U.S. Department of Housing and Urban Development

H O U S I N G

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Special Attention of: Notice H 94-48 (HUD)

All Secretary\'s Representatives,

Directors of Regional Housing; Issued: 6/20/94

Regional Offices of Public Housing; Expires: 6/30/95

Directors, Regional Accounting
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Divisions; State and Area Office Cross References:

Coordinators, Directors, Office of

Native American Programs, State Office H-93-35

Housing Directors, Area Office Directors H-94-14

of Multifamily Housing, Directors, Public H-94-41

Housing Management, Directors, FmHA State

Offices, FmHA Headquarters Staff

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SUBJECT: REVISED PROCESSING PROCEDURES AND TIMETABLE FOR THE

APPLICATION SUBMISSION, REVIEW, RATING, RANKING,

SELECTION AND GRANT PROCESSING PROCEDURES FOR THE

CONGREGATE HOUSING SERVICES PROGRAM (CHSP) FOR FY 1994

I. PURPOSE:

This Notice modifies Notice H-94-14 by: Deleting

the Regional functions from the review cycle; simplifying

application processing by deleting certain requirements; changing

the obligating document from execution of the grant agreement to

the selection letter; providing a revised Appendix 2, Processing

Timetable; and, providing revised Appendices 12A and 12B,

Selection letter formats. Processing of CHSP applications must

have heightened priority, as \$14 million of the available

\$39,500,000 are FY 1993 dollars under Appropriation Number

863/40178, which will revert to the Treasury on September 30,

1994 if not obligated.

II\. AMENDMENTS:

The following instructions from Notice H-94-14 are

modified to simplify end-of-year processing. This simplification

should assure that State and Area Offices can complete the

obligation process in the cases of grants for which they have

reserved FY 1993 dollars; further changes in processing may be

necessary once the State/Area Office situation is clearer in

early summer.

In general, all references in Notice H-94-14 to

\"Field Office Manager\" or \"Director of Housing Management\" should

be read as either \"Director of Housing\" or \"Director of

Multifamily Housing\", as appropriate and \"Loan Servicing Branch

Chief\" or \"loan servicing staff\" should be read as \"Asset

Management Branch Chief\" or \"asset management staff\".

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HMEE : Distribution:
W-3-1,W-2(H),W-3(H)(FHEO)(ZAS)(PD&R),W-4(H),R-1,R-2,

R-3-1(H)(RC),R-3-2,R-3-3,R-6,R-6-2,R-7,R-7-2,R-8

Previous Editions Are Obsolete HUD 21B (3-80)

GPO 871 902

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Paragraph V.B(1), \"Regional Office Roles and

responsibilities,\" is modified as follows:

\"All references to Regional Office functions are

deleted, except for item V.B(1)(f), REGIONAL ACCOUNTING DIVISION

(RAD).\"

Paragraph V.F(1)(d), \"Report to Regional Offices\"

is renamed \"Report to HUD Headquarters\", and modified as follows:

\"The HUD State and Area Offices must provide HUD

Headquarters with a list of applications received

in a timely manner for processing. This list must

be provided on the HUD-92296, \"Application

Register, CHSP\" (see Appendix 3). FAX the list to

the Office of Elderly and Assisted Housing, HUD,

ATTN: Services Branch, by July 20, 1994 to

202-708-2583.

State and Area offices which did NOT receive any

CHSP applications must ALSO file the form or a

memorandum which informs Headquarters that no CHSP

applications were received.\"

A new Paragraph V.F(2)(c), \"Report to HUD

Headquarters\" is ADDED, as follows:

\"The FmHA Headquarters must provide HUD

Headquarters with a list of applications received

in a timely manner for processing on the HUD-92296,

\"Application Register, CHSP\" (see Appendix

3). At the top of the HUD-92296, list the FmHA

contact person where \"HUD contact\" is noted.

FAX the list to the Office of Elderly and Assisted

Housing, HUD, ATTN: Services Branch, by July 20,

1994 to 202-708-2583.

Paragraph V.K, \"REPORT TO THE REGIONAL OFFICE\" IS

DELETED, and replaced as follows:

\"V.K REPORT TO HEADQUARTERS:

The Director of Multifamily Housing in the HUD

State or Area Office shall FAX a report on each project to

Headquarters, Office of Elderly and Assisted Housing, ATTN:

Services Branch, at 202-708-2583, and follow-up with hardcopy by

overnight mail.

