HomeMy WebLinkAbout1991-248
RESOLUTION NUMBER 91-248
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RESOLUTION OF THE !mYOR AND cx:tH>N ~L OF THE CITY OF SAN BERNl\RDIN:)
2 AUTHORIZIm AND DIREC'l'Im THE EXECtlTION OF A a:HmNITY DEVELOl'MENl' BIDCK GIUINl'
FllNDIm 1\GREEMENl' BE:l'iiEEN THE CITY OF SAN BERNl\RDIN:) AND ROLLIm 8'l2\Rr, IN::.,
3 (HELPLINE) .
4 BE IT RESOLVED BY THE !mYOR AND cx:tH>N OOUN::IL OF THE CITY OF SAN
BERW\RDINO 1\8 IDLIDIiS:
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section 1.
(a) The Mayor of the city of San Bernardino is hereby authorizai and
directed to execute, on behalf of the City, an agreement for Cammunity
Development Block Grant fuming with ROLLING STARr. INC.. (Helpline). which
agreement is attachej hereto as Exhibit "1", and is incorporatai herein by
reference as though fully set forth at length. The agreement provides for the
granting of Cammunity Development Block Grant funds in the following am:mnt of
$15.000.00.
section 2.
(a) The 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 and CoJmnon council of the City of San Bernardino at a regular
RESOLUTION OF THE CITY OF SAN BERNARDIN) AUTIIDRIZING THE EXECll'l'ION
OF A CDBG 1\GREEMEtiI1' BE'lWEEN CITY AND BOLLING STARl', INC., HELPLINE.
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2 Council Members
3 E'S'.l'RAD/l.
4 REILLY
5 HERNANDEZ
6 MAUOOIEY
7 MINOR
8 FOPE- IDDIAM
9 MILIER
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AYES
NAYS
ABS'l2\IN
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City Cl k v
14 'lbe foregoing :Resolution is hereby approved this 19t.lL day of .Tnn..
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1991.
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Approved as to fo:rm am
19 legal rontent:
20 JAMES F. PENMl\N,
City Attorney
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----;h J1~~~
TOM MINOR; MAYOR PRO TEMPORE
City of San Bemardino
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~~B)1;)1;M)1;!!,l'
THIS AGREEMENT is entered into effective as of this l1.tb day of
June , 1991, at San Bernardino, California, between the CITY OF SAN
BERNARDINO, a llIUIlicipa1 corporation, referred to as "City", and ROLLING
STARr. INC.. HELPLINE PROGRAM. a nonprofit community service organization,
referred to as "SUbrecipient". City and SUbrecipient agree as follows:
1. Recitals.
(a) SUbrecipient has requested financial assistance from City for
fiscal year 1991/1992 from funJs available through the Cammunity Development
Block Grant Program from the United states of America to City.
(b) SUbrecipient represents that the expenditures authorized by this
Agreement are for the provision of emercrencv alert devices and portable triq-
qers for the e1derlv and homebourrl ill with maintenance services when
required. which are valid and eligible community development purposes, as de-
fined in CFR Part 570 in accordance with federal law and regulations, and
that all funJs granted under this Agreement will be used for no purpose other
than those purposes specifically authorized. fue specific purposes and scope
of services of this particular grant are set forth in Exhibit "A", attached
hereto and incorporated into this Agreement as though fully set forth herein.
(c) SUbrecipient will comply with applicable unifonn administrative
requirements, as described in 24 CFR, Part 570.502.
(d) SUbrecipient will carry out each activity, program and/or project
in compliance with all federal laws and regulations as set forth in 24 CFR,
Part 570, with the following exceptions, (i) the SUbrecipient does not assume
the envirornnental responsibilities of the Grantee as described in 24 CFR,
Part 570.604, and; (ii) the SUbrecipient does not assume the Grantee's
responsibilities for initiating the review process under Executive Order
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EXHIBIT "I"
1 ~ 12372.
2 (e) SUbrecipient will COIlq)ly with the requirements set forth in the
3 Unifonn Relocation Assistance arxi Real Property Acquisition Policy Act of
4 1970, as amended, (URA), 49 em, Part 24 in a=rdance with federal
5 regulations when atterrpting to or a~ing any building or parcel of land.
6 SUbrecipient will be required to obtain written approval from the Executive
7 Director of the Development Department prior to any activity t:.akirq place
8 within the confines of URA 49 em, Part 24, as amended.
9 2. Pavments.
