HomeMy WebLinkAbout1991-247
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RESOLt1l'ION NUMBER 91-247
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RESOLt1l'ION OF THE lmYOR AND CDOON CXlUH::IL OF THE CITY OF SAN BERNlUIDIN::>
2 At1l'II::lRIZIm AND DIRECTIm THE EXECllTION OF A CXlMMllNITY DEVEIDFMENl' BIDCK GRl\N1'
FllNDIm 1II3REEMENr BE'l'liEEN THE CITY OF SAN BERNlUIDIID AND BETHLEHEM lI:lUSE,
3 ~., (REtoDVATION).
4 BE IT RESOLVED BY THE lmYOR AND CDOON CXlUH::IL OF THE CITY OF SAN
BERNlUIDIID 1\8 FOLIDWS:
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section 1.
(a) 'Ihe Mayor of the city of San Bernardino is hereby authorized am
directed to execute, on behalf of the city, an agreement for Community
Development Bl=k Grant furxUng with BEIHLEHEM HOUSE. INC.. (Renovation).
which agreement is attached hereto as Exhibit "1", am is incorporated herein
by reference as though fully set forth at length. 'Ihe agreement provides for
the granting of Community Development Bl=k Grant :furxJs in the follCMing
amount of $25.750.00.
section 2.
(a) 'Ihe authorizations to execute the above referenced agreement is res-
cinded if the parties to the agreement fail to execute it within sixty (60)
sixty days of the passage of this Resolution.
I HEREBY CERI'IFY that the foregoing resolution was duly adopted by the
Mayor am Call1non Council of the city of San Bernal:dino at a regu1ar
meeting thereof, held on the 17th day of June
vote, to wit:
1991 by the follCMing
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RESOLUTION OF THE CITY OF SAN BERmlRDIH> AUTHORIZIN3 THE EXECUTION
OF A CDBG 1\GREEMENl' BETWEEN CITY AND BETHLEHEM IDUSE, DK:. (REmIIM'ION).
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2 C01.mCil )(.....hFors
AYES
Nl\.YS
ABSTAIN
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4 REILLY
5 HERNANDEZ
6 MAUOOIEY
7 MINOR
8 :roPE-IlJDIAM
9 MILLER
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L(~rty~
14 The foregojn;J Resolution is hereby approved this 19th clay of June
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1991.
--1M ~
TOM MINOR, MAYOR PRO TEMPORE
City of San Bemardino
Approved as to form and
legal content:
J1\MES F. PENImN,
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Res. 91-247
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THIS AGREEMENT is entered into effective as of this 17thday of
June , 1991, at San BeI:nardino, California, between the CITY OF SAN
BERNARDINO, a municipal corporation, referred to as "city", an:l BEI'HIEHEM
HOOSE. INC.. (RENOVATION). a nonprofit community service organization,
referred to as "SUbrecipient". City an:l SUbrecipient agree as follows:
1. Recitals.
(a) SUbrecipient has requested financial assistance from City for
fiscal year 1991/1992 from funds available through the Conununity Development
Block Grant Program from the united states of America to city.
(b) SUbrecipient represents that the experxlitures authorized by this
Agreement are for structural repairs an:l renovations reauired to maintain
safe conditions for battered women an:l their children at the Shelter. which
are valid an:l eligible community development purposes, as defined in CPR Part
570 in a=rdance with federal law an:l regulations, an:l that all funds
granted under this Agreement will be used for no purpose other than those
purposes specifically authorized. The specific purposes an:l scope of
services of this particular grant are set forth in Exhibit "A", attached
hereto an:l incorporated into this Agreement as though fully set forth herein.
(c) SUbrecipient will comply with applicable uniform administrative
requirements, as described in 24 CPR, Part 570.502.
(d) SUbrecipient will carry out each activity, program and/or project
in compliance with all federal laws an:l regulations as set forth in 24 CPR,
Part 570, with the following exceptions, (i) the SUbrecipient dces not assume
the enviromental responsibilities of the Grantee as described in 24 CPR,
Part 570.604, an:l; (ii) the SUbrecipient dces not assume the Grantee's
responsibilities for initiating the review process under Executive Order
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EXHIBIT "1"
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Number 12372.
(e) SUbrecipient will c:anply with the requirements set forth in the
Unifonn Relocation Assistance and Real Property Acquisition Policy Act of
1970, as amerrled, (URA), 49 CFR, Part 24 in accordance with federal
regulations when atteIrg;Jting to or acquiring any building or parcel of land.
SUbrecipient will be required to obtain written approval fram the Executive
Director of the Development Department prior to any activity taking place
within the confines of URA 49 CFR, Part 24, as amerrled.
2. Pavments.
city shall reimburse SUbrecipient for allCMable costs incurred urx:ier
the scope of this Agreement and applicable Federal regulations, which have
not been paid for or reimbursed in any other manner by any other Agency or
private source of funding. Reimbursement will be made at least on a monthly
basis, with the total of all such reimbursements not to exceed $25.750.00.
3. Tenn.
ibis Agreement shall commence Julv 1. 1991. and tenninate June 30,
1992.
