Community Livability Grant Applicant Information

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• DOWNLOADABLE FORMS and INFORMATION

  APPLICATION

  • Application
  • Applicant information
  • M/W/ESB Good Faith Effort Specifications
  • Submittal Checklist

  MAPS

  • ICURA Boundary Map
  • Lents URA Boundary Map

  PLANS

  • ICURA Plan (2000)
  • ICURA Community Livability Implementation Strategy (2002)
  • Lents URA Plan (1999)
  • Neighborhood Economic Development Strategy (2011)

  
  

• Application Instructions

  Up to $300,000 is available in both URAs for projects in fiscal year 2012-13.
  Proposals are due at PDC Wednesday April 11, 2012 by 5:00 p.m.

   

  Application Instructions

  • Application is available for download as a fillable PDF.
  • Application may be hand-written, but must be legible.  If typed, font should be at least 11- point type.
  • The narrative portion of the application must be limited to no more than one-single sided sheet per question.
  • Submit one original of Submittal Requirements (#1-8 below) plus an additional eight (8) double-sided copies of Submittal Requirements #1-6 only. Complete proposals should be hand-delivered or sent to Portland Development Commission c/o Susan Kuhn, 222 NW Fifth Avenue, Portland, OR 97209 by 5:00 p.m. Wednesday April 11, 2012.
  • No electronic submissions will be accepted.
  • Be green! Please do not use ring binders, section dividers, plastic spines, or any other materials that cannot be easily recycled.

• Submittal Requirements

  1. Application Form (available for download as a fillable PDF).
  2. Proposal Narrative: respond to Detailed Proposal Narrative questions in Application; limit your response to no more than one single-sided page per question.
  3. Project Budget and Bids (use budget format included in Application):  Provide a complete project budget with supporting bid(s) from a licensed contractor. A minimum of 20% of the project budgeted construction costs must be bid by State of Oregon certified Minority-Owned, or Women-Owned, or Emerging Small Businesses (M/W/ESBs) OR submit proof showing that good faith has been made to contract with M/W/ESB certified contractors. For information on documenting a good faith effort see Attachment A.
  4. Project Schedule
  5. Site map and/or project photos/schematics (optional, but helpful to Evaluation Committee).
  6. Letter(s) of support
  7. Supporting Documents :
     

     A. Commercial Lease Agreement or letter from property owner, as may be applicable.
     B. For non-profit applicants: adopted Articles of Incorporation and By-Laws.
     C. For private property owners or for-profit businesses: submit documentation of the community benefit(s) provided.
     D. If proposal involves open space: use agreement with property owner and a maintenance plan for the proposed improvements
     E. If proposal is to improve school grounds: approval from Portland Public School District or other owner and a maintenance and public access plan for the proposed improvements.

  8. Submittal Checklist (available for download as a PDF)

  Attendance at one of the Information Workshop meetings held March 6 and 7, 2012 is mandatory (see ’Applicant Information Workshops’ below).

  Complete proposals must include the Submittal Requirements and meet Threshold Requirements stated in this announcement.  Incomplete proposals will not be considered.

• Grant Announcement Schedule

  Date (week of)	Milestone
  January 24, 2012	Program Pre-Announcement
  February 21, 2012	Announcement of Funds
  March 6 and 7, 2012	Applicant Information Workshops
  April 11, 2012	Proposals Due
  April 12 – May 31, 2012	Evaluation Process / Recommendation to PDC
  June 13, 2012	Notification of Awards
  July 1, 2012	Funds Available

  
  * This schedule is subject to modification by PDC as warranted.

• Available Funds and Grant Amounts

  Up to $300,000 is available for projects in FY 2012-2013 for both URAs.  Small and large real property improvement projects will be considered.  The intent in selecting proposals is to award those that best meet the Evaluation Criteria. 

  Please note that projects may be funded in-full, in-part, or not at all.  Past grants have typically been for less than $50,000.

• Applicant Information Workshops

  Attendance at an Information Workshop is mandatory for all applicants. Individual meetings with PDC staff may be substituted for the workshop, if arranged with staff prior to the workshops.  PDC staff and Evaluation Committee members will be available at the following workshops:

  1. Tuesday March 6, 2012: 11:30 a.m. – 1:00 p.m. AND 5:00 p.m. – 6:30 p.m. at June Key Delta Community Center, 5940 N Albina Avenue, Portland, OR 97217.