10 city shall reilnburse SUbrecipient for allowable costs incurred under
11 the SCOPe of this Agreement arxi applicable Federal regulations, which have
12 not been paid for or rellnbursed in any other manner by any other Agency or
13 private source of funding. Rei1llbursement will be made at least on a monthly
14 basis, with the total of all such reilnbursements not to exceed $15.000.00.
15 3. Tenn.
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'Ibis Agreement shall conunence
July 1, 1991
arxi tenninate
17 J1.U1e 30, 1992.
18 4. Use of Funds: BudcJet: Travel Limitation.
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(a) '!he funis paid to SUbrecipient shall be used by it solely for
20 the purposes set forth in Paragraph l(b) of this Agreement, arxi in a=rdance
21 with the program budget submitted by SUbrecipient to the city of San Bernar-
22 dine Community Development Department, a copy of which is attached to this
23 Agreement as Exhibit liB". '!his budget shall list all sources of funding for
24 the program covered by this Agreement, whether from state, Federal, local or
25 private sources, arxi shall identify which sources are paying for which speci-
26 fie portions of the program, by line-item, to the extent practicable.
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(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 furrled fram funds provided hereurxier
shall be specifically identified as travel ~, which shall be negotiated
between the city of San Bernardino Development Department am SUbrecipient in
the budget. /my 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.
(e) Fl.1rrls shall be used for purposes authorized by the Community
Development Block Grant Program only, am no portion of the funds granted
hereby shall be used for any plll1XlSe not specifically authorized by this
Agreement.
(d) Only net payroll shall be periodically reilnbursed by City as an
allCMable cost. Nrz amounts withheld by SUbrecipient fram an employee's pay
for taxes, social security, or other withholding am not inunediately paid
aver to another entity, shall not be included as wages or expenses eligible
for reimbursement as an allCMable cost until such time as the withheld taxes,
social security, or other withholdings are actually paid aver to another
entity entitled to such payment. Upon such payment am the submission of
evidence of such payment to the City of San Bernardino Development
Development Department, such expenses shall be regarded as an allCMable cost,
am the City shall reimburse SUbrecipient for such obligation.
(e) SUbrecipient shall be allowed, with the prior written approval
of the Development Department 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 CClIlpliance with Section "2" of this Agreement at the
time of submission of the budget modification request. A variation in 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 allCMed, providerl that the prior written approval of the Executive Director
3 of the Development Development of the city of San Bernardino is obtained, it
4 being understood that the total aIOOUIIt of the grant shall not be varied
5 thereby.
6 (f) '!he parties intern that grant furrls be utilized within the t.i1ne
7 period covered by this Agreerrent, ani entitlement to any furrls not expemed
8 or obligated shall revert to the city. No reseJ:Ve for the future shall be
9 established with the furrls except as may be authorized to meet commitments
10 made for services provided during the period of this Agreerrent, but not yet
11 paid for at the conclusion of this Agreerrent.
12 (g) SUbrecipient shall remain in compliance with all state, federal
13 ani local laws prior to the receipt of any reimbursement hereunder. 'Ibis
14 includes, but is not limited to, all laws ani regulations relative to the
15 form of organization, local business licenses ani any laws ani regulations
16 specific to the business ani activity carried out by SUbrecipient. Reimburse-
17 ment shall not be made to SUbrecipient which is not operating in compliance
18 with all applicable laws. Reimbursements may be subsequently paid, at the
19 discretion of the Executive Director of the Development Department for
20 reimbursement costs incurred during the period when compliance is achieved
21 before expiration of this Agreement.
22 5. Acoountinq: Audit.
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(a) Prior to the final payment under this Agreerrent, ani at such
24 other tilnes 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 accounting of the proposed ani actual expen:ii tures of all
27 revenues from whatever source accruing to the oJ:ganization for the fiscal
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year erxlin;J June 30, 1992.
(b) Financial records shall be maintained by SUbrecipient in a=rd-
ance with Generally Accepted A=unting Principles, and in a manner which
permits City to trace the expen:iitures of funds to source dOCUlllel1tation. All
books and records of SUbrecipient are to be kept open for inspection at any
time during the business day by the City, its officers or agents, and by any
representative of the united states of America authorized to audit cammunity
development block grant programs.
(c) Standards for financial management systems and financial report-
ing requirements established by 24 CFR, Parts 85.20 and 85.22 shall be fully
complied with by SUbrecipient. SUbrecipient ackr10wledges that the funds
provided are federal funds.
(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: Monitorincr and ReDortina PrlXlr4w
Perfonnance.
