State Rural Economic Action Plan 2021 Request for Applications
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State Rural Economic Action Plan 2021 Request for Applications Published August 2020
Community Development Division
900 N. Stiles Ave.
Oklahoma City, OK 73104
800-879-6552
okcommerce.gov
Community Development 1 REAPREQUEST FOR APPLICATION
State Rural Economic Action Plan (REAP)
INTRODUCTION
In accordance with the Oklahoma Department of Commerce’s (ODOC) appropriations bill,
Community Development (CD) is issuing this Request for Application (RFA) for funding under the
State Rural Economic Action Plan (REAP) Program. Funds are awarded to Councils of Government
(COG) for distribution to rural communities using an application process. This RFA is contingent
upon the appropriation of State Funding to the REAP Program.
The contract period is July 1st through June 30th (State Fiscal Year). Contractors must obligate funds
within the contract period. Each COG will submit a REAP Plan to ODOC through OKGrants for review
and to ensure that the COG is following the intent of REAP Legislation (62 O.S. § 2004-2013).
STATEMENT OF PURPOSE
To provide a funding source specifically for rural communities with a population of less than 7,000
and giving priority to much smaller communities.
DEFINITIONS
1. Oklahoma Association of Regional Councils (OARC) – is divided into eleven regions called Sub-
states or Councils of Governments (COGS) which advance and advocate for regional issues for
the public.
SCOPE OF WORK
This proposed Scope of Work describes the tasks to be performed by the COG.
Basic Scope of Service
A. Create a REAP Plan that ensures:
1. The appropriate detailed line item budget is correct for the project;
2. A prior audit has been submitted for the COG;
3. Resolutions attesting that the COG will follow their REAP Board Approved Plan;
4. Submit to ODOC through OKGrants Management System.
B. Create and Utilize Policy and Procedures for:
1. Application of REAP Funds;
2. Allocation of REAP Funds;
3. Verification of eligible REAP projects;
4. The assessment/performance of funded REAP Project Recipients.
C. Create and utilize an application process and procedure for REAP Funding that includes
application submission requirements.
1. Submit selected REAP Projects to Governing Board for approval.
D. Create a REAP funding allocation policy and procedure to determine the award for each
selected REAP Project. E.g. Allocation by Formula or Competitive Review and Rank Process.
Community Development 2 REAPE. Maintain a Funding List of selected REAP projects Utilizing the ODOC Provided “REAP
Project Listing Spreadsheet”.
F. Create and utilize a contractual agreement that is signed by the Local Community Official.
E.g. Contract (including Awarded Amount).
G. Create and utilize a Monitoring/Assessment Tool to assess the performance of each
selected Local Community Project.
H. Create and utilize a Policy and Procedure to determine REAP Project Status and the
frequency when selected Projects are Monitored/Assessed. E.g. At Project Completion
1. Best Practice: Funded Communities will Collect and Maintain Electronic Reports
and Photos of Project Status (1) Projects in Progress (E.g. trench/pipes, roof
repairs), (2) Completed Projects (E.g. Resurfaced Road, Water/Sewer Upgrades), (3)
Tangible Items Purchased (E.g. Vehicles, Fire Equipment).
i. These items will be available to ODOC on request.
I. Create and utilize a Policy and Procedure to clearly explain how the COG will verify
purchases of REAP eligible items by their “Project Grantee”. E.g. Receipts
DELIVERABLES
In addition to a response to this RFA, REAP Providers will submit:
1. Current REAP Action Plan (Due with Application Submissions)
2. REAP List of Awarded Projects (Due by December 15th)
3. REAP Quarterly Summary of Projects Closed (Due by the 10th of the month following the
Quarter)
4. REAP Year-End Report (Due at Annual Closeout, by August 30th)
FUNDING / ALLOCATION OF CONTRACT
Funding allocations for each award will be determined when ODOC receives state appropriation
notice from the Oklahoma Legislature. The allocation amount for each applicant will be determined
by an established distribution formula.
COGS will be notified by an emailed award letter that includes the awarded amount for the agency.
The letter will direct applicants to https://grants.ok.gov to initiate and complete the formal
application for REAP Funding. A maximum budget amount of five percent (5%) may be used for
Planning Activities.
New State REAP Contracts will NOT be executed until previous State REAP Contracts are officially
closed in OKGrants.
