the
individual waivers and alternative requirements are found in Notice PIH 2021-14.
1
This chart summarizes the COVID-19 waivers/alternative requirements the PHA may choose to apply to its EHVs and the periods of
availability. PHAs must keep written documentation on the waivers applied by the PHA as well as the effective dates.
Waiver Code in Notice PIH
2021-14 (see for details)
Statutory and regulatory waivers Summary of alternative
requirements
Availability Period Ends
PH and HCV-4
Family Income and
Composition: Interim
Examinations
Statutory Authority
Section 3(a)(1)
Regulatory Authority
§§ 5.233(a)(2), 982.516(c)(2),
960.257(a), (b) and (d), 960.259(c)
Sub-regulatory Guidance
Notice PIH 2018-18
Waives the requirement to use the
income verification requirements,
including the use of EIV, for
interim reexaminations
12/31/21
PH and HCV-5
Enterprise Income
Verification (EIV)
Monitoring
Regulatory Authority
§ 5.233
Sub-regulatory Guidance
Notice PIH 2018-18
Waives the mandatory EIV
monitoring requirements
12/31/21
HQS-1
Initial Inspection
Requirements
Statutory Authority
Section 8(o)(8)(A)(i), Section
8(o)(8)(C)
Regulatory Authority
§§ 982.305(a), 982.305(b), 982.405
Changes initial inspection
requirements, allowing for owner
certification that there are no life-
threatening deficiencies
Where self-certification was used,
PHA must inspect as soon as
reasonably possible but no later
than 6/30/22.
12/31/21
6/30/22
Attachment 1
COVID-19 waivers and alternative requirements the PHA may choose to apply to its EHVs for a limited period of availability. Details on the
individual waivers and alternative requirements are found in Notice PIH 2021-14.
2
Waiver Code in Notice PIH
2021-14 (see for details)
Statutory and regulatory waivers Summary of alternative
requirements
Availability Period Ends
HQS waiver does not include a
waiver of 24 CFR 35.15, visual
assessment for deteriorated paint
HQS-3
Initial Inspection: Non-Life-
Threatening Deficiencies
(NLT) Option
Statutory Authority
Section 8(o)(8)(A)(ii)
Sub-regulatory Guidance
HOTMA HCV Federal Register
Notice January 18, 2017
Allows for extension of up to 30
days for owner repairs of non-life
threatening conditions
12/31/21
HQS-4
HQS Initial Inspection
Requirement: Alternative
Inspection Option
Statutory Authority
Section 8(o)(8)(A)(iii)
Sub-regulatory Guidance
HOTMA HCV Federal Register
Notice January 18, 2017
Under Initial HQS Alternative
Inspection Option - allows for
commencement of assistance
payments based on owner
certification there are no life-
threatening deficiencies
Where self-certification was used,
PHA must inspect the unit as
soon as reasonably possible but
no later than 6/30/22.
12/31/21
6/30/22
HQS-6
HQS Interim Inspections
Statutory Authority
Section 8(o)(8)(F)
Regulatory Authority
§§ 982.405(g), 983.103(e)
Waives the requirement for the
PHA to conduct interim
inspection and requires
alternative method
Allows for repairs to be verified
by alternative methods
12/31/21
HQS-9
HQS Quality Control
Inspections
Regulatory Authority
§§ 982.405(b), 983.103(e)(3)
Provides for a suspension of the
requirement for QC sampling
inspections
12/31/21
Attachment 1
COVID-19 waivers and alternative requirements the PHA may choose to apply to its EHVs for a limited period of availability. Details on the
individual waivers and alternative requirements are found in Notice PIH 2021-14.
3
Waiver Code in Notice PIH
2021-14 (see for details)
Statutory and regulatory waivers Summary of alternative
requirements
Availability Period Ends
HQS-10
Housing Quality Standards:
Space and Security
Regulatory Authority
§ 982.401(d)
Waives the requirement that each
dwelling unit have at least 1
bedroom or living/sleeping room
for each 2 persons.
Remains in effect one
year from beginning of
lease term
HCV-1 Administrative Plan Regulatory Authority
§ 982.54(a)
Establishes an alternative
requirement that policies may be
adopted without board approval
until 9/30/21
Any provisions adopted
informally must be adopted
formally by 12/31/21
9/30/21
12/31/21
HCV-2
Information When Family is
Selected: PHA Oral Briefing
Regulatory Authority
§§ 982.301(a)(1), 983.252(a)
Waives the requirement for an
oral briefing
Provides for alternative methods
to conduct required voucher
briefing
12/31/21
HCV-3
Term of Voucher: Extensions
of Term
Regulatory Authority
§ 982.303(b)(1)
Allows PHAs to provide voucher
extensions regardless of current
PHA policy
Note that the initial term of the
EHV must be a minimum of 120
days (see section 9.m of this
notice)
12/31/21
HCV-4
PHA Approval of Assisted
Tenancy: When HAP
Contract is Executed
Regulatory Authority
§ 982.305(c)
Provides for HAP payments for
contracts not executed within 60
days
PHA must not pay HAP to owner
until HAP contract is executed
12/31/21
Attachment 1
COVID-19 waivers and alternative requirements the PHA may choose to apply to its EHVs for a limited period of availability. Details on the
individual waivers and alternative requirements are found in Notice PIH 2021-14.
4
Waiver Code in Notice PIH
2021-14 (see for details)
Statutory and regulatory waivers Summary of alternative
requirements
Availability Period Ends
HCV-5
Absence from Unit
Regulatory Authority
§ 982.312
Allows for PHA discretion on
absences from units longer than
180 days
PHAs must not make HAP
payments beyond 12/31/20 for
units vacant more than 180
consecutive days
12/31/21
HCV-6
Automatic Termination of
HAP Contract
Regulatory Authority
§ 982.455
Allows PHA to extend the period
of time after the last HAP
payment is made before the HAP
contract terminates automatically.
12/31/21
1
Attachment 2
Sample MOU Template
Memorandum of Understanding
[** This sample document demonstrates the Memorandum of Understanding requirements for
the administration Emergency Housing Voucher. Unless otherwise noted, all elements are
required. **]
This Memorandum of Understanding (MOU) has been created and entered into on [** Insert
execution date. **].
[PHA Name and Address]
[CoC Name and Address]
I. Introduction and Goals (the following elements, listed in a. – c., are required elements of the
MOU):
a. PHA and CoC’s commitment to administering the EHVs in accordance with all program
requirements.
b. PHA goals and standards of success in administering the program.
c. Identification of staff position at the PHA and CoC who will serve as the lead EHV
liaisons.
Lead HCV Liaison:
[Name and title of PHA staff position]
Responsibilities of the PHA EHV liaison [**Optional**].
[Name and title of CoC staff position]
Responsibilities of the CoC EHV liaison [**Optional**].
II. Define the populations eligible for EHV assistance to be referred by CoC.
2
III. Services to be provided to eligible EHV families
1. List the services to be provided to assist individuals and families have success in the
program and who will provide them.
[**The following services are listed for example purposes. **]
1. Partnering service providers will support individuals and families in completing
applications and obtaining necessary supporting documentation to support referrals and
applications for assistance; while aiding households in addressing barriers.
2. Partnering service providers will support PHAs in ensuring appointment notifications to
eligible individuals and families and will assist eligible households in getting to meetings
with the PHA.
3. PHAs will establish windows of time for EHV applicants to complete intake interviews
for EHV.
4. Partnering service providers will provide housing search assistance for eligible
individuals and families.
5. Partnering service providers will provide counseling on compliance with rental lease
requirements.
6. Partnering service providers will assess individuals and families who may require
referrals for assistance on security deposits, utility hook-up fees, and utility deposits.
7. Partnering service providers will assess and refer individuals and families to benefits and
supportive services, where applicable.
IV. PHA Roles and Responsibilities
[**The following responsibilities are listed for example purposes. **]
1. Coordinate and consult with the CoC in developing the services and assistance to be
offered under the EHV services fee.
2. Accept direct referrals for eligible individuals and families through the CoC Coordinated
Entry System.
3. Commit a sufficient number of staff and necessary resources to ensure that the
application, certification, and voucher issuance processes are completed in a timely
manner.
4. Commit a sufficient number of staff and resources to ensure that inspections of units are
completed in a timely manner.
5. Designate a staff to serve as the lead EHV liaison.
3
6. Comply with the provisions of this MOU.
V. CoC Roles and Responsibilities
[**The following responsibilities are listed for example purposes. **]
1. Designate and maintain a lead EHV liaison to communicate with the PHA.
2. Refer eligible individuals and families to PHA using the community’s coordinated entry
system.
3. Support eligible individuals and households in completing and applying for supportive
documentation to accompany admissions application to the PHA (i.e. self-certifications,
birth certificate, social security card, etc.).
4. Attend EHV participant briefings when needed.
5. Assess all households referred for EHV for mainstream benefits and supportive services
available to support eligible individuals and families through their transition.
6. Identify and provide supportive services to EHV families. (While EHV participants are
not required to participate in services, the CoC should assure that services are available
and accessible.)
7. Comply with the provisions of this MOU.
VI. Third Party Entity Roles Responsibilities
[**The following responsibilities are listed for example purposes. **]
1. Describe how the State, local, philanthropic, faith-based organizations, Victim Service
Providers or CoC recipients it designates will fulfill each of the following
responsibilities:
a. Outline resource and/or service being provided in support of the community’s
EHV Program. Commit a sufficient number of staff and necessary resources to
ensure that the application, certification and voucher issuance processes are
completed in a timely manner.
b. Comply with the provisions of this MOU.
VII. Program Evaluation
The PHA, and CoC or designated CoC recipient agree to cooperate with HUD, provide requested
data to HUD or HUD-approved contractor delegated the responsibility of program evaluation
protocols established by HUD or HUD-approved contractor, including possible random
4
assignment procedures.
[Signed and dated by the official representatives of the PHA, CoC, CoC Contractor organization
(if applicable), and third-party entities (if applicable.]
Signed by
________________________________________ ___________________
Executive Director, PHA Date
_______________________________________ ___________________
CoC Executive Director Date
5
Attachment 3 - Example of a Homeless Provider’s Certification
Emergency Housing Voucher (EHV)
HOMELESS CERTIFICATION
EHV Applicant Name: ______________________________________________
Household without dependent children (complete one form for each adult in the household)
Household with dependent children (complete one form for household)
Number of persons in the household: _________
This is to certify that the above named individual or household meets the following criteria based on
the check mark, other indicated information, and signature indicating their current living situation-
Check only one box and complete only that section
Living Situation: place not meant for human habitation (e.g., cars, parks, abandoned buildings,
streets/sidewalks)
The person(s) named above is/are currently living in (or, if currently in hospital or other institution,
was living in immediately prior to hospital/institution admission) a public or private place not designed
for, or ordinarily used as a regular sleeping accommodation for human beings, including a car, park,
abandoned building, bus station, airport, or camp ground.
Description of current living situation:
_____________________________________________________________________________________
_____________________________________________________________________________________
______________________________________________
Homeless Street Outreach Program
Name:_________________________________________________________________________
This certifying agency must be recognized by the local Continuum of Care (CoC) as an agency that has a
program designed to serve persons living on the street or other places not meant for human habitation.
Examples may be street outreach workers, day shelters, soup kitchens, Health Care for the Homeless
sites, etc.
Authorized Agency Representative Signature: _________________________________________
Date: ______________________
6
Living Situation: Emergency Shelter
The person(s) named above is/are currently living in (or, if currently in hospital or other institution,
was living in immediately prior to hospital/institution admission) a supervised publicly or privately
operated shelter as follows:
Emergency Shelter Program Name:
_____________________________________________________________
This emergency shelter must appear on the CoC’s Housing Inventory Chart submitted as part of the most
recent CoC Homeless Assistance application to HUD or otherwise be recognized by the CoC as part of the
CoC inventory (e.g., newly established Emergency Shelter).
Authorized Agency Representative Signature: _________________________________________
Date: ______________________
Living Situation: Recently Homeless
The person(s) named above is/are currently receiving financial and supportive services for persons who are
homeless. Loss of such assistance would result in a return to homelessness (ex. Households in Rapid Rehousing
Programs, residents of Permanent Supportive Housing Programs participating in Moving On, etc.)
Authorized Agency Representative Signature:
____________________________________________________________
This referring agency must appear on the CoC’s Housing Inventory Chart submitted as part of the most
recent CoC Homeless Assistance application to HUD or otherwise be recognized by the CoC as part of the
CoC inventory.
Immediately prior to entering the household’s current living situation, the person(s) named above
was/were residing in:
emergency shelter OR a place unfit for human habitation
Authorized Agency Representative Signature: _________________________________________
Date: ______________________
7
Attachment #4 Example of a Victim Services Provider’s Certification
Emergency Housing Voucher (EHV)
SAMPLE HUMAN TRAFFICKING CERTIFICATION
Purpose of Form:
The Victims of Trafficking and Violence Protection Act of 2000 provides assistance to victims of
trafficking making housing, educational health care, job training and other Federally-funded social
service programs available to assist victims in rebuilding their lives.
Use of This Optional Form:
In response to this request, the service provider may complete this form and submit it to the Public
Housing Agency (PHA) to certify eligibility for EHV assistance.
Confidentiality: All information provided to the service provider concerning the incident(s) of human
trafficking shall be kept confidential and such details shall not be entered into any shared database.
Employees of the PHA will not have access to these details, and such employees may not disclose this
information to any other entity or individual, except to the extent that disclosure is: (i) consented to by
you in writing in a time-limited release; (ii) required for use in an eviction proceeding or hearing
regarding termination of assistance; or (iii) otherwise required by applicable law.
TO BE COMPLETED ON BEHALF OF HUMAN TRAFFICKING SURVIVOR
EHV Applicant Name: ______________________________________________
This is to certify that the above named individual or household meets the definition for persons who
are fleeing or attempting to flee human trafficking under section 107(b) of the Trafficking Victims
Protection Act of 2000.
Immediately prior to entering the household’s current living situation, the person(s) named above
was/were residing in:
_____________________________________________________________________________________
_______________________________________________________________________
8
This is to certify that the information provided on this form is true and correct to the best of my
knowledge and recollection, and that the individual(s) named above is/has been a victim of human
trafficking. I acknowledge that submission of false information could jeopardize program eligibility and
could be the basis for denial of admission, termination of assistance, or eviction.