  2. Wednesday March 7, 2012: 11:00 a.m. – 1:00 p.m. at SE Works, Inc., 7916 SE Foster Road, Classroom 4, Portland, OR.

• Threshold Requirements

  It is important to note that there are both policy and legal limitations on how urban renewal dollars can be allocated.  The proposal must meet the following threshold requirements to be considered for funding through the Grant Program:

  • The project must be located within the urban renewal area boundary.  View a map of the URA boundaries (Lents, ICURA) or call the program manager to verify the proposed location.
  • The proposed project must involve real property improvements to a community facility, open space or a structure or feature of historic or cultural significance.  Note:  Housing and transportation projects are not eligible for funding through the Grant Program.
  • Eligible community open space includes community gardens, small community parks, plazas, trails or wildlife habitat.   The open space cannot already be budgeted for future improvements by Portland Parks and Recreation, Metro and/or PDC.  To be eligible, proposals must include a maintenance plan for a minimum of five (5) years and a written use agreement with property owner. 
  • The applicant must have site control – ownership or lease.  Property that is not owned by the applicant must have a current commercial lease agreement with the property owner with a minimum remaining term of three (3) years and be permitted under the lease to carry out the proposed improvements. If a lease agreement is not applicable, a letter from the owner acknowledging support for the project is required.
  • Funding for the Grant Program is through tax increment financing (TIF) and, therefore, is tied to the physical improvements (including tenant improvements) of real estate projects within the URA.  Funds shall not be used for ongoing administration, maintenance costs, or working capital. 
  • The Grant Program application package must be complete.  Incomplete applications or applications that do not comply with application specifications will be rejected.
  • It is expected that the community benefit that is the purpose of awarding grant funds will be ongoing.  PDC may require the grant to be repaid if the community benefit intended is terminated within two (2) years of project completion.
  • Eligible applicants include nonprofit organizations, neighborhood and business associations, and neighborhood groups. Groups formed solely for the purpose of performing a project in a neighborhood must have a 501(c)3 or 501(c)6 nonprofit organization to serve as their fiscal agent. Some projects may require partnership with a city bureau to be eligible.
  • All schools are ineligible to apply; however, a joint proposal from a PTA and neighborhood association for improvements to school grounds that benefit the broader community is eligible.  To be eligible, proposals must address public access and include approval from Portland Public School District or other owner, as applicable, and a maintenance plan for the project.
  • Private property owners or for-profit entities may be considered an eligible applicant if one of the following conditions is met and applicant commits to continuously provide the community benefit or subsidized rent for a minimum of five (5) years after project completion:
  • Such an applicant leases or provides space for no fee or at a substantially reduced rate to meet the needs of a nonprofit organization or community group and, in the case of an existing building, such space has been leased to a nonprofit or community group on similar terms for a minimum of one year prior to application; or
  • Such an applicant provides or proposes to provide a significant community benefit that adds to the livability for area residents.
  • PDC will require the grant to be repaid if the community benefit intended is terminated within five (5) years of project completion.
  • A good faith effort to contract with State of Oregon certified Minority-Owned, or Women-Owned, or Emerging Small Businesses (M/W/ESBs) for a minimum of 20% of the project budgeted construction costs is required. Outreach is encouraged for all contract and supplier opportunities. For a list of State of Oregon certified M/W/ESB contractors, go to www4.cbs.state.or.us/ex/dir/omwesb. Or for further assistance, contact: Patricia Weekley, Business and Workforce Equity Program, Portland Development Commission, email: weekleyp@pdc.us. 

• Evaluation Criteria

  Proposals that meet the Threshold Requirements will be evaluated on their strength in achieving the goals and principles of the URA (Interstate Corridor Urban Renewal Area Plan (2000) and the Community Livability Implementation Strategy (2002) or Lents Town Center Urban Renewal Plan (1999)) and City of Portland Neighborhood Economic Development Strategy (2011).  Priority will be given to proposals that best meet one or more of the Evaluation Criteria below.  (The order of the list does not imply ranking or weighting).

  1. Accomplish one or more of the following:
  1. Maintain, enhance and/or increase useable space of an existing community facility; or add new community space. 
  2. Preservation of a structure or feature of historic or cultural significance or that otherwise recognizes and honors the diverse cultural and social heritage of the URA.  
  3. Enhance existing community open space.
  2. Meet identified need(s) in the community, particularly promoting livable and healthy neighborhoods and emphasizing the needs of the elderly, youth, people of low income and/or people with disabilities.
  3. Demonstrate  project’s capacity to build a stronger and healthier neighborhood by providing a service in the community;
  4. Benefit the broader community and demonstrate accessibility to the general public.
  5. Complement investments in housing, economic development, parks/open space or transportation that are supportive of the goals of the URA.
  6. Demonstrate community support (through partnerships, letters and other documentation).
  7. Leverage other resources – volunteer labor, donated material, donated professional services or cash; Match funding is not a requirement, but is strongly encouraged.
  8. Show financial need for PDC funds.
  9. Organizational capacity supports on-going community benefit.
  10. Project budget is realistic, complete and feasible; and supported by a minimum of one bid from a licensed contractor. 
  11. The Applicant has committed to utilize State of Oregon M/W/ESB certified contractors for at least 20% of the project construction costs.

