This Administration Manual is provided to assist Louisiana Disaster Recovery Community Development Block Grant grantees and Subrecipients (parishes and units of local government) in implementing disaster recovery grants. It provides guidance regarding the general requirements included in all Cooperative Endeavor Agreements (CEAs) that apply to parishes and units of local government.

On June 28, 2012, OCD-DRU presented a webinar about Monitoring and Close-Out Procedures, addressing Chapters 12 and 13 of the Administration Manual.

Disaster Recovery Administrative Manual, Version 3.3 Instruction Packet **Print this packet to update your binder with Version 3.3 revisions**

Disaster Recovery CDBG Administration Manual (click to download complete manual)

 Section 1 Introduction (click to expand, double-click to collapse)
• Section 1 (complete copy in PDF format)

Exhibits - Section 1 (click to download all Section 1 Exhibits in PDF format)

Exhibit 1-1 Katrina/Rita Disaster Recovery Waivers

Exhibit 1-2 Ike/Gustav Disaster Recovery Waivers

 Section 2 Administration (click to expand, double-click to collapse)
• Section 2 (complete copy in PDF format)

  Exhibits - Section 2 (click to downoload all Section 2 Exhibits in PDF format)

  Exhibit 2-1 Sample Louisiana DR CDBG Request for Project Amendment Form

  Exhibit 2-2 Sample Citizen Participation Plan

  Exhibit 2-3 FAQ's Concerning Equal Opportunity

  Exhibit 2-4 Sample Construction Contract Checklist

 Section 3 Grant Implementation Checklist (click to expand, double-click to collapse)
• Section 3 (complete copy in PDF format)

 Section 4 Records Management(click to expand, double-click to collapse)
• Section 4 (complete copy in PDF format)

 Section 5 Financial Management(click to expand, double-click to collapse)
• Section 5 (complete copy in PDF format)

Exhibits - Section 5 (click to downoload all Section 5 Exhibits in PDF format)

Exhibit 5-1 Sample Request for Vendor Information

Exhibit 5-2 IRS Form W-9

Exhibit 5-3 OCD/DRU Authorized Signature Form

Exhibit 5-4 EFT Enrollment Form

Exhibit 5-5 HUD Form 2880-Applicant or Recipient Disclosure/Update Report

Exhibit 5-6 Grantee Statement of Assurances

Exhibit 5-7 Sample Financial Statements

Exhibit 5-8 Sample Timesheets

 Section 6 Procurement Methods and Contractual Requirements(click to expand, double-click to collapse)
• Section 6 (complete copy in PDF format)

Exhibits - Section 6 (click to downoload all Section 6 Exhibits in PDF format

Exhibit 6-1 Sample Procurement Policy

Exhibit 6-2 Sample Contract Documents Guide

Exhibit 6-3 24 CFR 570.611 Conflicts of Interests

Exhibit 6-4 Cost-Price Detail (Adobe PDF)

Exhibit 6-4 Cost-Price Detail (MS Excel)

Exhibit 6-5 Quick Guide to Cost-Price Analysis

Exhibit 6-6 Sample Ad for Proposals for Administration Consulting Services

Exhibit 6-7 Sample Housing Scope of Services

Exhibit 6-8 Instructions for Administration Consultant RFP

Exhibit 6-9 Sample RFQ for Engineering Services

Exhibit 6-10 Sample Contract for Professional Services

Exhibit 6-11 Bonding Verification

Exhibit 6-12 Verification of Prime Contractor Eligibility

Exhibit 6-13 Sample Verification of Professional Services Eligibility

Exhibit 6-14 Sample Notice of Contract Award

Exhibit 6-15 Sample Agreement for Appraisal Services

Exhibit 6-16 Compliance Provisions for Professional Services Contracts

Section 7 Labor Regulations(click to expand, double-click to collapse)
• Section 7 (complete copy in PDF format)