USE OF FUNDS (Listing Approved by OARC July 25, 2010; Amended March 7, 2011)
In May of 2010, HB 3192 52nd Legislature set forth that all REAP project activities must fall into one
of the ten (10) activities listed below. Additionally, at least eighty percent (80%) of all funds
expended shall be for projects that fall between eligible activities 1-6. In addition, REAP Projects are
Community Development 3 REAPrequired to meet Population Thresholds. Questions regarding allowable use of funds are welcome
and encouraged.
Eligible Activities: (As Detailed on Pages 7-11)
1. Rural water quality projects, including acquisition, treatment, distribution, and recovery of
water for consumption by humans and animals or both
2. Rural solid waste disposal, treatment, or similar projects
3. Rural sanitary sewer construction or improvements;
4. Rural road or street construction improvement projects;
5. Provision of rural fire protection services and public safety services;
6. Expenditures designed to increase the employment level within the jurisdiction of the entity;
7. Provision of health care services, including emergency medical care, in rural areas;
8. Construction or improvement of telecommunication facilities or system;
9. Improvement of municipal energy distribution systems;
10. Community buildings, courthouses, town halls, senior nutrition centers, meeting rooms or
similar public facilities.
Population Thresholds:
Cities and towns with a population below seven thousand (7,000) residents are eligible to
receive REAP Funds. (Funds may also be expended for any city or town with a population below
seven thousand (7,000) residents based upon the current population estimate according to the
U.S. Census Bureau. Funds may be expended for such cities and towns until the following
Federal Decennial Census).
County projects are eligible to receive REAP funds for the benefit of unincorporated areas below
a seven thousand (7,000) population. (Must benefit an unincorporated area if the area
benefited does not contain a population in excess of seven thousand (7,000) residents).
Ineligible Activities:
Activities not included in the ten (10) eligible project categories and not meeting the statutory
population thresholds.
Consumable goods and office supplies;
Personnel costs;
Park projects including park maintenance equipment (except community centers and similar
public facilities located in parks which are eligible).
Fairgrounds projects (except community centers and similar public facilities located in
fairgrounds which are eligible).
Mowers and lawn maintenance equipment;
Veterans memorials;
Codification of ordinances;
Capital Improvement Plans (CIP’s);
Comprehensive (Land Use) Plans;
Housing Projects/programs (demolition, emergency repair, rehabilitation, construction);
County maintenance barns or any other district-wide projects for county commission districts
with a population of 7,000 or greater.
Community Development 4 REAPPAYMENT REQUEST
Upon executed contract, payment requests will be submitted through https://grants.ok.gov. REAP
Funds are available each month in cumulative equal increments of one-twelfth (1/12th). The five
percent (5%) REAP Planning Funds can be drawn upon contract execution. The Reap Project Funds
can be drawn by the COG after selected projects have been approved by ODOC and have executed
a contractual agreement with the REAP Local Community. Claims for funds cannot exceed the actual
expenditures or the cumulative 1/12th monthly allocation to date.
CONTRACTUAL TERMS AND CONDITIONS
1. ODOC will provide funding for the project up to the total contract amount in accordance with
the other sections of this contract, provided the previous year’s contract has been successfully
closed.
2. The Contractor will provide the necessary personnel, facilities, supplies, equipment and/ or
resources and skills to accomplish the project in accordance with the terms and conditions of
this RFA, the REAP Contract and REAP Implementation Manual.
3. All of the work and services required shall be performed by the Contractor or under the
Contractor’s Supervision. The Contractor will be responsible for assuring financial and
programmatic compliance by its subcontractors.
4. The Contractor will agree to be solely responsible to ensure that the use of REAP Funds complies
with all State Statutes and other legal authority, including ODOC policies and procedures.
5. The Contractor will adhere to State Regulations pertaining to non-discrimination.
6. The Contractor will maintain fiscal controls and accounting procedures to ensure the proper
disbursement and accounting of all funds.
7. In any agreement with any subcontractor or any agent for the Contractor, the Contractor will
Hold Harmless the State of Oklahoma, its agents, officers and employees for all expenses,
claims, actions or amounts recovered as a result of infringement of patent, trademark or
copyright, and Worker’s Compensation and other laws.
8. Contractors will NOT use any portion of the funds for political activity.
9. The Contractor agrees that no member or employees of any governing board will have any
interest that would conflict with the full and complete execution of the REAP Contract.