4. Use of Funds: Budcret: Travel Limitation.
(a) 'lhe furrls paid to SUbrecipient shall be used by it solely for
the purposes set forth in Paragraph l(b) of this Agreement, and in accordance
with the program budget submitted by SUbrecipient to the city of San Bernar-
dino Cammunity Development Department, a copy of which is attached to this
Agreement as Exhibit "B". 'lhis budget shall list all sources of funding for
the program =vered by this Agreement, whether fram state, Federal, local or
private sources, and shall identify which sources are paying for which speci-
fic portions of the program, by line-item, to the extent practicable.
(b) No travel expenses for out-of-state travel shall be included in
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this program unless specifically listed in the budget as submitted am ap-
proved, am all travel expenses to be fun:ied fram funds provided hereunder
shall be specifically identified as travel expense, which shall be negotiated
between the City of San Bernardino Developll'el1t Department am SUbrecipient in
the budget. lIDy travel expenses incurred by SUbrecipient above the budgeted
amount or for out-of-state travel shall not be eligible for reimbursement
unless the prior written approval of the Executive Director of Development
Department of the City of San Bernardino, or designee, has been obtained.
(c) F\1rrls shall be used for purposes authorized by the Col11munity
Developll'el1t Bl=k Grant Program only, am no portion of the funds granted
hereby shall be used for any purpose not specifically authorized by this
Agreement.
(d) Only net payroll shall be periodically reimbursed by City as an
allowable cost. Arry amounts withheld by SUbrecipient fram an employee'S pay
for taxes, social security, or other withholdin;J am not immediately paid
over to another entity, shall not be included as wages or expenses eligible
for re.iJnbursement as an allowable cost until such time as the withheld taxes,
social security, or other withholdings are actually paid over to another
entity entitled to such payment. Upon such payment am the submission of
evidence of such payment to the City of San Bernardino Developll'el1t
Developll'el1t Deparbnent, such expenses shall be regarded as an allowable cost,
am the City shall reimburse SUbrecipient for such obligation.
(e) SUbrecipient shall be allowed, with the prior written approval
of the Developll'el1t DepartJnent of the City of San Bernardino, to make changes
to the budget during the first three (3) quarters of the fiscal year, so long
as SUbrecipient is in compliance with Section "2" of this Agreement at the
itemization of costs, as set forth in the proposed budget submitted to city,
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1 not to exceed ten percent (10%) as to any particular line item, shall be
2 allowed, provided that the prior written approval of the Executive Director
3 of the Developnent Development of the City of San Bernardino is obtained, it
4 bein:J un:ierstocxl that the total amount of the grant shall not be varied
5 thereby .
6 (f) The parties interxl that grant furrls be utilized within the time
7 period covered by this Agreement, am entitlement to any furrls not experrled
8 or obligated shall revert to the City. No resave for the future shall be
9 established with the furrls except as may be authorized to meet cannnitments
10 made for services provided durin:J the period of this Agreement, but not yet
11 paid for at the conclusion of this Agreement.
12 (g) SUbrecipient shall remain in c::orrpliance with all state, federal
13 am local laws prior to the receipt of any reilnbursement hereunder. 'Ibis
14 includes, but is not limited to, all laws am regulations relative to the
15 form of oI1;lCll1ization, local business licenses am any laws am regulations
16 specific to the business am activity carried out by SUbrecipient. ReiJnburse-
17 ment shall not be made to SUbrecipient which is not operatin:J in c::orrpliance
18 with all applicable laws. Reilnbursements may be subsequently paid, at the
19 discretion of the Executive Director of the Development Department for
20 rellnbursement costs incurred durin:J the period when c::orrpliance is achieved
21 before expiration of this Agreement.
22 5. AccoI.mtinq; Audit.
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(a) Prior to the final payment under this Agreement, am at such
24 other times as may be requested by the Executive Director of the Development
25 Department of the city of San Bernardino, SUbrecipient shall submit to the
26 Director an accountin:J of the proposed am actual expexrlitures of all
27 revenues from whatever source accruin:J to the organization for the fiscal
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year ending June 30, 1992.
(b) Financial records shall be maintained by SUbrecipient in a=rd-
ance with Generally Acx::ept:ed A=untiIq Principles, and in a manner which
permits City to trace the experrlitures of furrls to source documentation. All
books and records of SUbrecipient are to be kept open for inspection at any
time duriIq the business day by the City, its officers or agents, and by any
representative of the united states of America authorized to audit canmunity
development block grant programs.
(e) Standards for financial management systems and financial report-
iIq requirements established by 24 ern, Parts 85.20 and 85.22 shall be fully
complied with by SUbrecipient. SUbrecipient acknowledges that the furrls
provided are federal furrls.
(d) SUbrecipient's financial management system shall provide for
accurate, current and complete disclosure of the financial results of each
program sponsored by this Agreement. It is the responsibility of SUbreci-
pient to adequately safeguard all assets of the program, and SUbrecipient
shall assure that they are used solely for authorized purposes.
6. services Available to Residents: Monitorinq and RePortim P.!:VYLQlU
Perfonnance.