The 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, nationalori-
gin, creed, sex, marital status, or physical handicap. SUbrecipient shall
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comply with Affirmative Action guidelines in its employment practices. SUbre-
cipient shall also !lIOnitor the program's activities and submit written re-
ports quarterly, or!llOre often if requested, to the Executive Director of the
Development Department of the City of San Bernardino, in a=rdance with 24
CFR, Part 85.4l(c) (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 reiInb..1rsement, am may justify terrp:lrary 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 hereurxler, upon a fin:ling by the
5 Executive Director of the Development Department 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. ProcurEIIIent Practices; Conflict of Interest.
9 SUbrecipient shall comply with procurement procedures am guidelines
10 established by 24 em, Part 85.36(d) (1), SUbrecipient "Procurement
11 Starrlards". In addition to the specific requirements of 24 em, Part 85,
12 SUbrecipient shall maintain a code or starrlards of comuct which shall govern
13 the perfonnance of its officers, employees or agents in contracting with am
14 experxling the federal grant fi.1njs made available to SUbrecipient urxier this
15 1Igreement. SUbrecipient's officers, employees or agents shall neither solicit
16 nor accept gratuities, favors, or anything of IIOnetal:y value fram contractors
17 or potential contractors. To the extent pennissable by state law, roles, am
18 regulations, the starrlards adopted by SUbrecipient shall provide for
19 penalties, sanctions or other disciplinary actions to be applied for
20 violations of such starrlards by either the SUbrecipient's officers, employees
21 or agents, or by contractors or their agents. SUbrecipient shall provide a
22 copy of the code or starrlards adopted to City forthwith. All procurement
23 transactions without regard to dollar value shall be conducted in a manner so
24 as to provide maximum open am free ccnrq;letition. The SUbrecipient shall be
25 alert to organizational conflicts of interest or non-c:anpetitive practices
26 am:mg contractors which may restrict or eliminate ccnrq;letition or otherwise
27 restrain trade. SUbrecipient agrees to adhere to conflict of interest
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provisions set forth in 24 CFR Section 570.611 arrl to the procurement :rules
specified in 24 CFR, Part 85.36, in its expenditure of all fun:is received
un:l.er this Agreement.
8. Anti-Kick Back Provisions; EQUal EmPlovment ClDPOrtunitv.
All contracts for construction or repair us~ fun:is provided under
this Agreement shall include a provision for compliance with the Copelarrl
"Anti-Kick Back" Act (18.U.S.C. 874) as supplemented in Deparbnent of Labor
Regulations (29 CFR, Part 3). '!his Act provides that each contractor or
subgrantee shall be prohibited from Wuc~, by any means, any person em-
ployed in the construction, completion or repair of IXJblic work, to give up
any part of the compensation to which he/she is otherNise entitled. Subreci-
pient shall report all suspected or reported violations to City. All con-
tracts in excess of $10,000.00 entered into by Subrecipient us~ fun:is
provided under this Agreement shall contain a provision requir~ compliance
with Equal Enployment Opportunity provisions established by Executive Order
Number 11246, as amended.
9. Prevai.lincr Waae Recluirement.
my construction contracts awarded by Subrecipient us~ fun:is
provided under this Agreement in excess of $2,000.00 shall include a provi-
sion for compliance with the Davis-Bacon Act (40 U.S.C. 276(a) to 276 (a) (7))
arrl as supplemented by Deparbnent of Labor Regulations (29 CFR). Urder this
Act, contractors shall be required to pay wages to laborers arrl mechanics at
a rate not less than the minimum 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~ wage determination issued by the Department of Labor
in each solicitation an:i the award of a contract shall be con:iitioned 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. APProval of city of any CharcJes: Use of PZ:""'.LCIUl InoaIle.
3 (a) City hereby requires SUbrecipient to notify the city, in writin;J,
4 of its intent to charge a fee for arrj 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 arrj charges or fees to be charged by
7 SUbrecipient for such services, am of any rules am regulations govemi.n3"
8 the provision of services hereunder.
9 (b) Program income represents gross income received by the
10 SUbrecipient directly generated fran the use of funds provided hereunder.
11 SUch earnings include interest earned on advances am may include, but will
12 not be limited to, income fran service fees, sale of carmnodi.ties, usage am
13 rental fees for real or personal property usin;J the funds provided by this
14 Agreement. As to such income, it shall be first applied to eligible program
15 activities, before requests for reimbursement am, in the use, shall be
16 subject to all applicable provisions of this Agreement. Incane 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. TemDorarv Withholdina.
