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NY Rising Infrastructure Program POLICY and PROCEDURE MANUAL

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NY Rising Infrastructure Program POLICY and PROCEDURE MANUAL NY Rising Infrastructure Program POLICY AND PROCEDURE MANUAL Andrew M. Cuomo, Governor of New York State Jamie Rubin, Commissioner/CEO, New York State Homes and Community Renewal Lisa Bova-Hiatt, Executive Director, Governor’s Office of Storm Recovery November 2016 Version 2.1 Prepared by: Governor’s Office of Storm Recovery New York State Homes and Community Renewal Housing Trust Fund Corporation Office of Community Renewal The procedures stated in this manual are current as of November 2016. This manual represents the current version of the Governor’s Office of Storm Recovery’s (GOSR) procedure which shall provide general guidance for the operation of the GOSR Program. All policy and procedure manuals will be reviewed periodically and will be updated to reflect the current needs and operation of the GOSR Program. GOSR will use its best efforts to keep all of its Policy and Procedure Manuals, as well as its Human Resources Policy Manual current. There may be times, however, when a policy or procedure will change before the manual can be revised. Therefore, you are strongly urged to contact the GOSR COO and our office of Human Resources to ensure that you have the latest version of GOSR’s policies and procedures. This page is intentionally left blank November 2016 NY Rising Infrastructure Program Page 2 of 126 Policy and Procedure Manual Version 2.1 POLICY AND PROCEDURE MANUAL NY Rising Infrastructure Program Version Control Version Date Number Revised Description of Revisions Working Draft 2/17/2014 PA Match Program Initial Draft 1.0 8/11/2015 Non-Federal Match Policies and Procedures Manual Working Draft 6/4/2014 Modified Retrieval Plan Working Draft 9/4/2014 HMGP Plan Initial Draft Working Draft 12/16/2014 Modified QA/QC Plan Working Draft 12/23/2014 Combined Plan to create one Infrastructure Manual Added language reflecting match includes two (2) 2013 FEMA Working Draft 1/13/2015 events Working Draft 3/23/2015 Clarified Match Process for Long Island Power Authority Revised and Clarified Non-Federal Share Match policies and Draft for HUD 4/15/2015 procedures Comprehensive revision of Policies and Procedures for NY 2.0 6/4/2015 Rising Infrastructure Program 2.1 11/21/16 Updated procurement policies and procedures November 2016 NY Rising Infrastructure Program Page 3 of 126 Policy and Procedure Manual Version 2.1 This page is intentionally left blank November 2016 NY Rising Infrastructure Program Page 4 of 126 Policy and Procedure Manual Version 2.1 Table of Contents State of New York’s Program Goals ......................................................................... 10 Introduction ............................................................................................................................................ 10 Oversight of Storm Recovery .................................................................................................................. 10 Manual Overview .................................................................................................................................... 11 Meeting CDBG-DR Program Goals .......................................................................................................... 12 Fulfilling the Principles Established by New York State’s Action Plan .................................................... 12 Citizen Participation Plan ........................................................................................................................ 14 1.0 Summary of NY Rising Infrastructure Program and Funding Resources ........ 15 1.1 Non-Federal Share Match Sub-Program ........................................................................................... 15 1.2 Local Government and Critical Infrastructure Sub-Program ............................................................ 17 2.0 HUD Requirements for NY Rising Infrastructure Projects ................................. 18 2.1 Tie to the Storm, National Objective, and Eligible Activity ............................................................... 18 2.1.1 Tie to the Storm ......................................................................................................................... 18 2.1.2 Meeting a National Objective .................................................................................................... 19 2.1.3 Meeting an Eligible Activity ........................................................................................................ 20 2.2 Timely Expenditure of Funds ............................................................................................................ 21 2.3 Duplication of Benefits ...................................................................................................................... 21 2.4 Program Income ................................................................................................................................ 21 2.5 Monitoring and Compliance Oversight ............................................................................................. 21 2.6 Investigations .................................................................................................................................... 23 2.7 Cross-Cutting Federal Regulations .................................................................................................... 23 2.7.1 Americans with Disabilities Act (ADA) ....................................................................................... 23 2.7.2 Davis-Bacon Labor Standards..................................................................................................... 23 2.7.3 Force Account Labor .................................................................................................................. 24 2.7.4 Equal Employment Opportunity ................................................................................................ 24 2.7.5 Fair Housing ............................................................................................................................... 25 2.7.6 Fair Labor Standards Act of 1938, as Amended (FLSA) .............................................................. 25 2.7.7 Limited English Proficiency (LEP) ............................................................................................... 26 2.7.8 Minority- and/or Women-Owned Business Enterprises ............................................................ 26 2.7.9 Section 3 ..................................................................................................................................... 26 2.7.10 Uniform Relocation Act and Real Property Acquisition ........................................................... 27 2.7.11 Financial Management ............................................................................................................. 29 2.7.12 Procurement Policy .................................................................................................................. 29 2.7.13 Insurance and Property Management ..................................................................................... 29 2.7.14 Record Keeping, Retention and File Management .................................................................. 29 2.7.15 Audit Trail ................................................................................................................................. 31 2.7.16 Conflicts of Interest and Confidentiality .................................................................................. 33 2.8 Infrastructure Requirements ............................................................................................................ 35 2.8.1 Comprehensive Risk Analysis ..................................................................................................... 35 November 2016 NY Rising Infrastructure Program Page 5 of 126 Policy and Procedure Manual Version 2.1 2.8.2 Green Infrastructure .................................................................................................................. 35 2.8.3 Resilience Performance Standards ............................................................................................ 35 2.9 Covered Project Requirements ......................................................................................................... 35 2.9.1 Sandy Regional Infrastructure Resilience Coordination Group ................................................. 36 3.0 Non-Federal Share Match Sub-Program Policies ............................................... 38 3.1 Introduction ...................................................................................................................................... 38 3.2 Funding Sources ................................................................................................................................ 40 3.2.1 FEMA .......................................................................................................................................... 40 3.2.2 Other Federal Agencies .............................................................................................................. 40 3.3 Determining the Non-Federal Share Amount ................................................................................... 41 3.4 Eligibility ............................................................................................................................................ 42 3.4.1 Eligible Activities .......................................................................................................................
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