'!he services of SUbrecipient shall be made available to residents and
inhabitants of the City of San Bernardino unless otherwise noted in Exhibit
"A". No person shall be denied service because of race, color, national ori-
gin, creed, sex, marital status, or physical harxiicap. SUbrecipient shall
comply with Affimative Action guidelines in its enq:lloyment practices. SUbre-
eipient shall also IlIOnitor the program's activities and submit written re-
ports quarterly, or IlIOre often if requested, to the Executive Director of the
Development Deparbnent of the City of San Bernardino, in a=rdance with 24
ern, Part 85.41(e) (d) and Part 85.21. Failure to provide such quarterly
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1 perfonnance reports may prevent the processing by city of SUbrecipient's
2 requests for rei.mb.lrsement, am. may justify terrq:lOrary withholding as provided
3 for in Paragraph "11" hereof. city reserves the right to waive such breach,
4 without prejudice to any other of its rights hereurxier, upon a finding by the
5 Executive Director of the Development Depart:ment that such failure was due to
6 extraordinary circumstances am. that such breach has been timely cured
7 without prejudice to the City.
8 7. Procurement Practices: Conflict of Interest.
9 SUbrecipient shall COIlq:>ly with procurement procedures am. guidelines
10 established by 24 CFR, Part 85.36(d) (1), SUbrecipient "Procurement
11 Starxiards". In addition to the specific requirements of 24 CFR, Part 85,
12 SUbrecipient shall maintain a code or starxiards of corrluct which shall govern
13 the perfonnance of its officers, employees or agents in contracting with am.
14 experoing the federal grant :Etmis made available to SUbrecipient un:ier this
15 Agreement. SUbrecipient's officers, employees or agents shall neither solicit
16 nor accept gratuities, favors, or anything of monetary value fram contractors
17 or potential contractors. To the extent pennissable by state law, :roles, and
18 regulations, the starxiards adopted by SUbrecipient shall provide for
19 penalties, sanctions or other disciplinary actions to be applied for
20 violations of such starxiards by either the SUbrecipient's officers, employees
21 or agents, or by contractors or their agents. SUbrecipient shall provide a
22 copy of the CXJde or starxiards adopted to city forthwith. All procurement
23 transactions without regard to dollar value shall be corrlucted in a manner so
24 as to provide maximum open am. free competition. '!he SUbrecipient shall be
25 alert to organizational conflicts of interest or non~itive practices
26 !l11On] contractors which may restrict or eliminate competition or otheJ:wise
27 restrain trade. SUbrecipient agrees to adhere to conflict of interest
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provisions set forth in 24 CFR Section 570.611 and to the procurement nIles
specified in 24 CFR, Part 85.36, in its expenliture of all fun:is received
under this Agreement.
8. Anti-Kick Back Provisions: Ecrual !2nDlovment ClDDOrtunitv.
All =ntracts for construction or repair us:in:J fun:is provided un:ier
this Agreement shall include a provision for compliance with the Copeland
"Anti-Kick Back" Act (18.U.S.C. 874) as supplemented in Department of labor
Regulations (29 CFR, Part 3). 'Ibis Act provides that each =tractor or
subgrantee shall be prohibited fran induc:in:J, by any means, any person em-
ployed in the construction, completion or repair of public work, to give up
any part of the compensation to which he/she is otherwise entitled. SUbreci-
pient shall report all suspected or reported violations to City. All =n-
tracts in excess of $10,000.00 entered into by SUbrecipient us:in:J fun:is
provided under this Agreement shall contain a provision requir:in:J compliance
with Equal E1lployment Opportunity provisions established by Executive Order
NlmIber 11246, as amended.
9. Prevailincr WlIQ"e Recrui.rement.
Arry construction contracts awarded by SUbrecipient us:in:J fun:is
provided under this Agreement in excess of $2,000.00 shall include a provi-
sion for compliance with the Davis-Ba=n Act (40 U.S.C. 276(a) to 276(a) (7))
and as supplemented by Deparbnent of labor Regulations (29 CFR). Urrler this
Act, contractors shall be required to pay wages to laborers and mechanics at
a rate not less than the miniInum wages specified in a wage determination made
by the Secretary of labor. In addition, contractors shall be required to pay
wages not less often than once a week. SUbrecipient shall place a copy of
the current prevail:in:J wage determination issued by the Deparbnent of labor
in each solicitation and the award of a =ntract shall be corrlitioned upon
the acceptance of the wage determination. SUbrecipient shall report all sus-
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1 pected or reported violations to City.
2 10. 1\I:lDroval of city of any ChaJ:qes; Use of PJ:""'Lam Incane.
3 (a) City hereby requires SUbrecipient to notify the city, in writiIg,
4 of its intent to charge a fee for any service, the provision of which is
5 assisted pursuant to this Agreement. City requires SUbrecipient to obtain
6 the prior written approval of city for any charges or fees to be charged by
7 SUbrecipient for such services, and of any rules and regulations governiIg
8 the provision of services hereunder.
9 (b) Program income represents gross income received by the
10 SUbrecipient directly generated from the use of fun:1s provided hereun:ler.
11 SUch ~ include interest earned on advances and may include, but will
12 not be limited to, income from service fees, sale of u.>1l...:>li.ties, usage and
13 rental fees for real or personal property usiIg the fun:1s provided by this
14 Agreement. As to such income, it shall be first applied to eligible program
15 activities, before requests for re:iJnbursement and, in the use, shall be
16 subject to all applicable provisions of this Agreement. Income not so
17 applied shall be remitted to City. SUbrecipient shall remit all unspent
18 program income to the city within thirty (30) days subsequent to the end of
19 the program year (June 30, 1992).