21 '!he Executive Director of the Development Deparbnent of the City of
22 San l3ernardino is authorized to teIrq;lorarily withhold the payment of funds to
23 SUbrecipient when the Director detennines that arrj violation of this
24 Agreement has occurred. Funds shall be withheld until the violation is
25 CXlrrected 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 am CatnlK:ln Council. '!he sole grourxis for such appeal shall be that no
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violation of the Agreement has occu=ed. SUbrecipient shall file such appeal
within fifteen (15) days after such first withholdi.n;J. 'lhe Mayor am CoIraocln
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, am all
other records pertaining to the use of the funds provided un:ler this Agree-
ment shall be retained by SUbrecipient for a period of three (3) years, at a
minimum, am in the event of litigation, claim or audit, the records shall be
retained until all litigation, claims am audit firrlings involving the re-
cords, have. been fully resolved. Records for non-experrlable property acqui-
red with federal funds provided un:ler this Agreement shall be retained for
three (3) years after the final disposition of such property.
13. ProPertv ManaqElllel1t Standards.
Non-experrlable personal property, for the pmposes of this Agreement,
is defined as tanqible personal property, purchased in whole or in part with
federal funds, which has useful life of llIOre than one (1) year am an acqui-
sition cost of one-thousarxi dollars ($1,000.00) or llIOre per unit. Real
property means lam, including lam iIrprovements, structures am appurten-
ances thereto, excluding llIOVable machinery am equiprrent. Non-expeOOable
personal property am real property purchased with or iIrproved by funds pro-
vided under this Agreement shall be subject to the property management stan-
dards set forth in 24 CFR, Part 85.32.
14. Termination for Cause.
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(a) city reserves the right to tenninate this Agreement in accordance
with 24 CFR, Part 85.43, am any am all grants am future payments un:ler
this Agreement, in whole or in part, at any time before the date of
campletion of this Agreement whenever City detennines that the SUbrecipient
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1 has materially failed to CCllll'ly with the tenns arrl con:litions of this
2 Agreement. In the event seeks to terminate this Agreement for cause, City
3 shall promptly notify the SUbrecipient in writing of the proposed termination
4 arrl the reasons therefore, together with the proposed effective date. SUbrec-
5 ipient shall be given an opportunity to appear before the Mayor arrl Cammon
6 Council at the time at which the Mayor arrl Cammon Council are to consider
7 such recammen:led termination, arrl shall be given a reasonable opportunity to
8 shOlrl cause why, if any exists, the Agreement should not be terminated for
9 cause. Upon determination by the Mayor arrl Cammon Council that the contract
10 should be terminated for cause, notice thereof, including reasons for the
11 determination, shall promptly be mailed to the SUbrecipient, together with
12 information as to the effective date of the termination. SUch notice may be
13 given orally at that hearing. 'Ihe determination of the Mayor arrl Cammon
14 Council as to cause shall be final.
15 (b) In the event of any termination whether for cause or for
16 convenience, SUbrecipient shall forthwith provide to the Developnent Deparbn-
17 ent any arrl all dOCU1l\eJ1tation needed by the Developnent Department to
18 establish a full recoro of all lTOI'Iies received by SUbrecipient arrl to docume-
19 nt the uses of sarre.
20 15. Tenni.nation 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 proj ect would not
23 produce beneficial results connnensurate with further expenllture of furrls. In
24 such event, the parties shall agree upon the termination conditions,
25 including the effective date arrl, in the case of partial terminations, the
26 portion to be terminated. 'Ihe SUbrecipient shall not incur new obligations
27 for the terminated portion after the effective date arrl shall cancel as many
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outstan:iin;J obligations as possible. City shall allow SUbrecipient full
=edit for the City's share of the non-cancellable obligations obligations
properly i.ncu=ed 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 an:l all CD~ :Eurrls not used at
the time of expiration an:l any accounts receivable attributable to the use of
CD~:Eurrls. SUbrecipient agrees that any real property under its control,
which was acquired or ilrproved, in whole or in part, with ~ :Eurrls 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 em, Part 570.208 until five (5) years
after expiration of the J\greement 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 aIOOUnt of the current fair market value of the
property less any portion thereof attributable to expen:liture of, or
ilrprovement to, the property by SUbrecipient. SUch reimburselrent is not
required after the period of time specified in "i" above.
