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2020 CDBG-CV Public Services and ESG-CV Application Guide
2020 CDBG-CV Public
Services and ESG-CV
Application Guide
Community Development Division- www.coloradosprings.gov/community-development
2020 CDBG-CV & ESG-CV Application Guide
City of Colorado Springs
Community Development Division
The Community Development Division manages the City of Colorado Springs
entitlement funds from the U.S. Department of Housing and Urban Development
(HUD). Our mission is to create strong, sustainable, inclusive communities and quality
affordable homes for all people in Colorado Springs.
The Community Development Division is
pleased to announce the start of the application
period for CDBG-CV Public services and ESG-
CV funds to help organizations prevent,
prepare for, and respond to the
coronavirus.
Nonprofit organizations, faith based
organizations, and public agencies are invited to
apply.
Application period: June 1 – June 26, 2020
Funding Availability
Community Development Block Grant
(CDBG-CV)
$1 million
Emergency Solutions Grant (ESG-CV)
$400,000
Minimum request amount
$50,000 (both programs)
Community Development Division- www.coloradosprings.gov/community-development
2020 CDBG-CV & ESG-CV Application Guide
In response to the coronavirus outbreak, the CARES Act made $5 billion
available in additional Community Development Block Grant (CDBG-CV)
funds and $4 billion in Emergency Solutions Grant (ESG-CV) funds. As
a grantee of funds from the U.S. Department of Housing and Urban
Development (HUD), the City of Colorado Springs Community
Development Division received a special allocation of CDBG-CV ($1.8
million) and ESG-CV funds ($887,000) to prevent, prepare for, and respond to the coronavirus and meet our community’s immediate needs.
Federal law requires that these grant funds primarily benefit low- and
moderate-income persons (80% AMI or below).
Eligibility Information
In addition to meeting the basic eligibility requirements for the CDBG and ESG programs (outlined in this
guide), all proposed projects MUST provide the following:
A documentable connection between the coronavirus impact on client needs and the applicant’s
service delivery.
Assurance that the applicant is not receiving financial assistance from other sources for the
expenses detailed in their application AND the ability to determine that a clients are not being not
met from other funding sources. (See HUD’S guidance on Duplication of Benefits
regulations).
What else do I need to know?
It is important to understand that both grant programs are reimbursement grants. Eligible expenses that
are directly related to COVID-19 may be reimbursed from the start of the outbreak, no earlier than
January 21st, 2020 and through March 31, 2021. While HUD has issued several waivers for some key
program requirements, the general eligibility, documentation, and compliance expectations are still in place.
For more the most up to date information on COVID-19 and HUD guidance please visit the HUD
coronavirus information portal and the City of Colorado Springs COVID-19 resource
information page.
Funding Source
Community Development Division- www.coloradosprings.gov/community-development
2020 CDBG-CV & ESG-CV Application Guide
The Community Development Block Grant Program (CDBG) was authorized under Title I of the Housing and Community
Development Act of 1974. The program was established to provide annual grants on a formula basis to local jurisdictions.
The focus of the program is to help develop viable urban communities, provide decent and suitable housing, and expand
economic opportunities to principally low and moderate communities.
CDBG Public Services
Public Services are a particular activity of the CDBG program and the
activity chosen by the City to best serve those affected by the
pandemic at this time. The funds generally support service delivery
costs for organizations serving low-income populations. CDBG Public
Services grants must specifically go toward expanding existing
services or creating new services to serve those populations.
Organizations that provide social services and/or other types of
direct assistance to individuals or households are generally eligible to
apply for funds.
What types of activities are eligible under CDBG Public Services?
Eligible activities can be broken into two categories: eligible service delivery costs and eligible program types.
Service Delivery Costs
General Service Delivery costs can include items such as:
Salary and benefits
Supplies
Overhead (utilities, maintenance, etc.)
Transportation/mileage
Program Types
Eligible program types can include:
Nutritional programs
Childcare programs
See following page for the COVID-related program types we are seeking this round.
The following activities are NOT eligible under the CDBG-CV Public Services grant:
Political activities
General government activities
Purchase of equipment
Direct cash payments to clients
Construction
For more information, please visit the HUD CDBG Public Services basic information overview.