20 11. TEInDorarv Withholdina.
21 The Executive Director of the Development Department of the City of
22 San Bernardino is authorized to temporarily withhold the payment of fun:1s to
23 SUbrecipient when the Director detennines that any violation of this
24 Agreement has occurred. Funds shall be withheld until the violation is
25 corrected to the satisfaction of the Executive Director. SUbrecipient shall
26 have the right to appeal the decision of the Executive Director to the Mayor
27 and Common Council. 'Ihe sole grounds for such appeal shall be that no
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violation of the Agreement has occurred. SUbrecipient shall file such appeal
within fifteen (15) days after such first withholding. '!he Mayor ani Cammon
Council shall set a date for the hearing of such appeal which is within
thirty (30) days following the date of filing.
12. Records Retention.
Financial records, supporting documents, statistical records, ani all
other records pertaining to the use of the funis provided umer this Agree-
mant shall be retained by SUbrecipient for a period of three (3) years, at a
minimum, ani in the event of litigation, claim or audit, the records shall be
retained until all litigation, claims ani audit firxlings involving the re-
cords, have been fully resolved. Records for non-expen:lable property acqui-
red with federal funis provided un:ler this Agreement shall be retained for
three (3) years after the final disposition of such property.
13. Pl'oPertv Manacrement standards.
Non-expen:lable personal property, for the purposes of this Agreement,
is defined as tangible personal property, purchased in whole or in part with
federal funis, which has useful life of m:>re than one (1) year ani an acqui-
sition cost of one-thousarrl dollars ($1,000.00) or m:>re per unit. Real
property means lani, including lani illlprovements, structures ani app.lrten-
ances thereto, excluding =vahle machinery ani equipment. Non-expen:lable
personal property ani real property purchased with or illlproved by funis pro-
vided un:ler this Agreement shall be subject to the property management stan-
dards set forth in 24 CFR, Part 85.32.
14. Tennination for cause.
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(a) City reserves the right to tenninate this Agreement in accordance
with 24 CFR, Part 85.43, ani any ani all grants ani future payments umer
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this Agreement, in whole or in part, at any time before the date of
completion of this Agreement whenever city determines that the SUbrecipient
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1 has materially failed to CClllply with the terns am corxlitions of this
2 Agreement. In the event seeks to teI:minate this Agreement for cause, City
3 shall prc:mptly notify the SUbrecipient in writirg of the proposed teI:mination
4 am the reasons therefore, together with the proposed effective date. SUbrec-
5 ipient shall be given an opportunity to appear before the Mayor am Callnnon
6 Council at the time at which the Mayor am Callnnon Council are to consider
7 such rec:onnnemed teI:mination, am shall be given a reasonable opportunity to
8 show cause why, if any exists, the Agreement should not be teI:minated for
9 cause. Upon deteI:mination by the Mayor am Callnnon Council that the contract
10 should be terminated for cause, notice thereof, including reasons for the
11 deteI:mination, shall prcmptly be mailed to the SUbrecipient, together with
12 information as to the effective date of the teI:mination. SUch notice may be
13 given orally at that hearirg. The deteI:mination of the Mayor am Callnnon
14 Council as to cause shall be final.
15 (b) In the event of any teI:mination whether for cause or for
16 convenience, SUbrecipient shall forthwith provide to the Development Deparbn-
17 ent any am all documentation ]"\.....-l...-J by the Development DepartJnent to
18 establish a full record of all rocmies received by SUbrecipient am to docume-
19 nt the uses of same.
20 15. Tennination for COnvenience.
21 City or SUbrecipient may terminate this Agreement in whole or in part
22 provided both parties agree that the continuation of the project would not
23 produce beneficial results commensurate with further expenjiture of ftuxis. In
24 such event, the parties shall agree upon the teI:mination corxlitions,
25 including the effective date am, in the case of partial teI:minations, the
26 portion to be terminated. The SUbrecipient shall not incur new obligations
27 for the terminated portion after the effective date am shall cancel as many
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outstan:ii.n;J obligations as possible. City shall allow SUbrecipient full
credit for the City's share of the non-cancellable obligations obligations
properly incurred by the SUbrecipient prior to termination.
16. Reversion of Assets.
SUbrecipient agrees that upon expiration of this Agreement, the
SUbrecipient shall transfer to the City any arrl all COB; furrls not used at
the time of expiration arrl any accounts receivable attributable to the use of
COB; furrls. SUbrecipient agrees that any real property under its control,
which was acquired or ilI1proved, in whole or in part, with COB; furrls in
excess of $500.00 shall either, (i) be used to meet one (1) of the three (3)
national objectives as set forth in 24 CFR, Part 570.208 I.U1til five (5) years
after expiration of the Agreement or such period of time as detennined appro-
priate by the City, or; (ii) is disposed of in a manner which results in the
City being reimbursed in the amount of the current fair market value of the
property less any portion thereof attributable to expenditure of, or
ilI1provement to, the property by SUbrecipient. SUch re:iJnbursement is not
required after the period of time specified in "i" above.