17. Hold Harmless.
SUbrecipient agrees to :indemnify, save an:l hold hannless the city an:l
the Development Department an:l their employees an:l agents fram all
liabilities an:l charges, expenses (including counsel fees), suits or losses,
however =ing, or damages, arising or growing out of the use of or
receipt of :Eurrls paid under this J\greement an:l all operations under this
J\greement. Payments under this J\greement are made with the understan:ling
that the City an:l the Development Department are not involved in the
performance of services or other activities of the SUbrecipient. SUbrecipient
an:l its employees an:l agents are in1epement contractors an:l not employees or
agents of City an:l the Development Department.
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1 18. 1\mendment.
2 'Ibis Agree1rent may be amen:l.ed or IOOdified only by written agreement
3 signed by both parties, arrl failure on the part of either party to enforce
4 any provision of this Agree1rent shall not be construed as a waiver of the
5 right to corrg;>el enforcement of any provision or provisions.
6 19. Assianment.
7 'Ibis Agree1rent 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] arrl delivered in
11 person or sent certified mail, postage prepaid, addressed as follows:
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As to city:
As to SUbrecipient:
Executive Director
Development Ileparbrent
city Hall, Fifth Floor
300 North "0" street
San Bernardino, calif. 92418
21. Evidence of Authoritv.
SUbrecipient shall provide to City evidence in the form of a
Don Vigil, Executive Director
Rollin] start, Inc., Helpline
443 West 4th street
San Bernardino, calif. 92401
certified copy of minutes of the governin] body of SUbrecipient, or other
adequate proof, that this Agree1rent has been approved in all its detail by
the governin] body of the SUbrecipient, that the person(s) executin] it are
authorized to act on behalf of SUbrecipient, arrl that this Agree1rent is a
binding obligation on SUbrecipient.
22. Certification of Assurance.
SUbrecipient shall OClllply with the program requirements attached
hereto as Exhibit "C", which are incorporated by reference as though fully
set forth at length arrl made a part of this Agree1rent by execution of all
certifications arrl assurances of the COB:; program.
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1 23. Entire J\erreement.
2 'Ibis Agreement am aIT:f document or instnIment attache:l. hereto or
3 referred to herein integrates all terms am corxlitions mentione:i herein or
4 incidental hereto, am supersedes all negotiations am prior writin;J in
5 respect to the subj ect matter hereof. In the event of conflict between the
6 terms, corxiitions or provisions of this Agreement, am aIT:f such document or
7 instnIment, the terms am corxlitions of this Agreement shall prevail.
8 24. No Third Part Beneficiaries.
9 No third party shall be deemed to have aIT:f rights hereurxler against
10 aIT:f of the parties hereto as a result of this Agreement.
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FY 1991/1992 amG 1\GREEMENl' BETWEEN CITY AND
1lOLI..l]G S'mR1', IN:l., HELPLINE
1 IN WI'INESS WHEREX:>F I the parties hereto have executed this Agreement on
2 the day and year first hereinabove written.
3
SUBRECIPIENT
"
r, \)
BY: rn~_{-e.~
President
"" ~~J
SCOPE OF SERVICES
ROLLING START'S HELPLINE PROGRAM
DESCRIPTION:
T~e Helpline Program offers an alternative-to needless, and many
t~mes, premature institutionalization of persons who are frail
elderly and/or disabled. The Helpline Program consists of four
components. _.
I
1) Electronic telephone equipment (including portable "help
button") that plugs into a client's telephone system. The
Helpline equipment is utilized to summon emergency assistance.
2) Friends/neighbors, who live nearby, who have agreed to
respond to a client's initial call for help. The respbnders are
sent immediatly in the event of an emergency. Should reponders
be unavailable at the ,crucial time, Paramedics are dispatched.
3) An Emergency Response Center, located at the County Medical
Center, where trained personnel provide 24 hours a day, 7 days a
week coverage and monthly equipment testing.
4) Rolling Start staff, who install and maintain program equip-
ment for each client; train subscribers and responders to
effectively operate Helpline equipment, provide current pertinent
medical and personal information to response center regarding each
clUntiand possible changes. These changes are documented on a
quarterly basis.
