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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]
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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
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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
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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
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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:
____________________________
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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.
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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
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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 _____
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(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.
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(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
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(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: _________________________________
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