Grants Management Manual

The CDBG Grants Management Manual is undergoing revisions. If you have questions regarding specific subjects or topics, please contact the CDBG program inbox at CDBG@hcd.ca.gov.

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Each chapter and its appendices will be added to this page when they are finalized. Please check back periodically for new chapter postings.

Chapters

• Chapter 1 Program Overview (PDF) — Updated 01/12/2025
• Chapter 2 National Objectives and Eligible Activities (PDF) — Updated 02/19/2025
• Chapter 3 Environmental Review (PDF)
• Chapter 4 Grantee Requirements (PDF) — Updated 08/27/2024
• Chapter 5 Procurement (PDF) — Updated 09/12/2024
• Chapter 6 Financial Management (PDF)
• Chapter 7 Labor Standards (PDF)
• Chapter 8 Acquisition (PDF)
• Chapter 9 Relocation (PDF)
• Chapter 10 Reporting and Recordkeeping Requirements (PDF)
• Chapter 11 Monitoring (PDF)
• Chapter 12 Closeout (PDF)
• Appendix C: CARES Act Waivers and Alternative Requirements (PDF)
• Appendix D: Economic Development Manual (PDF)
• Appendix E: Housing Activities (PDF)
• Appendix N: Neighborhood Stabilization Program (NSP)
  • NSP was established by the U.S. Department of Housing and Urban Development to provide emergency assistance to neighborhoods experiencing high rates of foreclosures and abandonment. Although funded separately, NSP is administered in accordance with CDBG regulations and is subject to most CDBG requirements. The sub-appendices in the section below contain NSP-related documents.

Tools

• Tool 2-1: Part 5 and IRS 1040 Income Determinations (PDF)
• Tool 2-2: Income Verification and Review Guidance (DOC)
• Tool 2-3: CDBG Income Survey Review Checklist (DOC)
• Tool 4-1: HUD Affirmative Fair Housing Marketing Plan - Multifamily Housing (PDF)
• Tool 4-2: Affirmative Fair Housing Market Plan Guidance (PDF)
• Tool 4-3: Subrecipient Management (PDF)
• Tool 4-4: Language Access Plan (PDF)
• Tool 5-1: Section 3 of the HCD Act (PDF)
• Tool 5-2: Procurement Types (PDF)
• Tool 5-3: Informal Procurement (PDF)
• Tool 5-4: Formal Procurement (PDF)
• Tool 5-5: Subrecipient Selection (PDF)
• Tool 5-6: Procurement and Crosscutting Requirements (PDF)
• Tool 5-7: Cost Analysis (PDF)
• Tool 5-8: Minority- and Women-Owned Business Enterprises (PDF)
• Tool 5-9: Procurement Provisions Requirements Checklist (PDF)
• Tool 5-10: Contractor/Subcontractor Workforce Report (DOC)
• Tool 5-11: Section 3 Labor Hours Tracking Form (XLS)
• Tool 5-12: Understanding SAM.gov Requirements (PDF)
• Tool 6-1: Cost Principles - Cost Types (PDF)
• Tool 7-1: Davis Bacon and Related Acts (PDF)
• Tool 10-1: Data Requirements Reporting Guide (PDF)
• Tool 10-2: Recordkeeping Requirements (PDF)
• Tool C-1: Microenterprise Owner Income Certification Guide (PDF)
• Tool C-2: Job Retention Certification Form (PDF)
• Tool C-3: LMI Jobs Certification Form (XLS)
• Tool C-4: Annotated Microenterprise AGI Worksheet (PDF)
• Tool C-5: Annotated Income Certification for Microenterprise Owners (PDF)
• Tool C-6: Annotated Business Certification of Zero Income (PDF)
• Tool C-7: Lead Based Paint - Subsistence Payments (PDF)
• Tool D-1: Loan Certification Form (XLS)
• Tool D-2: Job Tracking Form Sample (XLS)