  Please note that in addition to evaluating proposals based on the Evaluation Criteria above, preference will be given to:

  • Projects that have not received CLG funding through past announcements.
  • Construction projects over predevelopment and project planning requests.
  • Projects demonstrated to be construction-ready and able to be completed by no later than June 30, 2013.
  • Proposals that include job training or apprentice opportunities.

• Selection and Award Process

  The Evaluation Committee (the “Evaluation Committee”) evaluates proposals and makes award recommendations to PDC.  PDC makes the final decision on funding allocations, consistent with the URA plan, the plan’s implementation strategies and the City of Portland’s Neighborhood Economic Development Strategy (2011).  The Evaluation Committee is comprised of PDC staff and representatives from the community.

  • The Evaluation Committee will review all complete proposals that meet Threshold Requirements.  Applications that are incomplete or that do not meet the Threshold Requirements will be rejected. 
  • The Evaluation Committee will rate qualifying applications against the Evaluation Criteria and make funding recommendations to the PDC leadership. The PDC Deputy Director of Strategy and Operation will then make the final decision on the allocation of funds. Allocations will be consistent with the urban renewal plan, the plan’s implementation strategies and the City of Portland’s Neighborhood Economic Development Strategy (2011). 
  • Applicants will be notified of final decisions.  Awards will be announced through a media release, posted on the PDC website and e-mailed to members of the Urban Renewal Advisory Committee (URAC).
  • Successful applicants will be required to enter into a Grant Agreement with PDC that outlines the responsibilities of both parties, before work begins.
  •  Neither PDC, the URAC nor the Evaluation Committee are responsible for any costs the applicant may incur in preparing an application or proposal.

• Disbursements

  Grant award will be disbursed on an expense reimbursement basis.  The grantee is responsible for paying vendor and subcontractor invoices in full, submitting a copy of the invoice(s) to PDC, along with proof of payment for reimbursement by PDC.  Cash contributions from other sources will be required to be spent before the grant is disbursed; if the final project cost is less than estimated in the application and/or the project scope is reduced, then any required cash contribution and the grant will be reduced proportionately.

  In certain circumstances, PDC may make exceptions to the disbursement reimbursement practice, if the Grantee can demonstrate that awaiting the 2-3 week period for reimbursement by PDC for expenses incurred will result in a cash flow problem or other hardship for Grantee.  PDC may be willing to pay invoices directly that are related to the funded project or identify some other payment arrangement that is mutually acceptable to PDC and the Grantee. 

• Other Information

  • Applicants may be asked for additional information, to clarify parts of the proposal or be asked to interview with the Evaluation Committee. 
  • Administration of Grant Program:  PDC reserves the right, in its sole discretion, to determine which proposal best serves the public good and to:
    • revise the solicitation, evaluation or selection process including extending the deadline or canceling without selecting a proposal;
    • waive minor informalities and irregularities in a proposal received in response to this Grant Program;
    • disqualify without recourse or appeal any of the proposals; and
    • verify and investigate any of the information provided in the proposal.
  • Confidentiality:  Proposals received by PDC shall become a matter of public record, subject to public inspection.  To the extent that a proposer would like to obtain confidential treatment of written materials, the proposer should enclose such materials in an envelope sealed and marked "confidential" and deliver it to the PDC Office of the General Counsel.  PDC does not guarantee confidentiality. 

“Our partnership with PDC gave us both the material and technical support to revitalize our 1928 mission-style building, currently being used to deliver services to members of the African American community. PDC staff showed their true commitment to improving the livability of this historically important structure, while giving the tenants a sense of uplift and pride in their environment. We truly appreciate the support provided to the African American Health Coalition, Inc.”
– Corliss McKeever, AAHC

“PDC's investments helped us create a high profile, sustainable community space that benefits Ethos' families and our neighbors in the Humboldt neighborhood. We think very highly of PDC and the support we’ve received has been crucial to our success in shaping Ethos into a dynamic nonprofit organization. We are extremely grateful."
- Jedidiah Chavez, Executive Director

"This project almost killed me in the process, but when I look across the street now and see the results and my neighbors actually using the space, it was all worth it."
- Terah Beth Varga, TBBV Design