The report must contain the original HUD-92296s,

listing all scored projects and requested (or corrected) funding

amounts and an appropriate transmittal memorandum. Fill out the

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section entitled: \"After Review of Applications \...Regional

Office.\"

List all scored applications, then list all

rejected applications.

Remember to attach an Exhibit 3 for each

approvable applicant which has applications in jurisdictions

other than your own.

Also insert in the former Regional portion of the

HUD-92296, the specific scores on criterion b (degree or adequacy

\- 15 points, max.). f (budgets - 15 points, max.), g (excess

match - 3 points max.). and i (lack of existing services - 5

points max.). These criteria-specific scores are needed in case

of one or more ties.

The Director of Multifamily Housing shall insure

that all scored applications are ranked by score order, highest

score first. In cases where scores are the same, the applicants

must be listed in alphabetical order. A GTR designate must be

listed for each approvable application, with a telephone number.

Please show the GTR\'s name in the manner in which it is listed in

cc:mail and add the post office. e.g. John A. Smith at BOSPOST4.

Rejects will NOT have a GTR listed.

Also, add any appropriate comments for each rated

application.

NOTE: The HUD-92296 need not be used. Blank

paper is acceptable as long as the

format is followed and the indicated

information is provided.

FAX this report to Headquarters by August 19, 1994

(37 days after the application submission deadline of July 13,

1994).

NOTE: HUD Headquarters will conduct a

post-audit in the fall on a sample of

applications to determine the degree to

which the review was accurate and

conformed to the statute, regulations

and NOFA.\"

Paragraph VI, \"HUD Regional/FmHA HQ Ranking and

Selection Process\" is deleted for HUD Regional staff; HUD

Headquarters staff will carry out these functions in simplified

form. FmHA staff will carry out instructions for subsections

VI.C-G and VI.I(2), as appropriate.

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PARAGRAPH VI.I(2), \"FmHA\", is modified as

follows:

\"An appropriate FmHA official shall FAX a report

on each project to HUD Headquarters, Office of Elderly and

Assisted Housing, ATTN: Services Branch, at 202-708-2583.

The report must contain the original HUD-92296s,

listing all scored projects and requested (or corrected) funding

amounts and an appropriate transmittal memorandum. Fill out the

section entitled: \"After Review of Applications \... Regional

Office.\"

List all scored applications, then list all

rejected applications.

Remember to attach an Exhibit 3 for each

approvable applicant which has applications in jurisdictions

other than your own.

Also insert in the former Regional portion of the

HUD-92296, the specific scores on criterion b (degree or adequacy

\- 15 points, max.), f (budgets - 15 points, max.), g (excess

match - 3 points max.), and i (lack of existing services - 5

points max.). These criteria-specific scores are needed in case

of one or more ties.

The FmHA official shall insure that all scored

applications are ranked by score order, highest score first. In

cases where scores are the same, the applicants must be listed in

alphabetical order. A GTR designate must be listed for each

approvable application, with a telephone number. Include with

each GTR the City and State of the FmHA office where the GTR is

located. Rejects will NOT have a GTR listed.

Also, add any appropriate comments for each rated

application.

NOTE: The HUD-92296 need not be used. Blank

paper is acceptable as long as the

format is followed and the indicated

information is provided.

FAX this report to HUD Headquarters by August 19,

1994 (37 days after the application submission deadline of July

13, 1994).\"

Paragraph VII.A \"ISSUANCE OF THE HUD 185.1 AND THE

SELECTION LIST BY THE REGIONAL OFFICE\", is modified as follows:

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\"VII.A ISSUANCE OF THE FUNDING DOCUMENT AND

SELECTION LIST BY HEADQUARTERS:

The Director of Housing or Director of Multifamily

Housing will receive a selection list and notification of funding

by September 9, 1994. The RAD will receive a copy of these

documents, and will then reserve the funds.

Both the HUD and FmHA grant numbers must be

entered into the Section 8 MIS at this time (see instructions at

Paragraph V.F(1)(b) and V.F(2)(b)).\"

Paragraph VII.E, \"NOTIFICATION OF APPLICANTS:\",

item 2, \"Selection Letters and Request for Corrections\", is

rewritten as follows:

\"Once the HUD CHSP GTR has prepared the SF-718 as

required at Paragraph VII.D, the Grant Officer, as appropriate,

shall send a notification of grant award letter to all selected

HUD and FmHA applicants, including the amount of funds to be

provided, and requesting signature of acceptance and return of

the letter. This is done after the Congressional Notification

procedure cited in Paragraph VII.B.