Community Development Division- www.coloradosprings.gov/community-development
2020 CDBG-CV & ESG-CV Application Guide
2020 CDBG-CV Public Services Priority Areas
1. Housing Stability
These are programs that serve households who have lost their income due to COVID-19 find and keep
safe and stable housing. Activities that are eligible under this priority include: Rental housing subsidies,
subsistence payments, and security deposits.
2. Whole Family Health and Safety
These are programs that address the physical and mental health of all generations in relation to COVID-19
needs. Activities that are eligible include: Senior services, services for persons with disabilities, youth
services, child care services, substance abuse services, services for victims of domestic violence (this
includes dating violence, sexual assault or stalking), mental health services, food banks, and health
services.
3. Resilience
These are programs that help individuals and families emerge from the COVID-19 crisis stronger. Activities
that are eligible include: Rental housing subsidies, subsistence payments, and security deposits.
4. Key Populations
Households making less than 60% area median income who have experienced a loss or reductions of
income due to the coronavirus.
All awardees are required to adhere to code of federal regulations that specifically outlines the uniform administrative
requirements, cost principles, and audit requirements for receiving a federal award. This regulation is known as the
Overview for Grantees and/or 2 CFR part 200. This regulation covers the following areas of federal grant management:
Internal Controls Procurements Standards
Standards for Financial Management Conflicts of Interest
Cost Principles Program Income
Audit Requirements Direct and Indirect Costs
All applicants are required to review and adhere to these outlined federal requirements.
For more information please see HUD guidelines on 2 CFR part 200.
Funding priorities
Each grant cycle, the City carefully considers where the CDBG Public Services funds will be most effective in serving
the citizens of Colorado Springs. When reviewing applications, funding considerations and approvals will be
evaluated upon those projects that closely address the City’s outlined priority areas.
Overview for Grantees
Community Development Division- www.coloradosprings.gov/community-development
2020 CDBG-CV & ESG-CV Application Guide
Meeting a national objective
The CDBG program requires that all funded activities must meet at least one of three national objectives,
only one of which applies to public services projects. All CDBG Public Services funding requests must meet
the objective of benefitting low- to moderate-income (LMI) persons.
Low-moderate Clientele Benefit
These are activities or programs that benefits a specific group of LMI residents regardless of their address.
Examples include:
Temporary rental assistance for low-income households
Homeless shelter operations
Most eligible public service activities and/or programs for vulnerable populations
Low-moderate Area Benefit
These are activities or programs that benefit all residents in a defined geographic area that has a majority
of LMI residents. These can include:
Community centers
Transit services improvements, etc.
Which national objective standard does your
project meet?
How do you document this?
Low-moderate income clientele (LMC)
At least 51% of the beneficiaries of the activity must be LMI.
Client intake forms that capture total income and
household size
You serve a population presumed to be LMI
(homeless, victims of domestic violence, developmentally
disabled adults, etc.)
Low –moderate income area (LMA)
This is rare for Public Services activities. LMA
activities serve whole geographic areas that are
majority (51% or more) LMI.
Provide address of service with current Census tract
income data.
Community Development Division- www.coloradosprings.gov/community-development
2020 CDBG-CV & ESG-CV Application Guide
Low- Moderate clientele Benefit
These are activities or programs that benefit a specific group of LMI residents regardless of their address.
These types of activites can include:
Facility improvements for a headstart classroom
Homeless shelter operations
Most public service eligible programs/activities
Low- Moderate income Area Benefit
These are activities or programs that benefits all residents in a defined geographic area that has a majority
of low to moderate income residents. These types of activities/programs include:
Improvements to sidewalks
Community centers
Transit improvements etc.
Which national objective standard does your
project meet?
How do you document this?
Low-moderate income clientele (LMC)
At least 51% of the beneficiaries of the activity must
be LMI.
Client intake forms that capture total income and
household size
You serve a population presumed to be LMI
(homeless, victims of domestic violence,
developmentally disabled adults, etc.)
Low –moderate income area (LMA)
This is rare for Public Services activities. LMA
activities serve whole geographic areas that are
majority (51% or more) LMI.
