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SUBRECIPIENT AGREEMENT

The Subrecipient Agreement (SRA) is the basis for the contractual obligations between PRDOH and the Subrecipient. Although the main agreement contains the general responsibilities of the Subrecipient and PRDOH, Subrecipients should refer to the Exhibits of the SRA for specific requirements, timelines, goals, budget breakdown, personnel, and special conditions. SEE MORE+

SUBRECIPIENT
AGREEMENT

To access agreements executed as part of the CDBG-DR Program, follow this link below.

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TIMELINES AND
PERFORMANCE GOALS

Includes all timelines and performance goals that the Subrecipient will report on a monthly basis.

It is recommended that these milestones and goals be incorporated into subcontracts. This is what is reported on the Grant Compliance Portal.

Exhibit

HUD GENERAL
PROVISIONS

The terms and conditions included herein apply to any contracts for which any portion of the funding is derived from a grant made by HUD.

Exhibit

SPECIAL
CONDITIONS

Special conditions the Subrecipient must complete within the dates provided. These vary from subrecipient to subrecipient and are the result of a capacity assessment conducted prior to the SRA execution.

Exhibit

GRANT COMPLIANCE PORTAL

PRDOH, through oversight and monitoring efforts, ensures Subrecipients are properly carrying out activities, as agreed to in the Grant Compliance Portal.

WHAT?

The Grant Compliance Portal is the tool created for Subrecipients to comply with reporting requirements. In the Grant Compliance Portal, information regarding Key Activities and Deliverables, schedule changes, equipment, procurements, and other transactions involving grant funds will be overseen for compliance.

WHO?

Subrecipients must identify a Contract Manager POC. This will be the staff member assigned to report on the Subrecipients projects or activities funded under a CDBG-DR Program SRA.

The Subrecipient Contract Manager POC will receive their login information (username and password) upon their Grant Compliance Portal Training completion.

GCP Portal

WHEN?

New reports are available on the 25th of the reporting month and are due on the 5th of the following month.

New reports are available on the 25th of the reporting month and are due on the 5th of the following month.

HOW?

There are various tools to aid and guide the Subrecipient in the reporting process. These tools include a user manual, instructional videos, and PRDOH offers live webinars on the 3rd week of every month.

Instructional Video

For the next live webinar

Register

Register

For Procurement & Contracts:
Click Here

For Reports:
Click Here

For Request for Information (RFIs) and Inquiries & FAQs (Concierge):
Click Here

GCP Manual

Manual GCP
Download

Special Conditions

Special conditions stated in the corresponding exhibit of the SRA may include implementation of policies and procedures, organizational structure, and capacity building efforts. Information and instructions on the main topics are offered below. For any additional information, please contact the CDBG-DR Program here.

POLICIES AND PROCEDURES

Subrecipients are required to develop, update, and implement policies and procedures in compliance with PRDOH CDBG-DR policies and federal and state regulations.

To aid the compliance of this requirement, the Subrecipient shall complete the Policies Requirements Checklist and Self-Certification available on their My Profile Section in GCP. This section contains the policies, in a checklist type way, that guide the Subrecipient certify their compliance with required policies. Download instructional pager.

You can download a model template to compile the information, prior to the completion in GCP. Download Self-Certification.

Exhibit
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Process

STAFFING / ORGANIZATIONAL CHART

Subrecipient shall submit an updated organizational chart for offices and divisions in the organization participating in the implementation and management of the CDBG-DR awarded funds, that clearly demonstrate an appropriate segregation of duties in compliance with the Standards for Internal Control in the Federal Government established by the GAO, and in compliance with 2 C.F.R. § 200.303. Furthermore, the organizational chart shall also include the position, title, and employee’s name, clearly establishing the segregation of duties, including the finance division.

CAPACITY BUILDING / TECHNICAL ASSISTANCE

PRDOH is committed to support Subrecipients and increase CDBG-DR/MIT capacity through the implementation of various initiatives that include orientations and basic trainings, workshops, and technical assistance.

All Subrecipients are required to complete basic courses within a Learning Management System (LMS). The LMS currently hosts a variety of courses including:

• Finance
• Procurement
• Federal compliance
• Civil rights regulations
• Grant management and administration principles

To register personnel for the LMS, complete the Identified Staff – Online Training Form.

Technical Assistance is also available to Subrecipients ad-hoc.

Concierge

Connect to:
Concierge

HUD

Connect to:
HUD Exchange

GCP access is required for this section. If you wish to request it, please email your Program POC.

FEDERAL COMPLIANCE AND LABOR STANDARDS

The SRA between PRDOH and the Subrecipient requires the Subrecipient to follow all applicable Federal regulations in the use of CDBG-DR/MIT funds.

NATIONAL OBJECTIVES

All activities funded with CDBG-DR funds must meet one of the CDBG-DR Program’s national objectives, as defined in 24 C.F.R. § 570.208:

• benefit low-and moderate-income persons (LMI);
• aid in the prevention or elimination of slums or blight (SB), and/or
• meet community development needs having a particular urgency (UN).

The Subrecipient shall ensure that the services meet the applicable CDBG-DR national objective(s) and that Subrecipient’s contractors complete the applicable forms to document the national objective(s). The following documents aid Subrecipients with National Objectives compliance:

Subrecipient Manual
Download
Subrecipient Management Policy
Download
Program Specific
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Failure to complete/ demonstrate completion of National Objectives could result in recapture of disbursed funds by PRDOH.

ENVIRONMENTAL REVIEWS

The environmental review process is required for all HUD-assisted projects to ensure that the proposed project does not negatively impact the surrounding environment and that the property site itself will not have an adverse environmental or health effect on end users. Not every project is subject to a full environmental review, but every project must be in compliance with the National Environmental Policy Act (NEPA), and other related Federal and state environmental laws.

For more information and to access environmental assessments that have been carried out under the CDBG-DR Program, press the following link:

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DAVIS-BACON AND RELATED ACTS

The CDBG-DR Program and its subrecipients, contractors, subcontractors, and subrecipient’s contractors are subject to the requirements of the Davis-Bacon and related Acts (DBRA) as applicable which guarantee fair wages, benefits, and overtime to employees while working on government-funded construction, alternation, or repair projects in excess of $2,000.

For additional information, please follow this link to the DBRA section of the CDBG-DR Program.

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SECTION 3

PRDOH CDBG-DR Program and its subrecipients, regulations contractors, subcontractors, and subrecipient’s contractors are subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended, to provide training, employment, and contracting opportunities to low- and very-low income persons and businesses, particularly those who are recipients of government assistance for housing or residents of the community in which the Federal assistance is spent, to the greatest extent feasible.

For additional information, please follow this link to the Section 3 section of the CDBG-DR Program.

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M/WBE

As a recipient of HUD financial assistance, set forth in 2 C.F.R. § 200.321 require that PRDOH take necessary steps to ensure that all Subrecipients, contractors, subcontractors, and/or developers funded in whole or in part with CDBG-DR funds ensure that, when possible, contracts and other economic opportunities are directed to small and minority firms, women-owned business enterprises and labor surplus area firms.

For additional information, please follow this link to the M/WBE section of the CDBG-DR Program.

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