CDBG Activity Compliance Checklists
This section contains checklists of documents that subrecipients should retain in their files for
monitoring purposes, grouped into a suggested filing system. These checklists are intended as
an organizational tool and are not mandatory; however, complete documentation of CDBGfunded activities is required to demonstrate program compliance.
Municipal Application Checklist
Standard Documentation:
Completed and signed application
Signed public hearing minutes
Copy of public hearing advertisement
Fair housing information
Public hearing sign-in sheet
Other Documentation, as Applicable:
Demolition ordinance
Municipal map w/ activity location(s)
Documentation of low-moderate income
Photos of activity location(s)
Subrecipient Application Checklist
Standard Documentation:
Completed and signed application
Description of relevant staff positions
Proof of non-profit/tax-exempt status
Organizational chart
Copy of organizational by-laws
ADA Reasonable Accommodation policy
Written rotation plan for governing board
Award letter
Non-discrimination policy
Other Documentation, as Applicable:
Copy of written affirmative action plan
Map of activity location(s)
Demolition ordinance
Photos of activity location(s)
Low-moderate income documentation
Activity Checklist – Construction
Standard Documentation for all Construction Activities:
Executed Supplemental or Subrecipient Agreements in place
Notice of Activity Implementation
Bid package: Project specifications
Bid package: Office of Community Development Notice to Bidders
Bid package: Contract containing CDBG provisions
Bid package: Federal Wage Determination
Bid package: Annual Wage Order
Executed contract
Notice to Proceed
Signed pay request
Invoice
Standard Documentation for
Contracts Under $100,000:
Summary of Bids and copies of all returned bids
Completed Office of Community Development Notice to Bidders for each bidder
Attempted to solicit MBE/WBE/Section 3 firm
Standard Documentation for
Contracts Over $100,000:
Summary of Bids form and copies of all returned bids
Completed Office of Community Development Notice to Bidders for each bidder
Affidavits of publication/tear sheets for general and minority circulation papers
Invoice for advertisement and payment request (if CDBG funds are paying for ad)
Standard Documentation for
Architectural and Engineering Services:
RFQs for at least three firms, one of which should be a MBE/WBE/Section 3 firm
Copies of returned qualifications (credentials/work history/references) and ranking of firms
Letter requesting to use firm selected and explaining reasons for selection
Activity Checklist – Demolition
Standard Documentation for all Demolition Projects:
Executed Supplemental or Subrecipient Agreements in place
Notice of Activity Implementation
Bid package: Project specifications
Bid package: Office of Community Development Notice to Bidders
Bid package: Contract containing CDBG provisions
Proof of site control for each property
Copy of permit approved by the County Health Department for each property being demolished
Evidence of utility disconnections for each property being demolished
Executed contract
Notice to Proceed
Signed pay request
Invoice
Standard Documentation for
Demolition on a Spot Basis:
Copy of ordinance giving municipality the right to demolish properties
Standard Documentation for
Demolition on an Area Basis:
Copy of ordinance declaring area blighted
Proof of low-moderate income area
Standard Documentation for
Contracts Under $100,000:
Summary of Bids and copies of all returned bids
Completed Office of Community Development Notice to Bidders for each bidder
Attempted to solicit MBE/WBE/Section 3 firm
Standard Documentation for
Contracts Over $100,000:
Summary of Bids and copies of all returned bids
Completed Office of Community Development Notice to Bidders for each bidder
Affidavits of publication/tear sheets for general and minority circulation papers
Invoice for advertisement and payment request (if CDBG funds are paying for ad)
Other Documentation, as Applicable:
Copy of municipal demolition permit for each property being demolished
Zoning map
Checklist – Nonphysical Activity
Standard Documentation for all Nonphysical Activities:
Executed Supplemental or Subrecipient Agreements in place
Notice of Activity Implementation
Signed pay request
Invoice
Reporting Documentation for Nonphysical Activities, as Applicable:
Beneficiary Report Form
Direct Benefit Monitoring Form
Payroll register
Timesheets
Additional Documentation for Nonphysical Activities, as Applicable:
Bid package: Project specifications
Bid package: Office of Community Development Notice to Bidders
Bid package: Contract containing CDBG provisions
Executed contract
Notice to Proceed
Sole-source provider documentation
Standard Documentation for
Code Enforcement:
Data regarding properties cited/referred to assistance
Standard Documentation for
Contracts Under $100,000:
Summary of Bids form and copies of all returned bids
Completed Office of Community Development Notice to Bidders for each bidder
Attempted to solicit MBE/WBE/Section 3 firm
Standard Documentation for
Contracts Over $100,000:
Summary of Bids form and copies of all returned bids
Completed Office of Community Development Notice to Bidders for each bidder
Affidavits of publication/tear sheets for general and minority circulation papers
Invoice for advertisement and payment request (if CDBG funds are paying for ad)
Standard Documentation for
Architectural and Engineering Services:
RFQs for at least three firms, one of which should be a MBE/WBE/Section 3 firm
Copies of returned qualifications (credentials/work history/references) and ranking of firms
Letter requesting to use firm selected and explaining reasons for selection
Labor Standards Checklist
Standard Documentation:
Federal Wage Determination
Annual Wage Order
Certified Payrolls for each week the job was in progress
Other Documentation, as Applicable:
Certification of Appointing Officer form
Correction Certified Payrolls
Apprentice and/or trainee certifications from DOL
Letter from the union’s training program