Docstoc

Insurance Cost in Mississippi Articles

Document Sample
Insurance Cost in Mississippi Articles Powered By Docstoc
					 ECO Cottage Grant
 Application Guide




              A program of the
Mississippi Emergency Management Agency
                May 1, 2009
May 1, 2009


Dear ECO Cottage Grant Applicant:

On behalf of everyone involved in the Alternative Housing Pilot Program in Mississippi, let me thank you
for your interest in the ECO Cottage Program. Based on feedback from the communities on the coast, we
have revised this program to make a sub-grant to successful applicants wherein each grant recipient has
the opportunity to tailor fit the ECO Cottages into community plans. All applicants need to be aware of
some basic information as they consider applying for the sub-grant from MEMA; please note the
following items:

1.      The ECO Cottages need to be placed in a village or subdivision setting;
2.      A minimum of 20 ECO Cottages must be in the village or subdivision;
3.      Single bedroom Mississippi Cottages are available to augment an ECO Village;
4.      Only local government entities or non-profit organizations can be the recipient of the sub-grant;
5.      Government entities or non-profit organizations can partner with for profit organizations for grant
        administration (including the application) and program management.
6.      To assist grant applicants, site development funds of $13,100 per ECO Cottage have been
        allocated;
7.      To assist grant applicants, administration funds of $3,000 per ECO Cottage have been allocated;
8.      MEMA reserves the right to verify and review the nature of any proposed partnering relationships
        between a Grant Applicant and a for profit organization;
9.      MEMA reserves the right to review the nature of any contractual relationship between a grant
        applicant and a for profit vendor for construction, delivery, site development contracts etc. made
        by the grant recipient;
10.     Specific to this process only, MEMA reserves the right to conduct a background check of the
        principals of any organization named in a grant application or any vendor to the grant recipient;
11.     Grant recipients are subject to the attached Articles of Agreement and amendment letters with
        FEMA and failure to comply may result in action to have the grant funds returned or repaid to
        MEMA/FEMA;
12.     It is MEMA’s desire that not less than two ECO Villages be established.
13.     MEMA will distribute funds for contractual services, administrative manpower etc.

We have scheduled an ECO Cottage Grant Application Workshop for July 14, from 9:00 a.m. to noon at
the Courtyard by Marriot on U.S. Highway 90 in Gulfport. After reviewing the enclosed Grant
Application, please call our Deputy Program Manager, Ross Ose (901) 619-8519 with questions.

The staff at MEMA looks forward to working with you on this program.

Sincerely,


Thomas M. “Mike” Womack, Executive Director
Mississippi Emergency Management Agency (MEMA)
                            ECO Cottage Grant Application Guide




                                                        Table of Contents


I.   ECO Cottage Program Overview............................................................................................................. 2

II. Program Terms and Requirements ........................................................................................................ 5

III. Application Review and Selection .......................................................................................................... 7

IV. Instructions for Completing the Grant Application ............................................................................... 9

V. ECO Cottage Grant Application ............................................................................................................ 12

VI. Designation of Contact Person and Agent(s) Authorized to Conduct Business ................................... 16

VII. Nondiscrimination Assurance ............................................................................................................... 17

      Attachment 1: ECO Cottage Fact Sheet .............................................................................................. 18

      Attachment 2: Summary of ECO Cottage Award and Transfer Process ............................................. 19

      Attachment 3: Right of Entry .............................................................................................................. 20

      Attachment 4: Estimated Costs for Permanent Placement ................................................................ 22

      Attachment 5: Ranking Criteria and Scoring Sheet............................................................................. 23

      Attachment 6: Sample Cooperative Agreement ................................................................................. 24




                                                                                                                                                  1
I.    ECO Cottage Program Overview

The ECO Cottage Program is funded through a grant (Grant Agreement EMW-2007-GR-0935)
from the Federal Emergency Management Agency (FEMA) to the Mississippi Emergency
Management Agency (MEMA). MEMA created the ECO Cottage Program to support the
housing of Katrina disaster victims with an innovative, eco-friendly alternative to traditional
disaster housing.

MEMA is seeking a local government entity or non-profit organization, NPO, to accept oversight
of the ECO Cottage development process (with funds allocated for this purpose) and eventual
ownership of the completed units. MEMA’s agreement will be solely with the local government
entity or NPO; however, these groups may choose to partner with for profit entities to provide
support for administrative functions or other subcomponents.

The current ECO Cottages design is being LEED level silver certified and engineered for
enhanced air quality and energy efficiency, sustainability and sensitivity to the environment, as
well as moisture, mold and rot resistance. The existing architectural design is for a two-bedroom
unit of 892 square feet. Grant applicants may submit an alternate design(s) for the ECO Cottages
as long as LEED level silver certification is achieved and the design is approved by FEMA. Any
costs related to the new design will be assumed solely by the grant applicant. To get a cope of the
ECO Cottage architectural plans please contact Stacy Purvis at MEMA by e-mail,
spurvis@mema.ms.gov.

Program Objectives
The objective of this program is to assist disaster victims of Hurricanes Katrina and Rita in
Mississippi’s lower six counties who have on-going housing needs as a result of the disasters.
The counties designated for inclusion in the cottage program are: Harrison; Hancock; Jackson;
George; Pearl River; and Stone.

The ECO Cottage Grant will be awarded to approved local government entities or NPOs that
will use them to provide long-term housing for disaster victims either through, rental lease, sale,
or donation to individuals. Preference will be given to those applicants who designate at least a
portion of the units as affordable housing (with rents affordable to households at 80% Area
Median Income or below).

Eligible Applicants
NPOs with proof of 501(c)3 status, and current housing activities in Mississippi and local
government entities in the lower six counties of Mississippi are eligible to apply for ECO
Cottages. It is expected that the organization and its partners can demonstrate housing
development and management experience as well as the ability to leverage funds for this
program. Individuals, for-profit entities, and NPOs that do not have IRS 501(c)3 status are not
eligible to receive ECO Cottages.

Any recipient of an ECO Cottage Grant will be deemed a sub-grantee under the Articles of
Agreement with FEMA and must comply with all terms of the agreement at least through the
two-year program period which ends on March 31, 2012.