Authorized Agency Representative Signature: ___________________ Date: __________________
Administrative Services Committee Meeting
7/14/2021 1:20 PM
HCD_ Emergency Housing Voucher MOU
Department:HCD
Presenter:Hawthorne Welcher, Jr. and/or HCD Staff
Caption:Motion to approve a request for Augusta, Georgia to enter in to
a Memorandum of Understanding (MOU) with the Augusta
Housing Authority (AHA) to support the acceptance of up to
155 Emergency Housing Vouchers, from the U.S. Department of
Housing and Urban Development (HUD), through the Augusta
Housing Authority and in partnership with the HUD recognized
Coordinated Entry project sponsor, CSRA EOA, Inc. In order to
meet HUD’s submission requirement, the community must have
an MOU in place between AHA, Augusta, GA and CSRA EOA,
Inc. as the designated Coordinated Entry project sponsor for the
community. Also, authority for the Mayor to execute this MOU
as Augusta, Georgia’s Certifying Official is included in this
request.
Background:In the American Rescue Plan (ARP), the U.S. Department of
Housing and Urban Development received funding for
Emergency Housing Vouchers, to be issued through local
Housing Authorities in partnership with local Continuums of
Care (CoCs) and the CoCs Coordinated Entry project(s). The
Emergency Housing Vouchers (EHVs) are to assist individuals
and families who are experiencing homelessness; at risk of
experiencing homelessness; fleeing, or attempting to flee,
domestic violence, dating violence, sexual assault, stalking, or
human trafficking; or were recently homeless and for whom
providing rental assistance will prevent the family’s
homelessness or having high risk of housing instability. The
partners have agreed to provide services and EHVs to up to 155
eligible families in Augusta – Richmond County. Augusta,
Georgia, through Housing and Community Development, will:
· Provide technical support for referral process through
community’s Homeless Management Information System
(HMIS). · Provide technical assistance to ensure
regulatory compliance with potential utilization of Emergency
Solutions Grant (ESG) resources in conjunction with this
program. · Foster partnerships through HCD’s resources
that would benefit the local residents impacted by this program.
The Augusta Housing Authority will: · Operate the
program for the provision of up to 155 Emergency Housing
Vouchers in compliance with all applicable laws and regulations
governing the implementation of these vouchers. · Agree to
receive qualified referrals of eligible residents from the
community’s Coordinated Entry Project for admission in to the
Emergency Housing Voucher Program CSRA EOA, Inc. will:
· Continue to operate as the HUD recognized Coordinated
Entry project sponsor for the Augusta-Richmond County
Continuum of Care (CoC GA-504) · Complete intakes and
assessments and provide qualified referrals of eligible residents
from the community’s Coordinated Entry Project for admission
in to the Emergency Housing Voucher Program · Provide
staff support and management service to facilitate referrals of
eligible residents requesting assistance through the Coordinated
Entry project.
Analysis:The approval of the MOU will allow for said partnership to
support the implementation of 155 Emergency Housing
Vouchers through the Augusta Housing Authority to provide
permanent housing resources to persons meeting the eligibility
criteria as provided by HUD.
Financial Impact:HCD will not allocate funds toward this project.
Alternatives:Do not approve HCD’s Request to enter in to a Memorandum of
Understanding (MOU) with the Augusta Housing Authority
(AHA) to support the acceptance of up to 155 Emergency
Housing Vouchers, from the U.S. Department of Housing and
Urban Development (HUD).
Recommendation:Motion to Approve Augusta, Georgia to enter in to a
Memorandum of Understanding (MOU) with the Augusta
Housing Authority (AHA) to support the acceptance of up to
155 Emergency Housing Vouchers, from the U.S. Department of
Housing and Urban Development (HUD), through the Augusta
Housing Authority and in partnership with the HUD recognized
Coordinated Entry project sponsor, CSRA EOA, Inc.
Funds are
Available in the
Following
Accounts:
HCD will not allocate funds toward this project.
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Augusta Housing & Community Development Department
936 Boyd Lane Contract Page 1
CONTRACT
between
AUGUSTA, GEORGIA
And
CAPITALRISE, LLC
in the amount of
$177,405.48 USD
One Hundred and Seventy-Seven Thousand Four Hundred and Five Dollars and 48/100
for Fiscal Year 2021
Providing funding for
LANEY WALKER/BETHLEHEM REVITALIZATION PROJECT
936 Boyd Lane
THIS AGREEMENT (“Contract”), is made and entered into as of the ___ day of 2021
(“the effective date”) by and between Augusta, Georgia, a political subdivision of the State of Georgia
(hereinafter referred to as “Augusta”), acting through the Housing and Community Development
Department (hereinafter referred to as “HCD”) - with principal offices at 510 Fenwick Street, Augusta,
Georgia 30901, as party of the first part, and CAPITALRISE, LLC., a developer, organized pursuant
to the Laws of the State of Georgia, hereinafter called "CAPITALRISE, LLC” as party in the second
part.
WITNESSETH
WHEREAS, Augusta is qualified by the U. S. Department of Housing and Urban Development
(hereinafter called HUD) as a Participating Jurisdiction, and has received Laney Walker/Bethlehem
Bond Financing for the purpose of providing and retaining affordable and market rate housing for
eligible families; and
WHEREAS, CAPITALRISE, LLC, a procured developer and contractor with HCD wishes to
increase homeownership opportunities and preserve and increase the supply of affordable/market rate
housing for eligible families; and
WHEREAS, Augusta wishes to enter into a contractual Agreement with CAPITALRISE, LLC for the
administration of eligible affordable and market rate housing development activities utilizing Laney
Walker Bond Financing; and
WHEREAS, this activity has been determined to be an eligible activity in accordance with 24 CFR
92.504(c)(13) and will meet one or more of the national objectives and criteria outlined in Title 24
Code of Federal Regulations, Part 92 of the Housing and Urban Development regulations; and
WHEREAS, CAPITALRISE, LLC has been selected and approved through a solicitation process for
development partners to assist in the redevelopment of Laney Walker and Bethlehem communities;
and
Augusta Housing & Community Development Department
936 Boyd Lane Contract Page 2
WHEREAS, CAPITALRISE, LLC has agreed to provide services funded through this contract free
from political activities, religious influences or requirements; and
WHEREAS, CAPITALRISE, LLC has requested and Augusta has approved a total of $177,405.48 in
funding to perform eligible activities as described in Article I; below:
NOW, THEREFORE, the parties of this Agreement for the consideration set forth below, do here
and now agree to the following terms and conditions:
ARTICLE I. SCOPE OF SERVICES
A. Scope of Services
Project Description: CAPTITALRISE, LLC agrees to utilize approved Laney Walker/Bethlehem Bond
financing funds to support project related costs associated with the Laney Walker/Bethlehem
Redevelopment Project. WD COMMUNITIES agrees to match Laney Walker/Bethlehem Bond funds
50% of total construction cost in the form of reimbursement. Under this Agreement:
WD COMMUNITIES, will perform as co-developer with CAPTITALRISE, LLC, a procured
developer with Laney Walker/Bethlehem.
CAPTITALRISE, LLC will perform new construction for one (1) single family detached
home identified as property number 936 Boyd Lane.
CAPTITALRISE, LLC will perform all required construction management and project
oversight; in accordance with all laws, ordinances, and regulations of Augusta.
CAPTITALRISE, LLC will perform all functions required to ensure delivery of a final
product meeting all requirements as set forth by said Agreement to include:
Materials list to include brand name and/or model number of materials as specified or
agreed to adjustments to specifications including but not limited to: appliances,
windows, HVAC, fixtures and First Quality lumber. CAPTITALRISE, LLC is to
provide a finish schedule with the specifications, brands and model numbers for all
interior finishes 90 days from completion for agreement by HCD. Actual material
invoices may be requested to verify charges.
B. Use of Funds: Laney Walker/Bethlehem Bond funds shall be used by CAPITALRISE, LLC
for the purposes and objectives as stated in Article I, Scope of Services, of this Agreement.
The use of funding for any other purpose(s) is not permitted. The following summarizes the
proposed uses of funds under this Agreement based on total material and labor cost of
$177,405.48
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936 Boyd Lane Contract Page 3
1. Profit
An amount not to exceed percent (50%) of the construction cost as outlined and approved in
Article I. Scope of Services, Section B. Use of Funds and on the Work Write-Up, shall be paid
to CAPITALRISE, LLC for costs identified as necessary operating time and expenses in
addition to the profit accrued in the development of one single family detached home
identified as 936 Boyd Lane. The design and specifications of the property shall be approved
by HCD prior to construction (see Appendix). HCD will have the latitude to pay O&P directly
to the procured developer/contractor on a pay for performance basis or upon the sale of the
single family detached home identified as 936 Boyd Lane.
2. Developer’s Fee
$4,000.00
3. Developer’s Fee Disbursements
Developer’s Fee shall be dispensed when construction is 100% completed and certificate of
occupancy is received. Co-Developer’s Fee is dispensed upon sale of the home and should not
exceed sixteen percent (16%).
C. Program Location and Specific Goals to be Achieved
CAPITALRISE, LLC shall conduct project development activities and related services in its
project area Laney Walker/Bethlehem that incorporates the following boundaries: Fifteenth
Street, R.A. Dent, Wrightsboro Road, Twiggs Street, MLK Boulevard and Walton Way.
D. Project Eligibility Determination
It has been determined that the use of Laney Walker/Bethlehem Bond Financing funds by
CAPITALRISE, LLC will be in compliance with legislation supporting community
development in Laney Walker/Bethlehem as authorized under the Urban Redevelopment
Authority which acts in behalf of the Augusta Commission to provide oversight of the
operation of the Laney Walker/Bethlehem Redevelopment Project. Notwithstanding any other
provisions of this contract, CAPITALRISE, LLC shall provide activities and services as
described in the description of the project, including use of funds, its goals and objectives,
tasks to be performed and a detailed schedule for completing the tasks for this project as
provided in Exhibit A of this contract.
ARTICLE II. BUDGET AND METHOD OF PAYMENT
CAPITALRISE, LLC will carry out and oversee the implementation of the project as set forth
in this Agreement and agrees to perform the required services under the general coordination
of HCD. In addition, and upon approval by Augusta, CAPITALRISE, LLC may engage the
services of outside professional services consultants and contractors to help carry out the
program and projects.
A. Augusta shall designate and make funds available in the following manner:
1. Augusta agrees to pay CAPITALRISE, LLC, a maximum of $177,405.48 under this
Agreement for project expenses incurred as outlined in ARTICLE I, Scope of Services,
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936 Boyd Lane Contract Page 4
subject to CAPITALRISE, LLC’s compliance with all terms and conditions of this Agreement
and the procedures for documenting expenses and activities as set forth in said Agreement;
2. The method of payment for construction costs, including only materials and labor as outlined
and approved on the Work Write-Up, not to exceed the aforementioned contracted amount of
$177,405.48 and shall be on a pay for performance basis provided CAPITALRISE, LLC and
HCD determine the progress is satisfactory. CAPITALRISE, LLC shall utilize the AIA Form
provided by HCD (see Appendix). For invoicing, CAPITALRISE, LLC will include
documentation showing proof of completion of work in accordance with the amount
requested, inspected and accepted by HCD, lien waivers for vendors and sub-contractors, as
specified in the Work Write-Up found in Exhibit B & E.
3. When nearing 50%, the co-developer, WD COMMUNITIES, should be prepared to pay their
50%: $88,702.74 as agreed to HCD.
4. HCD will monitor the progress of the project and CAPITALRISE, LLC’s performance on a
weekly basis with regards to the production of housing units and the overall effectiveness of
project.
5. Upon the completion of this Agreement, any unused or residual funds remaining shall revert to
Augusta and shall be due and payable on such date of the termination and shall be paid no
later than thirty (30) days thereafter. CAPITALRISE, LLC and HCD shall share in the cost
and proceeds of developing the residence at 936 Boyd Lane as follows:
6. Funds may not be transferred from line item to line item in the project budget without the prior
written approval of Augusta Housing and Community Development.
6. This Agreement is based upon the availability of funding under the Laney Walker/Bethlehem
Revitalization Project. Should funds no longer be available, it is agreed to by both parties that
this contract shall terminate and any CAPITALRISE, LLC deemed satisfactorily progress
made within the contracted construction only amount not to exceed fifty percent (50%) shall
be paid to CAPITALRISE, LLC.
7. HCD will retain ten percent (10%) of an amount within the one hundred percent (100%) of
construction costs, including only materials and labor as outlined and approved on the Work
Write-Up, after the Certificate of Occupancy has been issued until CAPITALRISE, LLC and
HCD determine that all HCD punch-list items have been satisfied.
B. Project Financing
The Augusta Housing and Community Development will provide an amount not to exceed the
actual construction costs including only materials and labor as outlined and approved on the
Work Write-Up to be expended by CAPITALRISE, LLC for construction costs related to the
development of one single family detached home identified as 936 Boyd Lane.
Additionally, HCD will provide 100% of all change orders (where applicable) as approved by
HCD and CAPITALRISE, LLC in writing.
All funding is being provided as payment for services rendered as per this Agreement.
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936 Boyd Lane Contract Page 5
C. Timetable for Completion of Project Activities
CAPITALRISE, LLC shall be permitted to commence with the expenditure of Laney Walker
Bethlehem Bond Financing funds as outlined in said Agreement upon procurement of a
construction contractor in accordance with its policies and procedures; and approval of a
detailed outline of project expenditures anticipated for the completion of the development
within 120 days of said home identified as 936 Boyd Lane.
Liquidated Damages
CAPITALRISE, LLC agrees to pay as liquidated damages to HCD the sum of
two hundred dollars ($200.00) for each consecutive calendar day after the
expiration of the Contract Time of Completion Time, except for authorized
extensions of time by Augusta. This section is independent of any section
within this Agreement concerning the default of CAPITALRISE, LLC. The
parties agree that these provisions for liquidated damages are not intended to
operate as penalties for breach of Contract.
The liquidated damages set forth above are not intended to compensate
Augusta for any damages other than inconvenience and loss of use or delay in
services. The existence or recovery of such liquidated damages shall not
preclude Augusta from recovering other damages in addition to the payments
made hereunder which Augusta can document as being attributable to the
documented failure of CAPITALRISE, LLC. In addition to other costs that
may be recouped, Augusta may include costs of personnel and assets used to
coordinate, inspect, and re-inspect items within this Agreement as well as
attorney fees if applicable.