Provide address of service with current Census
tract income data.
For more information please see 24 CFR 570 part 208.
The Community Development Block Grant (CDBG) requires that all funded activities meet at least one of three national
objectives. For the CDBG Program only two of the listed three national objectives can be applied to Public Service
projects.
The ESG program covers 5 components:
Street outreach
Emergency shelter
Homelessness prevention
Rapid re-housing
Data collection via the homeless management information system (HMIS)
What types of activities are eligible for ESG program funds?
Under the program components of ESG funds eligible activities can include shelter operations, rental/utility assistance,
housing relocation and stabilization services, costs for managing the HMIS database, and more.
Written Standards
The City of Colorado Springs has developed written standards for the use of ESG funds by service providers. These
standards were created in coordination with the Pikes Peak Continuum of Care (PPCoC) and were formulated to:
Establish community wide expectations on the operations of projects within the community
Ensure a system that is transparent to users and operators
Establish a minimum set of standards
Organizations who apply for and are awarded ESG grant funds must certify that they have reviewed these standards, and understand they are expected to meet or exceed these standards upon award. Please visit the ESG information page
on the Community Development Division website for more details.
COVID-19 Program Requirement Update
Program Match: Ordinarily, ESG subrecipients are required to match grant funds with an equal amount of
contributions, which may include cash, donated buildings/materials, and volunteer services. This been temporarily
waived and is specific to the ESG-CV funds addressing impacts of coronavirus only. Any subrecipients currently
receiving ESG funding for the regular program year are still required to meet standard ESG requirements.
HMIS Participation: Ordinarily, application for HMIS funds has been limited to the Continuum of Care administrative
lead. This has been temporarily waived. This can be applied to both 2020 ESG and ESG-CV projects. Subrecipients of
2020 ESG funds must contact CDD for information on how to apply this waiver to your current agreement.
Emergency Solutions Grant (ESG) grant funds are provided in order to assist individuals
and families to quickly regain stability in permanent housing after experiencing a housing
crisis or homelessness.
Community Development Division- www.coloradosprings.gov/community-development
2020 CDBG-CV & ESG-CV Application Guide
We strongly encourage service providers to refer to the City’s ESG Written Standards to
learn more about each program’s requirements, such as client eligibility, assistance limits,
documentation, and outcome reporting, prior to applying.
2020 Emergency Solutions Grant (ESG)-CV Program Types
1. Emergency Shelter
Funds the operations for low barrier, emergency shelters facing extra operational costs due to the coronavirus
outbreak. Eligible activities include: Case management, onsite services (such as patient health services),
renovations (rehab and conversion), maintenance, rent & utilities, security, fuel, equipment, insurance,
food, furnishings, supplies, and motel vouchers (only when the shelter system cannot safely
accommodate families).
2. Street Outreach
These activities are designed to meet the immediate needs of the unsheltered homeless population by
connecting them with emergency shelter, housing, and/or critical health services. Eligible activities include:
Engagement, case management, emergency health services, transportation, services for special
populations.
3. Homelessness Prevention
These are programs that provide housing relocation and stabilization services and short-and/or medium-term
rental assistance as necessary (up to 6 months) to prevent the individual or family from homelessness. Eligible
activities include: Rental assistance (arrears included), application fees, last month’s rent on a new lease,
utility deposits/payments, moving costs, case management, and credit repair.
4. Rapid Re-housing
These are programs that provide housing relocation and stabilization services and/or short-and/or medium-
term rental assistance as necessary (up to 24 months) to help homeless individuals or families directly impacted
by the coronavirus move as quickly as possible into permanent housing and achieve stability in that housing.
Eligible activities include: Rental assistance (arrears included), application fees, last month’s rent on a
new lease, security deposits, utility deposits/payments, moving costs, case management, and credit
repair.
5. Homeless Management Information Systems (HMIS)
Funds HMIS membership fees and training. Any member of the Pikes Peak Continuum of Care may apply.