10. The Contractor will maintain records and separate accounts for all activity involving REAP
Funds.
11. The Contractor understands that the REAP Contract may be suspended in whole or in part at
any time by agreement of the parties.
12. The Contractor shall retain all books, documents, papers, records and other materials involving
all activities and transactions related to this contract for at least seven (7) years from the date
of submission of the Final Expenditure Report or until all audit findings have been resolved,
whichever is later, or as otherwise required by law.
PROGRAM IMPLEMENTATION
Once the REAP contract is executed with the COG, the ODOC project manager reviews all
reimbursement claims and quarterly reports. The process is as follows:
Reimbursement form is submitted to ODOC through the OKGrants System;
Program Representative reviews the form making sure only the monthly allowable amount or
cumulative amount has been requested;
If no corrections are required on the reimbursement form, the Program Representative submits
the form to ODOC Financial Services for payment;
Community Development 5 REAP Quarterly Reports are due by the 10th of the month following the quarter; payments will NOT
be approved if Quarterly Reports are NOT uploaded into OKGrants;
COG must submit a “REAP Project Funding List” by December 15th for approval before Project
Funds can be requested.
Closeout: The COG must submit a “Final Quarterly Report” and “REAP Year-End Report” as
Closeout Documents by August 30th.
PROGRAM ASSESSMENT AND MONITORING
COGs will be monitored and assessed by ODOC on an annual basis to ensure compliance with
program management. Subcontractors will also be selected on a random basis for an annual visit
during the monitoring. Notification will be given to the contractor in advance of the monitoring
visit.
All submitted applications must be kept in discreet files with documented Review and Scoring
Sheet.
Each Funded Recipient must have a signed Contractual Agreement with “Awarded Amount”
included in their individual file.
Non-Funded Recipients must have a Denial Letter attached to their application, review and
Scoring Sheet.
COG must have REAP Funds in a separate Fund Account in the Agency General Ledger.
COG must be able to illustrate in the General Ledger how Planning and REAP Project Funds were
expended.
COG must have a Policy and Procedure to clearly explain how the COG will verify purchases of
REAP eligible items by their contractors. E.g. Photos, Receipts, Signed Affidavits.
TECHNICAL ASSISTANCE:
For any and all questions, please contact Cynthia Viney at 405-243-2939 or
Cynthia.Viney@okcommerce.gov.
SUBMISSION INSTRUCTIONS
To respond to this formal Request for Application (RFA), please review and submit all items listed
on the Checklist through upload in https://:grants.ok.gov.
REAP APPLICATION CHECKLIST
Upload current REAP Board Approved Area Plan for review by ODOC
Written process and procedure to determine allocation and eligibility for each REAP Funded
Recipient
Written Fiscal Policies and Procedures and Internal Controls approved by the Board of Directors
Written Selection Process including rating criteria, as used
Written Project Assessment/Status with Monitoring Tool for REAP Projects
Current Fiscal Audit
Submit NEW REAP Application with Uploads by September 30th
REAP DELIVERABLES:
Quarterly Summary REAP Projects Completed including: (DUE the 10th of the month following
the Quarter)
Quarterly Summary Report (Use ODOC provided Report Template) – OKGrants Upload
Community Development 6 REAPLATER DELIVERABLE (by December 15th)
REAP Board Approved Project Funding list including:
Use ODOC provided REAP Project Listing Spreadsheet - OKGrants Upload
ClOSEOUT REPORT DELIVERABLE (by August 30th)
REAP Year-End Report (Use ODOC provided Report Template) – OKGrants Upload
Community Development 7 REAPOklahoma Association of Regional Councils
Recommended Guidelines for Administration of
the Rural Economic Action Program
Approved by OARC July 28,
2010
Amended March 7,
2011
House Bill 3291approved by the Legislature and signed into law by the Governor enacts
changes to the Oklahoma Rural Economic Action Program. These guidelines have been
developed by the Oklahoma Association of Regional Councils to provide guidance and
encourage consistency in the administration of the REAP Program by Oklahoma's 11 regional
councils.
!
:
According to the newly enacted REAP legislation, 80% of REAP funds must be spent for
projects appearing in the first six {6) categories listed below. The project categories and
the types of projects listed under each category is not intended to be exhaustive but to
provide examples for projects that can be funded under each category. REAP statutory
language appears in bold font. Clarification language appears In Italicized font. Examples
appear in regular font.