Specified excuses
CAPITALRISE, LLC is not responsible for delay in performance caused by
hurricanes, tornados, floods, and other severe and unexpected acts of nature.
In any such event, the contract price and schedule shall be equitably adjusted.
Temporary Suspension or Delay of Performance of Contract
To the extent that it does not alter the scope of this Agreement, Augusta may
unilaterally order a temporary stopping of the work or delaying of the work to
be performed by CAPITALRISE, LLC under this Agreement.
D. Project Budget: Limitations
All costs associated with construction, O&P, construction management, and real estate
expenses have been outlined in said Agreement as percentage-based costs related to the
development of one single family detached home identified as 936 Boyd Lane as part of the
Laney Walker/Bethlehem Revitalization Project. HCD will have the latitude to pay such costs
directly to the procured construction contractor. CAPITALRISE, LLC shall be paid a total
consideration of no more than $177,405.48 for full performance of the services specified
under this Agreement. Any cost above this amount shall be the sole responsibility of HCD. It
is also understood by both parties to this contract that the funding provided under this contract
for this specific project shall be the only funds provided by Augusta unless otherwise agreed
to by Augusta and CAPITALRISE, LLC.
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936 Boyd Lane Contract Page 6
Augusta shall adhere to the budget as outlined in the Work Write-Up (Exhibit B) in the
performance of this contract.
ARTICLE III. TERM OF CONTRACT
The term of this Agreement shall commence on the date when this Agreement is executed by Augusta
and CAPITALRISE, LLC (whichever date is later) and shall end at the completion of all program
activities, within the time specified in Article II.C, or in accordance with ARTICLE X: Suspension
and Termination.
ARTICLE IV. DOCUMENTATION AND PAYMENT
A. This is a pay-for-performance contract and in no event shall HCD provide advance funding to
CAPITALRISE, LLC, or any subcontractor hereunder.
B. CAPITALRISE, LLC shall not use these funds for any purpose other than the purpose set forth
in this Agreement.
C. Subject to CAPITALRISE, LLC’s compliance with the provisions of this Agreement, Augusta
agrees to reimburse all budgeted costs allowable under federal, state, and local guidelines.
D. All purchases of capital equipment, goods and services shall comply with the procurement
procedures of OMB Circular A-110 "Uniform Administrative Requirements for Grant
Agreements with Institutions of Higher Education, Hospitals and Other Non-Profit
Organizations" as well as the procurement policy of Augusta.
E. Requests by CAPITALRISE, LLC for payment shall be accompanied by proper documentation
and shall be submitted to HCD, transmitted by a cover memo, for approval no later than thirty
(30) calendar days after the last date covered by the request. For purposes of this section, proper
documentation includes: Updated Exhibit A- schedule (Gantt Chart), Updated Exhibit B- Work
Write-Up, and AIA Form.
F. CAPITALRISE, LLC shall maintain an adequate financial system and internal fiscal controls.
G. Unexpended Funds: Unexpended funds shall be retained by Augusta upon written request,
Augusta may consider the reallocation of unexpended funds to eligible projects proposed by
CAPITALRISE, LLC.
H. The terms of this Agreement supersede any and all provisions of the Georgia Prompt Pay Act.
I. Upon the sale of the detached single-family home at 936 Boyd Lane, HCD is to provide
CAPITALRISE, LLC with any outstanding payments on approved invoices and related costs
received within ten (10) business days.
ARTICLE V. ADMINISTRATIVE REQUIREMENTS
Conflict of Interest
CAPITALRISE, LLC agrees to comply with the conflict of interest provisions contained in 24
CFR 85.36, 570.611, OMB Circular A-110 and OMB Circular A-102 as appropriate.
Augusta Housing & Community Development Department
936 Boyd Lane Contract Page 7
This conflict of interest provision applies to any person who is an employee, agent, consultant,
officer, or elected official or appointed official of CAPITALRISE, LLC. No person described
above who exercises, may exercise or has exercised any functions or responsibilities with
respect to the activities supported under this contract; or who are in a position to participate
in a decision-making process or gain inside information with regard to such activities, may
obtain any financial interest or benefit from the activities, or have a financial interest in any
contract, sub-contract, or agreement with respect to the contract activities, either for
themselves or those with whom they have business or family ties, during their tenure or for
one year thereafter. For the purpose of this provision, "family ties", as defined in the above
cited volume and provisions of the Code of Federal Regulations, include those related as
Spouse, Father, Mother, Father-in-law, Mother-in-law, Step-parent, Children, Step-children,
Brother, Sister, Brother-in-law, Sister-in-law, Grandparent, Grandchildren of the individual
holding any interest in the subject matter of this Agreement. CAPITALRISE, LLC in the
persons of Directors, Officers, Employees, Staff, Volunteers and Associates such as
Contractors, Sub-contractors and Consultants shall sign and submit a Conflict of Interest
Affidavit. (Affidavit form attached as part in parcel to this Agreement)
Augusta may, from time to time, request changes to the scope of this Agreement and
obligations to be performed hereunder by CAPITALRISE, LLC. In such instances,
CAPITALRISE, LLC shall consult with HCD/Augusta on any changes that will result in
substantive changes to this Agreement. All such changes shall be made via written
amendments to this Agreement and shall be approved by the governing bodies of both
Augusta and CAPITALRISE, LLC.
Statutes, regulations, guidelines and forms referenced throughout this Agreement are listed in
Appendix A and are attached and included as part in parcel to this Agreement.
ARTICLE VI. OTHER REQUIREMENTS
A. CAPITALRISE, LLC agrees that it will conduct and administer activities in conformity with
Pub. L. 88-352, "Title VI of the Civil Rights Act of 1964", and with Pub. L. 90-284 "Fair
Housing Act" and that it will affirmatively further fair housing. One suggested activity is to
use the fair housing symbol and language in CAPITALRISE, LLC publications and/or
advertisements. (24 CFR 570.601).
B. CAPITALRISE, LLC agrees that the ownership in the housing assisted units must meet the
definition of “homeownership” in §92.2.
C. CAPITALRISE, LLC agrees to comply with 24 CFR Part I, which provides that no person
shall be excluded from participation in this project on the grounds of race, color, national
origin, or sex; or be subject to discrimination under any program or activity funded in whole
or in part with federal funds made available pursuant to the Act.
D. No person employed in the work covered by this contract shall be discharged or in any
way discriminated against because he or she has filed any complaint or instituted or
caused to be instituted any proceeding or has testified or is about to testify in any
proceeding under or relating to the labor standards applicable hereunder to his or her
employer. (24 CFR 570.603)
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936 Boyd Lane Contract Page 8
E. CAPITALRISE, LLC agrees that in accordance with the National Environmental Policy Act
of 1969 and 24 CFR Part 58, it will cooperate with Augusta/HCD in complying with the Act
and regulations, and that no activities will be undertaken until notified by Augusta/HCD that
the activity is in compliance with the Act and regulations. Prior to beginning any project
development activity, an environmental review must be conducted by HCD pursuant to (24
CFR 570.604).
F. Consistent with the Flood Disaster Protection Act of 1973 (42 USC 4001-4128),
CAPITALRISE, LLC agrees that funds shall not be expended for acquisition or construction
in an area identified by the Federal Emergency Management Agency (FEMA) as having
special flood hazards (representing the 100-year floodplain). Exceptions will be made if the
community is participating in the National Flood Insurance Program or less than a year has
passed since FEMA notification and flood insurance has been obtained in accordance with
section 102(a) of the Flood Disaster Protection Act of 1973.
G. CAPITALRISE, LLC agrees to take all reasonable steps to minimize displacement of persons
as a result of assisted activities. Any such activities will be conducted in accordance with the
Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 (URA)
and the Housing and Community Development Act of 1974 (24 CFR 570.606).
H. CAPITALRISE, LLC agrees to comply with Executive Order 11246 and 12086 and the
regulations issued pursuant thereto (41 CFR 60) which provides that no person shall be
discriminated against on the basis of race, color, religion, sex or national origin.
CAPITALRISE, LLC will in all solicitations or advertisements for employees placed state that
all qualified applicants will receive consideration for employment without regard to race,
color, religion, sex, national origin or familial status.
I. CAPITALRISE, LLC will not discriminate against any employee or applicant for employment
because of race, color, religion, sex, national origin, or familial status. CAPITALRISE, LLC
will take appropriate action to ensure that applicants are employed, and that employees are
treated fairly during employment, without regard to their race, color, religion, sex, national
origin or familial status. Such action shall include, but not be limited to the following:
employment, upgrading, demotion or transfer; recruitment or advertising; lay-off or
termination, rates of pay or other forms of compensation; and selection for training, including
apprenticeship. CAPITALRISE, LLC agrees to post in conspicuous places, available to
employees and applicants for employment, notices to be provided by Augusta setting forth the
provisions of this nondiscrimination clause.
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936 Boyd Lane Contract Page 9
J. In accordance with Section 570.608 of the CDBG Regulations, CAPITALRISE, LLC agrees
to comply with the Lead Based Paint Poisoning Prevention Act pursuant to prohibition against
the use of lead-based paint in residential structures and to comply with 24 CFR 570.608 and
24 CFR 35 with regard to notification of the hazards of lead-based paint poisoning and the
elimination of lead-based paint hazards.
K. CAPITALRISE, LLC agrees to comply with 24 CFR 570.609 with regards to the direct or
indirect use of any contractor during any period of debarment, suspension or placement in
ineligibility status. No contract will be executed until such time that the debarred, suspended
or ineligible contractor has been approved and reinstated by HCD.
L. In accordance with 24 CFR part 24, subpart F, CAPITALRISE, LLC agrees to administer a
policy to provide a drug-free workplace that is free from illegal use, possession or distribution
of drugs or alcohol by its beneficiaries as required by the Drug Free Workplace Act of 1988.
M. Any publicity generated by CAPITALRISE, LLC for the project funded pursuant to this
Agreement, during the term of this Agreement or for one year thereafter, will make reference
to the contribution of HCD in making the project possible. The words “Augusta, Georgia
Department of Housing and Community Development" will be explicitly stated in any and all
pieces of publicity; including but not limited to flyers, press releases, posters, brochures,
public service announcements, interviews, and newspaper articles.
N. CAPITALRISE, LLC shall comply with all applicable laws, ordinances and codes of the
federal, state, and local governments and shall commit no trespass on any public or private
property in performing any of the work embraced by this contract. CAPITALRISE, LLC
agrees to obtain all necessary permits for intended improvements or activities.
O. CAPITALRISE, LLC shall not assign any interest in this contract or transfer any interest in
the same without the prior written approval of Augusta.
CAPITALRISE, LLC agrees to post in conspicuous places, available to employees and
applicants for employment, notices to be provided by HCD, setting forth the provisions of this
nondiscrimination clause. Except as prohibited by law or the March 14, 2007 Court Order in
the case Thompson Wrecking, Inc. v. Augusta, Georgia, Civil Action No. 1:07-CV-019 (S.D.
GA 2007). ANY LANGUAGE THAT VIOLATES THIS COURT ORDER IS
VOIDABLE BY THE AUGUSTA GOVERNMENT. CAPITALRISE, LLC agrees to
comply with any federally mandated requirements as to minority and women owned business
enterprises.
P. All contractors and subcontractors entering into contracts with Augusta, Georgia for the
physical performance of services shall be required to execute an Affidavit verifying its
compliance with O.C.G.A § 13-10-91, stating affirmatively that the individual, firm, or
corporation which is contracting with Augusta, Georgia has registered with and is
participating in a federal work authorization program. All contractors and subcontractors must
provide their E-Verify number and must be in compliance with the electronic verification of
work authorized programs operated by the United States Department of Homeland Security or
any equivalent federal work authorization program operated by the United States Department
of Homeland Security to verify information of newly hired employees, pursuant to the
Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603, in accordance with the
applicability provisions and deadlines established in O.C.G.A. § 13-10-91 and shall continue
to use the federal authorization program throughout the contract term. All contractors shall
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936 Boyd Lane Contract Page 10
further agree that, should it employ or contract with any subcontractor in connection with the
physical performance of services pursuant to its contract with Augusta, Georgia, the contractor
will secure from such subcontractors each subcontractor’s E-Verify number as evidence of
verification of compliance with O.C.G.A §13-10-91 on the subcontractor affidavit provided in
Rule 300-10-01-.08 or a substantially similar form. All contractors shall further agree to
maintain records of such compliance and provide a copy of each such verification to HCD at
the time the subcontractors are retained to perform such physical services.
Q. CAPITALRISE, LLC agrees that low and moderate income persons reside within Augusta-
Richmond County and that contract for work in connection with the project be awarded to
eligible businesses which are located in or owned in substantial part by persons residing in
Richmond County. (24 CFR 570.697) Utilization of contractors and/or subcontractors
outside of the Augusta, Georgia- Richmond County area is not desirable.
R. CAPITALRISE, LLC agrees to comply with the prohibitions against discrimination on the
basis of age under the Age Discrimination Act of 1975 (42 U.S.C. 6101-07) and implementing
regulations at 24 CFR part 146 and the prohibitions against otherwise qualified individuals
with handicaps under section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794) and
implementing regulations at 24 CFR part 8. For purposes of the emergency shelter grants
program, the term dwelling units in 24 CFR Part 8 shall include sleeping accommodations.
S. CAPITALRISE, LLC will not discriminate against any employee or applicant for employment
on the basis of religion and will not give preference of persons on the basis of religion.
CAPITALRISE, LLC will not discriminate against any person applying for shelter on the
basis of religion. CAPITALRISE, LLC will provide no religious instruction or counseling,
conduct no religious worship or services, engage in no religious proselytizing and exert no
religious influence in the provision of shelter and other eligible activities funded by this grant.
T. Indirect costs will only be paid if CAPITALRISE, LLC has indirect cost allocation plan
approved by the Augusta Housing and Community Development prior to the execution of this
Contract.
U. HCD shall not approve any travel or travel related expenses to CAPITALRISE, LLC with
funds provided under this.
V. Construction Requirements
In the absence of local codes, properties must meet the HUD Section 8 Housing Quality
Standards [HQS]. All housing assisted under this Agreement is “new construction” by
definition and therefore must meet the local building codes for new housing in Augusta,
Georgia, as applicable.