A request for acceptance of the grant award and

its signed return must be on the notification of grant award

letter. An authorized person of the selected applicant agency

must sign the notification of grant award letter in the

appropriate space. The letter, with the applicant\'s

acknowledgement of acceptance, must be returned to the State/Area

office by 3:00 P.M., local time, September 30, 1994.

The letter must also request return of any

corrections or modifications for inclusion into the grant award

(see Paragraph V.J, prior). (State/Area Offices may also receive

necessary corrections from FmHA Headquarters which must be

attached to the FmHA selection letters.) State/Area Office/FmHA

Headquarters may provide Technical Assistance on applicant\'s

questions related to any necessary corrections.

Selected applicants must send their responses on

such corrections back to HUD, or FmHA Headquarters, where

appropriate, within 14 calendar days of the applicant\'s date of

acceptance on the grant award notification letter (see sample HUD

letter format, Appendix 12A and sample FmHA letter format,

Appendix 12B).

Each letter must have the following enclosures for

completion and return to the GTR designate within 14 calendar

days of the applicant\'s date of acceptance on the grant award

notification letter.

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\- SF-1199A \"Direct Deposit Form\" (see Appendix

13);

\- HUD-27054 \"LOCCS Access Security Form (see

Appendix 14);

\- notification of HUD-approved budget or

residual receipts account, if appropriate

(see Paragraph VII.E(3), below); and,

\- where relevant, the letter will advise of

conditions and/or requests for any program

modification required by HUD to which the

grantee must agree in order to receive the

CHSP award.

3\. Approval of HAP Contracts and Regulatory Agreement

Amendments by HUD Field Offices (Section 202

projects only):

Follow Notice H-94-14.

Paragraph VIII.A \"PROCESSING OF CORRECTIONS:\" is

renamed \"ACCEPTANCE OF THE GRANT AWARD AND PROCESSING OF

CORRECTIONS:\", and is modified by adding a new opening paragraph

as follows:

\"If the acceptance of the award by the applicant

is received on or before 3:00 local time, September 30, 1994, the

funds are obligated and final processing of the grant award may

proceed. If required corrections are received within the

requested timeframe, then the applicant may proceed to

negotiations and grant award (see full descriptive paragraph in

Notice H-94-14). Please note that, even though the funds have

been obligated by the initial selection letter, CORRECTIONS AND

NEGOTIATIONS MAY REDUCE THE CHSP FUNDS ACTUALLY NEEDED FOR THE

GRANT. In such cases, follow H-94-14, Paragraph VIII.A and B,

before completing and executing the Grant Assistance Award (see

paragraphs VIII.C and D).

All negotiations must be completed and grants

executed by November 15, 1994.\"

Paragraph VIII.D, \"EXECUTION OF GRANTS\",opening

paragraph, is rewritten as follows:

\"The selected applicant must sign the grant

assistance award in block B19 and return it to the Grant Officer

for execution within 10 calendar days of the date the transmittal

to the selectee.

Paragraph 2 is deleted; paragraph three remains as is.\"

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Paragraph VIII.E, START-UP\", is modified as

follows:

\"In Paragraphs two and three replace Notice cites

H-93-5 I with its replacement H-91-41.\"

A revised Appendix 2 is attached, as is a revised

Appendix 12A and 12B. TO THE EXTENT THAT STATE/AREA OFFICES/FmHA

HEADQUARTERS CAN COMPLETE PROCESSING IN ADVANCE OF THE LISTED

TIME SCHEDULE, THEY SHOULD DO SO.

NOTE: It is possible for an approved applicant to

decline an offered grant award.

If so, and the funds reserved originally are from

Appropriation Number 863/40178, the funds must be

dereserved from the applicant which declined and

transferred by reservation to an applicant with a

new reservation under Appropriation Number

864/50178. Dereserve that applicant\'s original

reservation under Appropriation number 864/50178.

The dereservation and re-reservation of funds are

two separate actions. A SF-718 must be completed

for each process (see Paragraph VII.D for

instructions on the preparation of a SF-718). The

dollars from the 864 appropriation will remain

available in FY 1995, but if the dollars from the

863/40178 appropriation are NOT re-reserved, they

will revert to the Treasury on September 30, 1994.

