I. Manila Folder Instructions
A.
B. Include properly executed check for correct fee amount in enclosed envelope. Label envelope with Project Name and GA ID and "QC Fee".
C. Include flash drive as instructed below.
II. Electronic Instructions
A.
Requirements for Electronic TABS / FOLDERS SAMPLE
Use role letter codes to group similar entity roles together (example: Prelim Checklist):
1st Level (within project folder)
Sections
2nd Level
(within 1st Level folders)
Tabs
(may be single doc, or folder if multiple docs) 3rd Level
(within 2nd Level folders if multiple docs)
Forms/Docs
01LURC
0101AbbrevProjNameLURC
0102AbbrevProjNameAmenLURCAmend
02-8609s
0201AbbrevProjNameBIN1
0202AbrevProjNameBIN2
0203AbbrevProjNameBIN3
03Exec8821
0301AbbrevProjNameExec8821 030101AbbrevProjNameBIN1CrRecapture
030102AbbrevProjNameBIN2CrRecapture
04LegalOpinion
0401AbbrevProjNameLegalOp
05Other
0501AbbrevProjNameDescrip 050101AbbrevProjNameDescrip
Please pdf documents separately.
1.
2.
If a folder will be empty with no files, include NA at the end of the folder name.
The name and GA ID number of the Project to which any Preliminary or final Requests relate must be on the front cover of the manila folder.
ELECTRONIC SUBMISSION INSTRUCTIONS
Preliminary Qualified Contract (QC) Applications and Requests for QC Submissions (“Submission”) will only be evaluated if the Submissions are complete and accurately
prepared in accordance with the instructions below. Please refer to the QC checklist documents for additional information.
SUBMISSION INSTRUCTIONS
All QC requests must be delivered to DCA Offices, 60 Executive Park South, NE, Atlanta, Georgia 30329 Attn: HFDD-Qualified Contract. Except
where specified otherwise in these Instructions, all
documents
must be
submitted in electronic form. Applications which are hand delivered
can be dropped off at DCA’s mailroom.
All fees are
due at
the time
of
Preliminary or Request Submission. Please make all checks payable to Georgia Housing and Finance Authority
(GHFA). DCA will not accept any requests without the appropriate fees.
One working, VIRUS-FREE USB flash drive in a small, protective re-sealable container with a built-in fastener - e.g., Velcro, zipper, Ziploc, string
or metal clasp - (both supplied by applicant) containing exact electronic copies of ALL of the same items included in the Preliminary QC
Checklist/Request for QC Checklist, where applicable, arranged in the same order using numbering system provided there. Only one project per
flash drive is permitted. The USB flash drive must be of a sufficient size to contain all files that will be submitted. Applicants may submit one
backup flash drive with identical contents if desired, but this is not required.
Upon opening the flash drive, the only item visible should be the project folder titled “
[GA ID]xxxx-xxxAbbreviatedProjectNamePrel” or "[GA ID]xxxx-
xxxAbbreviatedProjectName Req". Upon opening this project folder, the items corresponding to the Checklist documents list must be found.
Required:
name and number folders and docs in following manner – refer to Checklist (sample shown here - entire contents not shown here).
Note that a separate standalone copy of the accurately completed and executed Preliminary QC Application Checklist must be included
outside
of the folders.
PLEASE DO NOT CREATE ADDITIONAL SUBFOLDERS. Each folder name becomes part of the file path for each file it contains. This
filepath is limited in size/length – when the length is exceeded, the file is unopenable.
3.
a. Copy the populated project folder
b. Click Start and select (My) Computer
c.
d. Paste the project folder here
e. Copy it from C: root and paste it to the flash drive.
4.
5.
B. Requirements for Electronic FILES / DOCUMENTS
1.
2.
3.
Electronic versions of such documents in 1 or 2 above must be identical to the paper version but for the signature.
4.
5.
6.
NAMING electronic files:
a. Use CondensedTitleCaseFormat (no spaces)
b.
c. Remove any references to your version number or version date from the file name
d. Name files sensibly such that it will be obvious to DCA what is in the file without having to open it.
e. Abbreviate names on files to reduce filepath size.
f.
_
_
g.
Section/Folder Nbr Tab/Folder Nbr Form / Document Nbr, if needed to signify multiple related files
Do not combine the documents for each tab into one combined pdf file. Each document in the Checklist is required to be standalone.
BEFORE uploading the populated project folder to the flash drive for submission to DCA, first move the entire folder to the top (root) level
of your C drive to avoid adding unnecessary subfolders to the file path (see note 2 above). To do this on a Windows-based PC:
Click C: drive (Hard Disk). The window that then opens is the C: root level and folders such as Apps, Users, and Windows may be seen.
BEFORE unplugging the USB flash drive from the computer, use the “Safely Remove Hardware” option in the System Tray at the bottom right
of the computer Desktop screen to avoid potential file corruption. Be sure to wait for the confirmation pop-up box to appear, notifying you that
it is safe to remove the flash drive.
Double-check the USB drive by plugging into another computer. Verify that it contains all application files and that it operates properly.
LARGE text files of 3rd-party reports – i.e., market studies, appraisals, environmental/engineering reviews, physical needs assessments,
redevelopment plans - must allow electronic word searches. Any PDF formats of such files must be created from the original electronic
document, not from a scanned paper copy, so as to be searchable. The author provides this version. Any such documents requiring
signatures must be executed on a separate PDF version. It is unlikely that files of this nature will be submitted at this stage.
If applicable, electronic submissions of DCA Excel forms, such as the Core Application and the Performance Workbook, must
be in Excel
format. Any DCA Excel documents requiring signatures must be signed in the paper version.
SMALL text files (letters/forms) requiring signatures must be executed, scanned and put into PDF format to preserve signatures. The
electronic word search capability is not required for such files. Files containing only standalone maps, photos, charts, etc. also do not need to
be searchable in this manner.
In cases where not all line items in a folder will be submitted, use the same numbering as if all were in fact submitted, but just skip the
number for those documents that will not be submitted.
Do NOT use special characters (e.g., &, /, \, $, -, +, *, #, %, @, or periods “.”, etc.). These prevent your files from being uploaded to the DCA
server.
Decide on a project name abbreviation that uses the fewest characters yet still makes sense. Do not include the owners’s name. Include
this abbreviation near the front of each file name. Use the same abbreviation for each file.
Omit words such as “Apartments”, “Residences”, “Estates”, “Homes”, “Townhomes”, “Lofts”, “Villas”, ”Phase”, “The”, “of”, “on”, “at” and
“Ltd Partnership” altogether in electronic file names.
Include abbreviations such as “Gdn” (Garden), “Lndg” (Landing), “Lgcy” (Legacy), “Pk” (Park), “Pte” (Pointe), “Rdg” (Ridge), “Redev”
(Redevelopment), “Schl” (School), “Sr” (Senior), “Ver” (Veranda), “Vw” (View), or “Vlg” (Village) if using the related words.
Begin each file name with 6-digit ID numbers ( e.g., 010101, 010201, 020121, 020201 …) at the beginning of each file name inside each
folder so as to arrange files in the order prescribed by the Checklist. Please
do NOT create additional subfolders. The numbering
sequence is ######:
## ## ##
C. Please label the flash drive container with the project name and GA ID
Both the small, protective re-sealable container and the external casing of the flash drive itself must be labeled with the
project name. Place a small label cut to best fit on the external case of the flash drive. Use transparent tape to keep
the label attached. The protective re-sealable envelope / pouch / sleeve must also be labeled with the name, phone
number, and email of the person to contact in case of flash drive failure.
Abbreviated