                                                                                                      2
Installation and Occupancy
The timeline for grant submissions, award notification and subsequent activities is expected to
occur as follows:

                                                Responsible Party
                    Activity                   MEMA        Grantee          Date for Completion
        Grant Application Released               X                             On or before:
                                                                                June 1, 2009
        Public Workshop                           X                            July 14, 2009
        Grant Applications Due                                 x              August 27, 2009
        Notification of Grant Awards              X                          September 8, 2009
        Initiation of Construction Bid                         x              October 1, 2009
        Process by Grant Recipient(s)
        Receipt of Construction Bids                           x               On or before:
                                                                            December 1, 2009
        Delivery and Installation of Units                     x               On or before:
                                                                             January 31, 2010
                                                                            through March 31,
                                                                                  2010
        Occupancy of Units                                     x              March 31, 2010

As noted above, ECO Cottage grant applications must be received by August 27th, 2009 at 5:00
p.m.. Applications for developments of fewer than twenty (20) ECO Cottages at a single site will
not be considered. All applicants (successful or not) will be notified of their award status by
phone and certified mail on or before September 8, 2009. MEMA anticipates issuing a press
release shortly thereafter announcing the successful applicants and their respective allotments of
Funds and One Bedroom Mississippi Cottages.

It is anticipated that construction of the units will occur concurrent with site preparation work in
order to ensure adherence to the designated timeline for placement and occupancy of units. An
official ribbon cutting ceremony is expected to occur on or around March 31, 2010, once ECO
Cottage units have been occupied by eligible households.

Available Resources
The asset value of an ECO Cottage will be equal to at least the value of the purchase price,
delivery and installation (including cost of the foundation) and is expected to be considerable.
The total cost to design and construct the ECO Cottages will depend on the size and
manufacturer of the unit, but average costs are expected to be approximately:

                      Unit Type                               Average Cost
                      Cottage construction including
                                                                   70,000
                      foundation
                      Site development                             13,100
                      Administrative (including insurance)         3,000
                      Land acquisition                             varies



                                                                                                       3
In anticipation of these costs, MEMA will provide funds in the amounts noted above for site
development and administrative costs related to the ECO Cottages. Allowable uses of site
development funds include delivery, installation, foundations, site landscaping, road work,
sidewalks, curbs, lighting, playgrounds etc. Grant applicants are expected to leverage funds from
other sources for land, permitting costs, additional site improvements and any other expenses
associated with this program.

Grant applicants must state whether the architectural plans being utilized are the existing plans or
a newly submitted design. New designs must be submitted with the grant application and must
include a copy noting FEMA’s approval and LEED level silver certification.

An unspecified number of One Bedroom Mississippi Cottages may be available for incorporation
into an ECO Cottage Village design. The one-bedroom Mississippi Cottage is a 396 square foot
unit that was designed to rigorous construction specifications using quality materials and with
adherence to traditional design standards for Gulf Coast architecture. More information about the
unit’s construction and design specifications may be referenced at http://mscottage.org/park.
MEMA will not be able to accommodate special requests for preferences such as colors and roof
styles when allocating these units.

Specifications for Mississippi Cottages
Upon request, MEMA will provide specifications for the ECO Cottage designs and foundations
as required by applicants for their program design. All foundation plans must be drafted and
certified by an engineer licensed in the state of Mississippi and be submitted under seal of said
engineer, and must also be stamped by the State Fire Marshal’s office. For existing ECO Cottage
design and foundation plans contact Stacy Purvis at MEMA by e-mail spurvis@mema.ms.gov.

Ownership of Mississippi Cottages
The successful applicant will become the owner of the ECO Cottages. It will be the
responsibility of that local government entity or NPO to register the title either as personal or real
property, depending on whether the units as placed meet specifications for manufactured or
modular housing.

Questions related to the program and this grant application package should be submitted in writing
via e-mail to Ross Ose at rossose@bellsouth.net. Additionally, a workshop will be held on July 14
from 9:00 a.m.-noon at the Courtyard by Marriot on U.S, Highway 90 in Gulfport to address any
programmatic questions and detail the application scoring process.




                                                                                                     4
II. Program Terms and Requirements

Successful applicants will be subject to the conditions of the ECO Cottage Articles of
Agreement, as amended, between the Mississippi Emergency Management Agency and the
Federal Emergency Management Agency. Please Contact Stacy Purvis at MEMA by e-mail,
spurvis@mema.ms.gov to download and review the complete Articles of Agreement

In the event of an inconsistency in the Articles of Agreement unless otherwise provided therein,
the inconsistency shall be resolved by giving precedence in the following order:
       A. Federal Laws, including statutes covering Federal Appropriations
       B. Federal Regulations and OMB Circulars
       C. Schedule of Articles I through XVII of the Articles of Agreement

The Articles of Agreement terms and conditions remain in effect until completion of the
evaluation phase, estimated to be March 31, 2012. These stipulations will be contained in
occupancy agreements, deed restrictions, or contract terms.
Site Control
Applicants must demonstrate appropriate site control through:
      Clear or protected title to the land in “fee simple”; or
      Valid Purchase Contract; or
      Leasehold on the land for not less than 2 years that is recorded in the appropriate registry
       of deeds; or
      A lease on land in a community that is appropriately registered and licensed by the State
       or other unit of local government.
      A valid purchase option that will be executed prior to cottage delivery
The proposed site(s) for the cottages must be located in one of Mississippi’s lower six counties:
Harrison, Hancock, Jackson, George, Pearl River and/or Stone.

Unit Placement Requirements
Cottages may only be placed on sites that meet the criteria described in the Articles of
Agreement, to include:
      The proposed site(s) must pass FEMA Environmental Review. MEMA will coordinate
       this review on behalf of applicants;
      ECO Cottage sites must be superior in layout to FEMA traditional group sites and/ or
       traditional HUD code trailer parks design;
      Site plans should demonstrate a reasonable effort to comply with existing neighborhood
       design, architectural standards, etc. Preference will be given to aesthetically appealing
       designs versus bland, institutional designs;
      No units may be permanently placed in Coastal High Hazard Areas. Maps of the Coastal
       High Hazard Areas are available at FEMA’s map service center at www.msc.fema.gov;
      Units must be permanently set as modular units that meet the 150 mph wind load;
      Sites and placement must comply with minimum floodplain management requirements as
       established in local codes or ordinances; and
      Local building codes must be followed and zoning approval received.