CAPITALRISE, LLC is required by state and local laws, to dispose of all site debris, trash,
and rubble from the project be transported to and disposed of at the Augusta, Georgia Solid
Waste Landfill in accordance with local and state regulations. The contractor shall provide
evidence of proper disposal of, the name and location of the disposal facility, date of disposal
and all related fee. Augusta, Georgia may, at reasonable times, inspect the part of the plant,
place of business, or work site of CAPITALRISE, LLC or any subcontractor of
CAPITALRISE, LLC or subunit thereof which is pertinent to the performance of any contract
awarded or to be awarded by Augusta Housing & Community Development Department
Augusta Housing & Community Development Department
936 Boyd Lane Contract Page 11
ARTICLE VII. SUSPENSION AND TERMINATION
A. In the event CAPITALRISE, LLC materially fails to comply with any terms of this
Agreement, including the timely completion of activities as described in the timetable and/or
contained in ARTICLE II.C, Augusta, Georgia may withhold cash payments until
CAPITALRISE, LLC cures any breach of the Agreement. If CAPITALRISE, LLC fails to
cure the breach, Augusta may suspend or terminate the current award of funds.
CAPITALRISE, LLC will not be eligible to receive any other funding.
B. Damages sustained as a result of any breach of this Agreement. In addition, to any other
remedies it may have at law or equity, HCD may withhold any payments to CAPITALRISE,
LLC for the purposes of offsetting the exact amount of damages once determined.
C. In the best interest of the project and to better serve the people in the target areas and fulfill the
purposes of the Laney Walker/ Bethlehem Revitalization project, either party may terminate
this Agreement upon giving thirty (30) day notice in writing of its intent to terminate, stating
its reasons for doing so. In the event Augusta terminates this Agreement, Augusta shall pay
CAPITALRISE, LLC for documented committed eligible costs incurred prior to the date of
notice of termination.
D. Notwithstanding any termination or suspension of this Agreement, CAPITALRISE, LLC shall
not be relieved of any duties or obligations imposed on it under this Agreement with respect to
HCD funds previously disbursed or income derived therefrom.
E. To the extent that it does not alter the scope of this Agreement, Augusta, GA may unilaterally
order a temporary stopping of the work or delaying of the work to be performed by
CAPITALRISE, LLC under this contract.
ARTICLE VIII. NOTICES
Whenever either party desires to give notice unto the other, such notice must be in writing, sent by
certified United States mail, return receipt requested, addressed to the party for whom it is intended, at
the place last specified, and the place for giving of notice shall remain such until it shall have been
changed by written notice.
Augusta will receive all notices at the address indicated below:
Office of the Administrator
ATTN: Odie Donald, II, Administrator
Municipal Building
535 Telfair Street, Suite 910
Augusta, Georgia 30901
With copies to:
Augusta Housing and Community Development Department
ATTN: Hawthorne Welcher, Jr., Director
510 Fenwick Street
Augusta, Georgia 30901
Augusta Housing & Community Development Department
936 Boyd Lane Contract Page 12
CAPITALRISE, LLC will receive all notices at the address indicated below:
CAPITALRISE, LLC
ATTN: Peter Tuchyna and Frank Klimes
2924 Aylesbury Drive
Augusta, GA 30909
With copies to:
Warrick Dunn Communities
ATTN: Warrick Dunn,
229 Peachtree Street, NE Suite 675
Atlanta, GA 30303
ARTICLE IX. INDEMNIFICATION
CAPITALRISE, LLC will at all times hereafter indemnify and hold harmless Augusta, its officers,
agents and employees, against any and all claims, losses, liabilities, or expenditures of any kind,
including court costs, attorney fees and expenses, accruing or resulting from any or all suits or
damages of any kind resulting from injuries or damages sustained by any person or persons,
corporation or property, by virtue of the performance of this Agreement. By execution of this
Agreement, CAPITALRISE, LLC specifically consents to jurisdiction and venue in the Superior Court
of Richmond County, Georgia and waives any right to contest jurisdiction or venue in said Court.
Should it become necessary to determine the meaning or otherwise interpret any work, phrase or
provision of this Agreement, or should the terms of this Agreement in any way be the subject of
litigation in any court of laws or equity. It is agreed that the laws of the State of Georgia shall
exclusively control the same.
The parties hereto do agree to bind themselves, their heirs, executors, administrators, trustees,
successors and assigns, all jointly and severally under the terms of this Agreement.
ARTICLE X. PRIOR AND FUTURE AGREEMENTS
This Document incorporates and includes all prior negotiations, correspondence, conversations,
agreements or understandings applicable to the matters contained herein and the parties agree that
there are no commitments, agreements, or understandings concerning the subject matter of this
Agreement that are not contained in this document. Accordingly, it is agreed that no deviation from
the terms hereof shall be predicated upon any prior representations or agreements whether oral or
written. HCD is not obligated to provide funding of any kind to CAPITALRISE, LLC beyond the term
of this Agreement.
CAPITALRISE, LLC warrants that no person or selling agency has been employed or retained to
solicit or secure this Agreement upon an agreement or understanding for a commission, percentage,
brokerage, or contingent fee, excepting bona fide employees or bona fide established commercial or
selling agencies maintained by CAPITALRISE, LLC for the purpose of securing business and that
CAPITALRISE, LLC has not received any non-Augusta fee related to this Agreement without the
prior written consent of HCD. For breach or violation of this warranty, HCD shall have the right to
annul this Agreement without liability or at its discretion to deduct from the Agreement prices of
consideration the full amount of such commission, percentage, brokerage, or contingent fee.
Augusta Housing & Community Development Department
936 Boyd Lane Contract Page 13
ARTICLE XI. LEGAL PROVISIONS DEEMED INCLUDED
Each and every provision of any law or regulations and clause required by law or regulation to be
inserted in this Agreement shall be deemed to be inserted herein and this Agreement shall be read and
enforced as though it were included herein and if, through mistake or otherwise, any such provision is
not inserted or is not correctly inserted, then upon application of either party this Agreement shall
forthwith be amended to make such insertion.
ARTICLE XII. DISCLAIMER
Any and all language in this Agreement pertaining to HUD regulations and/or the utilizations of
HOME funding is deemed voidable when utilizing Laney Walker Bond funds in its entirety. However,
if there are any federal funds utilized by this project, including Homebuyer Subsidy funds, this
Agreement will be enforceable in its entirety.
ARTICLE XIII. COUNTERPARTS
This Agreement is executed in two (2) counterparts– each of which shall be deemed an original and
together shall constitute one and the same Agreement with one counterpart being delivered to each
party hereto.
ARTICLE XIV. INSURANCE
The DEVELOPER/CONTRACTOR shall provide, at all times that this Agreement is in
effect, Insurance with limits of not less than:
A. Workmen’s Compensation Insurance – in accordance with the laws of the State of Georgia.
B. Public Liability Insurance – in an amount of not less than One Million ($1,000,000) Dollars for
injuries, including those resulting in death to any one person, and in an amount of not less than One
Million ($1,000,000) Dollars on account of any one occurrence.
C. Property Damage Insurance – in an amount of not less than One Million ($1,000,000) Dollars
from damages on account of an occurrence, with an aggregate limit of One Million ($1,000,000)
Dollars.
D. Valuable Papers Insurance – in an amount sufficient to assure the restoration of any plans,
drawings, field notes, or other similar data relating to the work covered by the Project.
E. Professional Liability Insurance – in an amount of not less than One Million ($1,000,000) Dollars
or an amount that correlates to the aggregate fee on the project should it exceed $1,000,000.
Augusta Housing & Community Development Department
936 Boyd Lane Contract Page 14
IN WITNESS WHEREOF, the parties have set their hands and seals as of the date first written
above:
Approved as to Form by (please initial here):
Augusta, GA Law Department
Date: ____________________
By:__________________________________
Mayor Hardie Davis, Jr., as its Mayor
Date: ____________________
By: _______________________________
Odie Donald, II, as its Administrator
Date:_____________________
By: _________________________________
Hawthorne Welcher, Jr., as its Director
Date: _____________________
By: ________________________
Lena Bonner, as its Clerk of Commission
Affix Seal Here:
ATTEST: CAPITALRISE, LLC ATTEST: WD COMMUNITIES
By: _________________________
Owner
_________________________
Owner
Date:_______________________
By: _________________________
Owner
Date:_______________________
Augusta Housing & Community Development Department
936 Boyd Lane Contract Page 15
APPENDIX 1
Architectural Plans/Designs
Augusta Housing & Community Development Department
936 Boyd Lane Contract Page 16
APPENDIX 2
American Institute of Architects (AIA) Form - Sample
Augusta Housing & Community Development Department
936 Boyd Lane Contract Page 17
APPENDIX 3
Statutes: (Available on Request)
OMB Circular A-110 - Uniform Administrative Requirements for Grants and Agreement with
Institutions of Higher Education, Hospitals, and Other Non-Profit Organizations
OMB Circular A- 122 - Cost Principles for Non-Profit Organizations
OMB Circular A-133 - Audits of Institutions of Higher Education & other Non-Profit Institutions
40 USC 276 Davis-Bacon Act
40 USC 327 Contract Work Hours and Safety Standard Act
Uniform Relocation Assistance and Real Property Acquisition Policies Act
Lead Based Paint Poisoning Prevention Act
24 CFR 35 – HUD Requirements for Notification, Evaluation and Reduction of Lead-Based Paint
Hazards in Housing Receiving Federal Assistance and Federally-Owned Residential Property being
sold, Final Rule
Augusta, Georgia- Richmond County Procurement Policy
Conflict of Interest Affidavit
Augusta Housing & Community Development Department
936 Boyd Lane Contract Page 18
APPENDIX 4
CONSTRUCTION REQUIREMENTS
1. All construction projects shall comply with Federal, State, and local codes and ordinances,
including, but not limited to, the following:
A. All work shall be in compliance with the International Building Code current edition of
National Electric Code, International Plumbing and Mechanical Code, and ADA 2010
Guidelines.
B. Georgia Energy Code International Energy Conservation Code (IECC-2015).
C. Williams-Steiger Occupational Safety and Health Act of 1970, Public Law 91-596.
D. Part 1910 – Occupational Safety and Health Standards, Chapter XVII of Title 29, Code of
Federal Regulations (Federal Register, Volume 37, Number 202, October 18, 1972).
E. Part 1926 - Safety and Health Regulations for Construction, Chapter XVII of Title 29, Code
of Federal Regulations (Federal Register, Volume 37, Number 243, December 16, 1972.
F. Section 106 of the National Historic Preservation Act (16 U.S.C. 470f').
2. Project Review. All plans, specifications, work write-ups, projected cost estimates, punch lists or
other means of outlining work on a particular project will be submitted in writing to HCD for
review and approval prior to bidding. HCD Construction and Rehabilitation Inspectors or HCD’s
agent will review these items for compliance with new construction and/or rehabilitation
standards and materials use.
3. Rehabilitation Standards. All rehabilitation work will comply with the "Uniform Physical
Condition Standards for HUD Housing." Workmanship and material standards will comply with
the Antioch Ministries, Inc. -Richmond County Housing & Community Development
Department Contractors Manual and Performance Standards. A copy of this manual is provided
to every contractor when included on the HCD Approved Contractors List. A copy is enclosed
for inclusion.
4. Inspections. All projects will be inspected and approved by an HCD Construction and
Rehabilitation Inspector or HCD’s agent prior to release of the funds for that project.
Augusta Housing & Community Development Department
936 Boyd Lane Contract Page 19
APPENDIX 5
CONTRACTOR ACKNOWLEDGEMENT
CAPITALRISE, LLC/CAPITALRISE, LLC acknowledges that this contract and any changes to it by
amendment, modification, change order or other similar document may have required or may require
the legislative authorization of the Board of Commissioner and approval of the Mayor. Under Georgia
law, CAPITALRISE, LLC is deemed to possess knowledge concerning HCD ability to assume
contractual obligations and the consequences of Contractor’s provision of goods or services to HCD
under an unauthorized contract, amendment, modification, change order or other similar document,
including the possibility that CAPITALRISE, LLC may be precluded from recovering payment for
such unauthorized goods or services. Accordingly, CAPITALRISE, LLC agrees that if it provides
goods or services to Augusta, Georgia under a contract that has not received proper legislative
authorization or if CAPITALRISE, LLC provides goods or services to Augusta, Georgia in excess of
the any contractually authorized goods or services, as required by Augusta, Georgia’s Charter and
Code, Augusta, Georgia may withhold payment for any unauthorized goods or services provided by
CAPITALRISE, LLC. CAPITALRISE, LLC assumes all risk of non-payment for the provision of any
unauthorized goods or services to Augusta, Georgia (Laney Walker/Bethlehem Revitalization Project),
and it waives all claims to payment or to other remedies for the provision of any unauthorized goods
or services to Augusta, Georgia, however characterized including, without limitation, all remedies at
law or equity. This acknowledgement shall be a mandatory provision in all Augusta, Georgia contracts
for goods and services, except revenue producing contracts.
____________________________________
Name
CAPITALRISE, LLC, Owner
Augusta Housing & Community Development Department
936 Boyd Lane Contract Page 20
EXHIBIT A
PROJECT SCHEDULE OF COMPLETION
CAPITALRISE, LLC MUST PROVIDE A COMPLETED SCHEDULE OF COMPLETION AS
EXHIBIT A- WITH APPROPRIATE PROJECT MILESTONES WITHIN 10 TO 15 DAYS AFTER
SIGNING THIS AGREEMENT. THIS SCHEDULE MUST BE PROVIDED IN SUFFICIENT
DETAIL TO PERMIT HCD TO MONITOR AND ASSESS PROGRESS IN CONNECTION WITH
THE PERFORMANCE OF THIS AGREEMENT. A SAMPLE SCHEDULE IS PROVIDED.
Augusta Housing & Community Development Department
936 Boyd Lane Contract Page 21
EXHIBIT B
WORK WRITE-UP
Augusta Housing & Community Development Department
936 Boyd Lane Contract Page 22
EXHIBIT C
PROJECT DEVELOPMENT AND MANAGEMENT PROCEDURES
1. HCD must review and approve all new construction work, project specifications and total
development cost for each residential development project before work is commenced and
before funds can be released for payment reimbursement. Construction payments will be
released to CAPITALRISE, LLC in accordance with the attached drawdown schedule and
budget.