17. Hold Hannless.
SUbrecipient agrees to in::lemni.fy, save arrl hold harmless the City am
the DevelClpleIlt Deparbrent arrl their employees arrl agents from all
liabilities arrl charges, expenses (including oounsel fees), suits or losses,
however =ing, or damages, arising or growing out of the use of or
receipt of furrls paid under this Agreement arrl all operations under this
Agreement. Payments under this Agreement are made with the understarrling
that the City arrl the Development Department are not involved in the
perfonnance of services or other activities of the SUbrecipient. SUbrecipient
arrl its employees arrl agents are in:iependent contractors arrl not employees or
agents of City arrl the Development Deparbrent.
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1 18. 1mIendment.
2 'Ibis Agreement may be amerxied or modified only by written agreement
3 signed by both parties, am failure on the part of either party to enforce
4 any provision of this Agreement shall not be construed as a waiver of the
5 right to oc:snpel enforcement of any provision or provisions.
6 19. Assianment.
7 'Ibis Agreement shall not be assigned by SUbrecipient without the
8 prior written consent of City.
9 20. Notices.
10 All notices herein required shall be in writin;J am delivered in
11 person or sent certified mail, postage prepaid, addressed as follows:
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As to city:
As to SUbrecipient:
Executi va Director
Developnent Department
city Hall, Fifth Floor
300 North "D" street
San Bernardino, Calif. 92418
21. Evidence of Authoritv.
SUbrecipient shall provide to City evidence in the fom of a
Mary Beth Wadding, Coordinator
Bethlehem House, Inc.
P.O. Box 8127
Redlands, Calif. 92375
certified CIJfJY of minutes of the governing body of SUbrecipient, or other
adequate proof, that this Agreement has been approved in all its detail by
the governing body of the SUbrecipient, that the person(s) executin;J it are
authorized to act on behalf of SUbrecipient, am that this Agreement is a
bindin;J obligation on SUbrecipient.
22. certification of Assurance.
SUbrecipient shall comply with the program requirements attached
hereto as Exhibit "C", which are incorporated by reference as though fully
set forth at length am made a part of this Agreement by execution of all
certifications am assurances of the CDI3G program.
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1 23. Entire l\Qreement.
2 '!his Agreement am any document or instnnnent attached hereto or
3 referred to herein integrates all tenns am oonditions mentioned herein or
4 incidental hereto, am supersedes all negotiations am prior writing in
5 respect to the subj ect matter hereof. In the event of a:mflict between the
6 tenns, oonditions or provisions of this Agreement, am any such document or
7 instrument, the tenns am conditions of this Agreement shall prevail.
8 24. No Third Part Beneficiaries.
9 No third party shall be d.eelred to have any rights hereunder against
10 any of the parties hereto as a result of this Agreement.
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25 IIII
26 IIII
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lab: 4407
Rev. 6/11/91
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FY 1991/1992 a:lBG l\GREEMENT m:;'J.wJ:a:il'i CITY AND
BETHLEIIEM JI)tJSE, IN::., (RENJVATICIN)
1
2
3
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5
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9
IN WI'rnESS WHEREX:lF, the parties hereto have executed this Agreerrent on
the day ani year first hereinabove written.
:raJ-~
BY, Lu~ ~~
\. /
ATI'EST:
c{~~
-
~-t
10 Approved as to form ani
legal content:
11
12 JAMES F. PENMAN,
City Attorney
:: BY: ~~
../
lab: 4407
Rev. 6/11/91
-14-
,._,
CITY OF SAN BERN1lRD
--7
~0 /7
//
w. . , Mayor/
city of San Bernardino
COOG POOPOEIAL '-PPLICMICN
OeY'8lcpnent ~t
Plqe -2-
SCOPE OF SERVICES
c)
I:escrllie the specific p.ll:1X:Se of the project, identifying the
prc:blems the project is interded to solve:
Tho latgegt domestic violence sheltet In the western United States, Bethlehem
House otters long-term recover"y. ther"a.py, chi Id abuse tr'eatment, education and
life skills programs to low/moderate income women and children. Structural
repairs and tenovations ate needed to maintain safe conditions or meet UBe.
m. Proiect Benefit
To be eligible for ala:; f\lndin;J, a project m.JSt qualify within at
least one (1) of the three (3) follc:Min; cat:83ories. Check the one
(or rore) un:ler wch the project qualifies:
a) ~ Benefit to lawjIoc'derate in::ane perscns (at least fifty one
percent (51%) of program/project beneficiaries).
b) _ Prevention or eliJninaticn of slum ani blight.
c) _ Urgent health ani safety oor.diticn.
If ca~IY (a) is checked, the follc:Min; informaticn nust be
provided:
Is yoor prc:gram prilrarily designed to serve the follc::r.rl.rg:
Elderly: Yes No xx MiIm-ity: Yes No XX
Han::llc<lrped: Yes = No..u.