                                                                                                   5
Insurance Requirements
Prior to final transfer of funds, applicants must demonstrate that they have insured the ECO
Cottage(s) with customary hazard/flood insurance.

Reporting Requirements
During the performance period, quarterly performance and financial reports must be submitted to
MEMA providing updates on the progress on the following goals:
      Receipt of construction, delivery and installation bids
      Site development
      Cottage delivery and installation
      Occupancy by eligible households
Progress Reports will detail accomplishments and/or obstacles in achieving the objectives in the
approved project proposal.

These reports will be due on January 15; April 15; July 15; and October 15 of each year
beginning in 2010 and concluding April 15, 2012. In the event that the due date falls on a
weekend or State holiday, the reports will be due on the next business day. Final performance
and financial reports will be due 60 days after the close of the performance period.

Resident Selection Requirements
Grant recipients under this application must insure that cottages are occupied by residents of the
State of Mississippi with preference given to occupants with ongoing housing needs, either as a
result of Hurricane Katrina or for another reason.

Primary Residence Requirements
ECO Cottages must be used as the primary residence of an eligible resident as described above
until the end of the performance period. Use of the cottages as office space, retail space, sub-
lease, or any other use that is not as a primary residence by a Mississippi resident is expressly
prohibited. A local government entity or NPO may lease cottages to eligible residents as
described above, but only as the primary residence of the occupant. It is not allowable for a
resident owner or lessee to sub-lease the cottage, even to another Mississippi resident.

Resident Notification Requirements
Applicants must ensure that all residents of the cottages:
      Are advised that occupancy results in ineligibility for further FEMA assistance related to
       Hurricanes Katrina or Rita;
      Are advised they may be asked to participate in HUD evaluation for up to four surveys
       per year for four years, including making cottage available for quality and durability
       inspections;
      Sign an agreement that they will evacuate in the event of either a voluntary or mandatory
       evacuation notice; and
      Have Personal Property insurance recommended to them (in cases where the property
       will be offered as a rental, lease-to-own or other non-ownership arrangement).




                                                                                                     6
III. Application Review and Selection

Interested parties should submit the attached grant application to be considered for participation
in the program; the application can be provided electronically (in Microsoft Word) upon request.

Review Criteria
Submitted applications will be reviewed using the following criteria:
      Adherence to program objectives of providing housing to disaster victims
      Reasonable and achievable project plan and timeline
      Relevant housing development and management experience
      Demonstrated financial capacity to successfully complete the program

Selection Process and Timeline
A committee will evaluate and rank each submitted application based on the above criteria as
well as the scoring criteria described below and in Attachment 6. Some applicants may be asked
to participate in a proposal refinement meeting if the committee has questions related to their
proposals. Invitation to participate in a refinement meeting will not be an indicator that the
proposal has been approved.

Note the timeline for review of grant applications and selection of grant awardees indicated in
the “Installation and Occupancy” section of this document.

Application Scoring

Applications will be scored by three groups independently: Ross Ose; a two person committee at
MEMA; and an independent accounting firm. If any application scores within 5% by all three
parties, an average of the three scores will be made and will become the application score. If any
application’s scores vary by more than 5%, the three scoring groups will discuss the variance to
seek resolution to the differences. Additional information may be requested from an Applicant to
help resolve scoring issues. When scoring issues have been resolved, the average of the three
scores will become the application score.




                                                                                                  7
                                  APPLICATION SCORING SHEET
                        Readiness to Proceed (70 points)                   Allowable Points
                                                                                 10
       Work breakdown schedule including timelines, completion dates,
       mobilization dates and staff in place to carry out these tasks

       Evidence of compliance with unit placement requirements (see              25
       page 5)
       Evidence of site control (see page 5)                                     25
       Level of completion of ECO Cottage plans and specifications               10
                                                                                 70
                 Geography/ Targeted Area of Need (10 points)
       Parcel(s) is/are within close proximity to: Established Downtown          10
       Districts, Workforce/Employment Centers, Schools, Access to
       Public Transport, Healthcare, Emergency Response Services
                                                                                 10
             Financial Feasibility / Financial Capacity (10 points )
       Supplemental financing in place or demonstrable ability to secure         10
       financing in a timely manner from private and public resources

                                                                                 10
                       Low Income Targeting (10 Points)
       No fewer than twenty-five (25) percent of units affordable to
       households at or below eighty (80) percent of Area Median Income          10
                                                                                 10

       TOTAL POSSIBLE POINTS                                                     100


If an application is approved, MEMA will notify grantees by phone and certified mail and will
confirm key aspects of the proposed project (such as location and number of units) and affirm the
conditional approval of the project.

Upon reaching agreement on the specific terms of the ECO Cottage project, MEMA and the
grantee will sign a Cooperative Agreement to solidify the final details of the partnership. The
Cooperative Agreement outlines the responsibilities of the grantee as well as the project
reporting requirements through the close of the performance period, March 31, 2012.

Exit Strategies
Grantees may dispose of the Cottages individually, or the complete Village development, after
the FEMA/MEMA contract period of two years at their discretion if they meet the terms below:
       Applicants should indicate what their long range plans are for the ongoing operations of
        the ECO Village if the ECO Cottages are to be utilized as rental units.
       In the event the grant recipient chooses to sell the cottages, such sales must be for fair
        market value of the asset(s) and reflect generally comparable terms for real estate
        transactions.




                                                                                                     8
IV. Instructions for Completing the Grant Application

Submission Instructions
Submit four copies to the address below by 5:00 p.m. CST August 27, 2009.
                                ECO Cottage Grant Application Program
                                         Attn: Stacy Purvis
                                           P.O. Box 5644
                                       Pearl, MS 39208-5644

Please answer the questions in the format and order provided.
There are no page limits specified; however, please attempt to answer questions succinctly.

