CDBG Administrative Services

Sample Contract
PART II
MANAGEMENT/ADMINISTRATION
PROFESSIONAL SCOPE OF SERVICES
The Management/Administrative Firm shall provide the following scope of services:
A. Project Management
1. Develop a recordkeeping system consistent with program guidelines, including the establishment of a
filing system.
2. Maintenance of filing system.
3. Provide general advice and technical assistance to Grant Recipient personnel on implementation of
project and regulatory matters.
4. Assist in the procurement of professional consulting engineering services through the request for
proposal process, if applicable, and as required by the CDBG regulations.
5. Furnish Grant Recipient with necessary fonns and procedures required for implementation of project.
6. Assist the Grant Recipient in meeting all special condition rnquirements that may be stipulated in the
contract between the Grant Recipient and TDA-Office of Rural Affairs.
7. Prepare and submit to TDA documentation necessary for amending the CDBG contract.
8. Conduct re-assessment of environmental clearance for any program amendments.
9. Prepare and submit quarterly reports (progress and minority hiring).
10. Prepare Recipient Disclosure Report fonn for Grant Recipient signature and submittal.
11. Establish procedures to document expenditures associated with local administration of the project.
12. Provide guidance and assistance to Grant Recipient regarding acquisition of prnperty:
* Submit required reports concerning acquisition activities to Office;
* Establish a separate acquisition file for each parce1 of real property acquired;
Detennine necessary method(s) for acquiring real property;
ci Prepare correspondence to the property owners for the Grant Recipient's signature to acquire the
property or to secure an easement; and
* Assist the Grant Recipient in negotiation with property owner(s).
13. Maintain CDBG Property Management register for any property/equipment purchased or leased.
14. Serve as liaison for the Grant Recipient during any monitoring visit by staff representatives from either
TDAorH.UD.
B. Financial Management
1. Assist the Grant Recipient in proving its ability to manage the grant funds to the state's audit division.
2. Assist the Grant Recipient in establishing and maintaining a bank account (Direct Deposit account)
and/or separate local bank account, journals and ledgers.
3. Assist the Grant Recipient in submitting the required Accounting System Certification letter, Direct
Deposit Authorization Form (if applicable), and/or Depository/ Authorized Signatory form to TDA.
4. Prepare all fund drawdowns on behalf of the Grant Recipient in order to ensure orderly, timely
payments to all contracting parties within the allotted time period.
5. Review invoices received for payment and file back-up documentation.
6. Provide general advice and technical assistance to Grant Recipient personnel on implementation of
project and regulatory matters.
7. Assist the Grant Recipient in establishing procedures to handle the use of any TxCDBG program
income.
C. Environmental Review
1. Prepare environmental assessment.
2. Coordinate enviromnental clearance procedures with other federal or state agencies and interested
paiiies responsible for implementing applicable laws.
3. Document consideration of any public comments.
2012 TxCDBG Project Implementation Manual Appendix I 8