Appendices

• Appendix 2-1: Sample Blight Resolutions (PDF)
• Appendix 3-1: CA Environmental Contacts (PDF)
• Appendix 3-2: 5-Step Decision-Making Process Flowchart (PDF)
• Appendix 3-3: Re-Evaluation of an Environmental Review (PDF)
• Appendix 4-1: Sample Public Notice – English (DOCX)
• Appendix 4-1: Sample Public Notice – Spanish (DOCX)
• Appendix 4-2: Sample AFFH Activities (PDF)
• Appendix 4-3: Section 504 Guidance and Plan (PDF)
• Appendix 4-4: Four-factor Analysis for Limited English Proficiency (PDF)
• Appendix 4-5: Language Access Plan Template (PDF)
• Appendix 4-6: Request for Exemption to Conflict of Interest (PDF)
• Appendix 4-7: Sample Excessive Force Resolution (PDF)
• Appendix 4-8: Sample Complaints Procedures (PDF)
• Appendix 5-1: Section 3 Worker/Employer Certification (PDF)
• Appendix 5-2: Section 3 Business Self-Certification (PDF)
• Appendix 5-3: Independent Cost Estimates (PDF)
• Appendix 5-4: Sample RFP and RFQ Publications (PDF)
• Appendix 5-5: Sample Statement of Qualifications Evaluation (PDF)
• Appendix 5-6: Sample IFB Notice Inviting Bids (PDF)
• Appendix 5-7: Sample Pre-Bid Guide (PDF)
• Appendix 5-8: Required Contract Provisions (PDF) — Updated 09/12/2024
• Appendix 5-9: Buy America (BABA) Certification (PDF) — New 09/12/2024
• Appendix 6-1: Financial Management Responsibilities (XLS)
• Appendix 6-2: Cost Categories for General Administration Costs and Activity Delivery Costs (PDF)
• Appendix 6-3: CDBG Financial Reporting Form (XLS) — Updated 10/08/2024
• Appendix 6-4: Financial Report Form Instructions (PDF)
• Appendix 6-5: eCivis Financial Reporting Process (PDF)
• Appendix 6-6: CDBG Program Income Policy (PDF)
• Appendix 6-7: CDBG Program Income Procedural Guidance for Grantees (PDF)
• Appendix 6-8: CDBG Program Income Receipting Form (XLS) — Updated 10/08/2024
• Appendix 6-9: CDBG Revision / Amendment Form (DOC)
• Appendix 6-10: eCivis Amendment Request Process (PDF)
• Appendix 7-1: Wage Determination Lock-in Notice (PDF)
• Appendix 7-2: Sample Preconstruction Conference Checklist (PDF)
• Appendix 7-3: Restitution Wages and Affidavit (PDF)
• Appendix 7-4: Construction Versus Installation (PDF)
• Appendix 7-5: State and Federal Wage Verification (PDF)
• Appendix 7-6: Fringe Benefit Statement (PDF)
• Appendix 8-1: Sample Statement of the Basis for the Determination of Just Compensation (DOCX)
• Appendix 8-2: Sample Notice of Intent to Not Acquire (DOCX)
• Appendix 8-3: Sample Notice to Owner and Request for Donation (DOCX)
• Appendix 8-4: Sample Property Donation Agreement (DOCX)
• Appendix 8-5: Sample Easement Valuation Form (DOCX)
• Appendix 9-1: Sample Notice to Prospective Tenants (DOCX)
• Appendix 9-2: Sample Household Case Record (DOCX)
• Appendix 9-3: Sample 90-day and 30-day Move Notices (DOCX)
• Appendix 9-4: Sample Letter to Relocatee in Substandard Unit (DOCX)
• Appendix 9-5: Sample Elderly Waiver for Relocation (DOCX)
• Appendix 9-6: Optional Temporary Relocation Assistance Policy and Application (DOCX)
• Appendix 9-7: Sample Temporary Relocation Notice (DOCX)
• Appendix 10-1: Required Documentation Checklists
  • Appendix 10-1a: Housing Programs (PDF)
  • Appendix 10-1a: Housing Projects (PDF)
  • Appendix 10-1b: Public Services (PDF)