EXHIBIT "A"
aEG IrorolW, APPL1;<::ATIQf
DsYelopnentDeparbDent
"PlIqe -3-
v. ProIxlsed Proiect: BOO:Iet (PI....se n-..r.lete '-DDl1.....bl. ItEms only)
a) Administratial
Salaries ani Frirge Benefits: $ 10.000.00
SUfplies: $ 365.00
Professialal Services: $ 525.00
Travel/Ccnfererx::es/Seminars: $ 325.00
utilities: $ 890.00
Insuraooe: $ 200.00
Office Equipnent: Lease/maintenance $ 800.00
other: Equipment maintenance, printing, $ 1.895.00
office space, advertising and miscellaneous
b) O:x1stroctial $
0) Erl3ineerirq and Design $
d) lard lIcquisitial $
e) PIlll'lniIq 1lctivities $
f) RehabUitatial1lctivities $
g) other: $
Total Project: Cost I . 15,000.00
(For constructial, ergineerirq and design, larxl acqolleitial and
rehabUitatial activities ally.)
Estbnator:
Estbnator's ~ificatialS:
h) Identify other 1'\Irrlin;J soorces: Identify cxmnitments or C\R>lica-
tialB for furxls fran other soorces to bplemant this activity. If
other furxls have been ~, attach evideroe of cxmnitment.
source of Funds
~1m1. J.Ioount;
$ 9.750
$ 10,000
$ 12.000
Date Availabl.
o fhce on Aging
County Block Grant
Projected Program Fees
i) Was this project previoosly t'I.1OOed with a:a; f\m:1s? Yes_ No_
If YES, irdicate the year(s) in Wich a:a; funds were received
ani the grantirq entity:
85/86 - City/County
86/87 - City County
87/88 - City/County
88/89 - City/County
89/90 - Citv/County
90/91 - City
j) If you have never received am ~, prcNide evideooe of arrj
previoos experience with other federally f'urx3ed pl.~aJllS (use
acHitiaJal sheets if ~~aty):
EXHIBIT lIall
DEVEIDFHENl' DE:P1\RDreNr OF THE
CITY OF SAN BERN1\RI)INJ
00MMlJNITY DEVEIDFHENl' BIIXK GRAN!'
mx;RAM ~
for
SUBRECIPIENrS
1. SUPPlemental Infonnation for SUbrecipient
As a successful applicant of the City of San Bernardino FY 1991/1992
Community Developnent Block Grant (<::I:B:;) Program, you are not only
agreejn;J to provide the services as stated in your application, but also
to abide by the COB; Program requirements an::1 responsibilities. To
further assist you in urxierstan::1jn;J said requirements an::1 responsibili-
ties, the followjn;J SUlTIll'aries an::1 attachments have been prepared to
introduce to or update you on each item. Mditionally, this
instructional package will reauire yaJr governjn;J body designated
official to read an::1 sign hisjher signature as part of the COB;
agreement.
2. Monthlv Reauest for Reimbursement
Deadline: Due the fifth (5th) day after end of each calendar month
tmless otherwise stated in the CDEG agreement.
Include the followjn;J:
a) One (1) CClIIpleted Request for Reimbursement fom.
b) One (1) cqJy of all checks issued that are bejn;J reimbursed.
c) One (1) cqJy of all bills/receipts that SUWOrt check(s) issued.
d) One (1) copy of all payroll check(s) that are bejn;J reimbursed.
e) One (1) copy of all check stubs, accountjn;J ledgers, anVor other
d=umentation that reflect gross salary an::1 all deductions for each
check(s) issued.
f) One (1) page narrative describjn;J activities urxiertaken durjn;J the
=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 an::1 that the subrecipient continues to CClIIply with
the tenns an::1 corrlitions of the COB; agreement. (Generally, invoices are
processed within ten (10) days of receipt of sarre.) 'lbe City reserves
the right to defer processjn;J of invoices an::1 withhold payroonts 1.U1til all
required reports, statements, anVor certificates have been submitted
an::1, where necessary, approved.
lab: 3025
Rev. 6/11/91
-1-
CDEG mx;RAM ~UIREMENl'S
Fiscal Year 1991/1992
KXIlIBIT "e"
g) All accountirYJ records an:l evidence pertai.nin3' to all costs of each
subrecipient an:l all documents related to the COB::; agreement shall be
retained an:l available for three (3) years followirYJ the c:oIlpletion
of the furded program.
h) Each subrecipient agrees to allow the city of San Bernardino
COImnunity Development Department to audit the furded program as part
of its armual audit of all COB::; funds pursuant to federal regulations
set forth in Title 24 of the Code of Federal Regulations.