All applications must demonstrate a direct need to prevent, respond to, and prepare for the coronavirus and its
impacts on people experiencing or at risk of homelessness, well as:
Low barriers to entry
Cooperation and collaboration with the Pikes Peak Continuum of Care
Participation in HMIS and Coordinated Entry where applicable
Community Development Division- www.coloradosprings.gov/community-development
2020 CDBG-CV & ESG-CV Application Guide
Every year the City of Colorado Springs aims to forge new collaborations
and foster existing partnerships with organizations/agencies who are
investing in our great community and its citizens. Before submitting an
application for CDBG-CV and ESG-CV funding we ask organizations to
evaluate the following in their determination whether to submit an
application for funding:
Has our organization applied
for funding before? What were
some of the challenges and
triumphs in the administration
of those funds?
How do our agencies services
fit into the landscape of area
service providers? How do we
ensure we aren’t duplicating
services?
Is our request for funding
specifically related to
preparing, preventing, and/or
responding to the COVID-19
outbreak?
If awarded, how ready is our
organization to carry out our
proposed work?
Is this financially feasible? Have
we explored all our options for funding outside of HUD grant
programs? If we are not
approved for grant funding
how would we fill the gap?
Are we prepared internally to
handle reporting, audit, fiscal, and monitoring requirements
for utilizing federal funds? If we
were to lose support staff in
these areas, do we have a
backup plan for staying
compliant?
Will we be able to gather all
the required documentation
for the application and if
awarded approval by the
specified deadlines?
Is our board supportive of the
CDBG/ESG grant application
process and the subsequent
requirements?
Are we able to make a case for
meeting the national objective
and how specifically will that
impact the Colorado Springs community? How many people
will be served by these funds?
We encourage agencies and organizations to consider the above before they consider
applying for federal grant funds. It is also important to note that many of the above
questions will be factors that Community Development Division staff and external
reviewers will be considering during the approval or denial of grant awards.
Community Development Division- www.coloradosprings.gov/community-development
2020 CDBG-CV & ESG-CV Application Guide
1. Complete your registration
Neighborly: All applicants must register through the city’s online grant application platform Neighborly software.
Please visit https://portal.neighborlysoftware.com/coloradospringsco/Participant to register for your online profile
and complete the grant application. IMPORTANT: All grant applications must be submitted through the online
portal. No paper applications accepted.
SAM registration: All applicants must be registered under the system for award management to do business with
the U.S. government. Please visit: www.SAM.gov to register your organization.
DUNS #: All Applicants must have a registered DUNS number to be a grant awardee. Please visit:
https://fedgov.dnb.com/webform/ to check or receive your DUNS number.
Important: We highly recommend you complete registrations prior to entering an application.
2. Gather your documents
501(c)3 determination letter from IRS
Form 990
Current organizational chart
Current organization budget
Current organization balance sheet
Organization’s non-discrimination policy
Organization’s conflict of interest policy
Organizations financial policies and procedures
Organization’s grievance and termination policy for both employees and clients
Client intake form for proposed program
Organizations mission and/or vision statement
Fair Housing and equal access policies (must address affirmative outreach and gender access); applicable to any
organization providing shelter, housing, or assisting clients in housing interactions.
Any policy documentation related to eligibility determination, prioritization, and service provision for program which
you are applying
Copy of most recent audit (single audit if required)
Any additional award or comment letters pertinent to the proposed program
RSVP to CDBG and/or ESG public workshop
If applying for ESG-CV funds, review copy of City of Colorado Springs Written Standards
https://coloradosprings.gov/ESG
Review FAQs
3. Review additional materials
Community Development Division- www.coloradosprings.gov/community-development
2020 CDBG-CV & ESG-CV Application Guide
Notice of Funding Availability
Applicant Workshops and Office Hours
For your health and in adherence to current public health precautions, pre-recorded CDBG-CV and ESG-CV presentations
will be available on the CDD website on June 5. After that date, they can be viewed anytime. The presentations will cover
important information on the types of eligible projects along with rules and regulations governing the CDBG and ESG
programs. In addition, CDD staff and a Neighborly representative will host digital office hours to offer technical assistance
and go over specific questions from applicants on the following dates:
CV Grants - Digital Office Hours
Monday, June 15 | 1:00-2:30pm
Wednesday, June 17 | 1:00-2:30pm
Thursday, June 18 | 10:00-11:30am
Meeting links and registration information will be updated on the website.