1) ECO Cottage Grant Application - Complete the application summary including the following
   information:

          Provide the full legal name of the applicant organization. This will be the name on
           official documents such as the Cooperative Agreement with MEMA.
          Project name provided.
          Provide a name, title, phone number, and email address of a person whom MAHP may
           contact for questions about the Letter of Interest application.
          Provide the mailing address of the applicant organization, including city, state, ZIP code,
           and county.
          Provide the physical address of the applicant organization, if different. Include the city,
           state, ZIP code, and county.
          Provide the phone number for the applicant organization, if different from that of the
           Contact Person.
          Provide the Employer Identification Number for the applicant organization as recognized
           by the IRS.

2) Describe the organization of the applicant and each partner, including history, size, and
   mission. Please be brief while covering the following topics for the applicant and each
   partner:
          What year was the organization created and for what purpose? How long has the
           organization been involved in housing and/or disaster relief?
          How many employees and volunteers does the organization have?
          What is the total operating budget of the organization?
          What is the primary source(s) of funds (donations, grants, endowment, etc.)?
          Describe experience in developing, providing, financing or managing housing?

3) Describe how the ECO Cottages are expected to be used to provide permanent housing for
   eligible disaster victims. Include planned locations, such as infill lots or neighborhood
   locations (specify cities and counties) and the projected occupant demographic (e.g. senior,
                                                                                                         9
   family, etc). If multiple projects are planned, please describe them separately here,
   referencing the names listed in the Project Name(s) section. Please note that ECO Cottages
   may only be placed in the following counties: Harrison; Hancock; Jackson; George; Pearl
   River; and/or Stone.

4) For each planned location, provide the number, type and total of requested cottages (ECO
   Cottages or One Bedrooms).

5) Briefly describe the applicant’s previous experience with housing-related programs, disaster
   survivors and/or local/federal government disaster programs. Quantify achievements if
   possible (such as number of persons assisted with housing needs, number of previous
   housing projects successfully implemented, and when).

6) Describe the applicant’s source(s) of funds and in-kind resources to support this and whether
   these funds have already been received. Please include:

          Name and address of funder
          Type of contribution (in-kind, cash; if in-kind, specify the in-kind service or asset)
          Type of organization (government, NPO, individual, etc.)
          Amount of contribution
          Current status (acquired, applied for, etc.)
          Anticipated date of acquisition, if not already in hand

7) Self explanatory.

8) Attachments: Please label the attachments according to the letter in the list.

   1. Self explanatory.

   2. A description of key personnel, their proposed role(s), and a summarized description of
      their relevant work experience. Full resumes are not necessary.

   3. A timeline detailing specific dates for key milestones such as land acquisition,
      development, preparation, jurisdictional approvals/permitting, occupancy, and project
      completion. Identify the date(s) the applicant anticipates being ready to actually place
      cottages on site assuming that cottages are available. Note that all proposed sites must
      pass a FEMA Environmental Assessment. This assessment is coordinated by MEMA and
      could take between 5 and 30 days depending on the proposed site.

   4. Site plan(s) for the ECO Cottage Village. Detail proposed plans, including the current
      status of land under consideration (ownership, lease agreement, etc.) and details on any
      planned land improvements such as grading, utilities (sewer, septic, water, electrical),
      roads, curbing, etc. If the land is already developed, please indicate that also. List any
      planned improvements related to land use, recreation and/or quality of life for occupants.

   5. Describe the applicant’s plan for supporting cottage ownership or rental by disaster
      victims, and any associated program support (such as homebuyer counseling). Include
      plans for outreach to occupants as well as a planned pricing structure that describes any


                                                                                                    10
          anticipated pass-through costs to cottage renters or owners. MAHP is offering cottages
          for sale to current occupants at discounted prices averaging about $3,000 per cottage.

       6. Provide a budget detailing expected costs and sources and amounts of funding and in-
          kind resources to support costs. The proposed budget should demonstrate that the
          applicant has the financial capacity to implement the proposed project.

          The budget does not have to follow a particular format, but should include an estimate of
          key costs such as:
                 Site acquisition, lease, etc., as applicable
                 Permits
                 Surveys, if required by local jurisdiction
                 Permanent foundation preparation
                 Hazard/Flood Insurance
                 Installation of cottages onto permanent foundation
                 Closing costs
                 Counseling Fees, if applicable

           For rental projects, provide an operational budget to include:
                 Proposed rents
                 Any other revenues
                 Utility expenses
                 Insurance costs
                 Maintenance costs
                 Management fees
                 Any other anticipated fees or costs

       7. Attach letter(s) of commitment from potential financial institutions, investors, or other
          funding sources to support associated costs.

       8. Self explanatory.

       9. Self explanatory.

Optional Information
The applicant will be required to submit a Right of Entry, ROE, (Ingress/Egress) authorization to
MEMA. This allows MEMA and FEMA site inspectors to access the site in order to complete
required environmental and site reviews. If the applicant has the relevant information it may be
provided at this time using the form Attachment 3. The form must be notarized. The information
needed is as follows:

         Name, address (city, state, and ZIP), and phone number of the Landowner;
         Address of the property; and
         Legal description and parcel/tax number(s) of the property.

If the property information is not currently available (i.e., the proposed site is still in the
acquisition stage), the ROE can be submitted at a later date.

                                                                                                      11
        V.     ECO Cottage Grant Application

                          MISSISSIPPI EMERGENCY MANAGEMENT AGENCY

     Applicants must complete this application summary sheet. No late or incomplete applications will be accepted.
                                             Section For MEMA Use Only
                                                      Site 1                            Site 2
Date Received:____________                            # of ECO Cottages                 # of ECO Cottages
                                                      Requested:___________             Recommended:________
                                                      # of one bedroom MS Cottages      # of one bedroom MS Cottages
                                                      Requested: ___________            Requested: ___________

Agency Name and Address:                              Name, title, and telephone # of contact person:




Project Title: ECO Cottage Village

Location of Proposed Project (Include Parcel Number):

Brief Description of Project:
Is applicant willing to take a partial award of ECO Cottages?       Yes     No
                   Number of Cottages Requested                                       Project Funding