3. Reports/Reoortinq ReQuirements and Reoords/Reoord Keepinq ReQuirements
While staff realizes that report writirYJ an:l record-keepirYJ are not the
most desirable aspects of any program, it is one vehicle that provides a
measure of program progress an:l accamplishments. 'rhus, all subrecipients
participatirYJ in the COB::; Program are reouired to provide the City of
San Bernardino Development Department with written reports of its
activities on or before the tenth (10th) day of October, January, April
an:l July of any given program year for the previous three (3) month
period in addition to a final report when the agreement tenuinates. All
reports shall include infonnation on program activities, accamplishments,
new program infonnation an:l current program statistics on expen:litures,
case loads an:l activities of the reportirYJ period.
Each subrecipient is also required to maintain monthly records of all
ethnic an:l racial statistics of persons an:l families assisted by its
program(s). '!his monthly record shall include data on the number of low
an:l moderate incame persons an:l households assisted, (as detennined by
federal incame limits), number of fem:tie-headed households, an:l number of
senior citizens assisted. As mentioned earlier, each subrecipient is
required to keep all accountirYJ records an:l evidence pertai.nin3' to all
oosts for three (3) years followirYJ completion of the furded program.
4. Quarterlv Reports
Deadlines: october 10 -- for period coverirYJ July 1, to September 30, of
program year.
January 10 -- for period coverirYJ October 1, to December 31,
of pl:VyL<2ln year.
April 10 -- for period coverirYJ January 1, to March 31, of
progran. year.
July 10 -- for period coverirYJ April 1 to June 30, of program
year.
Include the followirYJ:
a) One (1) completed Activity Report (fom number 802).
b) One (1) competed Direct Benefit Report (fom number 045 (a) .
lab: 3025
Rev. 6/11/91
-2-
coa::; POOGRAM RD,2UIREMENl'S
Fiscal Year 1991/1992
c) One (1) conq:>leted Contract an:i SUI:x::ontract Activity Report (fom GlB
2506-006). (For construction projects only.)
It is the responsibility of the subrecipient to prepare an:i submit the
required reports by the above stated deadlines in order to keep City
staff infonned. of arrj c:han1es to the fun:led program(s) .
S. Pl:U<lLAll, Mom torincr
One of the city's responsibilities is to monitor each subrecipient at
least once a year. Not only are the monitoring visits intended to ensure
each agency's continued conq:>liance with COB::; reqLlirem2nts, but also serve
as an opportunity for City staff to became more knowledgeable of each
agency's program(s). 'lbe monitoring visits also serve as an q:portunity
to provide infonnation to other City staff, the Mayor an:i CaImon Council
an:i other interested persons.
Listed below is typical infonnation City staff will be seeking,
observations that might be made, an:i items we may wish to review:
a) 'lbe acconq:>lishment(s) of the program(s) to date.
b) Whether or not program oojectives are being met.
c) 'Ihat the intended client group is being served.
d) 'Ihe rn.unber of people on staff.
e) ihe existence an:i maintenance of client files.
f) Assistance City staff can provide.
In addition to monitoring each agency once a year, the City of San
Bernardino Developnent Department reserves the right to have its internal
auditor con:luct an onsite audit of the program as part of the its annual
audit of all COB::; furx:ls pursuant to Federal Regulations.
Although the tenus "monitoring" an:i "audit" may a~ SCllllE!W!1at
fonnidable, please be assured that yoor agency will be notified in
advance of arrj request for a monitoring visit. Also, please be advised
that representatives fram HOD monitor the COB::; program every year. D.lring
HUD visit(s), they may wish to monitor one (1) or more of the City's
subrecipients. If yoor agency should be selected, you will be notified in
advance in order to arrange a mutually convenient time.
6. PrOQrillu BudeJet
Another required element of yoor COB::; agreement with the City is the
program budget. Please sul:Bni.t an up:lated line item budget reflecting
yoor approved COB::; allocation. Also, include a copy of yoor overall
program budget with a summary of yoor fun:ling soorce(s) an:i the total
agency budget. 'lbe COB::; portion of your total program or agency budget
should be identifiable.
In past years, several agencies have raised questions regarding minor
budget m::xlifications or adjustments. staff realizes that the approved
budget may require minor adjustments during the life of the program an:i
request that you discuss proposed c:han1es with Developnent Department
staff.
lab: 3025
Rev. 6/11/91
-3-
CDBG ProGRAM REQUIREMENI'S
Fiscal Year 1991/1992
Again, please be remirx:ied that capital or non-experrlable equipnent is not
to be purchased with CD~ funds. If yoo need to acquire such equipnent,
please discuss it with Developnent DepartIoont staff.