  • Appendix 10-1c: Public Facilities (PDF)
  • Appendix 10-1d: Economic Development (PDF)
  • Appendix 10-1e: General Administration (PDF)
  • Appendix 10-1f: Acquisition (PDF)
• Appendix 10-2: Activity Reporting Process (PDF)
• Appendix 11-1: Monitoring Plan for the Community Development Block Grant (PDF)
• Appendix 11-2: Monitoring Plan Appendix A (PDF)
• Appendix 11-3: Monitoring Plan Appendix B (PDF)
• Appendix 11-4: Monitoring Plan Appendix C-J
  • Monitoring Appendix C: Checklist for Review of CDBG Financial Management and Audits (DOCX)
  • Monitoring Appendix D: CDBG National Objective Monitoring Checklist (DOCX)
  • Monitoring Appendix E: Checklist for Environmental Reviews (DOCX)
  • Monitoring Appendix F: Checklist for Review of Individual Economic Development Activities (DOCX)
  • Monitoring Appendix G: CDBG Section 3 Monitoring Checklist (DOCX)
  • Monitoring Appendix H: Labor Standards Administration Checklist (DOCX)
  • Monitoring Appendix J: Checklist for Review of Procurement (DOCX)
• Appendix 11-5: Subrecipient Monitoring Plan and Procedures (PDF)
• Appendix 11-6: Subrecipient Monitoring Checklist (PDF)
• Appendix 12-1: Combined Closeout Package (PDF) — Updated 10/08/2024
• Appendix 12-2: Completion Report Form (XLS)
  • Completion Report for 20A — State-Planning Only (DOTX) — New 11/26/2024
• Appendix 12-3: Completion Report Form Instructions (PDF)
• Appendix C-1: Duplication of Benefits Policy Sample for Local Grantees (PDF)
• Appendix C-2: Subrogation Agreement – Individual Beneficiary (PDF)
• Appendix C-3: Subrogation Agreement – Business Entity (PDF)
• Appendix C-4: DOB Tracking Form – Project or Program Level (XLS)
• Appendix C-5: DOB Tracking Form – File or Individual Level (XLS)
• Appendix C-6: Economic Development Guide (PDF)
• Appendix C-7: Public Facilities Guidance (PDF)
• Appendix C-8: Public Services Guidance (PDF)
• Appendix D-1: HCD Anti-Pirating Policy (PDF)
• Appendix D-2: Microenterprise Adjusted Gross Income (AGI) Worksheet (PDF)
• Appendix D-3: Income Certification for Microenterprise Owner(s) (PDF)
• Appendix D-4: Certification of Zero Income (PDF)
• Appendix D-5: Self-Certification of Income (Jobs) (PDF)
• Appendix D-6: Sample Job Creation/Retention Agreement (PDF)
• Appendix D-7: HCD Underwriting Guidelines (PDF)
• Appendix D-8: Sample Economic Development Program Guidelines (PDF)
• Appendix E-1: Sample CDBG Housing Rehabilitation Guidelines (DOCX)
• Appendix E-2: Sample Homeowner Authorization (DOCX)
• Appendix E-3: Sample Property Owner Application (DOCX)
• Appendix E-4: Sample Verification of Received Lead-Based Paint Pamphlet (DOCX)
• Appendix E-5: Sample Initial Inspection Report (DOCX)
• Appendix E-6: Sample Work Write-up and Cost Estimate Form (DOCX)
• Appendix E-7: Summary of HUD Lead Safe Housing Rule (PDF)
• Appendix E-8: Sample Housing Notice to Proceed (DOCX)
• Appendix E-9: Sample Rehab Preconstruction Conference Checklist (DOCX)
• Appendix E-10: Sample Certification of Inspection (DOCX)
• Appendix E-11: Sample Notice of Acceptance of Work (DOCX)
• Appendix N-1: NSP Program Income Policy and Procedures (PDF)
• Appendix N-2: NSP Quarterly Program Income Reporting Form (PDF)
• Appendix N-3: NSP Lead Based Paint Policy (PDF)