 Type of Cottage                     # of Cottages                    Applicant Funds             $
                                     Requested
                                                                      Other Resources to Be Leveraged
 ECO Cottages
 One Bedrooms                                                                                      $
           TOTAL for Location 1:                                                                   $
                                                                      Total Startup Funds         $
 Type of Cottage                     # of Cottages
                                     Requested                        Estimated Program Income
 ECO Cottages
 One Bedrooms                                                                          Monthly    $
           TOTAL for Location 2:                                                       Annual     $


     THIS PROJECT PROPOSAL HAS BEEN DULY AUTHORIZED BY THE GOVERNING BODY OF THE
        APPLICANT, AND THE APPLICANT WILL COMPLY WITH ALL PROGRAM GUIDELINES.
Typed Name and Title of Authorized Representative:
Telephone Number:
Signature of Authorized Representative: _______________________________________________
Date Signed: ____________________________________________________________________

                                                                                                              12
               APPLICATION FOR ECO COTTAGE GRANT PROGRAM
                      Mississippi Emergency Management Agency

                                  ECO Cottage Grant Program
                                      Attn: Stacy Purvis
                                           MEMA
                                       P.O. Box 5644
                                    Pearl, MS 39208-5644
                                    Phone: (601) 933-6882

Submit four copies to the address above by 5:00 p.m. CST August 27, 2009. Please answer the
questions in the format and order provided.

1) Provide organization contact information in the format below:

    Legal Name of Organization
    (Applicant)
    Project Name(s)                  ECO Cottage Village
    Contact Name
    Contact Title
    Contact Phone Number
    Contact Email Address
    Mailing Address
    Physical Address
    Organization Phone Number
    Employer ID Number

2) Describe the applicant’s organization and any partner organizations, including a brief history,
   size, and mission.

3) Describe the applicant’s intended use for cottages. Include planned locations, such as parcel
   numbers, lots or neighborhood locations (specify cities and counties) and projected occupant
   demographic (e.g. senior, family, etc).

4) For each planned location, provide the number, type and total of requested cottages. For
   example:



               Type of Cottage                           # of Cottages Requested
               ECO Cottage
               1 Bedroom MS Cottage
               TOTAL for Location 1:



               Type of Cottage                           # of Cottages Requested
               ECO Cottage
               One Bedroom MS Cottage
               TOTAL for Location 2:
                                                                                               13
5) Describe the applicant’s previous experience with housing-related programs, disaster
   survivors and/or local/federal government disaster programs.

6) Describe the applicant’s source(s) of funds and whether any such resources are conditional to
   grant approval.

7) List all developers, contractors, or consultants involved in the application or in the planning,
   development, or implementation of the project or activity; and disclose any other person who
   has a financial interest in the project or activity for which projected income would exceed
   $50,000 in cash and/or aggregate assets or 10% of the grant funds (whichever is lower). For
   example:

    Person with a        Social Security       Type of Participation    Financial interest in
    reportable           Number or Employee    in project or activity   project/activity ($ and %)
    financial interest   ID number



8) Provide the following as attachments, numbered as indicated. Be sure to note applicant’s
   identification on each attachment.

   1. If applicable, attach a copy of the determination letter from IRS as evidence that the non-
      profit has been determined to be non-profit and tax-exempt under Section 501(c)3 of the
      Internal Revenue Code of 1954. This letter must be in the name of the applicant, have the
      same address as the application, and must be issued from the IRS (not a corrected copy).

   2. Key personnel biographies highlighting related work experience, project role and time to
      be dedicated to project.

   3. A timeline detailing key milestones such as land acquisition, development, construction
      bids, preparation, jurisdictional approvals/permitting, occupancy, and project completion.

   4. Site plan(s) for the cottages. If currently available, attach site plans and land location
      maps. List any planned, community-oriented improvements related to land use, recreation
      and quality of life for occupants.

   5. Plans for facilitating cottage ownership, rental, and any associated program support (such
      as homebuyer counseling) for disaster victims, including plans for outreach to occupants.
      Describe any anticipated pass-through costs to cottage renters or owners.

   6. A budget detailing expected costs and sources and amounts of funding and in-kind
      resources to support costs. For rental projects, provide an operations budget to show
      estimated revenues and expenses for two years.

   7. Letter(s) of commitment from potential financial institutions, investors, or other funding
      sources to support associated costs.

   8. Attach the most recent A-133 audit, if applicable, or audited financial statements.
      Provide a copy of relevant Management Letters.


                                                                                                     14
9. Provide disclosure of any felony convictions, law suits, criminal investigations, or
   convictions of any of the NPO, any principals of the NPO or partnering agency. MEMA
   reserves the right to conduct a background check to verify information included in this
   section.




                                                                                         15
VI. Designation of Contact Person and Agent(s) Authorized to Conduct
Business


                                          RESOLUTION

Be it resolved by the Governing Board, or Chief Administrative Officer, and hereby ordered that
the official whose name, title and signature is listed below shall be and is hereby authorized as
our representative to acquire ECO Cottages from the Mississippi Emergency Management
Agency under, and subject to, the Certifications and Agreements (including Terms, Conditions,
Reservations and Restrictions) attached to this Letter of Interest Application. This
representative will be our “Contact Person” for all issues regarding the transfer of ECO
Cottages.

_______________________________________________________________________
Contact Person                Title       Signature

AUTHORIZED THIS THE _____DAY OF_______, 20__, BY:

________________________________________________________________________
Authorizing Agent             Title             Signature


                           AGENTS AUTHORIZED TO TRANSACT BUSINESS

ONLY INDIVIDUALS ON THE BELOW “AGENTS AUTHORIZED TO TRANSACT BUSINESS” ARE
AUTHORIZED TO ACT AS OUR REPRESENTATIVE(S) FOR THE PURPOSE OF ACQUIRING ECO
COTTAGES FROM THE MISSISSIPPI EMERGENCY MANAGEMENT AGENCY. IT IS UNDERSTOOD
THAT ANY PERSON NOT LISTED BELOW ATTEMPTING TO TRANSACT BUSINESS ON OUR BEHALF
MUST PROVIDE A LETTER SIGNED BY THE “CONTACT PERSON” ON THE APPLICANT’S
LETTERHEAD BEFORE TRANSACTING ANY BUSINESS.

Name                    Title                E-mail                 Signature




Note: Add lines if necessary.