Exhibits - Section 7 (click to downoload all Section 7 Exhibits in PDF format)

Exhibit 7-1 Sample Project Wage Rate Sheet

Exhibit 7-2 Sample Verification of Project Wage Rate Sheet and Project Sign Posting

Exhibit 7-3 Sample Required Construction Site Posters

Exhibit 7-4 Sample Appointment of Labor Compliance Officer

Exhibit 7-5 Wage Decision Example

Exhibit 7-6 Verification of Wage Decision/a>

Exhibit 7-7 Sample Payroll Deduction Authorization Form

Exhibit 7-8 Sample Labor Standards Enforcement Report

Exhibit 7-9 Report of Additional Classification and Rate (HUD 4230A)

Exhibit 7-10 Record of Employees Interview Form

Exhibit 7-11 Force Account Record Keeping

Exhibit 7-12 Sample Contractors or Subcontractors New Employee Information Form

Exhibit 7-13 Sample Contractors or Subcontractors Existing Employee Information Form

Exhibit 7-14 Payroll Form and Statement of Compliance

Exhibit 7-15 OCD/DRU Payroll Review Flowchart

 Section 8 Civil Rights(click to expand, double-click to collapse)
• Section 8 (complete copy in PDF format)

Exhibits - Section 8 (click to downoload all Section 8 Exhibits in PDF format)

Exhibit 8-1 HUD Complaint Register

Exhibit 8-2 Suggested Activities to Affirmatively Further Fair Housing

Exhibit 8-3 Sample Section 504 Assurance (ver 3.0)

Exhibit 8-4 Sample Summary of Actions Taken to Achieve Compliance with Section 504

Exhibit 8-5 OCD Section 504/ADA Technical Assistance Handbook

Exhibit 8-6 Certification of Bidder Regarding Section 3

Exhibit 8-7 Contractor or Subcontractors Section 3 Plan, if Required (Including Tables A & B)

Exhibit 8-8 Sample Certification of Proposed Subcontractor Regarding Section 3 and Segregated Facilities

 Section 9 Environmental Review (click to expand, double-click to collapse)
• Section 9 (complete copy in PDF format)

Exhibits - Section 9 (click to downoload all Section 9 Exhibits in PDF format)

Exhibit 9-1 Certification of Exemption for HUD-funded Projects

Exhibit 9-2 Certification of Categorical Exclusion - (Subject to 58.5)

Exhibit 9-3 Statutory Checklist for Categorical Excluded Projects Only

Exhibit 9-4 Notice of Intent to Request Release of Funds (NOI/RROF)

Exhibit 9-5 HUD Form 7015.15: Request for Release of Funds and Certification

Exhibit 9-6 HUD Form 7015.16: Authority to Use Grant Funds

Exhibit 9-7 Certification of Categorical Exclusion (Not Subject to 58.5)

Exhibit 9-8 Statutory Checklist (SC): 24 CFR 58.5 Statutes, Executive Orders, and Regulations

Exhibit 9-9 Environmental Assessment (EA) checklist

Exhibit 9-10 Sample Combined Notice of FONSI and Intent to Request Release of Funds

Exhibit 9-11 Compliance Documentation Checklist (24 CFR part 58.6)

Section 10 Acquisition and Relocation (click to expand, double-click to collapse)
• Section 10 (complete copy in PDF format)

Exhibits - Section 10 (click to downoload all Section 10 Exhibits in PDF format)

Exhibit 10-1 Sample Voluntary Acquisition Policy

Exhibit 10-2 Preliminary Notice, Acquisition Notice, Form, and Brochure

Exhibit 10-3 Sample Statement of the Basis for the Determination of Just Compensation

Exhibit 10-4 Sample Written Offer to Purchase

Exhibit 10-5 Guide form Notice of Eligibility for Relocation Assistance - Residential Tenant