· 1. Rural water quality projects, including: acquisition, treatment, distribution, and
recovery of water for consumption by humans or animals or both, including but
not limited to the following projects for planning, engineering, design
construction, rehabilitation, reconstruction, and equipment for operation or
maintenance of water systems:
a. Land acquisition for water projects
b. Costs for planning, engineering, and designing water
projects c. Costs for hydraulic testing and analysis
c. Wells, test wells, well houses, blending stations, chlorine booster stations, water
towers, standpipes, water storage tanks, pump houses, water treatment
plants, security fencing, and other water related structures
d. Waterlines, pumps, pressure booster pumps, transfer pumps, motors, valves,
shut off valves, fire hydrants, water meters, master meters, emergency
generators, metal detectors to locate pipes, filters filter media, water
chlorinator, telemetry monitoring system with alarms, or other water
related equipment or parts
e. Backhoes, trenchers or other water related vehicles required to install
or maintain water systems
f. Equipment for Conservation District projects through eligible sponsors (added
by amendment – 37iJ2rJ11)
2. Rural solid waste disposal, treatment or similar projects including but not limited to
the following projects for planning, engineering, design, construction, rehabilitation,
reconstruction, and equipment for operation, or maintenance of solid waste systems:
a. Land acquisition for solid waste projects
b. Costs for planning, engineering and designing solid waste projects
Community Development 8 REAPc. Collection facilities, landfills, transfer stations and other solid waste
related structures
d. Packer trucks and other solid waste related vehicles
e. Dumpsters, poly carts and other solid waste related equipment
3. Rural sanitary sewer construction or improvement projects including but not limited to
the following projects for planning, engineering, design, construction rehabilitation,
reconstruction, and equipment for operation, or maintenance of sanitary sewer systems:
a. Land acquisition for sanitary sewer projects
b. Costs for planning, engineering and designing sanitary sewer systems
c. Sanitary Sewer Evaluation Survey (SSES), smoke testing, in-line camera
inspection, flow monitoring, manhole evaluations, and other sanitary sewer
related testing
d. Lagoons, transfer stations, treatment facilities and other sanitary sewer related
structures
e. Sewer lines, force mains, interceptor lines, lift stations, lift pumps, pumps, center
pivot irrigation systems and parts, rip rap, emergency generators, pipe locators,
high pressure hoses, debris screens, clarifier and trickling filters, diffused
aeration system, bentonite for lagoons, grinder pumps, grinders, lagoon baffles,
aerators, lagoon liners, and other sanitary sewer related equipment or parts
f. Sewer rodding machines, high pressure sewer jet, trenchers, or other sanitary
sewer related vehicles
4. Rural road or street construction or improvement projects including but not limited to
the following projects for planning, design, construction, rehabilitation, reconstruction or
resurfacing roads, streets, bridges and sidewalks and equipment to operate and
maintain such facility:
a. Costs for planning, engineering and designing roads, streets, bridges and ADA
compliant sidewalks
b. Concrete, asphalt, chip and seal, and other road and street related material c.