                                                                                               16
VII. Nondiscrimination Assurance

       ASSURANCE OF COMPLIANCE WITH GENERAL SERVICES ADMINISTRATION
       REGULATIONS UNDER TITLE VI OF THE CIVIL RIGHTS ACT OF 1964, SECTION 606
       OF TITLE VI OF THE FEDERAL PROPERTY AND ADMINISTRATIVE SERVICES ACT OF
       1949, AS AMENDED, TITLE IX OF THE EDUCATION AMENDMENTS OF 1972, AS
       AMENDED, AND SECTION 303 OF THE AGE DISCRIMINATION ACT OF 1975.

_________________________[Municipal/NPO Applicant], or its successors or assigns,
hereinafter collectively referred to as the “APPLICANT” hereby agrees that the program for or in
connection with which any property is donated/sold to the APPLICANT will be conducted in
compliance with, and the APPLICANT will comply with and will require any other person (any
legal entity) who through contractual or other arrangements with the APPLICANT is authorized
to provide services or benefits under said program to comply with, all requirements imposed by
or pursuant to the regulations of the General Services Administration (41CFR 101-6.2) issued
under the provisions of Title VI of the Civil Rights Act of 1964, Section 606 of Title VI of the
Federal Property and Administrative Services Act of 1949, as amended, Section 504 of the
Rehabilitation Act of 1973, as amended, Title IX of the Education Amendments of 1972, as
amended, and Section 303 of the Age Discrimination Act of 1975, to the end that no person in
the United States shall on the ground of race, color, national origin, sex, or age, or that no
otherwise qualified handicapped person shall solely by reason of the handicap, be excluded
from participation in, be denied the benefits of, or be subject to discrimination under any
program or activity for which the APPLICANT received assistance; and hereby gives assurance
that it will immediately take any measures necessary to effectuate this agreement.

The APPLICANT further agrees that this agreement shall be subject in all respects to the
provisions of said regulations; that this agreement shall obligate the APPLICANT for the period
during which it retains ownership or possession of any such property; that the United States
shall have the right to seek judicial enforcement of this agreement; and, this agreement shall be
binding upon any successor or assignee in interest of the APPLICANT and the word APPLICANT
as used herein includes any such successor in interest.

DATE:____________________________________


________________________________________________________________________
[Signature of Contact Person]             [Typed or Printed Name and Title]




                                                                                              17
Attachment 1: ECO Cottage Fact Sheet


                     ECO COTTAGE AND ONE BEDROOM
                   MISSISSIPPI COTTAGE SPECIFICATIONS

ECO Cottage Two-Bedroom




Length             64
Width              14
Height             See plan
Living Space       892
Porch              Variable
Total under Roof   Variable
Weight             Approx 26,000 lbs

One Bedroom MS COTTAGE
                            Length             40'
                            Width              11' 4"
                            Height             15' 3"
                            Living Space       396 square feet
                            Porch              66 square feet
                            Total under Roof   462 square feet
                            Weight             24,400 lbs

                            *May be designed with a Hip or Gable Roof




                                                                        18
Attachment 2: Summary of ECO Cottage Award and Transfer Process


ECO Cottage Award and Transfer Process                      Responsible Party
                                                                                Estimated
Milestone                                                    MEMA     Grantee
                                                                                Timeframe
Grant application submitted to MEMA                                      x      by 6/26/09


Notice of Grant Awards                                         x                by 7/10/09
Right of Entry (ROE) submitted to MEMA (if not with LOI)                 x
FEMA Environmental Assessment worksheet submitted to MAHP                x
FEMA Environmental Assessment (Need ROE to start)              x                5 - 30 days
Opening of bid process                                                   x      by 7/31/09
Receipt of construction/installation bids                                x      by 9/30/09
Receipt of required permits                                              x        varies
Delivery and installation of units                                       x      by 1/31/10
Required insurance obtained                                              x        varies
Occupancy by eligible households                                         x      by 3/31/10




                                                                                              19
                   Attachment 3: Right of Entry


 STATE OF MISSISSIPPI                                     PROJECT NAME:
 MISSISSIPPI EMERGENCY MANAGEMENT AGENCY                  ECO COTTAGE VILLAGE
 (MEMA)

 AUTHORIZATION
 INGRESS-EGRESS AGREEMENT

          LANDOWNER’S INFORMATION                          MEMA INFORMATION

 NAME                                                     NAME
                                                          ECO Cottage Project

 ADDRESS                                                  ADDRESS
                                                          One MEMA Drive

 CITY AND STATE                                           CITY AND STATE
                                                          Pearl, MS


 PHONE NO.                                                PHONE NO.




1. In order to furnish permanent housing units by the State of Mississippi, or its contractors,
(hereinafter referred to as the “State”) to new Tenants or potential owners, the “Landowner”
(which term shall, for the purposes of this agreement, include the owner of record, his heirs,
successors or assigns, and any parties in possession) does hereby agree with the State as follows:

   a. Landowner hereby certifies that it is the owner of the property proposed for ECO Cottage
   units at address:

   The property is further described as:

   And having the following parcel/tax numbers:


   b. Landowner agrees to allow the State and its representatives ingress and egress in, over and
   across on occasions which are for preliminary site assessments, soils analysis, probable
   utility modification and the proposed future installation of a ECO Cottage unit. Landowner
   further agrees to allow the State and its representatives ingress and egress for all visits during
   the program period for purposes of tenant interviews and inspections of the ECO Cottage
   unit. Program period for permanent installation ends March 31st, 2012.


INGRESS AND EGRESS AGREEMENT
Page 2 of 2


                                                                                                  20
2. This Agreement shall remain in full force for ten (10) days following the program end date of
March 31st, 2012.

3. Landowner agrees to indemnify and hold harmless the State and its contractors from any
claims or liens of its own or any third parties.

4. Nothing in this Agreement is intended to conflict with current state or federal law or
regulation or the directives of DHS/FEMA, or MEMA. If a term of this Agreement is
determined to be inconsistent with such authority, then that term shall be invalid, but the
remaining terms and conditions of this Agreement shall remain in full force and effect.