Any dollars dereserved from approved applicants

declining awards under Appropriation Number

864/50178 will remain available in FY 1995.

The following additional appendices from H-94-14

which may be mailed to applicants have a modified signatory:

Appendices 5A, 7A, 8, 10A and 15 must now be signed by the

Director of Housing or Director of Multifamily Housing, as

appropriate.

If there are any questions, please call the HUD

Headquarters Desk Officer at 202-708-3291.

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Assistant Secretary for

Housing-Federal Housing

Commissioner

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Appendix 2

REVISED TIMETABLE

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Activities DATES

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1\. Publication of NOFA 4/29/94

2\. Application deadline 7/13/94

3\. Completion of Eligibility Screening

(three-day screening period) 7/18/94

4\. State/Area Offices/FmHA FAX applicant lists

to HUD Headquarters 7/20/94

5\. Completion of Threshold/technical adequacy review

and preliminary rating and ranking 8/17/94

\- 14 day response period for deficiencies

5\. State and Area Office (S+AO) submits reports to

Headquarters 8/19/94

6\. Headquarters provides HUD and FmHA selection

lists to the S+AOs 9/9/94

7\. S+AOs complete Congressional Notification letters

and sends them to the Office of Congressional

and Intergovernmental Affairs 9/14/94

8\. S+AOs Issue press releases 9/19/94

9\. S+AOs issue selection letters 9/21/94

10\. Grantees must return accepted selection letters

by 3:00, local time, by this date for funds

obligation this fiscal year; if not returned on

Time, grant may be canceled 9/30/94

11\. Negotiations on terms and conditions of the grant

award begin with S+AOs and selected applicants

as of the date of timely return to the S+AO.

12\. Grants executed 11/15/94

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Appendix 12A

SELECTION LETTER FORMAT - HUD SELECTEES

Dear :

This is to inform you that your application submitted to HUD

for the Congregate Housing Services Program (CHSP) in FY 1994 has

been selected for funding. The identification number assigned to

the proposed grant is . FO - NOTE: This is the grant

number assigned in Paragraph V.F(2) of the Funding Notice. You

must reference this number in all correspondence related to the

grant.

HUD has reserved \$\_\_\_\_ for the first year of the grant and

\$\_\_\_\_\_ for the five-year total. ADD IF APPROPRIATE - A one

percent (1%) monitoring fee of \_\_\_ is also included for the first

year, as is a 1 percent fee of \$\_\_\_ for the five years of the

grant. ADD IF APPROPRIATE - In order that this office may

proceed to negotiate and award a grant to your organization, you

are requested to submit the items of information and/or

documentation identified in Attachment A. ADD IF APPROPRIATE

\- Some of these items may affect the amount reserved initially by

HUD.

You must complete and return the enclosed Direct Deposit

Form SF-1199A. All payments under the grant will be by Treasury

check or by direct deposit/electronic funds transfer to a

designated bank account remittance address through an Automated

Clearing House (ACH). Reimbursements cannot be processed without

this form.

The Department also intends to implement the Line of Credit

Control System/Voice Response System/Budget Line Item (LOCCS/VRS/

BLI) method of payment to all FY 1994 funded CHSp grantees. All

grants which have been reserved and obligated in the Project

Accounting System (PAS) will be entered into LOCCS by budget line

item. You are required to complete and return the Direct Deposit

Form SF-1199A and the LOCCS Voice Response System Access

Authorization Form, HUD-27054 to this office for processing.

Reimbursements cannot be processed without this form. A copy of

the CHSP LOCCS Notice H-91-41 is attached.

Your timely response is critical and will assist in awarding

the grant expeditiously. When HUD receives the requested

information, the processing of the grant shall proceed

expeditiously. All information must be received by \_\_\_\_\_\_\_\_\_\_,

1994, at the following address:

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Appendix 12A (cont\'d)

Until the grant agreement is executed by the Grant Officer,

the cost on any related services and activities cannot be charged

to the CHSP grant. If this letter is not signed and returned to

HUD by September 30, 1994, the grant may be canceled.

Should you have any questions concerning the CHSP and the

materials needed, you should call the Government Technical

Representative (GTR) assigned to the grant who is , at

or TDD No. . The back-up Government Technical

Monitor (GTM) for the grant is , at .