D:>es the k'L'-':jram have ircare eligibility requireme!llts? Yes _ No XX
What is the project's seI:Vice area? (Census TractCs) arrl/or Block
Gl:u.lp(s)): All Census Tracts/City of San 'Bernardino
What is the total IlI.ll1\ber of persalS to benefit within the service
area? 70 occupants at a time/ average annual census 1,500.
Data Scm:ce:
Bethlehem House Project, Inc. projected
statistics.
IV. N:>n-Profit and For-Profit OrcIanization.al Infomation
If yoor organization is a non-profit, attach a cq:Tj of yoor Articles
of Iocorporation, a list of yoor board of directors ani yoor 0Jrrent
!:u:iget, balance sheets or anmal report.
EXHIBIT "A"
.... ,..'j;1 aror's Name:
Profcs,ioIl
"
Estimator's Signature
Liccnsell
(After grant award, competitive bidding is required to determine building contractor or mJjor equipmeilt supplieL)
~~ - -'-- JG-~'-- I[
L A C
B__ iL
Hork or Equipment Item - Include $ Match [
site location, quantity and unit [~E;J or
I cost, or hours and hour cost. Cost Contribution
Kitchen-
- renovation of floor joices and boards
- replacement of floor covering l1i t h
linoleum or tile
- replacement of counter tile 6,500 0
Bathrooms-
- installation of floor drain in uDstairs
bath (ne,; plumbing) 500 0
I - replace floor boards 500 0
- remove and replace linoleum 1,500 0
- replace broken hard"are 500 0
- replace tub and shoi~"er
enclosure 250 0
Taundrv- I
- install floor drain to existing pIpes 250 0
- remove and replace 1 inoleum \'.'1 t.h
linolewn or tile 500 0
- replace venting 150 0
School-
- rem::Jve carpet
- place 1'mocl planks over slab floor
- i'lstall linoleum or tile 2,000 0
- remove portion of interior l'lall and
rcplZlster ] ,000 0
- rell3.ce ligh lcing 250 0
- create storuge area from t?xtcrior 1!all 150 0
PClrlor " Th2raf'v ",oom-
-- disassemble 2 story chim!)oy I
- replace fireplace/chimney lining I
- n?3ssemble chirrmey 5,000 0
- replace l,';ater damaged susp2ndcc: cc-:iling
in therapy room
- replace electrical l,"irin9 500 0
- -
EXHIBIT liB"
D I
'OC", j
:ost
6,500
/f'" .;?
J
500
500
1,500
500
250
-0
j 2.)
I
250
z,r--O
500
150
~o 0
:>
2,000
1,000
250
150
.D
1-)
5,000
500
't7()
b
~'J ":'fJlilaLOr'~ Name:
.....
- --
l.:.stimator's Signature
.& J "''-~'.' "'"
License/I .
---~,---_..._--~-- -
(Afler grant award, wmpe!itive bidding is requirC{tlO determine building wntraclOr or major equip"" :\1 supplieL)
c;---
--~~=:JL
~Iork or Equipment Item - Include
site location, quantity and unit
cost, or hours and hour cost.
General-
_ remove knob-and-tube wiring in basement
remove asbestos from heating ducts
(entire structure)
renovateLenoX#2 grade fuel oil furnace
firebox and fuel delivery system
recondition / replace sagging
staircases in basement and leading to
second floor
patching / replacement of interior
'-Tall surface
replace torn, worn, stained carpet
painting of exterior and interior
= ~~~~t~ees>
- Insurance
- Auditing
Purchase-
I - 30 sets "0 aden bun], beds at 250/:30t
_ 3 4 - passenger cars for client
I transportation tit $8,000
,
I {~A./ /'.~-tv;""i
ATTACIDIENT B
B
$ ESP
Cost
2,500
10,000
5,000
2,000
500
7,000
1,500
5,000
\'Ja i "led
]~,950
:2 f =100
7,500
2~,000
Il
C
$ Match
or
contribution
1[:-;-\
[~:;~l I
o
o
o
o
o
o
o
o
o
o
o
o
o
2,500
10,000
5,000
2,000
500
7,000
1,500
5,000
o
14,950
2,500
1- )"00
I
'0""
l.)
~-~ 4
17 "'.
7,
S"o'"
I)
7,500
2~,000 ~
1h7(
(IJ .. <::>
r","
,$1----::" .7)~
P 1....))
..' ..'
DEVEIDFMENl' DEPARDIENl' OF THE
CITY OF SAN BERNMDIID
<nlMUNITY DEVEIDFMENl' BIDCK GRAN!'
ProGRAM REQUIREMENl'S
for
SUBRECIPIENrS
1. SUpplemental Information for SUbrecipient
As a successful applicant of the City of San Bernardino FY 1991/1992
Community Development Block Grant (COB:;) Program, you are not only
agreein;J to provide the services as stated in your awlication, but also
to abide by the COB:; Program requirements am responsibilities. To
further assist you in urrlerstardin;J said requirements am respollsibili-
ties, the followin;J summaries am attachments have been prepared to
introduce to or update you on each item. Additionally, this
instructional package will reauire your governing body designated
official to read am sign hisjher signature as part of the COB:;
agreement.
2. Month! v Request for Reimbursement
Deadline: Due the fifth (5th) day after end of each calendar m:>nth
unless othemse stated in the CDBG agreement.