The party hereby agrees to the terms of this Agreement:


________     _______________________________________________
Date         Organization:
             Name and title:


STATE OF _____________________________


COUNTY OF ____________________________



Personally appeared before me, the undersigned authority in and for the said county and state, on
this ____ day of ______________, 20___, within my jurisdiction, the within named
__________________, who acknowledged that (he)(she)(they) executed the above and forgoing
instrument.

                                            ____________________________________
                                            NOTARY PUBLIC
My commission expires:

____________________________




                                                                                              21
Attachment 4: Estimated Costs for Permanent Placement


ECO Cottage Construction Cost including foundation:                $60,000 - 70,000

Move from Factory                                                  $3,000 – 5,000

Site preparation:                                                         $13,100


*Total Estimated Fair Market Value of ECO Cottage:                  $73,400 – 88,100

Site Acquisition:                    varies

Legal fees/ Closing Costs            $1500

Estimated Need From Other Funding Sources                          variable

*These are estimated costs only. There may be additional costs involved. If awarded, the
grantee would be responsible for obtaining quotes for these and any other expenses associated
with the project. The grantee would need to include the sources of additional funds in the letter
of intent.




                                                                                              22
Attachment 5: Ranking Criteria and Scoring Sheet

Grant applications will be scored numerically according to the rating criteria identified in the attached
chart, using a 100 point scale.

No limitations have been placed on the numbers of organizations invited to participate in the ECO
Cottage Program; however, MEMA anticipates awarding ECO Cottages for no more than three (3)
separate projects of no fewer than twenty (20) units each. The top scoring sites will be selected subject
to availability of funds.


                           APPLICATION SCORING SHEET
                 Readiness to Proceed (70 points)                      Allowable Points
Work breakdown schedule including timelines, completion dates,                10
mobilization dates and
staff in place to carry out these tasks.

Evidence of compliance with unit placement requirements (see                  25
page 5)
Evidence of site control (see page 5)                                         25
Level of completion of ECO Cottage plans and specifications                   10
                                                                              70
                    Geography/ Targeted Area of Need (10 points)
Parcel(s) is/are within close proximity to: Established Downtown              10
Districts, Workforce/Employment Centers, Schools, Access to
Public Transport, Healthcare, Emergency Response Services.
                                                                              10
      Financial Feasibility / Financial Capacity (10 points )
Supplemental financing in place or demonstrable ability to secure             10
financing in atimely manner from private and public resources

                                                                              10
 Low Income Targeting (10 Points)
No fewer than twenty-five (25) percent of units affordable to
households at or below eighty (80) percent of Area Median Income              10
                                                                              10

TOTAL POSSIBLE POINTS                                                        100




                                                                                                            23
Attachment 6: Sample Cooperative Agreement

                        Mississippi Emergency Management Agency
                                ECO COTTAGE PROGRAM

THIS AGREEMENT made and entered into this _______ day of _____________[Month],
2009 by and between the [Applicant] ________________ (“______________”) and the
Mississippi Emergency Management Agency (“MEMA”):

WHEREAS, under the Articles of Agreement with the Federal Emergency Management
Agency (FEMA), MEMA provides Mississippi Cottages and funds for Hurricane Katrina
recovery purposes of providing permanent housing solutions for victims of Hurricane
Katrina; and

WHEREAS, this Cooperative Agreement is made under the AHPP and, as such, this
Cooperative Agreement shall be effective from the date of signature of both parties until the
expiration of the AHPP, March 31, 2012; and

WHEREAS, ____________ is a NPO institution or organization exempt from taxation under
Section 501-C-3 of the Internal Revenue Code of 1954 within the meaning of Section 203(J)
of the Federal Property and Administrative Services Act of 1949, as amended, and the
regulations of the Administrator of General Services that has been designated to receive
ECO Cottages and supplemental funds provided it signs this Cooperation Agreement with
MEMA, and:

WHEREAS, MEMA has awarded _________________[Applicant] __________ [number
and type of ECO Cottages and One Bedrooms] to be delivered on or about
_____________[date].

WHEREAS, MEMA will provide $_______[funds] for _________________________
[authorized uses for funds], provided [Applicant] uses licensed and bonded
individuals or companies to perform said work, and further provided [Applicant] can
supply receipts for costs associated with work and upon proof of acceptance of
satisfactorily completed work by the sub-grantee


NOW THEREFORE, MEMA and ______________ [Applicant] do hereby promise and
agree:

THAT, upon transfer of any Mississippi Cottages or funds from MEMA to _____________
[Applicant], ______________ [Applicant], including its successors and assigns (with the
exception of eligible individual occupants who shall conform to applicable AHPP program
requirements), agrees to the applicable conditions imposed upon grantees and sub-
grantees by the Articles of Agreement (Attached), the Performance Management Plan
(Attached), and state and local law. Specifically,

       1.     [Applicant] and its successors and assigns, as sub-recipients of – proceeds
              from
                                                                                           24
     federal grant money made pursuant to the Homeland Security Act of 2002
     and the Emergency Supplemental Appropriations Act for Defense, The Global
     War on Terror, and Hurricane Recovery, 2006, shall comply with the most
     current version of the Articles of Agreement until HUD until DHS and FEMA
     have completed the Alternative Housing Pilot Program (AHPP) study,
     projected to end on March 31, 2012.

2.   [Applicant] shall submit to MEMA quarterly performance reports which
     provide updates on the progress on agreed-upon goals. Reports must detail
     the [Applicant]’s accomplishments and/or obstacles in achieving the
     objectives as established in the approved project proposal, Award Conditions,
     and subsequent revisions that are approved in writing. Reports due on July
     15, October 15, January 15 and April 15 of each year beginning in 2010 and
     ending April 15, 2012. Final performance reports are due 60 days after the
     close of the grant. _____

3.   [Applicant] shall submit to MEMA Supplemental Submissions within 20 days
     of MEMA’s request for same. _____

4.   [Applicant] shall submit quarterly financial reports to MEMA using Form 20-
     10 to the Grants Management Office, Office of Acquisitions, Procurement &
     Grants. Reports are due on July 15, October 15, January 15 and April 15 of
     each year, covering the prior three-month period. Final financial status reports
     are due 90 days after the close of the performance period on March 31, 2012.
     _____

5.   [Applicant] shall adhere to the Performance Management Plan. ___

6.   [Applicant] shall house individuals/households with preference given to pre-
     disaster residents of Mississippi with on-going housing needs.