We recommend at least one representative from each applicant organization view the first presentation and take
advantage of the digital office hours to assess one’s eligibility and fully understand the requirements before an agency
invests the time and resources necessary to apply. For any questions about the application, workshops or program
eligibility, please contact Naomi Clark at (719) 385-6609 or [email protected].
Submission Deadline and Review
Additional Information
City of Colorado Springs Community Development Division
For grant application questions and information, please contact Naomi Clark at [email protected] or 719-385-
6609
For general information about the Community Development Division and our current activities please call 719-385-5912 or
email [email protected].
June 1st, 2020
Notice of Funding Availability release and Neighborly portal access begins. For more details please visit:
www.coloradosprings.gov/community-development
June 26th, 2020
Applications for CDBG and ESG grant funds are due by 11:59 p.m. MST.
June 29th, 2020
Grant application review will begin, and last approximately 6 weeks. After completion, grant applicants will be notified on
their approval/denial status.
Community Development Division- www.coloradosprings.gov/community-development
2020 CDBG-CV & ESG-CV Application Guide
Organizations that receive funding from the City of Colorado Springs Community
Development Division are expected to fulfill and uphold the following:
Notify the City of Colorado Springs of significant changes in any of the following: outcomes, policies
or program delivery structure, facilities, and/or organizational structure. It is the expectation that
any such changes will be discussed with the City of Colorado Springs to resolve problems that may
arise.
Accept and expend the grant funds provided by the City of Colorado Springs, for the program year
covered as indicated in the application and agreement.
Provide monthly/quarterly/yearly reporting as outlined in their written agreement and/or as
requested during the compliance monitoring by the City of Colorado Springs.
The organization has a system for measuring client outcomes which will reflect the program’s
effectiveness as stated in its objective.
Compliance and preparedness for periodic on-site monitoring visits. Requests for
documentation prior to the compliance monitoring should be submitted in a complete,
accurate, and timely manner as requested.
Maintain records of client level demographics and outcome achievement on a monthly/annual basis.
The organization is organized and operates according to clear lines of responsibility and
authority.
The organization is compliant with all state and federal laws and regulations and upholds 501 (c) 3
tax exempt status (if applicable).
The organization keeps complete and accurate financial records in accordance with the
Financial Accounting Standards Board (FASB).
Services funded by these grant funds are provided to all persons without regard to age, gender,
race, religion, national origin, disability, sexual orientation or any other barriers to participation.
Community Development Division- www.coloradosprings.gov/community-development
2020 CDBG-CV & ESG-CV Application Guide
Coronavirus Information & Resources
1. Where can I find additional information about HUD grant programs and details on their efforts to
combat the coronavirus?
a. For more information about HUD sponsored programs and updates from HUD on the coronavirus, please
visit www.hud.gov/coronavirus for details and updates.
2. Our organization previously applied for CDBG and ESG funding for the current program year. Can we
apply again?
a. All applicants who meet eligibility criteria for both the CDBG and ESG program are welcome to apply
regardless of their award status (approved or denied) from a previous application period. It is important to
note that funding for the CDBG-CV & ESG-CV grant pool are specifically for organizations to prevent,
prepare for, and respond to the coronavirus. Applications that do not demonstrate and document that
their project request is directly related to preventing, preparing for, and responding to the
coronavirus will not be considered.
3. If our organization is receiving benefits from another resource for documentable outcomes as a result
of the coronavirus can we still apply?
a. No. Assurance that the applicant is not receiving financial assistance from other sources for the expenses
listed in the application AND the ability to determine client’s needs not met from other funding sources. For
more information on the Duplication of Benefits Analysis please HUD’s guidance on the duplication of
benefits regulations.
Application Requirements & Resources
1. Are there grant writing resources available?
a. While there are numerous grant writing resources the Pikes Peak Library District offers training, writing,
and funding resources on obtaining grant funding. For more information please visit
www.research.ppld.org/grants for more details. Additionally the Colorado Non-Profit Association offers
training, resources, and information on both grant writing and additional resources for organizations assisting
in the efforts to address the coronavirus. For more details please visit www.coloradononprofits.org .
