Specifications include, but are not limited to: I. Process Preparation Obtain authorization and passwords for use of HUD’s IDIS online reporting system. Review any revisions and additions to the consolidated plan process and/or the consultation process for incorporating the requirements of affirmatively furthering fair housing. Review Minot’s existing Citizens Participation Plan ensuring it meets the requirements outlined in 24CFR91.401 All consultation and the scope of work shall be undertaken as provided in the Citizens Participation Plan. Review the requirements for using the Consolidated Plan template in IDIS and discuss the format of the plan with the NDR Grant Administrator, considering any federal regulation changes, and the most recent HUD notices and guidance, Office of Fair Housing requirements and OMB requirements. Review e-mails from HUD representatives (to be provided by the City of Minot) relating to the Consolidated Plan process. Review HUD’s most recent Consolidated Plan and Annual Action Plan Completeness Checklist for Entitlement Grantees Prepare a timeline for project milestones including proposed community meetings and stakeholder interviews and including deadlines for posting of legal notices and advertisements. This timeline will be made available to the public to explain the process. Assist in preparation of the CAPER report required by HUD II. Needs Assessment Collecting statistical and informational data and preparing charts and narratives for needs assessments and market analyses in the areas of affordable housing, community development, and homelessness according to 24 CFR 91.405 Consulting with public and private agencies as outlined in 24 CFR91.100. Conducting public participation activities virtually (including two (2) public hearings during the public comment period – anticipated to run virtually coordinating meetings and focus groups, City of Minot staff can assist in public meetings; virtually assisting the City of Minot in summarizing and responding to public comments. Focus group meetings, along with interviews with community stakeholders - to be determined with City of Minot staff and consultant but at a minimum should include representatives from City departments that utilize CDBG funds for projects, business community, housing agencies, social service agencies, and other individuals deemed appropriate. Using needs assessments, market analyses, and input from consultations and public participation activities to make recommendations for a strategic plan. Providing a draft Consolidated Plan and Year 1 Action Plan for City of Minot staff staff review no later than May 15, 2024. The draft Consolidated Plan should include an Executive Summary, graphs, tables, maps, charts, and other applicable data. Finalize any edits to Plans from City of Minot staff review to release Plans for public comment no later than June 1, 2024. Incorporate City of Minot responses to comments received during public comment period into final Plans and provide electronic documents June 15, 2024 The Consultant shall gather factual and broad community input through citizen participation and data collection including: Review all data collection and statistical analysis (demographic, income, employment, housing, mortgage lending, etc.) necessary to meet HUD requirements for these documents, to include: A comprehensive review of the jurisdiction’s laws, regulations, and administrative policies, procedures, and practices; An assessment of how those laws, etc. affect the location, availability, and accessibility of housing; Presentations at community and public meetings and moderating discussions (including preparing, copying and distributing bilingual handouts/guidebooks and preparation of meeting minutes) to gather community input on the community needs. This will include: Prepare summary of comments, conduct analysis and assess data gathered and develop 5-year priority recommendations incorporating factual data and public input collected to support those recommendations Provide notice to other required organizations. III. Preparation of 5 Year Consolidated Plan, 1 Year Action Plan and CAPER Report Develop a draft Consolidated Plan that includes 5-year funding goals, priorities and strategies, along with proposed accomplishments and performance measurements. Develop a draft FY25 Annual Action Plan that includes proposed activities, proposed accomplishments and performance measurements Prepare submission of the 5-year Consolidated Plan and the FY25 Annual Action Plan through the templates in IDIS Prepare maps to include in the plans (using HUD’s CPD maps, as applicable). Prepare tables, charts, illustrations and photographs to include in plans. Provide interval copies of plan sections to The Steering Committee for review and comment before public draft of plan is finalized. The Consultant is responsible for submitting 5 stapled black/white copies each of the draft Consolidated Plan and Annual Action Plan for public distribution and one PDF for making copies. Present drafts of both documents at an evening public meeting and prepare meeting minutes. Prepare and submit FY 25 year end CAPER reports to HUD. IV. Finalization of the 5 Year Consolidated Plan & 1 Year Action Plan Prepare last draft of both the Consolidated Plan and Annual Action Plan, incorporating information received at the public meeting, public comments and comments from the City of Minot. Last draft to be reviewed by the Steering Community prior to finalization and City Council approval. Prepare HUD’s Consolidated Plan and Annual Action Plan Completeness Checklist for Entitlement Grantees. Provide all final work products to the City of Minot.