Your interest in the CHSP is appreciated and your

willingness to proceed in a timely manner at this time is

appreciated by HUD in advance.

Sincerely,

Grant Officer

Please indicate your acceptance of this grant award by having

this letter signed by your authorized official and returned to

HUD at the address specified above no later than 3:00 P.M. local

time, September 30, 1994. Upon acceptance, you, as the selected

applicant, agree to comply with all HUD requirements and agree

that failure to comply such HUD requirements may result in

cancellation of the grant award.

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\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Name Signature

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\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Title Date

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Appendix 12B

SELECTION LETTER FORMAT - FmHA SELECTEES

LETTERS ARE ISSUED BY THE APPROPRIATE HUD FIELD OFFICE)

Dear :

This is to inform you that your application submitted to the

Farmers Home Administration (FmHA) for the Congregate Housing

Services Program (CHSP) in FY 1994 has been selected for funding.

The identification number assigned to the proposed grant is

FO NOTE: This is the grant number assigned by

FmHA Headquarters; see selection list. You must reference this

number in all correspondence related to the grant.

HUD has reserved \$\_\_\_\_ for the first year of the grant and

\$\_\_\_\_\_ for the five-year total. ADD IF APPROPRIATE - A one

percent (1%) monitoring fee of \_\_\_ is also included for the first

year, as is a one percent fee \$\_\_\_ for the five years of the

grant. ADD IF APPROPRIATE - In order that this office may

proceed to negotiate and award a grant to your organization, you

are requested to submit the items of information and/or

documentation identified in Attachment A. ADD IF APPROPRIATE

\- Some of these items may affect the amount reserved by HUD.

You must complete and return the enclosed Direct Deposit

Form SF-1199A. All payments under the grant will be by Treasury

check or by direct deposit/electronic funds transfer to a

designated bank account remittance address through an Automated

Clearing House (ACH). Reimbursements cannot be processed without

this form.

The Department also intends to implement the Line of Credit

Control System/Voice Response System/Budget Line Item (LOCCS/VRS/

BLI) method of payment to all FY 1994 funded CHSP grantees. All

grants which have been reserved and obligated in the Project

Accounting System (PAS) will be entered into LOCCS by budget line

item. You are required to complete and return the Direct Deposit

Form SF-1199A and the LOCCS Voice Response System Access

Authorization Form, HUD-27054 to this office for processing.

Reimbursements cannot be processed without this form. A copy of

the CHSP LOCCS Notice H-91-41 is attached.

Your timely response is critical and will assist in awarding

the grant expeditiously. When HUD receives the approved

information from FmHA, the processing of the grant shall proceed

expeditiously. All information must be received by \_\_\_\_\_\_\_\_\_\_,

1994, at the address below:

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Appendix 12B (cont\'d)

U.S. Department of Agriculture

Farmers Home Administration

ATTN: Sue Harris

Room 5343, South Building

14th and Independence Ave., SW

Washington, DC 20250

When HUD receives the approved information from FmHA, final

processing of the proposed grant shall proceed. Until the grant

agreement is executed by the HUD Grant Officer, costs on any

eligible services and activities cannot be charged to the CHSP

grant. If this letter is not signed and returned by September

30, 1994, the grant may be canceled.

Should you have any questions concerning the CHSP and the

materials needed, you should call Sue Harris at FmHA Headquarters

at 202-720-1606. The TDD No. is 202-245-0846. Subsequent to the

execution of the grant, the assigned Government Technical

Representative (GTR) in the \_\_\_\_\_\_\_\_\_\_ FmHA office is ,

at , or TDD No. . The HUD field office liaison

GTR will be \_\_\_\_\_\_\_\_\_\_ in the \_\_\_\_\_\_\_\_\_ SO/AO, at
\_\_\_\_\_\_\_\_\_\_\_\_.

Your interest in the CHSP is appreciated and your

willingness to proceed in a timely manner at this time is

appreciated by HUD in advance.

Sincerely,

Grant Officer

Please indicate your acceptance of this grant award by having

this letter signed by your authorized official and returned to

HUD at the address specified above no later than 3:00 P.M. local

time, September 30, 1994. Upon acceptance, you, as the selected

applicant, agree to comply with all HUD requirements and agree

that failure to comply such HUD requirements may result in

cancellation of the grant award.

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Name Signature

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Title Date

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