Exhibit 10-6 Sample Statement of Settlement Costs

Exhibit 10-7 Acquisition Composite List

Exhibit 10-8 Uniform Appraisal Standards for Federal Land Acquisition

Exhibit 10-9 Sample Invitation to Accompany an Appraiser

Exhibit 10-10 Sample Short Appraisal Form for Servitude Takings

Exhibit 10-11 Sample Review Appraisal Report

Exhibit 10-12 Sample Notice of Intent Not to Acquire

Exhibit 10-13 Sample Property and/or Servitude Acquisition Waiver

Exhibit 10-14 Recommended Local Relocation Policy

Exhibit 10-15 Sample Household Case Record

Exhibit 10-16 HUD Form 5280 Inspection Checklist - Housing Choice Voucher Program

Exhibit 10-17 HUD Form 40061: Selection of Comparable Replacement Dwelling

Exhibit 10-18 Sample Letter to Relocate in a Substandard Unit

Exhibit 10-19 Sample 90/30 Day Notice to Vacate

Exhibit 10-20 List of Eligible Moving Activities

Exhibit 10-21 Sample Elderly Waiver for Relocation

Exhibit 10-22 Sample Temporary Relocation Notice (Tenant)

Exhibit 10-23 Sample Displaced Tenant General Information Notice

Exhibit 10-24 Sample Notice of URA Eligibility - Nonresidential

Exhibit 10-25 HUD Notice: Relocation Assistance to Displaced Businesses

Exhibit 10-26 HUD Form 40055: Claim for Actual Reasonable Moving and Related Expenses - Nonresidential

Exhibit 10-27 HUD-40056: Claim for Fixed Payment in Lieu of Payment for Actual Nonresidential Moving and Related Expenses

Exhibit 10-28 HUD Form 40054: Residential Claim for Moving and Related Expenses

Exhibit 10-29 HUD Form 40057: Claim for Replacement Housing Payment for 180-Day Homeowner-Occupant

Exhibit 10-30 HUD Form 40058: Claim for Rental Assistance or Down Payment Assistance

Exhibit 10-31 Sample Letter of Acknowledgement: Services and Payments Rendered

Exhibit 10-32 Guideform Notice of Nondisplacement to Residential Tenant

Exhibit 10-33 General URA Acquisition Process Checklist (ver 3.0)

 Section 11 Property Managemment (click to expand, double-click to collapse)
• Section 11 (complete copy in PDF format)

Exhibits - Section 11 (click to download all Section 11 Exhibits in PDF format)

Exhibit 11-1 Sample Property Control Tracking (ver 3.0)

Section 12 Monitoring (click to expand, double-click to collapse)
• Section 12 (complete copy in PDF format)

Exhibits - Section 12 (click to downoload all Section 12 Exhibits in PDF format) (Sept 2011)

Exhibit 12-1 Sample Grantee Monitoring Plan

Exhibit 12-2 Project/Program Risk Assessment Template

Exhibit 12-3 Compliance Monitoring Core Checklist Template

Exhibit 12-4 Compliance Monitoring Project Checklist Template (Sept 2011)

Exhibit 12-4b Supplemental Worksheets for Project Checklist (Sept 2011)

Exhibit 12-5 Sample Contract Administration Form (Sept 2011)

Exhibit 12-6 Monitoring Report Template (Sept 2011)

Section 13 Closeout (click to expand, double-click to collapse)
• Section 13 (complete copy in PDF format)

Exhibits - Section 13 (click to downoload all Section 13 Exhibits in PDF format)

Exhibit 13-1 Project Completion Report

Exhibit 13-2 Sample Audit Report Excerpts (Sept 2011)

Exhibit 13-3 Sample Response to Audit Letter (Sept 2011)

Exhibit 13-4 Grantee CEA Closeout (Sept 2011)

Section 14 Lead-Based Paint, Asbestos and Mold(click to expand, double-click to collapse)
• Section 14 (complete copy in PDF format)