STATE OF COLORADO
OFFICE OF EMERGENCY
MANAGEMENT
Hazard Mitigation Grant Program
Acquisition Projects
A Handbook for Local Officials
STATE OF COLORADO
HAZARD MITIGATION GRANT PROGRAM
REAL PROPERTY ACQUISITION HANDBOOK
TABLE OF CONTENTS
SECTION
PAGE
1. INTRODUCTION ..................................................................................................................
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2. PURPOSE OF HMGP FUNDED REAL PROPERTY ACQUISITION..........................................
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2.1. Minimum Criteria………………………………………………………………...
2.2. Demolition or Relocation…………………………………………………………
2.3. Open Space Deed Restriction…………………………………………………….
2.4. Demolition of Structure Prior to HMGP Project Approval………………………
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3
3
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3. REGULATIONS RELATING TO THE HMGP…………………………………………
4. KEY DEFINITIONS & CONCEPTS........................................................................................
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5. GETTING THE APPLICANT’S PROPOSAL STARTED.......................................................
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A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
K.
L.
M.
N.
O.
P.
Q.
R.
S.
T.
U.
V.
W.
Applicant’s Authorized Agent……………………………………………………….
Duties Assigned to the Applicant’s Authorized Agent………………………………
Keeping Potential Project Participants Informed……………………………………
Developing Property Primary and Stand-by Lists…………………………………...
Collecting Required Individual Property Data………………………………………
Property Acquisition Case Files……………………………………………………..
Additions to the Property Acquisition Case Files……………………………………
Developing a Problem Statement…………………………………………………….
Weighing Possible Alternatives to Solve the Problem………………………………
Benefit Cost Analysis………………………………………………………………..
Developing a Problem Statement……………………….………..………………….
Weighing Possible Alternatives to Solve the Problem……….………..…..………..
Budget Development……………………………………………..………..………...
Factors That Affect the Budget – Duplication of Benefits………..………..……….
Factors That Affect the Budget – Uniform Relocation Assistance….………..……..
Factors That Affect the Budget – Comparable Housing Assistance…………..…….
Factors That Affect the Budget – Handicapped Sellers and/or Dependents...…..…..
URA, CHA, and Section 504 Payments are not to be reported to the
IRS………………………………………………..…………………………………
Factors That Affect the Budget – Post-Disaster Transfer of Title………………….
Factors That Affect the Budget – Program Income…………………………………
Scope of Work Statement……………………………………………………………
Period of Performance (POP)……………………………………………………….
Completing the HMGP Application…………………………………………………
6. MANAGING HMGP PROPOSALS – PRE-APPROVAL…………………………………..
6.1. Environmental and Historic Property Review……………………………………..
6.2. Grantee’s Review and Requests for Follow-Up Information or Action……………
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7. MANAGING AN APPROVED HMGP PROJECT…………………………………………
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Grantee’s Notification of Proposal’s Approval………………………………………
Implementing the Grant and Executing the Grant Agreement……………………….
Pay Request………………………………………………………………………….
Scope of Work…………………………………….…………………………………
Activation of Support Systems.………………………………………………………
Bidding Out Work………………………………………………………..………….
Davis – Bacon Act………………………………….…………………..……………
Cost Over – Runs and Under – Runs… ……………………………………………..
Special Actions – Preparing to Acquire Rental Units…………………….………….
Special Actions – Tenant Evictions…………………………...……………………..
Special Actions – Extraordinary Circumstances, Property Owners/Sellers………….
Establishing Title for the Property & Obtaining Title Insurance…………………….
Property Valuation Method and Purchase Offer…………………………………….
Closing on the Property……………………………………………………………..
Demolition – Asbestos Inspection & Abatement……………………………………
Demolition – Raising the Structure………………………………………………….
Surface Restoration of Acquired Land………………………………………………
Allowable Uses of Open Space Land Acquired Under the HMGP………………….
Prohibited Uses of Open Space Land Acquired Under the HMGP………………….
Enforcement…………………………………………………………………………
Transfer of Property Ownership……………………………………………………..
Property Lease……………………………………………………………………….
Quarterly Reporting Requirement……………………………………………………
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A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
K.
L.
M.
N.
O.
P.
Q.
R.
S.
T.
U.
V.
W.
8. PROJECT CLOSEOUT
A.
B.
C.
D.
E.
Closeout Request……………………………………………………………………..