2. HCD will provide the lot on which all new construction efforts will be performed under this
Agreement and in connection with the project.
3. With HCD approval, CAPITALRISE, LLC may use funds under this Agreement for the
following purposes:
a. To support development costs as outlined in Item 6 below.
4. Completion delays, remedies, and penalties.
a. If the Contractor fails to complete the work within the time frame specified in the
contract, plus any authorized delays, HCD may:
i. Terminate the contractor in accordance with the “Provisions for Augusta
Housing and Community Development Department (HCD)” clause of this
contract.
ii. Assess liquidated damages of Two Hundred Dollars ($200) per working day
from the schedule of completion to the date of final acceptance of the project.
The total amount of liquidated damages will be deducted from the total
contract price, plus any change order amounts.
b. The contractor shall not be charged with liquidated damages for any delays in the
completion of the work due:
i. To any acts of the Federal, State, or City/County Government; including
controls or restrictions upon or requisitioning of materials, equipment, tools or
labor by reason of war, National Defense, or any other National, State, or
City/County emergency.
ii. To any acts of the Owner that hinder the progress of the work;
iii. To cause not reasonable foreseeable by the parties in this contract at the time
the execution of the contract which are beyond the control and without the
fault or negligence of the Contractor; including but not restricted to acts of
God; acts of the public enemy; acts of another contractor in the performance
of some other contract with the owner; fires; floods; epidemics; quarantine
restrictions; strikes; freight embargoes; and weather or unusual severity such
as hurricanes, tornadoes, cyclones, and other extreme weather conditions; and
iv. To any delay of the subcontractor occasioned by any other causes specified in
subparagraphs A and B above. Provided, however, that the contractor
promptly (within 10 days) notifies HCD and CAPITALRISE, LLC in writing
of the cause of the delay. If the facts show the delay to be properly excusable
under the terms of this contract, HCD shall extend the contract time by a
period commensurate with the period of authorized delay to the completion of
the work as whole; in the form of an amendment to this contract.
5. New Construction Costs and Requirements
Augusta Housing & Community Development Department
936 Boyd Lane Contract Page 23
a. CAPITALRISE, LLC will provide construction management for the project to ensure
that construction work is being carried out in accordance with plans, specifications
and the project budget.
b. CAPITALRISE, LLC must make sure contractors obtain and post all permits on job
site.
c. CAPITALRISE, LLC must collect progress and final lien releases from the contractor,
subcontractors, and material suppliers prior to making a payment to a contractor.
d. HCD or its agent may continually inspect each house for contract compliance and to
determine the percent of completion prior to processing a draw request and releasing
payment. HCD may choose not to release payments if the work being performed is not
of acceptable quality to HCD and if the house is not being built or rehabilitated in
accordance with plans and specifications, or if the project is not on schedule.
6. Permanent Financing and Sales Prices
a. The sales price of each home sold in accordance with this Agreement must be based
on a formal appraisal. Unless otherwise agreed to by HCD, the sales price of each
house shall not exceed the appraised value of the house.
b. The purchasers of houses constructed must meet the Augusta, GA requirements.
c. Buyers will be required to borrow no less than 80% of the sale prices of the house
from a private lending institution unless otherwise agreed to by HCD.
Contractor Work Write-up
(706) 821-1797b -Fax (706) 821-1784 www.augustaga.gov Hawthorne Welcher - Director
Finish of house TOTAL WRITE-UP (INCLUDING CONTINGENCY)
TOTAL WRITE-UP INCLUDING FENCE ,SIGN AND CONTINGENCY
COLUMN A
Enter Materials
COLUM
N
B
UNIT
COLUMN
C
Quantity
COLUMN
D
MATERIAL
COST PER
COLUMN
E
TOTAL MATERIAL
COLUMN
F
LABOR COST
PER UNIT
COLUMN
G
TOTAL LABOR
COLUMN H
TOTAL COST MAT
& LABOR
COLUMN
I
PROFIT & OVER
HEAD
TOTAL COST PER
SECTION
Homeowners Name Laney Walker/Bethlehem Revitalization Project Contractor:
Homeowners Address 936 Boyd Lane
City, State, Zip Augusta, Georgia 30901
Phone 15%
FOUNDATION / MASONRY 1,648 1988
Description of Material UNIT Quantity
Material Costs
PER UNIT TOTAL MATERIAL
LABOR COST
PER UNIT TOTAL LABOR
TOTAL COST
MATERIAL &
LABOR
PROFIT &
OVERHEAD
TOTAL COST PER
SECTION
construction entrance EA 1 - $ - $ 600.00 $ 600.00 $ 600.00 $ 90.00 $ 690.00 $
excavate LF 0 3.13 $ - $ 8.00 $ - $ - $ - $ - $
concrete ftg CY 0 135.00 $ - $ 35.00 $ - $ - $ - $ - $
SILT FENCE & CONSTRUCTION ENTRANCE ROLL 3 289.59 $ 100.00 $ - $ 289.59 $ 43.44 $ 333.03 $
6 mil poly ROLL 1 96.53 $ 96.53 $ 80.00 $ 80.00 $ 176.53 $ 26.48 $ 203.01 $
fill and tamp CY 200.00 $ - $ 35.00 $ - $ - $ - $ - $
concrete pads for steps CY 1 124.20 $ 124.20 $ 35.00 $ 35.00 $ 159.20 $ 23.88 $ 183.08 $
grading drive and sidewalk LF 0 0.50 $ - $ - $ - $ - $ - $ - $
concrete drive and sidewalk LF 0 0.50 $ - $ - $ - $ - $ - $ - $
rebar EA 1 450.00 $ 450.00 $ 450.00 $ 450.00 $ 900.00 $ 135.00 $ 1,035.00 $
Adding dirt to raise house (development cost )EA 4 200.00 $ 800.00 $ - $ - $ 800.00 $ 120.00 $ 920.00 $
anchor bolts EA 100 1.94 $ 194.00 $ 1.60 $ 160.00 $ 354.00 $ 53.10 $ 407.10 $
block wall 8x8x156 EA 700 1.90 $ 1,330.00 $ 2.00 $ 1,400.00 $ 2,730.00 $ 409.50 $ 3,139.50 $
header blocks EA 163 2.00 $ 326.00 $ 2.00 $ 326.00 $ 652.00 $ 97.80 $ 749.80 $
mortar mix BAGS 35 0.25 $ 8.89 $ 0.36 $ 12.60 $ 21.49 $ 3.22 $ 24.71 $
mortar sand Load 1 250.00 $ 250.00 $ - $ - $ 250.00 $ 37.50 $ 287.50 $
brick veneer EA 4000 0.30 $ 1,200.00 $ 0.50 $ 2,000.00 $ 3,200.00 $ 480.00 $ 3,680.00 $
house and garage slab CY 25 135.00 $ 3,375.00 $ 35.00 $ 875.00 $ 4,250.00 $ 637.50 $ 4,887.50 $
porch slab EA 10 135.00 $ 1,350.00 $ 35.00 $ 350.00 $ 1,700.00 $ 255.00 $ 1,955.00 $
BRICK STEPS AS PER PLAN STEP 8 100.00 $ 375.00 $ 100.00 $ 800.00 $ 1,175.00 $ 176.25 $ 1,351.25 $
Rollobricks EA 700 0.30 $ 210.00 $ 1.50 $ 1,050.00 $ 1,260.00 $ 189.00 $ 1,449.00 $
water sewer tap LF 30 12.00 $ 360.00 $ 12.00 $ 360.00 $ 720.00 $ 144.00 $ 864.00 $
UTILITIES FEES ELECTRICAL LS 1 199.58 $ 199.58 $ - $ - $ 199.58 $ 29.94 $ 229.52 $
UTILITIES FEES WATER LS 1 350.00 $ 350.00 $ - $ - $ 350.00 $ 52.50 $ 402.50 $
177,405.48 $
Profit & Overhead Percentage:
- $
House Heated Sq. Ft.
177,405.48 $
GENERAL INFORMATION: UNIT = SF.(SQUARE FEET), SQ (SQUARE), LF (LINEAR FEET) , EA (EACH) , LS (LUMP SUM), YD(YARD)
925 Laney Walker Blvd., 3rd Floor- Augusta GA. 30901
Augusta Housing & Community Development Department
AHCDD
Total House Sq. Ft.
1
BUILDERS RISK LOT 1 700.00 $ 700.00 $ - $ - $ 700.00 $ 105.00 $ 805.00 $
LAYOUT AND BATTER BOARD LS 1 600.00 $ 600.00 $ - $ - $ 600.00 $ 90.00 $ 690.00 $
TERMITE TREATMENT LOT 1 200.00 $ 200.00 $ - $ - $ 200.00 $ 30.00 $ 230.00 $
PORT-O-LET LOT 1 285.00 $ 285.00 $ - $ - $ 285.00 $ 42.75 $ 327.75 $
Total 13,073.79 $ 8,498.60 $ 21,572.39 $ 3,235.86 $ 24,808.25 $
Description of work to be completed: work completed as per plans
EXTERIOR
Description UNIT Quantity
Material Costs
PER UNIT TOTAL MATERIAL
LABOR COST
PER UNIT TOTAL LABOR TOTAL COST
MATERIAL &
PROFIT &
OVERHEAD TOTAL COST PER
SECTION
COLUMNS EA 2 235.00 $ 470.00 $ 100.00 $ 200.00 $ 670.00 $ 100.50 $ 770.50 $
GUTTERS & DOWNSPOUTS PKG 1 1,250.00 $ 1,250.00 $ - $ - $ 1,250.00 $ 187.50 $ 1,437.50 $
LANDSCAPING no irrigation PKG 1 2,200.00 $ 2,200.00 $ - $ - $ 2,200.00 $ 330.00 $ 2,530.00 $
Lot development to drain to front of property PKG 1 3,500.00 $ 3,500.00 $ 3,500.00 $ 525.00 $ 4,025.00 $
GRADING / SITE PREPARATION LS 1 500.00 $ 500.00 $ 600.00 $ 600.00 $ 1,100.00 $ 165.00 $ 1,265.00 $
Total 7,920.00 $ 800.00 $ 8,720.00 $ 1,308.00 $ 10,028.00 $
Description of work to be completed:
SIDING AND PORCH
Description UNIT Quantity
Material Costs
PER UNIT TOTAL MATERIAL
LABOR COST
PER UNIT TOTAL LABOR TOTAL COST
MATERIAL &
PROFIT &
OVERHEAD
TOTAL COST PER
SECTION
FASCIA AND SOFFIT AND SIDING PKG 1 5,000.00 $ 5,000.00 $ 5,000.00 $ 5,000.00 $ 10,000.00 $ 1,500.00 $ 11,500.00 $
Total 5,000.00 $ 5,000.00 $ 10,000.00 $ 1,500.00 $ 11,500.00 $
Description of work to be completed:
ROOFING
Description UNIT Quantity
Material Costs
PER UNIT TOTAL MATERIAL
LABOR COST
PER UNIT TOTAL LABOR
TOTAL COST
MATERIAL &
PROFIT &
OVERHEAD
TOTAL COST PER
SECTION
ROOFING PACKAGE (30 ARCHITECTURAL SHINGLES,
ROOF VENT & INSTALLATION PKG 1 2,250.00 $ 2,250.00 $ 1,100.00 $ 1,100.00 $ 3,350.00 $ 502.50 $ 3,852.50 $
Continuous roof ridge vent with louvered side openings. Includes cutting of sheathing at roof and installation of shingle ridge cap.
Total 2,250.00 $ 1,100.00 $ 3,350.00 $ 502.50 $ 3,852.50 $
FRAMING & FINISH CARPENTRY
Description UNIT Quantity
Material Costs
PER UNIT TOTAL MATERIAL
LABOR COST
PER UNIT TOTAL LABOR TOTAL COST
MATERIAL &
PROFIT &
OVERHEAD TOTAL COST PER
SECTION
WALL FRAMING AS NEEDED PKG 1 22,000.00 $ 22,000.00 $ 9,100.00 $ 9,100.00 $ 31,100.00 $ 4,665.00 $ 35,765.00 $
SUBFLOORING REPAIRS EA 1 - $ - $ - $
WINDOWS / BLINDS EA 1 360.00 $ 360.00 $ - $ - $ 360.00 $ 54.00 $ 414.00 $
WINDOW & EXTERIOR DOORS PKG PKG 1 3,400.00 $ 3,400.00 $ - $ 3,400.00 $ 510.00 $ 3,910.00 $
INTERIOR DOORS & TRIM PKG PKG 1 2,500.00 $ 2,500.00 $ 1,000.00 $ 1,000.00 $ 3,500.00 $ 525.00 $ 4,025.00 $
LOCKSET PACKAGE EA 1 234.78 $ 234.78 $ - $ - $ 234.78 $ 35.22 $ 270.00 $
ATTIC STAIRWAY 10' ENG SAVER EA 1 275.00 $ 275.00 $ 60.00 $ 60.00 $ 335.00 $ 50.25 $ 660.25 $
MAIL BOX EA 1 100.00 $ 100.00 $ - $ - $ 100.00 $ 15.00 $ 115.00 $
HOUSE NUMBERS EA 1 60.00 $ 60.00 $ - $ - $ 60.00 $ 9.00 $ 69.00 $
CLOSET 12' SHELVES W/ RODS AND PANTRY/LINEN PKG 1 1,260.00 $ 1,260.00 $ - $ - $ 1,260.00 $ 189.00 $ 1,449.00 $
BLINDS PKG 1 200.00 $ 200.00 $ 250.00 $ 250.00 $ 450.00 $ 67.50 $ 517.50 $
Total 30,189.78 $ 10,160.00 $ 40,349.78 $ 6,052.47 $ 46,402.25 $
FLOORS CARPET /TILE
Description UNIT Quantity
Material Costs
PER UNIT TOTAL MATERIAL
LABOR COST
PER UNIT TOTAL LABOR TOTAL COST
MATERIAL &
PROFIT &
OVERHEAD TOTAL COST PER
SECTION
FLOORING CARPET PKG 1 1,400.00 $ 1,400.00 $ 800.00 $ 800.00 $ 2,200.00 $ 330.00 $ 2,530.00 $
LAMINATED WOOD (12mm Thickness)?PKG 1 1,400.00 $ 1,400.00 $ 1400 1,400.00 $ 2,800.00 $ 420.00 $ 3,220.00 $
CERAMIC TILE (BATH & KITCHEN)PKG 1 1,500.00 $ 1,500.00 $ 1,500.00 $ 1,500.00 $ 3,000.00 $ 450.00 $ 3,450.00 $
Total 4,300.00 $ 3,700.00 $ 8,000.00 $ 1,200.00 $ 9,200.00 $
Description of work to be completed:2
DRYWALL/ PLASTER
Description UNIT Quantity
Material Costs
PER UNIT TOTAL MATERIAL
LABOR COST
PER UNIT TOTAL LABOR TOTAL COST
MATERIAL &
PROFIT &
OVERHEAD
TOTAL COST PER
SECTION
1/2 IN DRYWALL SF 8800 0.41 $ 3,608.00 $ 0.50 $ 4,400.00 $ 8,008.00 $ 1,201.20 $ 9,209.20 $
Total 3,608.00 $ 4,400.00 $ 1,201.20 $ 9,209.20 $
PLUMBING
Description UNIT Quantity
Material Costs
PER UNIT TOTAL MATERIAL
LABOR COST
PER UNIT TOTAL LABOR TOTAL COST
MATERIAL &
PROFIT &
OVERHEAD TOTAL COST PER
SECTION
PLUMBING PACKAGE W/STAINLESS STEEL
FIXTURES PKG 1 9,000.00 $ 9,000.00 $ - $ - $ 9,000.00 $ 1,350.00 $ 10,350.00 $
Total 9,000.00 $ - $ 9,000.00 $ 1,350.00 $ 10,350.00 $
Includes all fittings, connections to fixtures, hangers, and removal of existing water lines.