Include the followin;J:
a) One (1) cx:unpleted Request for Rei.mburseInent form.
b) One (1) copy of all checks issued that are bein;J reimbursed.
c) One (1) copy of all bills/receipts that support check(s) issued.
d) One (1) copy of all payroll check(s) that are bein;J reimbursed.
e) One (1) copy of all check stubs, accountin;J ledgers, an1jor other
dOCl.mlel1tation that reflect gross salcu:y am all deductions for each
check(s) issued.
f) One (1) page narrative describin;J activities urrlertaken durin;J the
m:>nth included for reimbursement.
In response to its part of each agreement, the City agrees to pay all
invoices within thirty (30) days after it receives the invoice provided
the City is satisfied all expenses have been incurred within the scope of
the executed agreement am that the subrecipient continues to cx:unply with
the terms am comitions of the COB:; agreement. (Generally, invoices are
processed within ten (10) days of receipt of same.) '!he City reserves
the right to defer processin;J of invoices am withhold payments until all
required reports, statements, an1jor certificates have been submitted
am, where necessary, approved.
lab: 3025
Rev. 6/11/91
-1-
CDBG ProGR1lM REQUIREMENl'S
Fiscal Year 1991/1992
EXHIBIT "e"
g) All accountin:; records arx:1 evidence pertai.nirg to all costs of each
subrecipient arx:1 all documents related to the COEG agreement shall be
retained arx:1 available for three (3) years followin:; the cc:mpletion
of the furrled program.
h) Each subrecipient agrees to allow the City of San Bernardino
Community revelopment Deparbnent to audit the furrled program as part
of its annual audit of all COEG furrls pursuant to federal regulations
set forth in Title 24 of the Code of Federal Regulations.
3. RePortslRePortinq Reclui.rements and Reoords/ReoOrd Keepinq Reauirements
While staff realizes that report writin:; arx:1 record-keep in:; are not the
IrOSt desirable aspects of any P:rU<;jLCUII, it is one vehicle that provides a
measure of program progress arx:1 ac::c:arplishrrents. '!hus, all subrecipients
participatin:; in the COEG Program are required to provide the City of
San Bernardino revelopment Department with written reports of its
activities on or before the tenth (10th) day of October, January, April
arx:1 July of any given program year for the previoos three (3) m:mth
period in addition to a final report when the agreement tenninates. All
reports shall include infonnation on program activities, accc:mplishrrents,
new program infonnation arx:1 current program statistics on experx:litures,
case loads arx:1 activities of the reportin:; period.
Each subrecipient is also required to maintain lronthly records of all
ethnic arx:1 racial statistics of persons arx:1 families assisted by its
program(s). 'Ibis m:mthly record shall include data on the number of low
arx:1 moderate :incarre persons arx:1 hooseholds assisted, (as detennined by
federal incane limits), number of female-headed hooseholds, arx:1 number of
senior citizens assisted. As mentioned earlier, each subrecipient is
required to keep all accountin:; records arx:1 evidence pertai.nirg to all
costs for three (3) years followin:; cc:mpletion of the furrled program.
4. QUarterlv RePorts
Deadlines: October 10 -- for period covering JUly 1, to September 30, of
progLaIu year.
January 10 -- for period covering October 1, to December 31,
of program year.
April 10 -- for period covering January 1, to March 31, of
P:t'09LCIIU year.
JUly 10 - for period covering April 1 to .rune 30, of prog:raw
year.
Include the followin:;:
a) One (1) cc:mpleted Activity Report (form number 802) .
b) One (1) COIlpElted Direct Benefit Report (form number 045 (a) .
lab: 3025
Rev. 6/11/91
-2-
CDBG PR:lGRAM ~UIREMENl'S
Fiscal Year 1991/1992
'. .
..
c) One (1) <JC:lllPleted Contract arrl SUbcontract Activity Report (form GlB
2506-006) . (For construction projects only.)
It is the responsibility of the subrecipient to prepare arrl suJ:mdt the
required reports by the above stated deadlines in order to keep city
staff informed of any c.harges to the furxied program(s).
5. PJ:.V4L<U1l Monitorincr
One of the City's responsibilities is to monitor each subrecipient at
least once a year. Not only are the monitoring visits interrled to ensure
each agency's continued compliance with COB::; requirements, but also serve
as an opportunity for city staff to become rore knowledgeable of each
agency's program(s). '!he monitoring visits also serve as an opportunity
to provide information to other city staff, the Mayor arrl Camron Council
arrl other interested persons.
Listed below is typical information City staff will be seeking,
observations that might be made, arrl items we may wish to review:
a) '!he accamplishment(s) of the program(s) to date.
b) Whether or not program objectives are being met.
c) That the interxl.ed client groop is being served.
d) 'Ihe number of people on staff.
e) '!he existence arrl maintenance of client files.
f) Assistance City staff can provide.
In addition to monitoring each agency once a year, the City of San
Bernardino Developrent Deparbnent reserves the right to have its internal
auditor corrluct an onsite audit of the program as part of the its annual
audit of all COB::; furxis pursuant to Federal Regulations.