Future Federal Benefits……………………………………………………………….
Record Retention……………………………………………………………………...
Single Audit Act………………………………………………………………………
General Audits………………………………………………………………………...
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9. APPENDIX
A. Additional Program Information………………………………………………………
B. Addendum to the Hazard Mitigation Assistance Unified Guidance (Part A)………….
C. Memorandum regarding Cost Effectiveness for Acquisitions and Elevations in
Special Flood Hazard Areas (dated August 15, 2013)…………………………………
D. Imminent Threat Guidance…………………………………………………………….
EXHIBITS:
EXHIBIT A
EXHIBIT B
EXHIBIT C
EXHIBIT D-AQ
EXHIBIT D-CS
EXHIBIT D-IS
- Restrictive Covenant for Open Space – Warranty Deed Attachment
- Colorado Office of Emergency Management Notice of Intent – PreApplication Worksheet
- Designation of Agent Resolution
- COEM Hazard Mitigation Application – Acquisition
- Reserved for HMGP Community Safe Room Projects
- Reserved for HMGP Individual Safe Room Projects
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52
83
84
EXHIBIT D-GN
EXHIBIT D-OT
EXHIBIT E
EXHIBIT F.1
EXHIBIT F.2
EXHIBIT F
EXHIBIT G
EXHIBIT H
EXHIBIT I
EXHIBIT J
EXHIBIT K
EXHIBIT L.1
EXHIBIT L.2
EXHIBIT M
EXHIBIT N
EXHIBIT O
EXHIBIT P
EXHIBIT Q
EXHIBIT R
EXHIBIT S
EXHIBIT T
EXHIBIT U
EXHIBIT V
EXHIBIT W
EXHIBIT X
EXHIBIT Y
EXHIBIT Z
EXHIBIT AA
EXHIBIT AB
EXHIBIT AC
EXHIBIT AD
EXHIBIT AE
EXHIBIT AF
EXHIBIT AG
EXHIBIT AH
EXHIBIT AI
EXHIBIT AJ
EXHIBIT AK
EXHIBIT AL
- Reserved for HMGP Generator Projects
- Reserved for HMGP Other Type Projects
- HMGP Meeting Sign-in Sheet
- Individual Property Worksheet – Acquisition Projects
- Reserved for HMGP Individual Safe Room Projects
- Voluntary Participation Agreement – Part 1
- Homeowner Affidavit (DOB)
- Hazard Mitigation Grant Program – Hazardous Materials Property Survey
- Property Valuation Sample Worksheet & Blank Tax & Appraisal Worksheet
- Uniform Relocation Act – Tenant Application
- Comparable Housing Assistance 180-Day Homeowner-Occupant
Application
- HMGP Acquisition Case Files
- Reserved for HMGP Individual Safe Room Projects
- FEMA Form 90-126 – Contract Work Summary Record
- FEMA Form 90-127 – Force Account Equipment Summary Record
- FEMA Form 90-69B – Declaration & Release
- 30-Day Letter to Tenants
- 90-Day Letter to Tenants
- Colorado Office of Emergency Management – HMA Quarterly Progress
Report
- Property Owner’s Affidavit to Withdraw from the HMGP.
- Sample newspaper notice for Certified Appraiser(s)
- Sample Contract – Certified Real Estate Appraiser
- Sample newspaper notice for Certified Review Appraiser
- Sample Contract – Real Estate Review Appraiser
- Sample newspaper Advertisement for Real Estate Attorney
- Sample Attorney’s Contract
- Certificate of Acceptance – Guarantee of Title Visual Inspection
- Sample newspaper Advertisement for Relocation Specialist
- Sample Contract – Relocation Specialist
- Voluntary Participation Agreement – Part II
- Statement of Voluntary Participation (FEMA Form 81-112, OCT 08)
- Real Property Settlement Statement (HUD-1)
- Assignment of Coverage D – Increased Cost of Compliance Coverage
National Flood Insurance Program (plus instruction form)
- Sample newspaper ad for Asbestos Inspection
- Sample Asbestos Inspector’s Contract
- Sample Advertisement for Bids – Demolition Project
- FEMA Form 20-18 – Report of Government Property
- Sample Advertisement for Bids – Demolition Project
- Agreement for Land Clearance, Sample Contract for Land Clearance, and
Scope of Work for Asbestos Abatement and/or Demolition
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