ELECTRICAL
Description UNIT Quantity
Material Costs
PER UNIT TOTAL MATERIAL
LABOR COST
PER UNIT TOTAL LABOR
TOTAL COST
MATERIAL &
PROFIT &
OVERHEAD
TOTAL COST PER
SECTION
ELECTRICAL PKG 1 $ 6,700.00 $ 6,700.00 $ - $ - $ 6,700.00 $ 1,005.00 $ 7,705.00
ALARM SYSTEM W/CELLULAR MONITORING EA 1 $ 600.00 $ 600.00 $ - $ - $ 600.00 $ 90.00 $ 690.00
LIGHT FIXTURES ALLOWANCE PKG 1 $ 2,000.00 $ 2,000.00 $ - $ - $ 2,000.00 $ 300.00 $ 2,300.00
Total 9,300.00 $ - $ 9,300.00 $ 1,395.00 $ 10,695.00 $
HEATING & AIR
Description UNIT Quantity
Material Costs
PER UNIT TOTAL MATERIAL
LABOR COST
PER UNIT TOTAL LABOR TOTAL COST
MATERIAL &
PROFIT &
OVERHEAD
TOTAL COST PER
SECTION
HEATING & AIR 14 SEER PKG 1 8,500.00 $ 8,500.00 $ - $ - $ 8,500.00 $ 1,275.00 $ 9,775.00 $
RANGE HOOD PKG 1 250.00 $ 250.00 $ - $ 250.00 $ 37.50 $ 287.50 $
AC CAGES EA 0 450.00 $ - $ - $ - $ - $ - $ - $
Total 8,750.00 $ - $ 8,750.00 $ 1,312.50 $ 10,062.50 $
CABINETS & APPLIANCES
Description UNIT Quantity
Material Costs
PER UNIT TOTAL MATERIAL
LABOR COST
PER UNIT TOTAL LABOR
TOTAL COST
MATERIAL &
PROFIT &
OVERHEAD
TOTAL COST PER
SECTION
BASE & WALL CABINETS & GRANITE COUNTER TOPS PKG 1 8,500.00 $ 8,500.00 $ - $ - $ 8,500.00 $ 1,275.00 $ 9,775.00 $
APPLIANCE PKG. (RANGE, MICROWAVE, DISH
WASHER & REFRIGERATOR W/ICE MAKER PKG 1 3,000.00 $ 3,000.00 $ - $ - $ 3,000.00 $ 450.00 $ 3,450.00 $
Total 11,500.00 $ - $ 11,500.00 $ 1,725.00 $ 13,225.00 $
PAINTING EXTERIOR/ INTERIOR
Description UNIT Quantity
Material Costs
PER UNIT TOTAL MATERIAL
LABOR COST
PER UNIT TOTAL LABOR TOTAL COST
MATERIAL &
PROFIT &
OVERHEAD
TOTAL COST PER
SECTION
PAINT 2 COATS WALL/CEILING PAINTING SF 1648 1.75 $ 2,884.00 $ 3.4 5,603.20 $ 8,487.20 $ 1,273.08 $ 9,760.28 $
Total 2,884.00 $ 5,603.20 $ 8,487.20 $ 1,273.08 $ 9,760.28 $
BATHROOM ACCESSORIES
Description UNIT Quantity
Material Costs
PER UNIT TOTAL MATERIAL
LABOR COST
PER UNIT TOTAL LABOR TOTAL COST
MATERIAL &
PROFIT &
OVERHEAD TOTAL COST PER
SECTION
BATH ACCESSORIES SET & MIRRORS PKG 1 1,800.00 $ 1,800.00 $ - $ - $ 1,800.00 $ 270.00 $ 2,070.00 $
SHOWER DOOR PKG 1 850.00 $ 850.00 $ - $ - $ 850.00 $ 127.50 $ 977.50 $
Total 1,800.00 $ - $ 1,800.00 $ 270.00 $ 2,070.00 $
INSULATION
Description UNIT Quantity
Material Costs
PER UNIT TOTAL MATERIAL
LABOR COST
PER UNIT TOTAL LABOR TOTAL COST
MATERIAL &
PROFIT &
OVERHEAD
TOTAL COST PER
SECTION
INSULATION ATTIC WALLS PKG 1 2,700.00 $ 2,700.00 $ - $ - $ 2,700.00 $ 405.00 $ 3,105.00 $
Total 2,700.00 $ - $ 2,700.00 $ 405.00 $ 3,105.00 $
DEMOLITION & CLEAN -UP
Description UNIT Quantity
Material Costs
PER UNIT TOTAL MATERIAL
LABOR COST
PER UNIT TOTAL LABOR
TOTAL COST
MATERIAL &
PROFIT &
OVERHEAD
TOTAL COST PER
SECTION
CLEAN HOUSE EA 1 - $ - $ 450.00 $ 450.00 $ 450.00 $ 67.50 $ 517.50 $
DUCT & BLOWER TEST EA 1 - $ - $ 400.00 $ 400.00 $ 400.00 $ 60.00 $ 460.00 $ 3
INTERIOR DEMOLITION EA 1 - $
EXTERIOR clean up EA 1 400.00 $ - $ 400.00 $ - $ 40.00 $
DUMPSTER EA 1 800.00 $ 800.00 $ - $ - $ 800.00 $ 120.00 $ 920.00 $
Total 800.00 $ 850.00 $ 2,050.00 $ 247.50 $ 2,297.50 $
SUM TOTAL WRITE-UP 176,565.48 $
Description TOTAL
MATERIAL TOTAL LABOR
TOTAL COST
MATERIAL &
LABOR
PROFIT &
OVERHEAD
TOTAL COST PER
SECTION
FOUNDATION / MASONRY 13,073.79 $ 8,498.60 $ 21,572.39 $ 3,235.86 $ 24,808.25 $
EXTERIOR 7,920.00 $ 800.00 $ 8,720.00 $ 1,308.00 $ 10,028.00 $
SIDING 5,000.00 $ 5,000.00 $ 10,000.00 $ 1,500.00 $ 11,500.00 $
ROOFING 2,250.00 $ 1,100.00 $ 3,350.00 $ 502.50 $ 3,852.50 $
FRAMING & FINISH CARPENTRY 30,189.78 $ 10,160.00 $ 40,349.78 $ 6,052.47 $ 46,402.25 $
FLOORS CARPET /TILE 4,300.00 $ 3,700.00 $ 8,000.00 $ 1,200.00 $ 9,200.00 $
DRYWALL/ PLASTER 3,608.00 $ 4,400.00 $ - $ 1,201.20 $ 9,209.20 $
PLUMBING 9,000.00 $ - $ 9,000.00 $ 1,350.00 $ 10,350.00 $
ELECTRICAL 9,300.00 $ - $ 9,300.00 $ 1,395.00 $ 10,695.00 $
HEATING & AIR 8,750.00 $ - $ 8,750.00 $ 1,312.50 $ 10,062.50 $
CABINETS & APPLIANCES 11,500.00 $ - $ 11,500.00 $ 1,725.00 $ 13,225.00 $
PAINTING EXTERIOR/ INTERIOR 2,884.00 $ 5,603.20 $ 8,487.20 $ 1,273.08 $ 9,760.28 $
BATHROOM ACCESSORIES 1,800.00 $ - $ 1,800.00 $ 270.00 $ 2,070.00 $
INSULATION 2,700.00 $ - $ 2,700.00 $ 405.00 $ 3,105.00 $
DEMOLITION & CLEAN -UP 800.00 $ 850.00 $ 2,050.00 $ 247.50 $ 2,297.50 $
113,075.57 $ 40,111.80 $ 145,579.37 $ 22,978.11 $ 176,565.48 $
$107.14 PERMITS 420.00 $
$ 88.82 2-10 WARRANTY 420.00 $
TOTAL WRITE-UP 177,405.48 $ - $
Total - $ - $ - $ - $
CONTRACTOR___________________________________________________DATE HIRED________________BY_____________________________
ACCEPTED: __________________________________TITLE______________________________DATE_________________
PREPARED BY: REVISED
Cost per sf heated plus garage
Cost per sf heated
RECAP OF SECTIONS
TOTALS
4
Administrative Services Committee Meeting
7/14/2021 1:20 PM
HCD_ Laney Walker/ Bethlehem New Construction of one (1) single family unit
Department:HCD
Presenter:Hawthorne Welcher, Jr. and/or HCD Staff
Caption:Motion to approve Housing and Community Development
Department’s (HCD's) request to provide Laney
Walker/Bethlehem Revitalization Funding to contract with
Capitalrise, LLC to develop new construction of one (1) single
family unit.
Background:In 2008, the Augusta Commission passed legislation supporting
community development in Laney Walker/Bethlehem. Since that
time, the Augusta Housing & Community Development
Department has developed a master plan and development
guidelines for the area, set up financial incentive programs for
developers and home buyers, selected a team of development
partners to focus on catalytic change, and created a marketing
strategy to promote the overall effort. This project involves the
new construction of one (1) single family unit identified as 936
Boyd Lane, within Laney Walker/Bethlehem.
Analysis:The approval of the contract will allow for development
activities on these sites to begin.
Financial Impact:Augusta Housing and Community Development Department
receives a tranche allocation for the Laney Walker/Bethlehem
Project which will fund this project. Contract Amount 936 Boyd
Lane - $177,405.48 (100% returned at home closing.)
Alternatives:Do not approve HCD's Request.
Recommendation:Motion to approve Housing and Community Development
Department’s (HCD's) request to provide Laney
Walker/Bethlehem Revitalization Funding to contract with
Capitalrise, to develop new construction of one (1) single family
unit, identified as 936 Boyd Lane, within Laney
Walker/Bethlehem.
Funds are
Available in the
Following
Accounts:
Laney Walker/Bethlehem Revitalization Bond funds 298-07-
7343-5413150
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Administrative Services Committee Meeting
7/14/2021 1:20 PM
HCD_ Laney Walker/ Bethlehem New Construction of one (1) Single Family Unit
Department:HCD
Presenter:Hawthorne Welcher, Jr. and/or HCD Staff
Caption:Motion to approve Housing and Community Development
Department's (HCD's) request to provide Laney Walker/
Bethlehem Revitalization Funding to contract with Capitalrise,
LLC to develop new construction of one (1) single family unit.
Background:In 2008, the Augusta Commission passed legislation supporting
community development in Laney Walker/Bethlehem. Since that
time, the Augusta Housing & Community Development
Department has developed a master plan and development
guidelines for the area, set up financial incentive programs for
developers and home buyers, selected a team of development
partners to focus on catalytic change, and created a marketing
strategy to promote the overall effort.
This project involves the new construction of one (1) single
family unit identified as 934 Boyd Lane, within Laney
Walker/Bethlehem.
Analysis:The approval of the contract will allow for development
activities on these sites to begin.
Financial Impact:Augusta Housing and Community Development Department
receives a tranche allocations for the Laney Walker Bethlehem
Project which will fund this project. Contract Amount 934 Boyd
Lane - $177,405.48(100% returned at home closing.)
Alternatives:Do not approve HCD’s Request.
Recommendation:Motion to approve Housing and Community Development
Department’s (HCD's) request to provide Laney
Walker/Bethlehem Revitalization Funding to contract with
Capitalrise, to develop new construction of one (1) single family
unit, identified as 934 Boyd Lane, within Laney
Walker/Bethlehem.
Funds are
Available in the
Following
Accounts:
Laney Walker/Bethlehem Revitalization Bond funds 298-07-
7343-5413150
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
AHCDD Form 507
(Rev. 11/05)
AUGUSTA HOUSING & COMMUNITY
DEVELOPMENT DEPARTMENT Date:
CONSTRUCTION CONTRACT -
HOUSING REHABILITATION
Page 1 of 7 Pages
THIS CONTRACT, by and between_________________, hereinafter called “Owner” and
_______________, hereinafter called the “Contractor.”
WITNESSETH:
That the Owner and the Contractor, for the considerations hereinafter named, mutually agree as
follows:
ARTICLE 1
CONTRACT DOCUMENTS
The Contract Documents shall consist of the Housing Rehabilitation Contract General Conditions
(AHCDD Form 510), Attached Work Write Up, Addenda issued prior to execution of this
Agreement, other documents listed in this Agreement and Modifications issued after the execution
of this Agreement; these form the Contract and are as fully a part of the Contract. The Contract
represents the entire and integrated agreement between the parties and supersedes prior
negotiations, representations and agreements, both written and oral.