2. We’re a new organization and don’t have some of the items on the checklist. Can we still apply?
a. No. All items on the checklist are required documentation that will be requested in the Neighborly
application portal. You can save your progress if you need additional time to gather documentation, however
incomplete applications will not be accepted and/or reviewed.
Community Development Division- www.coloradosprings.gov/community-development
2020 CDBG-CV & ESG-CV Application Guide
Application Requirements & Resources
1. One of the application requirements is to provide a copy of our most recent financial audit, however
our organizations did not make more than the $750,000 expense threshold as outlined in 2 CFR 200
Part F the Overview for Federal Grantees. Are we still required to submit documentation for this
requirement?
a. Yes. To be eligible for CDBG-CV and/or ESG-CV funds all organizations must meet the requirements
outlined in 2 CFR 200 Part F. If an applicant does not meet the $750,000 threshold they are still
required to submit the most recent Fiscal review and/or independent accountant’s review in lieu of audit
documentation.
2. What is the minimum award for CDBG-CV & ESG-CV grant funding?
a. The minimum award amount for the current grant cycle is $50,000.
3. Whom do we contact for technical support for the Neighborly Software portal?
a. Please email [email protected] for technical issues.
4. Our organization has more than one project we would like to apply for HUD funding, is this
possible?
a. Yes. Each project must be submitted as its own application in the Neighborly software system. Please be
advised that approval of on application does not guarantee approval of another.
5. When are applications due?
a. Applications are due June 26th by 11:59pm) MST. Partial applications will not be accepted.
6. My organization helps families at risk of homelessness, but we don’t participate in coordinated
entry. Can we still apply for ESG-CV funding?
a. Yes. However, the Pikes Peak Continuum of Care and City are working on CE standards for homeless
prevention activities. Once those are approved and in place, ESG Homelessness Prevention subrecipients will
be expected to participate in CE.
7. Organizations are required to submit a copy of the Fair Housing and Equal Access Policy. If we are
not a housing provider do we still need to submit this documentation?
a. If you are not a provider of shelter, housing, or do not facilitate housing transactions (e.g., housing
counseling, credit repair, housing navigation, or rental assistance), then you do not need a Fair Housing or
Equal Access policy. If you provide any of the services above, your organization needs to adopt a Fair Housing
and Equal Access policy.
Community Development Division- www.coloradosprings.gov/community-development
2020 CDBG-CV & ESG-CV Application Guide
Additional Information
1. How soon will I know if my application is approved?
a. Typically, after the application period has concluded, letters of approval/denial are sent to applicants within 6
weeks.
2. If we are awarded, how soon can we start spending grant funds?
a. Once given the notice to proceed letter from city staff, organizations can start submitting requests for eligible
costs back dated as of January 21st, 2020 for strictly coronavirus- related eligible activities.
3. We were awarded grant funds from Community Development last year and still haven’t finished
spending it. Can we add it to this year’s request?
a. No. Awarded grant funds must be spent during and by the end of the program year as agreed upon. If an
organization experienced a significant setback through no fault of their own, those requests for extension will be
reviewed on a case by case basis.
4. We need grant funds to hire a new staff member to carry out proposed work. Does the contract
clock start when the new staff member is hired?
a. No. Proposed work must be completed no earlier than the start of the outbreak, January 21st, 2020, through
the end of the CDD program year, March 31st
, 2021.
5. Can we use grant funds to pay for indirect costs associated with program operations?
a. Yes, as long as those costs fall within the OMB regulations. Subrecipients will need to submit an indirect
cost plan at the time of drafting the agreement. You can find more information at: https://www.hud.gov/sites/documents/16-04CPDN.PDF
The Community Development Division greatly appreciates the efforts and impact our community
partners have on the citizens of Colorado Springs. Please feel free to reach out to
[email protected] with any grant application inquiries.
For more information and resource guidance on the City of Colorado Springs coronavirus response
please visit: https://coloradosprings.gov/economic-development/page/covid-19-response-
helping-businesses