Although the terms "monitoring" arrl "audit" may appear somewhat
formidable, please be assured that your agency will be notified in
advance of any request for a ronitoring visit. Also, please be advised
that representatives fran HOD monitor the COB::; program every year. D.lring
HOD visit(s), they may wish to monitor one (1) or rore of the City's
subrecipients. If your agency should be selected, you will be notified in
advance in order to arrange a mutually convenient time.
6. ProcIram Budaet
Another required element of your COB::; agreement with the City is the
program budget. Please suJ:mdt an updated line item OOdget reflecting
your approved COB::; allocation. Also, include a copy of your overall
program budget with a summary of your furxiing source(s) am the total
agency budget. 'Ihe COB::; portion of your total program or agency budget
should be identifiable.
In past years, several agencies have raised questions regarding minor
budget modifications or adjustments. Staff realizes that the approved
budget may require minor adjustments during the life of the program arrl
request that you discuss proposed c.harges with Developrent Deparbnent
staff.
lab: 3025
Rev. 6/11/91
-3-
CDllG PR:lGRAM RD;lUIREMENl'S
Fiscal Year 1991/1992
. .
"
Again, please be remirrled that capital or non-experxlable equipnent is not
to be pm::hased with COB; furxls. If yoo need to acquire such equipnent,
please discuss it with Developnent Department staff.
7. Purchase of Personal ProPertY or EauitllleIlt (Read section "13" of the CDBG
1\Qreement
All tangible personal property havin] a useful life of oore than one (1)
year ani an acquisition cost of three hun:lred dollars ($300.00) or oore
per lU'lit shall be subject to the requirements of the Property Management
Standards specified in 24 CFR, Part 85.32, "Comrron Rule".
8. Procedures
a) All equipnent ani property pm::hased in accordance with the above
standards shall be identified as "Federal Property-HUO", (include
your internal Identification Number). Identification may be achieved
by taggin] or engravin] the property or by any method that will
result in property Identification Number bein] oerrnanentlv affixed.
b) Maintain a separate record of all such equipment ani property.
Information shall include:
-Name/Description
-Serial Number
-Identification Number
-D3.te Purchased
-Purchase Price
-comition (Le., exce1lent/good/fair/poor)
-characteristics (i,e., color/features, etc.)
-Ibysica1 Location (Le., address/office/room, etc.)
c) SUbmit an inventory listin] to the City of San Ben1ardino Developnent
Department each year errlim June 30. Said listin] is to be subnitted
by Julv 10 followin] the errl of the year. The list should include all
the information listed urrler item "b" above.
d) A written request ImlSt be subnitted to the city of San Bemardino
Developnent Department for any approved purchases that are not in the
originally approved budget (see agreement). Written authorization
must be obtained fran the Development Department by subrecipient
prior to the purchase of any equipment, whether or not said equipnent
was included in the agency I s original budget.
e) It is the responsibility of the subrecipient to maintain ani repair
all property ani equipnent purchased with COB; furxls. It is also the
responsibility of the subrecipient to identify all purchased
equipnent ani property with tags or engravin], ani to SUWly same.
9. Fiscal AccountiM and Audit Documentation
'!be City of San Bernardino Development Department requires each agency to
observe ani c:clllilly with all accountin] rules ani audit procedures as set
lab: 3025
Rev. 6/11/91
-4-
CDBG PIlOORAM RD,2llIREMENl'S
Fiscal Year 1991/1992
,
" .
"
forth in the COOO agreeIrent. '!he follOW'ing is a brief description of the
lI'DSt prominent requirements:
a) As a participant in the city of San Bernardino cooo Program, each
subrecipient agrees to keep all furrls received fran the City separate
fran any other sources of furrling.
b) Each subrecipient also agrees to keep records of all furrls received
fran the City of San Bernardino in accordance with the procedures set
forth in the "Agreement A=unting am Administrative Han:fuook". A
copy of the Han:fuook is attached.
10. certification and Assurance
Attached is a copy of the Certification am Assurance forn to be prepared
am signed by the designated governing official(s) of the subrecipient
agency. '!his document is to be attached to the COOO agreeIrent am shall
became part of the governing requirements.
lab: 3025
Rev. 6/11/91
-5-
CDllG PROGRl\M REQUIREMENl'S
Fiscal Year 1991/1992
. .
,. .
"
DEVELOPMENl' DEPARlMENT OF THE
CITY OF Sl\N BERmUIDIN:>
''Certification and Assurance"
(To Accc:Ilpany CDBG l\greemeIlt)
I,
(Name and Title of Official)
of the
(Name of Agency/Organization)
located at
do hereby make the following certification and assurance to accompany the
Cammmity Developnent Block Grant Agreement between
(name of organization) and
the City of San Bernardino:
a) Certify that the information booklet for COB:; Program requirements has
been read and uOOerstood; and
b) Assure that the (name of Agency)
will comply with all governing requirements as stipulated herewith in the
performance of the COB:; Agreement,
Dated:
(Signature fhci
Dev~~resentative
Dated:
6 ~ u: /.,. /
/
lab: 3025
Rev. 6/11/91
lab: 3025
Rev. 6/11/91
-6-
CDBG l'ROGm\M REQUIREMENl'S
Fiscal Year 1991/1992