7.   [Applicant] shall comply with the Conditions of Occupancy, and shall insure
     all occupants comply with the Conditions of Occupancy, specifically: _____

     (a) [Applicant] shall insure occupant considers unit to meet his/her primary
         residential housing need, and he/she no longer seeks FEMA direct or
         financial housing assistance due to Hurricane Katrina.

     (b) HUD’s evaluation contractor may ask [Applicant] and/or occupant to
         respond to up to four surveys until March 31, 2012.

8.   [Applicant] should protect title of unit transferred to individual through any of
     a variety of strategies (including title insurance). Specifically, if transferred to
     individual:

     (a) must own land in “fee simple”;_____

     (b) has a recorded lease of at least two years , or _____
                                                                                       25
      (c) if unit is to be placed on leased land in manufactured home leasehold
          community or park that is appropriately registered.

9.    If the number of housing units available for disposition exceeds the number of
      qualifying disaster victims, the disposition of the units should result in an
      individual with an on-going housing need occupying the unit.

10.   Allowable Uses of Revenue Generated from ECO Cottages during the
      performance period: [Applicant] shall use 100% of profits, calculated by
      generally accepted accounting principals (GAAP) for affordable home
      ownership or rental assistance programs for low and moderate-income
      people with on-going housing needs due to Hurricane Katrina or any disaster
      relief effort related to housing or other alternate emergency housing or
      disaster relief effort approved in advance by MEMA.

      Not more than 10% of direct, recovered costs involved in facilitating the
      permanent delivery of ECO Cottages can be claimed towards administrative
      expenses.

11.   [Applicant] shall accommodate people with disabilities in any UFAS units
      where eligible applicants with mobility impairments require reasonable
      accommodation.

12.   Insurance:

      (a) [Applicant] will recommend that residents of AHPP units obtain and
          maintain renter’s personal property insurance, as applicable.

      (b) [Applicant] will indemnify the United States, the State of Mississippi, and
          their contractors and subcontractors from any losses and liabilities.

      (c) [Applicant] shall require new owners to obtain customary
          hazard/homeowner/other insurance.

      (d) [Applicant] shall recommend flood insurance, even if not customary or
          otherwise required.

13.   Environmental and Historic Preservation Compliance: [Applicant] must
      comply with all applicable Federal, State and local environmental and historic
      preservation requirements.


14.   Floodplain Management Requirements:

      (a) [Applicant] must comply with the minimum floodplain management
          requirements established in community floodplain management codes or
          ordinances.

                                                                                   26
      (b) Units may not be placed in either the “Coastal High Hazard Area” or the
          floodway(s).

15.   Building Codes:       [Applicant] shall follow locally adopted building codes
      as applicable.

16.   Warranties: Any remaining warranties will transfer.


17.   Program Income:        Program income (income earned as a result of
      [Applicant] grant-supported activity) shall be used to expand the approved
      program activities as indicated in the FEMA Agreement. [Applicant] shall
      submit a written list of expanded activities to be accomplished to MEMA for
      forwarding to Department of Homeland Security (the parent agency of FEMA)
      for review and approval.

18.   Site Visits: DHS and HUD have the right to make reasonable inspections
      of any ECO Cottage during the AHPP performance period of March 31, 2012.

19.   Indemnity:      [Applicant] shall indemnify, release, and hold harmless
      FEMA, MEMA, any other branch of the Unites States government, its
      agents, contractors, subsidiaries, affiliates and officers, successors and
      assigns and authorized representatives of all the foregoing from and against
      any and all suits, actions, legal or administrative proceedings, claims,
      demands, damages, liabilities, interest, attorney’s fees, costs, expenses,
      and losses of whatsoever kind or nature (collectively “Losses”) in connection
      with or incidental to the performance of this grant and/or transfer and any
      contracts or subcontracts formed due to this grant and/or transfer, whether
      arising before or after completion of the work hereunder and in any manner
      directly or indirectly caused, occasioned, or contributed to in whole or in
      part, or claimed to be caused, occasioned or contributed to in whole or in
      part, by reason of any act, omission, fault or negligence, whether active or
      passive, of FEMA, MEMA, any other branch of government, including their
      contractors, subcontractors or anyone acting under their direction or control
      or on their behalf.

20.   Sub-grantee(s) agrees to assist HUD by allowing them to attend meetings
      and gather administrative data for evaluation purposes.


21.   Audit Requirements: [Applicant]s must follow the audit requirements under
      OMB Circular A-133 and submit same to the Single Audit Clearinghouse, with
      copy to MEMA including management letter.

22.   Governing Provisions: [Applicant]s shall submit all reports directly to MEMA,
      and shall comply with all applicable laws and regulations, specifically, but not
      limited to:

      (a) Administrative requirements
                                                                                      27
                     (i) OMB Circular A-102, State and Local Governments.

                     (ii) OMB Circular A-110, Institutions of Higher Education, Hospitals, and
                            Other Non Profit Organizations (2 CFR Part 215).
                 (b) Cost Principles

                     (i) 2 CFR, Part 225, (OMB Circular A-87), State and Local Governments

                     (ii) 2 CFR, Part 205, (OMB Circular A-21), Educational Institutions

                     (iii) 2 CFR, Part 230, (OMB Circular A-122), Non Profit Organizations

                 (c) Audit Requirements – OMB Circular A-133, applicable to NPOs. See
                     summary and complete copy of Circular attached hereto

              (d) State and Local governments – A-87.
THAT this Cooperative Agreement, and the covenants contained therein, shall be
enforceable, at law or in equity, by any federal, state, or local authority

IN WITNESS WHEREOF, MEMA and [Applicant] have by resolutions authorized this
agreement to be executed by their respective Officers thereunto as of the day and year first
above written.

                           Mississippi Emergency Management Agency

Name: [MEMA REPRESENTATIVE]


Title: Signature & date: _________________________________


Attested By: Name:         ________________________________

Title: Signature & date:   ________________________________



Grant Applicant


Title: Signature & date: _________________________________




                                                                                                 28

				
DOCUMENT INFO
Description: Insurance Cost in Mississippi Articles document sample