In the event of a conflict among the Contract Documents, the Documents shall be interpreted
according to the following priorities:
First Priority: Manufacturer’s Instructions
Second priority: Construction/Rehabilitation Contract
Third Priority: General Conditions of Contract, 2000 version
Fourth Priority: Work Write-Up dated _____________
AHCDD Form 507
(Rev. 11/05)
AUGUSTA HOUSING & COMMUNITY
DEVELOPMENT DEPARTMENT Date:
CONSTRUCTION CONTRACT -
HOUSING REHABILITATION
Page 2 of 7 Pages
ARTICLE 2
SCOPE OF SERVICES
The Contractor shall do all the work and provide all the materials, tools, machinery, supervision,
etc., necessary for the rehabilitation of the property locate_________________________, all in
accordance with the Work Write-Up which is attached hereto and expressly incorporated herein
by reference and made a part hereof.
The contractor shall perform the entire rehabilitation of the residential structure as described in
the contract documents except items as indicated as follows, which are to be the responsibility of
other contractors:
Scope Contractor
ARTICLE 3
TIME OF PERFORMANCE
The services of the Contractor are to commence on _________ and shall be completed by
_____________. As time is of the essence, the Contractor will, if these services are not
completed within this time period, be assessed the amount of Fifty Dollars ($50.00) for each day
the work is not substantially completed after ______________ unless an extension is granted by
the Owner. Liquidated damages shall be deducted from the total amount of payment due the
Contractor under this Contract.
ARTICLE 4
CONTRACT PRICE
In consideration of the terms and obligations of this Contract, the Owner agrees to pay the
Contractor ______________________________. The Contract Sum is based upon the following
alternates, which are described in the Contract Documents and are hereby accepted by the
Owner:
AHCDD Form 507
(Rev. 11/05)
AUGUSTA HOUSING & COMMUNITY
DEVELOPMENT DEPARTMENT Date:
CONSTRUCTION CONTRACT -
HOUSING REHABILITATION
Page 3 of 7 Pages
#1__________________________________________________________________
#2__________________________________________________________________
#3__________________________________________________________________
ARTICLE 5
PROGRESS PAYMENTS
The Contractor agrees that the total contract price shall be paid in one or more progress payments
based upon the value of the work satisfactorily completed at the time the progress payment is
made. Such progress payments shall be disbursed on a monthly basis, after inspection and
approval of the work by the Owner and the Augusta Housing and Community Development
Department, or its duly authorized representative, less a retainage of 10% of the price of the work
completed. Prior to receiving any progress payment, the Contractor shall furnish the Owner with
Application and Certificate for Payment Owed To Date, for the materials and labor procured under
this Contract. Upon completion of the whole Contract and acceptance of the work by the Owner
and the Augusta Housing and Community Development Department, and compliance by the
Contractor with all Contract terms, the amount due the Contractor shall be paid including any
retainage. The Owner and the Augusta Housing and Community Development Department shall
approve a final disbursement of all amounts withheld from prior disbursements upon the
completion of the construction of the Project as evidenced by the final approval by all code
agencies and a field inspection by the Augusta Housing and Community Development
Department. The Augusta Housing and Community Development Department and the Owner
may withhold from such disbursement up to two hundred percent (200%) of any amounts required
to complete the scheduled value of “punch list” items so-called, and seasonal work such as
landscaping.
ARTICLE 6
CONTRACTOR AFFIDAVIT
Prior to each payment by the OWNER, the CONTRACTOR shall affirm in writing that there are
no liens or claims filed against the CONTRACTOR or Owner related to materials, labor or services
supplied on this or any other project in which the CONTRACTOR was or is currently involved. No
payment shall be made to the Contractor if a lien has been filed with respect to the work, which is
the subject of this Contract.
Final payment shall be made within fourteen (14) days after the request for payment by the
CONTRACTOR, provided that the Work of the Contract be then satisfactorily performed, subject
to the provisions of the Contract Documents, and further subject to receipt by the OWNER of the
same Affirmation relative to existing liens or claims against the CONTRACTOR as set forth above.
Upon such final payment, the CONTRACTOR shall provide to the OWNER a Final Release of
Lien stating that the CONTRACTOR has no further claims or liens against the Owner for materials
or labor supplied under this Agreement.
AHCDD Form 507
(Rev. 11/05)
AUGUSTA HOUSING & COMMUNITY
DEVELOPMENT DEPARTMENT Date:
CONSTRUCTION CONTRACT -
HOUSING REHABILITATION
Page 4 of 7 Pages
ARTICLE 7
OWNER’S REPRESENTATIVES/LENDER’S AGENTS
The Owner’s Representative shall be ______________________.
The Owner’s Representative will provide administration of this Contract during construction and
throughout the warranty period.
The Owner’s Representative will visit the site at intervals appropriate to the stage of construction
to determine if the Work is proceeding in accordance with the Contract Documents.
Based on the Owner’s Representative evaluation of Contractor’s invoices for payment, the
Owner’s Representative will determine the amounts owing to the Contractor.
The Owner’s Representative will have authority to reject Work that does not conform to the
Contract Documents.
If the Contractor fails to correct defective Work or persistently fails to carry out the Work in
accordance with the Contract Documents, the Owner’s Representative, by a written order, may
order the Contractor to stop the Work, or any portion thereof, until the cause for such order has
been eliminated.
ARTICLE 8
CHANGES IN THE WORK
After this agreement is executed by the Owner, any changes to the scope of Work, budget or time
schedule must be agreed upon in writing by the Owner and Contractor and approved by the
lender’s representatives.
ARTICLE 9
FINES
The Contractor is fully responsible for the means and methods of executing the scope of work.
The Contractor is specially trained in lead-safe work practices and lead hazard reduction and
therefore agrees to hold the owner and the agency harmless in the event of any fines from federal
or local agencies concerning the lead hazard reduction work. The Contractor agrees to
immediately satisfy any and all fines or judgments presented by OSHA, EPA, the local or state
health department, the applicable state lead-based paint activities certification and training
program, and any other governmental agency having jurisdiction over lead hazard reduction work.
AHCDD Form 507
(Rev. 11/05)
AUGUSTA HOUSING & COMMUNITY
DEVELOPMENT DEPARTMENT Date:
CONSTRUCTION CONTRACT -
HOUSING REHABILITATION
Page 5 of 7 Pages
ARTICLE 10
TERMINATION OF AGREEMENT
This agreement may be terminated by either party upon seven days’ written notice should the
other party fail substantially to perform in accordance with its terms through no fault of the party
initiating the termination.
This agreement may be terminated by the Owner upon at least seven days written notice to the
Contractor in the event the project is permanently abandoned.
In the event of termination not the fault of the Contractor, the Contractor shall be compensated
for all services performed to the termination date.
ARTICLE 11
ARBITRATION
All claims, disputes and other matters in question between the parties to this agreement, arising
out of or relating to this agreement or the breach thereof, shall be decided by arbitration in
accordance with the Construction Industry Arbitration Rules of the American Arbitration
Association then obtaining unless the parties mutually agree otherwise. No arbitration arising out
of or relating to this agreement, shall include, by consolidation, joinder or in any manner, any
additional person not a party to this agreement except by written consent containing a specific
reference to this agreement and signed by the Owner, the Owner’s Representative, and any other
person sought to be joined. Any consent to arbitration involving an additional person or persons
shall not constitute consent to arbitration of any dispute not described therein or with any person
not named or described therein. This agreement to arbitrate and any agreement to arbitrate with
an additional person or persons duly consented to by the parties to this agreement shall be
specifically enforceable under the prevailing arbitration law.
Notice of the demand for arbitration shall be filed in writing with the other party to this agreement
and with the Augusta Housing and Community Development Department Director. The demand
shall be made within a reasonable time after the claim, dispute or other matter in question has
arisen, in no event shall the demand for arbitration be made after the date when institution of legal
or equitable proceedings based on such claim dispute or other matter in question would be barred
by the applicable statute of limitations.
The award rendered by the arbitrators shall be final, and judgment may be entered upon it in
accordance with applicable law in any court having jurisdiction thereof.
AHCDD Form 507
(Rev. 11/05)
AUGUSTA HOUSING & COMMUNITY
DEVELOPMENT DEPARTMENT Date:
CONSTRUCTION CONTRACT -
HOUSING REHABILITATION
Page 6 of 7 Pages
ARTICLE 12
ASSIGNMENT OF CONTRACT
This agreement may not be assigned to any other Contractor or Agent of Contractor without the
written approval of the Owner and the Augusta Housing and Community Development
Department.
IN WITNESS WHEREOF, the parties hereto executed this Agreement the day and year first above
written.
CONTRACTOR Curry Home Improvement
Name of Contractor
__________________________
Contractor’s Representative – Title
Signature of Contractor
OWNER ___________________________
Name of Homeowner
Signature of Owner
WITNESS:
Subscribed and sworn to before me this day of , 20 .
Notary Public
AHCDD Form 507
(Rev. 11/05)
AUGUSTA HOUSING & COMMUNITY
DEVELOPMENT DEPARTMENT Date:
CONSTRUCTION CONTRACT -
HOUSING REHABILITATION
Page 7 of 7 Pages
Approved as to form:
_________________________ Date:______________
Augusta, GA Law Department
By: ___________________________________ Date: ______________
Hardie Davis
As its Mayor
By: ___________________________________ Date: _______________
Odie Donald, II
As its Administrator
By: ___________________________________ Date: ________________
Hawthorne Welcher, Jr.
As its Director, HCD
SEAL
____________________________
Lena Bonner
As its Clerk
Administrative Services Committee Meeting
7/14/2021 1:20 PM
HCD_ Rehabilitation Program Approval Request
Department:HCD
Presenter:Hawthorne Welcher, Jr. and/or HCD Staff
Caption:Motion to approve four (4) Rehabilitation projects.
Background:The Homeowner-Occupied Emergency Rehabilitation Programs
provide a mechanism for eligible homeowners to bring their
home into compliance with local codes and provide safe, decent
housing for lower-income individuals. · Home Owner
occupied Rehabilitation – Full rehab to include rehabbing of
floors, bathrooms, counter tops, cabinets, etc… The Home
Owner Occupied Rehabilitation Program is designed to bring the
eligible homeowner’s dwelling into compliance with applicable,
locally adopted housing rehabilitation standards to reduce
ongoing and future maintenance costs, promote energy
efficiency, and to preserve decent affordable owner-occupied
housing. Federal funding for these activities is provided to
Augusta, GA through the Community Development Block Grant
(CDBG) Program and the Home Investment Partnership
Program (HOME). This request will provide four (4)
homeowners with funding for the following address: 1.
Contractor: Blount’s Complete
Home Project Address: 4224 Cap Chat
Drive Amount:
$17,550 2. Contractor:
Legacy 4 Construction Project Address:
1133 Roselle Street Amount:
$42,000.00 3. Contractor:
Blount’s Complete Home Project
Address: 2020 Edgar Street
Amount: $34,300.00 4. Contractor:
Legacy 4 Construction Project
Address: 1308 Eleventh Street
Amount: $38,500.00
Analysis:The approval of this request will allow four (4) homeowners to
obtain compliant, decent, and safe housing.
Financial Impact:The City receives funding from the US Housing and Urban
Development Department (HUD) on an annual basis. Total
amount requested - $ 132,350.00 .
Alternatives:Do not approve HCDs Request.
Recommendation:Motion to approve four (4) Rehabilitation projects.
Funds are
Available in the
Following
Accounts:
U.S. Department of Housing and Urban Development (HUD)
Funds: a) CDBG -221073210-5225110
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Administrative Services Committee Meeting
7/14/2021 1:20 PM
HCD_ Request to Receive Update on the Emergency Rental Assistance Program
Department:HCD
Presenter:Hawthorne Welcher, Jr. and/or HCD Staff and Brittany Burnett,
President / CEO of United Way of the CSRA
Caption:Motion to Receive as Information an update from Housing and
Community Development and United Way of the CSRA on the
Emergency Rental Assistance Program.
Background:With funds made available through the U.S. Department of
Treasury in the American Rescue Plan, Augusta, Georgia was
awarded $6,095,961 to provide rental and utility arrearage
payments on behalf of local residents who are at 80 % of the
Area Median Income and below. This resource, known as
Emergency Rental Assistance in the authorizing legislation,
allowed the opportunity for eligible residents to receive
assistance with up to 12 months of past due rent and/or utility
payments to ensure that they are able to maintain stable
housing. Augusta, Georgia has partnered with United Way of
the CSRA to implement this assistance program, referred to as
“Sigh of Relief” through United Way of the CSRA’s 2-1-1
infrastructure.
Analysis:The update from HCD and UWCSRA is to inform the
Commission of the current status of the ERA Program.
Financial Impact:This update does not have any financial impacts for Augusta,
Georgia.
Alternatives:Do not receive as Information an update from Housing and
Community Development and United Way of the CSRA on the
Emergency Rental Assistance Program
Recommendation:Motion to Receive as Information an update from Housing and
Community Development and United Way of the CSRA on the
Emergency Rental Assistance Program
Funds are
Available in the
Following
Accounts:
U.S. Department of Treasury Emergency Rental Assistance
Funding (no financial request related to this item ERA1). Org
key: 221073226
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
June 3, 2021
Augusta Ga Human Resources Department
Adding and Improving Augusta employee incentive programs
Problem Statement
In a recent employee survey 21.45% disagree that employees receive recognition and application for
their abilities, efficiency and good work done. The current Employee Incentive awards program has not
been reviewed since 2011. Our current programs are Years of Service, Employee of the Month,
Employee of the Year and Retirement Recognition. The employee incentive awards program doesn’t
provide low to no cost programs or additional morale boosting opportunities or fun activities for
employees.
Proposed solution
FY2022 should build on what we currently have with additional programs of perks, rewards and fun
activities. Human Resources has a list of 16 employee incentive programs that would be a great addition
to what we currently have. Augusta Perks, Communal Work Space- Outdoor Atrium, Safety Awards,
Attendance Awards, Employee Appreciation Week, Company Picnic, Summer sports tournaments, Bring
your child to work Day (April 22) National Holiday, Augusta Apparel shop, Volunteer Leave (48 hours
year), Purchasing Power Program-(Buy now Pay later) https://www.purchasingpower.com/how-it-works
End of year Employee Bonuses.
Note: Human Resources is not recommending all 16 programs but, a combination of low cost and fun
activities that would add value long term.
Value
With additional employee incentive programs, it has been proven nationally that behavior and attitude
change with employees. Upgrading our incentive programs boost productivity, reduce absenteeism,
increase employee retention and builds trust within the organization.