County maintenance shops and other road and street related structures
d. Road easement purchases
e. Sidewalks with ADA compliant crosswalks, curb and guttering, pavement
markings, drainage improvements, parking lots and other similar projects
f. Traffic signals and signs, street signs, school crossing signals and signs, street
lights, culverts, and other road and street related equipment
g. Dump trucks, laydown machines, graders, dozers, loaders and other road and
street related vehicles
5. Provision of rural fire protection services and public safety services including but not
limited to the following projects for buildings, vehicles, equipment for rural fire
protection, law enforcement, emergency management, and 9-1-1 services:
a. Land acquisition for fire stations, police stations, emergency shelters, animal
shelters or other fire protection or public safety services related projects
Community Development 9 REAPb. Costs for planning, engineering, and designing fire stations, police stations, storm
shelters, animal shelters, or other fire protection or public safety services related
projects
c. Costs for construction, expansion, rehabilitation, refurbishment, or other
building expenses for fire stations, police stations, emergency shelters, animal
shelters, or other fire protection or public safety services related projects
d. Storm siren and tower, emergency radios, emergency portable radios,
emergency pagers, emergency generators, automatic electronic defibrillator
(AED), rescue tools, compressor system, jaws of life, air tanks, and other fire
protection or public safety services related equipment ·
e. Pumpers, trucks, tanker trucks, tanker tenders, grass rigs, brush trucks, wildland
fire trucks, skid steers and other fire protection services related vehicles
f. Sirens, lightbars, ladders, hose, skid steer attachments, fire swatters, nozzles,
ventilation fans, skid units, water tanks, pond drop buckets, rescue saws, jaws of
life, and other fire services equipment for fire protection related vehicles
g. Self-contained breathing apparatus (SCBAs), Cascade SCBA refilling station, air-
packs and carbon cylinders, personal alert safety system {PASS) devices, bunker
gear, or other personal protection equipment for fire protection services
personnel
h. Police cars, animal control trucks, lake patrol rescue boat and other related
public safety services related vehicles
i. Sirens, lightbars, prisoner transport partitions, radars, in-car video cameras,
animal control transport boxes, shotgun racks, spotlights, and other public safety
services vehicle equipment
j. Costs for planning, engineering and system development for 911services
including designing 911 call centers, dispatch centers and telecommunication
facilities or systems
k. Costs for installing, constructing, reconstructing, or otherwise improving 911 call
centers, dispatch centers, and telecommunication facilities or equipment
I. Interoperable emergency communication radio system, 911addressing, call
. center radio equipment, call center computers required for dispatching (no
office computers), call center Computer Aided Dispatch (CAD) software, 911
wiring or cables, emergency generator, repeaters and other 911 related
equipment
6. Expenditures designed to increase the employment level within the jurisdiction of the
entity including but not limited to the following provided there is a nexus to increased
employment levels:
a. Land acquisition for business or economic development
b. Costs for planning, engineering, and designing buildings or industrial parks for
business and economic development
c. Costs for construction, expansion, rehabilitation, refurbishment, hazard
mitigation or other building expenses for business and economic development
d. Feasibility or market studies and plans
Community Development 10 REAPe. Costs for installing, constructing, reconstructing or otherwise improving water,
sanitary sewer, rail spur and roads and streets to or within an Industrial park
f. Business incubators
7. Provision of health care services, including emergency medical care, in rural areas
including but not limited to:
a. land acquisition for hospitals, emergency care centers and other health care and
emergency medical care related projects
b. Costs for planning, engineering and designing hospital, helo-pads, health care
facilities or emergency care facilities
c. Costs for construction, expansion, rehabilitation, refurbishment, or other
building expenses for health care services and emergency care facilities
d. Equipment for telemedicine and other health and medical programs
e. Ambulances and other emergency medical care vehicles
f. Automatic electronic defibrillator {AED), transport ventilator, gurney, and other
non- consumable equipment for outfitting ambulances and other emergency
medical care vehicles
8. Construction or improvement of telecommunication facilities or systems including but
not limited to:
a. Wireless equipment and devices, broadband equipment and devices, optic fiber
and other telecommunication related equipment
b. Telephone systems including system equipment
9. Improvement of municipal energy distribution systems including but not limited to:
a. Costs for planning, engineering, and designing municipal system distribution
structures and systems
b. Costs for installing, constructing, reconstructing or otherwise improving electric
substations and other municipal energy distribution structures and systems
c. Poles, wire, switches, voltage regulators, conductors, transformers, natural gas
lines, gas meters, and other municipal energy distribution system equipment
d. Aerial bucket trucks and other municipal energy distribution system vehicles
10. Community buildings, courthouses, town halls, senior nutrition centers, meeting
rooms or similar public facilities including but not limited to the following projects for
planning design, construction, rehabilitation, and furnishings, fixtures and equipment
for community building, including courthouses, town halls, senior nutrition centers,
community centers, libraries, and fairgrounds, including but not limited to:
a. Costs for planning, engineering and designing public buildings and facilities
b. Costs for constructing, reconstructing, rehabilitating, hazard mitigation or
otherwise improving public buildings and facilities, including land acquisition
c. Sound systems, heat/air condition units, electrical system upgrades, security
cameras, security fencing, elevator, ceiling fans, kitchen equipment (senior
nutrition centers and community centers only), and other furniture, fixtures and
equipment for public buildings and facilities
Community Development 11 REAPd. lighting, parking lots, sidewalks, septic systems 1 fire sprinkler system, alarm systems,
emergency generator, parking blocks, security fencing and other related public building
and facilities related projects
e. Libraries and park pavilions
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