7. Purchase of Personal ProPertv or Eauianent (Read section "13" of the COOO
1\areement
All tangible personal property having a useful life of more than one (1)
year and an acquisition cost of three hundred dollars ($300.00) or more
per unit shall be subject to the requirements of the Property Management
Standards specified in 24 CFR, Part 85.32, "Cal1Iocln Rule".
8. Procedures
a) All equipment and property p.JrChased in a=rdance with the above
standards shall be identified as "Federal Property-HOD", (include
your internal Identification Number). Identification ll'aY be achieved
by tagging or engraving the property or by any method that will
result in property Identification Number being oermanently affixed.
b) Maintain a separate record of all such equipment and property.
Inforll'ation shall include:
-Name/Description
-Serial Number
-Identification Number
-!:ate Purchased
-Purchase Price
-corxlition (i.e., excellent/goodjfair/poor)
-<fulracteristics (i,e., rolor/features, etc.)
-fhysical Location (i.e., address/office/room, etc.)
c) SUbmit an inventory listing to the city of San Bernardino Developnent
Deparbnent each year endim June 30. Said listing is to be submitted
by July 10 following the end of the year. 'Ihe list should include all
the inforll'ation listed under item "b" above.
d) A written request must be submitted to the City of San Bernardino
Deve10pnent Deparbnent for any approved p.rrchases that are not in the
originally approved budget (see agreement). Written authorization
must be obtained from the Developnent Department by subrecipient
prior to the purchase of any equipment, whether or not said equipment
was included in the agency's original budget.
e) It is the responsibility of the subrecipient to ll'aintain and repair
all property and equipment p.JrChased with CD~ funds. It is also the
responsibility of the subrecipient to identify all p.JrChased
equipnent and property with tags or engraving, and to supply same.
9. Fiscal Acoountinq and Audit Documentation
'Ihe City of San Bernardino Developnent Deparbnent requires each agency to
observe and c:onply with all aCCCAll'lting rules and audit procedures as set
lab: 3025
Rev. 6/11/91
-4-
CDBG I'roGRl\M ~UIREMENl'S
Fiscal Year 1991/1992
forth in the COB:; agreement. 'Ihe following is a brief description of the
most prominent requirements:
a) As a participant in the City of San Bernardino COB:; Program, each
subrecipient agrees to keep all fi.lJ'rls received from the City seoarate
from any other sources of fun:ling.
b) Each subrecipient also agrees to keep records of all fi.lJ'rls received
from the city of San Bernardino in accordance with the procedures set
forth in the "Agreement Accounting ani 1\dmini.strati ve Harrlbook". A
copy of the Harrlbook is attached.
10. certification and Assurance
Attached is a copy of the Certification ani Assurance form to be prepared
ani signed by the designated governing official (s) of the subrecipient
agency. 'Ihis d=mnent is to be attached to the COB:; agreement ani shall
becOIre part of the governing requirements.
lab: 3025
Rev. 6/11/91
-5-
COB:; PROGRAM RElQUIREMENl'S
Fiscal Year 1991/1992
DEVEIDl'MENl' I>EP1lR'mENT OF TIlE
CITY OF Sl\N BERNl\RDIN:)
''Certification and Assurance"
(To Accarpany CDBG ~t)
I,
~")tCl~1 Q VI &1 l .j, E'fC.ri )'1 '10;;: [) 1 '('~criHL
(Name and 'i'itle of Official)
Kot\\'(\(;l ~(A(Cf T(\c.
-,j (Name of Agency/Organization)
4-Lf.3 W L\- TI1- S-{,.:fttJ lSG~1V4Q.D if't)
of the
located at
do hereby make the followirx] certification and assurance to aycompany the
Coromunity DevelCJIX!1eIlt Block Grant Agreement between Ro\ \\Y\C, S"-U~.(ll
--C:V'lf . (name of organization) and
the City of San Bernardino:
a) Certify that the infonnation booklet for CDoo Program requirements has
been read and urrlerstood; and
b) Assure that the Ro \ l \ y\~<$-( ~ --r :r::Dc (name of Agency)
will carrply with all governi.rx:J ~irements 'as stipulated herewith in the
perfonnance of the CDoo Agreement.
\
Dated:
(,-,;;>1- 9/
"
Dated :
~/Z- ~/? I
,
Dev opment I:epartInEmt Representative
lab: 3025
Rev. 6/11/91
lab: 3025
Rev. 6/11/91
-6-
CDBG PmGR1lM REY,2UIREMENl'S
Fiscal Year 1991/1992