Recommendation
Safety Awards (Risk Management)
Company Picnic
Purchasing Power Program-(Buy now Pay later)
Volunteer (Participation in the community) Leave Incentive (48 hours year)
Augusta Perks (Discounts from businesses in Augusta and the CSRA)
Employee Appreciation Week
Page 2
Communal Work Space (Outdoor Atrium)
Administrative Services Committee Meeting
7/14/2021 1:20 PM
Employee Incentive Program
Department:Human Resources
Presenter:Director Anita Rookard
Caption:Employee Incentive Program.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Executive Recruitment Firm Summary
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recognized executive recruitment firm with a talent platform inclusive of C-level search,
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clients ranging from public companies, and high growth, privately held businesses to academic
institutions, non-profit organizations and government entities in 44 states.
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City of Greenville, South Carolina
City Manager Director of Economic Development
City of Sandy Springs, Georgia
City Manager
Richland County of South Carolina
County Administrator, Deputy Director of Utilities
County of Lexington, South Carolina
Fire Chief, Director of Procurement
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Director of Planning and Development, Human Resources Manager
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Director of Planning and Development, Human Resources Director
Although awards don’t define an organization, we are fortunate to have been recognized by
Forbes in the client nominated list of America’s Best Executive Recruitment Firms (#73 of
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Consulting Team: Steven K. Straus, Ph.D., Heather A. Lee, Ph.D., Thomas M. Moss,
MPA, Korrel Kanoy, Ph.D. Steve Straus has been a long-time member and frequent
presenter with the NC City and County Managers Association. For 26 years he has
taught in the Masters of Public Administrative Programs at NC State University and
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Project Methodology:
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Conduct targeted recruitment of leading candidates.
Conduct initial (first) level screen of candidate applications/resumes.
Conduct second level screening Video interviews
Emotional Intelligence (EQi) testing
Electronic survey questions (short essays on accomplishments)
Design hiring process
Recruit assessors to evaluate the candidates
Conduct selection exercises to evaluate the (up to 5) finalists
Facilitate final evaluation process by assisting the Mayor and Commissioners in
developing final evaluation strategies and structuring the panel interviews:
Facilitate thorough background investigations
Provide executive coaching to the successful candidate
Developmental Associates, our approach has three goals with respect to recruitment, screening,
and selection. Developmental Associates uses multiple recruitment methods including targeting
individuals, placing ads in leading professional websites and journals, relying extensively on
social media, and connecting with our national network through NEOGOV – the leading public
sector technology solution for recruitment and selection in the United States.
Fee Structure:
Administrative Services Committee Meeting
7/14/2021 1:20 PM
Executive Recruitment Summary
Department:Human Resources
Presenter:Director Anita Rookard
Caption:Executive Recruitment Summary Draft.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Page 1 of 2 Draft Anti-Bullying Policy 6-20-2018
ANTI-BULLYING POLICY
Purpose
The purpose of this policy is to communicate to all employees that Augusta, Georgia, fosters a
productive and respectful workplace environment where all forms of harassment, including
workplace bullying, are prohibited. Augusta, Georgia, strives to promote a healthy and congenial
workplace environment.
Definitions
Under this policy, “workplace bullying” is defined as persistent, malicious, deliberate, and severe
mistreatment that harms, intimidates, offends, degrades, or humiliates an employee in the
workplace. Workplace bullying may manifest as one or more of the following behaviors:
1) abusive conduct;
2) threatening or intimidating behavior (verbal or physical);
3) humiliating or embarrassing behavior (verbal or physical);
4) work interference or sabotage that impedes work performance or prevents work from being
completed or performed;
5) exploitation of a known psychological or physical vulnerability; and
6) workplace violence.
“Abusive conduct” – employee acts and/or omissions that a reasonable person would find hostile,
based on the severity, nature, and frequency of the employee’s conduct, including, but not limited
to: repeated infliction of verbal abuse such as the use of derogatory remarks, insults and epithets;
verbal or physical conduct of a threatening, intimidating or humiliating nature; the sabotage or
undermining of employee’s work performance; or attempts to exploit an employee’s known
physical vulnerability. A single act normally shall not constitute abusive conduct, but an especially
severe and egregious act may meet this standard.
“Assault” – to attack someone physically or verbally, causing bodily or emotional injury, pain
and/or distress. This might involve the use of a weapon, and includes actions such as hitting,
punching, pushing, poking, or kicking.
“Intimidating behavior” – threats or other conduct that in any way create a hostile environment,
impair departmental operations, or frighten, alarm, or inhibit others. Verbal intimidation may
include making false statements that are malicious, disparaging, derogatory, disrespectful, abusive,
or rude.
Page 2 of 2 Draft Anti-Bullying Policy 6-20-2018
“Threat” – any oral or written expression or gesture that would be interpreted by a reasonable
person as conveying intent to cause physical harm to persons or property.
“Workplace violence” – any action, whether verbal, written, or physical aggression, that is
intended to control, cause, or is capable of causing injury to oneself or other, emotional harm, or
damage to property.
Specific examples of workplace bullying may include, but are not limited to, the following:
· Repeated infliction of verbal abuse, such as personal insults, epithets, and obscene,
verbal gestures;
· Conduct that a reasonable person would find hostile, offensive, and unrelated to the
employer’s legitimate business interests;
· Physical assault or threats of physical assault;
· Unwanted physical contact, physical abuse or threats of abuse to an individual or an
individual’s property (defacing or marking up property).
Reporting
Individuals who believe they have experienced conduct that violates this policy, or who have
concerns about such matters, should report their complaints verbally or in writing to his or her
supervisor, the Human Resources Director or a Deputy Administrator. Individuals should not feel
obligated to report their complaints to their immediate supervisor first before bringing the matter
to the attention of one of the other designated individuals identified above.
Disciplinary Action
Violation of this policy may result in discipline, including termination, and may require the
employee to be immediately removed from the workplace. Any violation of this policy that rises
to the level of a criminal act shall be turned over to the proper law enforcement agency. Individuals
who are found to have used this policy to make false allegations against other employees or persons
may be disciplined and/or terminated.
Administrative Services Committee Meeting
7/14/2021 1:20 PM
Anti Bullying Policy
Department:HR Department
Presenter:Anita Rookard
Caption:Proposed Anti-Bullying Policy.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
7/14/2021 1:20 PM
Sexual Harassment Policy.
Department:ARC Human Resources Department
Presenter:Director Anita Rookard
Caption:Sexual Harassment Policy.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
7/14/2021 1:20 PM
Social Media Policy
Department:Human Resources Department
Presenter:Director Anita Rookard
Caption:Social Media Policy.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
7/14/2021 1:20 PM
Substance Abuse Policy
Department:Human Resources Department
Presenter:Anita Rookard
Caption:Substance Abuse Policy.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting Commission Chamber - 61812021
ATTENDANCE:
Present: Hons. Hasan, Chairman; Scott, Vice Chairman; B. Williams,
member.
Absent: Hons. Hardie Davis, Jr., Mayor; Frantom, member.
ADMINISTRATIVE SERVICES
1. Motion to approve the purchase of one animal transport truck, at atotal cost of Item
$47,766.00, to Allan Vigil Ford for the Animal Services Department (Bid #21- Action:150). Approved
Motions
Motion Motion TextI ype
Motion to
Approve approve.
Motion Passes 3-0.
Seconded By Motion
Result
Commissioner Commissioner
Bobby Williams Ben Hasan Passes
Made By
2. Motion to approve the purchase of one l5-passenger van, at a total cost of
$37,430.00, to Wade Ford for the Juvenile Court (State Contract - SWC
99999-SPD-ES40 I 993 73 -0009).
Item
Action:
Approved
Motions
Motion Motion TextI ype
Motion to
Approve approve.
Motion Passes 3-0.
seconded By Motion
ResultMade By
Commissioner Commissioner
Bobby williams Ben Hasan Passes
3.Motion approve the purchase of four Dodge Chargers for the Marshal,s
Office at a total cost of $130,668.00 from Thomson Motor Centre (Bid 20-
242).
Item
Action:
Approved
Motions
$olion Motion Text Made By seconded By Motion
Type Result
Motion to
Approve .pp;:" commissioner commissioner
Motion passes 3-0. Jobby williams Ben Hasan Passes
4. Update from the Administrator regarding Blight Ordinance. (Deferred from Item
May 18 Commission meeting) Action:
Approved
Motions
Motion Motion-^""'"" Motion Text Made By Seconded ByType Result
Motion to delete this A
Delete item from the agenda commissioner commissioner
Motion passes 3-0. Bobby williams Ben Hasan Passes
5. Discuss P card purchases vs credit card purchases and what accountability Item
measures are in place. (Requested by Commissioner Brandon Garrett) Action:
Approved
Motions
Y:j*i' Motion Text Made By seconded By Motion
Type Result
Motion to refer the
matter of the P card
policy and the legislation
from 2016 to the Commissioner
Approve i",Xln:JH, review "*",i,tJ,", ;:r#::';*' Passes
and development of a
PolicY.
Motion Passes 3-0.
6. Request to authorize the Administrator's Office to facilitate the development Item
of a strategic plan for the City of Augusta. (Donald/Carl Vinson Institute of Action:
Government) (Requested by Administrator Donald - referred from the Approved
May 25 Administrative Services Committee)
Motions
Motion Motion Text Made By Seconded By MotionType Result
Motion to
Approve "dr"*:"
Commissioner Commissioner
Motion passes ,-r. Bobby Williams Francine Scott Passes
7. Discuss displaced families. (Requested by Commissioner Ben Hasan) Item
Action:
Approved
Motions
[]j1'" Motion Text Made By seconded By Motion'l'ype ''---- -'t ---"----" -r Result
Motion to authorize
Housing & Community
Development to work
with the Augusta Housing
Authority under the Commissioner A
Approve direction of the Bobby Lommlssloner passes
Administrator to work on williams Francine Scott
the issue of identifying
housing options for
displaced families.
Motion Passes 3-0.
8. Motion to approve the minutes of the Administrative Services Committee held Item
on May 25,2021. Action:
Approved
Motions
Motion r--a!__-m r , r Motion- - ----- Motion Text Made By Seconded ByI YPe ----- -r Result
Motion to
Approve uppr*.. commissioner commissioner
Motion passes ,_0. .)obby Williams Ben Hasan Passes
9. Update regarding the presentation by SLA Labs at the last committee Itemmeeting regarding their request for a "letter of support" from the Action:
Commission. (Deferred from May 25 Administrative Services Rescheduled
Committee)
Motions
Motion Text Made By Seconded By
Motion MotionType Result
Motion to refer this
item to the full CommissionerDefer commission with no Bobby ;:rffi::';"' passes
recommendation. Williams
Motion Passes 3-0.
10. Discuss the acceptance of Nationwide Group Flexible Purchase Deferred ltem
Fixed Indexed Annuity. (Time sensitive) (Requested by HR Director Anita Action:
Rookard) Approved
Motions
Motion Made Seconded Motion
i;;;' Motion rext By By Resurt
It was the consensus of the
committee that this item be added
to the agenda.
Motions
Motion Motion
--"""" Motion Text Made By Seconded By Resultr ype
Motion to commissioner commissionerApprove approve. ;:;:;,;;,;*^ ;:-;:::---- Passes
Motion passes 3-0. Bobby williams Ben Hasan
11. Award the contract to furnish and install new furnishings for the newly ltem
renovated Law Department Building to the lowest responsive bidder, Modern Action:
Business Workplace Solutions of Augusta, GA, in the amount of Approved
$147,632.43. (Bid ltem #21-17 l)
Motions
Motion Made Seconded Motion
i;; Motion Text By By Result
It was the consensus of the
committee that this item be added
to the agenda.
Motions
Motion Motion Text Made By Seconded By Motion
Type ^vrvrrv, r lar Result
Approve Motion to
approve.
Commissioner Commissioner
Bobby Williams Ben Hasan
Passes
meetingt2.
Motion Passes 3-0.
Motion to allow Boards, Authorities and commissions who are not
in the commission chamber to resume their meetings in person.
Item
Action:
Approved
Motions
$otion Motion Textr ype
Motions
f#:" Motion rext
Made Seconded MotionBy By Result
It was the consensus of the
committee that this item be added
to the agenda.
Made By Seconded By Motion
Result
Motion to approve
allowing the Boards,
Authorities and
Commissions who do
Approve 3:TtrI,,1lI 3;."*;.,, F;TfiIt".:T ;J,ffi;':'""' passes
to return to in-person
meetings effective June
14,2021.
Motion Passes 3-0.
www.augustaga.gov
Administrative Services Committee Meeting
7/14/2021 1:20 PM
Minutes
Department:
Presenter:
Caption:Motion to approve the minutes of the Administrative Services
Committee held on June 8, 2021.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
7/14/2021 1:20 PM
City Job Fair/Grow Project
Department:Augusta Commission
Presenter:Commissioner Jordan Johnson
Caption:Discuss City Job Fair/Grow Project. (Requested by
Commissioner Jordan Johnson)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
7/14/2021 1:20 PM
Evictions in Augusta-Richmond County
Department:Augusta Commission
Presenter:Commissioner Jordan Johnson
Caption:Discuss evictions in Augusta-Richmond County.
(Commissioner Jordan Johnson)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
7/14/2021 1:20 PM
Code Calloway Inc.
Department:
Presenter:
Caption:Motion to approve donating $5,000 to Code Calloway Inc. for
their 2021 Back to School Festival and to approve the
Administrator's Office assigning relevant departments to discuss
ways Code Calloway programming can be implemented in city
owned community/recreation centers, parks, and appropriate
housing and community development projects. (Requested by
Mayor Hardie Davis, Jr.)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
7/14/2021 1:20 PM
Childcare for City Employees
Department:
Presenter:
Caption:Explore the feasibility of on-site, contracted operation childcare
for city employees. (Requested by Mayor Hardie Davis, Jr.)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
7/14/2021 1:20 PM
Ordinance Amendment
Department:
Presenter:
Caption:Amend the local small business opportunity program ordinance
to allow for the creation of minority, women, veteran, and
disability-owned business enterprise goals. (Requested by
Mayor Hardie Davis, Jr.)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
7/14/2021 1:20 PM
Open Records and Credit Card Ordinance
Department:
Presenter:
Caption:Open Records documents and final DRAFT version of the credit
card ordinance, resolution, and user agreement. (Requested by
Administrator Odie Donald, II)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY: