HomeMy WebLinkAbout1991-256
RESOLt1l'ION NUMBER 91-256
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RESOLt1l'ION OF THE ~YOR 1\ND CXHIJN OOUN::IL OF THE CITY OF SAN BERNllRDIm
AVl'IDRIZIm 1\ND DIRECTING THE EXECl11'ION OF A CXlMMlJNITY DEVEIDPMENT IlUlCK GRAN!'
FtlNDIm 1\GREEMEN1' BE'lWEEN THE CITY OF SAN BERNllRDIm 1\ND SAN BERNllRDIm
CXlMMlJNITY 1\Gl\INST DRUGS, ~.
BE IT RESOLVED BY THE ~YOR 1\ND CXHIJN OOUN::IL OF THE CITY OF SAN
BERNllRDIm 1\8 roLIDWS:
section 1.
(al The Mayor of the city of San Bernardino is hereby authorized an:i
directed to execute, on behalf of the city, an agreement for Community
Development Bl=k Grant funding with SAN BERNARDINO a::tolMI.lNITY AGAINST DRUGS.
INc.. which agreement is attached hereto as Exhibit "1", an:i is incorporated
herein by reference as though fully set forth at lEm3th. 'lhe agreement
provides for the granting of Community Development Bl=k Grant funds in the
following amount of $20.000.00.
section 2.
(al The authorizations to execute the above referenced agreement is res-
oWed if the parties to the agreement fail to execute it within sixty (60)
sixty days of the passage of this Resolution.
I HEREBY CERTIFY that the foregoing resolution was duly adopted by the
Mayor an:i Cc:Imm;)n Council of the City of San Bernardino at a regular
meeting thereof, held on the 17th day of June
vote, to wit:
1991 by the following
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RESOLUTION OF THE CITY OF SAN BERNlUIDIID AUTHORIZING THE EXECllTION
OF A CDBG 1\GREEMENT BETWEEN CITY AND SAN BERNlUIDIID CXlMMllNITY 1\GAINST
DRUGS, INC.
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2 council Members
AYES
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ABSTAIN
3 ESTRAD.l\.
4 REILLY
5 HERNANDEZ
6 MAUrsIEY
7 MINOR
8 iOPE-IlJDlJ\M
9 MILLER
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14 The foregoing Resolution is hereby approved this 19th day of June
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~...c,{d /~
city Clerk 7-'
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~~~
TOM MINOR, MAYOR PRO TEMPORE
city of San Bernardino
Approved as to fom and
legal content:
J1\MES F. PENlomN,
City Attorney
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~Jto. '/-.2,q,
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THIS AGREEMENT is entered into effective as of this 1L- day of
June , 1991, at San Bernardino, California, between the CITY OF SAN
BERNARDmo, a lIIllIlicipal corporation, referred to as "City", and SAN
BERNARDmo a::t4MlJNITY AGAINST DRUGS. mc.. a nonprofit cammunity 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 funds available through the Conununity 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 clerical and administrative SUPPOrt for
ProoranlS. services and referral services offered to persons addicted to druqs
or alcohol. which are valid and eligible c:ommunity development purposes, as
defined in CFR Part 570 in a=rdance with federal law and regulations, and
that all funds granted under this Agreement will be used for no purpose other
than those purposes specifically authorized. The 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 uniform 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
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the envirornnenta1 responsibilities of the Grantee as described in 24 CFR,
Part 570.604, and; (ii) the Subrecipient does not assume the Grantee's
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EXHIBIT "I"
1 responsibilities for initiating the review process un:ier Executive Order
2 Number 12372.
3 (el SUbrecipient will CClIlply with the requirements set forth in the
4 unifonn Relocation Assistance and Real Property Acquisition Policy Act of
5 1970, as amended, (URAl, 49 CFR, Part 24 in aooordance with federal
6 regulations when attempting to or acquiring any building or parcel of land.
7 SUbrecipient will be required to obtain written approval fran the Executive
8 Director of the Development DepartJnent prior to any activity taking place
9 within the confines of URA 49 CFR, Part 24, as amended.
10 2. Pavments.
11 City shall re:iJnburse SUbrecipient for allowable costs incurred under
12 the scope of this Agreement and applicable Federal regulations, which have
13 not been paid for or re:iJnbursed in any other manner by any other Agency or
14 private source of funding. ReiInbursement will be made at least on a oonthly
15 basis, with the total of all such rebnbursements not to exceed $20.000.00.
16 3. Tenn.
17 This Agreement shall cammence Julv 1. 1991. and tenninate June 30,
18 1992.
19 4. Use of Funds: Budqet: Travel Limitation.
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(al The funds paid to SUbrecipient shall be used by it solely for
21 the purposes set forth in Paragraph l(bl of this Agreement, and in aooordance
22 with the program budget submitted by SUbrecipient to the City of San Bernar-
23 dine Conununity Development DepartJnent, a copy of which is attached to this
24 Agreement as Exhibit "B". This budget shall list all sources of funding for
25 the program covered by this Agreement, whether fram state, Federal, local or
26 private sources, and shall identify which sources are paying for which speci-
27 fic 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
this program unless specifically listed in the budget as submitted am ap-
proved, am all travel expenses to be funded from funds provided hereunder
shall be specifically identified as travel expense, which shall be negotiated
between the City of San Bel::nardino Development Department am SUbrecipient in
the budget. Arry travel expenses i.n=ed by SUbrecipient above the budgeted
amount or for out-of-state travel shall not be eligible for reiJnbursement
unless the prior written approval of the Executive Director of Development
Department of the City of San Bernardino, or designee, has been obtained.
(e) F'urxls shall be used for purposes authorized by the Conummity
Development Block 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 reilnbursed by City as an
allowable cost. Any amounts withheld by SUbrecipient from an employee's pay
for taxes, social security, or other withholding am not :immediately paid
r:Ner to another entity, shall not be included as wages or expenses eligible
for reilnbursement as an allowable cost until such time as the withheld taxes,
social security, or other withholdings are actually paid r:Ner 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 allowable cost,
am the City shall rellnburse SUbrecipient for such obligation.
(e) SUbrecipient shall be allowed, with the prior written approval
of the Development Department of the City of San Bel::nardino, 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
time of submission of the budget modification request. A variation in the
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1 itemization of costs, as set forth in the proposed budget submitted to City,
2 not to exceed ten percent (10%) as to any particular line item, shall be
3 allowed, provided that the prior written approval of the Executive Director
4 of the Development Development of the city of San Bernardino is obtained, it
5 being understood that the total amount of the grant shall not be varied
6 thereby .
7 (f) '!he parties inten:i that grant funds be utilized within the time
8 period covered by this Agreement, ani entitlement to any funds not expeOOed
9 or obligated shall revert to the City. No reserve for the future shall be
10 established with the funds except as may be authorized to meet cannnitJnents
11 made for services provided during the period of this Agreement, but not yet
12 paid for at the conclusion of this Agreement.
13 (g) SUbrecipient shall remain in CClIlpliance with all state, federal
14 ani local laws prior to the receipt of any rei1nbursement hereunder. 'Ibis
15 includes, but is not lilnited to, all laws ani regulations relative to the
16 fom of organization, local business licenses ani any laws ani regulations
17 specific to the business ani activity carried out by SUbrecipient. Rellnburse-
18 ment shall not be made to SUbrecipient which is not operating in CClIlpliance
19 with all applicable laws. Rei1nbursements may be subsequently paid, at the
20 discretion of the Executive Director of the Development Department for
21 rei1nbursement costs in=red during the period when CClIlpliance is achieved
22 before expiration of this Agreement.
23 5. AccoImti.ncJ; Audit.
24 (a) Prior to the final payment umer this Agreement, ani at such
25 other times as may be requested by the Executive Director of the Development
26 Deparbnent of the City of San Bernardino, SUbrecipient shall submit to the
27 Director an accounting of the proposed ani actual experrlitures of all
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revenues from whatever source accruing to the organization for the fiscal
year en:ling June 3D, 1992.
(b) Financial records shall be maintained by SUbrecipient in a=rd-
ance with Generally Accepted A=unting Principles, am in a manner which
permits City to trace the expenditures of fi.1rds to source dOClllllel1tation. All
books am records of SUbrecipient are to be kept open for inspection at any
time during the business day by the City, its officers or agents, am by any
representative of the united states of America authorized to audit community
developrent block grant PI'OCJI'Clll1S.
(c) starrlards for financial management systems am financial report-
ing requirements established by 24 CFR, Parts 85.20 am 85.22 shall be fully
CCllTq)lied with by SUbrecipient. SUbrecipient acknowledges that the fi.1rds
provided are federal fi.1rds.
(d) SUbrecipient's financial management system shall provide for
accurate, current am CCllTq)lete 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, am SUbrecipient
shall assure that they are used solely for authorized purposes.
6. Serl7i.ces Available to Residents; Monitorincr and ReDortincr PrOClram
Perfonnance.
TI1e services of SUbrecipient shall be made available to residents am
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 harrlicap. SUbrecipient shall
CCllTq)ly with Affirmative Action guidelines in its employment practices. SUbre-
cipient shall also =itor the program's activities am submit written re-
ports quarterly, or more often if requested, to the Executive Director of the
Developrent Department of the City of San Bernardino, in a=rdance with 24
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1 CFR, Part 85.41(c) (d) arrl Part 85.21. Failure to provide such quarterly
2 performance reports may prevent the processing by City of SUbrecipient's
3 requests for re:iJnbursement, arrl may justify ~rary withholding as provided
4 for in Paragraph "11" hereof. city reserves the right to waive such breach,
5 without prejudice to any other of its rights hereurrler, upon a finding by the
6 Executive Director of the Development Deparbnent that such failure was due to
7 extraordinary circumstances arrl that such breach has been t:iJre1y cured
8 without prejudice to the City.
9 7. Procurement Practices: Conflict of Interest.
10 SUbrecipient shall comply with procurement procedures arrl guidelines
11 established by 24 CFR, Part 85.36(d) (1), SUbrecipient "Procurement
12 Starrlards". In addition to the specific requirements of 24 CFR, Part 85,
13 SUbrecipient shall maintain a code or starrlards of corrluct which shall govern
14 the performance of its officers, employees or agents in contracting with and
15 expeniing the federal grant fl1rx'ls made available to SUbrecipient urrler this
16 Agreement. SUbrecipient's officers, employees or agents shall neither solicit
17 nor accept gratuities, favors, or anything of monetaJ:y value fram contractors
18 or potential contractors. To the extent pennissable by state law, rules, and
19 regulations, the starrlards adopted by SUbrecipient shall provide for
20 penalties, sanctions or other disciplinary actions to be applied for
21 violations of such starrlards by either the SUbrecipient's officers, employees
22 or agents, or by contractors or their agents. SUbrecipient shall provide a
23 copy of the code or starrlards adopted to City forthwith. All procurement
24 transactions without regard to dollar value shall be conducted in a manner so
25 as to provide maximum open arrl free competition. ~ SUbrecipient shall be
26 alert to organizational conflicts of interest or non-ccJIlq:letitive practices
27 among contractors which may restrict or eliminate competition or othawise
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restrain trade. SUbrecipient agrees to adhere to conflict of interest
provisions set forth in 24 CFR Section 570.611 am to the procurement roles
specified in 24 CFR, Part 85.36, in its expenditure of all funis received
umer this Agreement.
8. Anti-Kick Back Provisions: Eaual &nDlovment O\:lPOrtunitv.
All contracts for construction or repair using funis provided under
this Agreement shall include a provision for compliance with the Copelam
"Anti-Kick Back" Act (18.U.S.C. 874) as supplemented in Deparbnent of Labor
Regulations (29 CFR, Part 3). This Act provides that each contractor or
subgrantee shall be prohibited from in:lucing, by any means, any person em-
ployed in the constnlction, 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 con-
tracts in excess of $10,000.00 entered into by SUbrecipient using funds
provided umer this Agreement shall contain a provision requiring compliance
with Equal Employment Opportunity provisions established by Executive Order
Nlnnber 11246, as amended.
9. Prevailincr Waqe Reauirement.
Mrj construction contracts awarded by SUbrecipient using funds
provided umer 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))
am as supplemented by !)eparbnent of Labor Regulations (29 CFR). Urrler this
Act, contractors shall be required to pay wages to laborers am mechanics at
a rate not less than the minimum wages specified in a wage detennination 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 prevailing wage detennination issued by the Department of Labor
in each solicitation am the award of a contract shall be conditioned upon
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1 the acceptance of the wage determination. SUbrecipient shall report all sus-
2 pected or reported violations to City.
3 10. APProval of city of any Charqes: Use of Prv...,LCUR Ineans.
4 (a) City hereby requires SUbrecipient to notify the City, in writing,
5 of its intent to charge a fee for any service, the provision of which is
6 assisted pursuant to this Agreement. City requires SUbrecipient to obtain
7 the prior written approval of city for any charges or fees to be charge1 by
8 SUbrecipient for such services, and of any rules and regulations governing
9 the provision of services hereunder.
10 (b) Program income represents gross income receive1 by the
11 SUbrecipient directly generate1 from the use of fi.1njs provided hereunder.
12 SUch earnings include interest earne1 on advances and may include, but will
13 not be lindte1 to, income from service fees, sale of cammodities, usage and
14 rental fees for real or personal property using the fi.1njs provided by this
15 Agreement. As to such income, it shall be first applie1 to eligible program
16 activities, before requests for reilnbursement and, in the use, shall be
17 subject to all applicable provisions of this Agreement. Income not so
18 applie1 shall be remitte1 to City. SUbrecipient shall remit all unspent
19 program income to the City within thirty (30) clays subsequent to the end of
20 the program year (June 30, 1992).
21 11. TemDorarv Withho1dina.
22 'Ihe Executive Director of the Development Deparbnent of the City of
23 San Bernardino is authorize1 to t:errporarily withhold the payment of fi.1njs to
24 SUbrecipient when the Director determines that any violation of this
25 Agreement has occurred. F'un:ls shall be withheld until the violation is
26 correcte1 to the satisfaction of the Executive Director. SUbrecipient shall
27 have the right to appeal the decision of the Executive Director to the Mayor
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arxi Camnon Council. '!he sole grounds for such appeal shall be that no
violation of the Agreement has occurred. SUbrecipient shall file such appeal
within fifteen (15) days after such first withholding. The Mayor arxi Cammon
Council shall set a date for the hearing of such appeal which is within
thirty (30) days following the date of filing.
12. Reoords Retention.
Financial records, supporting documents, statistical records, arxi 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, arxi in the event of litigation, claim or audit, the records shall be
retained until all litigation, claims arxi audit firrlings involving the re-
cords, have been fully resolved. Records for non-expeOOable 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. ProPertY Manaaement standards.
Non-expeOOable personal property, for the purposes of this Agreement,
is defined as tangible personal property, purchased in whole or in part with
federal funds, which has useful life of m:>re than one (1) year arxi an acqui-
sition cost of one-thousand dollars ($1,000.00) or m:>re per unit. Real
property means larxi, including larxi inprovements, structures arxi appurten-
ances thereto, excluding movable machinery arxi equipment. Non-expeOOable
personal property arxi real property purchased with or inproved by funds 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.
(a) city reserves the right to terminate this Agreement in a=rdance
with 24 CFR, Part 85.43, arxi arrj arxi all grants arxi future payments un:ler
this Agreement, in whole or in part, at arrj time before the date of
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1 completion of this Agreement whenever City detennines that the SUbrecipient
2 has materially failed to comply with the tenus am conditions of this
3 Agreement. In the event seeks to tenninate this Agreement for cause, city
4 shall promptly notify the Subrecipient in writin;J of the proposed tennination
5 am the reasons therefore, together with the proposed effective date. SUbrec-
6 ipient shall be given an opportunity to appear before the Mayor am Cc:lmrlI:>n
7 Council at the tllne at which the Mayor am Cc:lmrlI:>n Council are to oonsider
8 such recanunerrled tennination, am shall be given a reasonable opportunity to
9 show cause why, if any exists, the Agreement should not be tenninated for
10 cause. Upon detennination by the Mayor am Cc:lmrlI:>n Council that the oontract
11 should be tenninated for cause, notice thereof, includ.in:J reasons for the
12 detennination, shall pl'Clll'ptly be mailed to the SUbrecipient, together with
13 infonnation as to the effective date of the tennination. SUch notice may be
14 given orally at that hearin;J. 'Ihe detennination of the Mayor am Cammon
15 Council as to cause shall be final.
16 (b) In the event of any tennination whether for cause or for
17 oonvenience, SUbrecipient shall forthwith provide to the Development Departm-
18 ent any am all doc:umentation needed by the Development Department to
19 establish a full reoord of all Jronies received by SUbrecipient am to docume-
20 nt the uses of same.
21 15. Tennination for COnvenience.
22 City or SUbrecipient may tenninate this Agreement in whole or in part
23 provided both parties agree that the continuation of the project would not
24 produce beneficial results conunensurate with further expenditure of furrls. In
25 such event, the parties shall agree upon the tennination conditions,
26 includi.rq the effective date am, in the case of partial tenninations, the
27 portion to be tenninated. 'Ihe SUbrecipient shall not incur new obligations
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for the terminated portion after the effective date and shall cancel as many
outstarxli.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 AgreeJnent, the
SUbrecipient shall transfer to the city any and all COB:; funds not used at
the till1e of expiration and any a=unts receivable attributable to the use of
COB:; funds. SUbrecipient agrees that any real property un:1er its control,
which was acquired or ilnproved, in whole or in part, with COB:; funds 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 until five (5) years
after expiration of the AgreeJnent or such period of till1e as determined awro-
priate by the City, or; (ii) is disposed of in a manner which results in the
City being re:iJnbursed in the amount of the current fair market value of the
property less any portion thereof attributable to expenditure of, or
ilnprovement to, the property by SUbrecipient. SUch rellnbursement is not
required after the period of till1e specified in "i" above.
17. Hold Hannless.
SUbrecipient agrees to indemnify, save and hold hannless the City and
the Development Department and their employees and agents from all
liabilities and charges, expenses (including counsel fees), suits or losses,
however occurring, or danlages, arising or growing out of the use of or
receipt of funds paid urxier this Agreement and all q:Jerations un:1er this
Agreement. Payments under this Agreement are made with the urxierstanding
that the city and the Development Department are not involved in the
performance of seJ:Vices or other activities of the SUbrecipient. SUbrecipient
and its employees and agents are independent contractors and not employees or
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1 agents of City and the Development Department.
2 18. 1\mendment.
3 nus 1\greeIrent may be amended or m:xlified only by written agreement
4 signed by both parties, and failure on the part of either party to enforce
5 any provision of this 1\greeIrent shall not be construed as a waiver of the
6 right to compel enforcement of any provision or provisions.
7 19. Assicmment.
8 This 1\greeIrent shall not be assigned by SUbrecipient without the
9 prior written consent of city.
10 20. Notices.
11 All notices herein required shall be in writin3' and delivered in
12 person or sent certified mail, postage prepaid, addressed as follows:
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As to City:
As to SUbrecipient:
Executive Director
Development Department
City Hall, Fifth Floor
300 North "0" street
San Bernardino, Calif. 92418
Jerilyn Si.nq:lson, President/CEO
San Bernardino CoITam.1ni.ty Against
Drugs, Inc.
234 North ~ Avenue
San Bernardino, Calif. 92408
21. Evidence of Authoritv.
SUbrecipient shall provide to City evidence in the fom of a
certified copy of minutes of the governin3' body of SUbrecipient, or other
adequate proof, that this 1\greeIrent has been approved in all its detail by
the governin3' body of the SUbrecipient, that the person(s) executin3' it are
authorized to act on behalf of SUbrecipient, and that this 1\greeIrent is a
birrling 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 len:Jth and made a part of this 1\greeIrent by execution of all
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1 certifications an:i assurances of the COEG program.
2 23. Entire 1\QreEment.
3 ihis Agreement an:i any dOCLmle11t or instrument attached hereto or
4 referred to herein integrates all tenus an:i oorxlitions mentioned herein or
5 incidental hereto, an:i supersedes all negotiations an:i prior writin;J in
6 respect to the subject matter hereof. In the event of conflict between the
7 tenus, oorxlitions or provisions of this Agreement, an:i any such dOCLU1leI1t or
8 instrument, the tenus an:i corxlitions of this Agreement shall prevail.
9 24. No Third Part Beneficiaries.
10 No third party shall be deemed to have any rights hereun:ier against
11 any of the parties hereto as a result of this Agreement.
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Fl( 1991/1992 CDBG 1\GREEMENT BETWEEN CITY AND
SAN BERNARDIN:> CXlMMUNITY 1\Gl\INST DRUGS, IN:::.
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IN WITNESS WHERIDF, the parties hereto have executed this Agreement on
the day ani year first hereinabove written.
A'1'l'EST :
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SUBRECIPIENl'
10 Approved as to fonn ani
legal exmtent:
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JAMES F. PENMAN,
City Attorney
BY:~
../
lab:4398
Rev. 6/11/91
-14-
1EVEU)l'HENl' IEPARDmn' (;8 T
CITY (;8 !WI BERNNlDlH)
am PK>I'OEW. APPLICM'Iaf
F'l 1\191/1\192
D m@rnow~Jm
MAR 14199111\1
IJ}1
;L~-/ :
i
____....J
SCOPE OF SERVICES
'IC1l'AL 1\KXlN1' Jm;2UE8TEI):
$ 20,000.00
Date Recv'd: ?,-
1 -:-/)21
D
Answer all questions which are awlicable to your project as specifically
as possible and attach the required &>CO-tation.
I. General Information
Name of OIganizatioo: San Bernardino Communi ty Against Drugs, Inc.
~: 234 North Arrowhead Avenue
San Bernardino, California
zip 0Xle: 92408 Tel~ Number: ( 714) 885-0509
Contact Persal: Jerilyn Simpson
Title: President/CEO
Federal Identification Number/Social 5eoJrity Number (noo-profit
corporation): 33-0169449
II. Proiect DescriDtion (Check l\Ix:)licable CateQorv)
Real Prqlerty Acquisitioo
- Capital Equipnent Acquisition
- Plannfn;Vsttr::1.ies
= Public FacUities (ConstrI.Ictioo)
x Public SeIvioes
- RehabUitatiaypreser-
- vation
other (if dleck, ex-
- plain in space below)
other:
a) Name of Project: Prevention, Intervention and Education
ReGarding Drll\] and Al,",ohol Ahll"'''
Location of Project: City of San Bernardino
Census Tract(s) ani,lor Block Groop(s):
Historic Preservatioo: Is there arrj known ardlaelogic:al 0-:
historical significan:e of the structure, site or area within
one-half (1/2) mile !ran project site? If so, explain:
b) Provide a detailed description of the ~.~ project by
describin:} precisely what is to be li'l'YY'Ol{'lished with the
requested furrls. (Attach a<Xlitional sheets, if neoes"''lty):
Clerical and administrative support for San Bernardino
Community A\]ainst Drllgs proqrams and services. This
fundinq will provide 40 hours per week of additional
staff support. (See attached supportinG document
entitled - "Some Facts About San Bernardino Community
Against Drugs, Inc."
EXHIBIT "A"
" ,"
a:llG lIDK6M. APPLICATICfi
Developnent Depart 1t
. Page -3- .
V. ProPosed Pro1ect Budqet (Please O:IrDlete kolicable ItEms Onlv)
a) Mministration
Salaries am FrinJe Benefits: $ 19,000.
SUWlies: $
Professional Services: $
Travel/O:>nferences/Serninars : $
utilities: $
Insurance: $
Office Equipnent: Computer $ 1,000.
other: $
b) Coostructioo $
0) ED3'!neerinJ an:l Design $
d) Lard Acquisitioo $
e) Plann:in;r 1Ictivities $
f) Rehabilitatioo1lctivities $
g) other: $
Total Project Cost: $ 20,000.
(For constructioo, ergineerin; an:l design, lan:l acquisitioo an:l
rehabilitation activities a1ly.)
h) IdentifY other furxii.ra sooroes: Identify CCIIIllitJoents or ~lica-
tions for funds fran other sooroes to hplement this activity. If
other funds have been ~roved, attach evideooe of ocmnitment.
Source of Fund9
Fun<1incr ~
$ 44,500
$
$
Date Available
City of San Bernardino
July 1990-June 1991
i) Was this project previQ.1Sly furrled with a:a; funds? Yes_ NolL
If YES, indicate the year(s) in Irhlidl a:a; funds were received
am the grant:inJ entity:
j) If yoo have never received moo f\.mdin;J, provide evideroe of any
previQ.1S eJq:erience with other federally furrled PLU<JLc1IIl9 (use
additional sheets if ~sary): Recently granted $23,000 from
County Office of Alcohol & Drug Programs to hire a Youth
Project Coordinator to establish a positive, drug-free
youth movement/concept throughout San Bernardino County
and to highlight youth as positive, responsible role models
engaged in prevention through community service.
EXHIBIT "B"
DEVEIDl'MENl' I>El'ARmENl' OF THE
CITY OF SAN BERtOOU)IN:>
CXlMMlJNITY DEVEIDl'MENl' BIDCK GRAN!'
PROGRAM RD;;!UIREMENl'S
for
SUBRECIPIENl'S
1. SUPPlemental Infonnation 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 application, but also
to abide by the COB::; Program requirements and responsibilities. To
further assist you in un:lerstandin::J said requirements and responsibili-
ties, the followin::J summaries and attachJnents have been prepared to
introduce to or update you on each item. lIdditionally, this
instructional package will reauire your governin;J body designated
official to read and sign hisjher signature as part of the CDBG
agreement.
2. Monthl v Reauest for Reimbursement
Deadline: Due the fifth (5th) day after end of each calendar month
unless otherwise stated in the CDBG agreement.
Include the followin::J:
a) One (1) ~leted Request for Rein1bursement fom.
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, arrl,Ior other
documentation that reflect gross salcny and all deductions for each
check(s) issued.
f) One (1) page narrative describin::J activities un:lertaken durin::J the
month included for rein1bursement.
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 and that the subrecipient continues to ~ly with
the tenus and conlitions of the COB::; agreement. (Generally, invoices are
processed within ten (10) days of receipt of sarre.) 'Ihe City reserves
the right to defer processin::J of invoices and withhold payments until all
required reports, statements, ardjor certificates have been submitted
and, where necessary, approved.
lab: 3025
Rev. 6/11/91
-1-
CDBG PROGRAM RD;;!UIREMENl'S
Fiscal Year 1991/1992
EXHIBIT "e"
g) All accountirYJ records an:! evidence pertai.nirq to all costs of each
subrecipient an:! all dcx::uments related to the COB:> agreement shall be
retained an:! available for three (3) years followin:] the CCIllpletion
of the furxied program.
h) Each subrecipient agrees to allow the city of San Bernardino
Comlmlnity Development Department to audit the furxled program as part
of its annual audit of all COB:> furrls pursuant to federal regulations
set forth in Title 24 of the Code of Federal Regulations.
3. Reports/RePOrtinq Reauirements and Reoords/Reoord Keepinq Reauirements
While staff realizes that report writing an:! record-keepirYJ are not the
IOClSt desirable aspects of any program, it is one vehicle that provides a
measure of program progress an:! acx::anplishments. 'lhus, all subrecipients
participatirYJ in the COB:> Program are reauired 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:! July of any given program year for the previous three (3) llPnth
period in addition to a final report when the agreement tenninates. All
reports shall include infonnation on program activities, acx::anplishments,
new program infonnation an:! current program statistics on experxlitures,
case loads an:! activities of the reporting period.
Each subrecipient is also required to maintain m:>nthly records of all
ethnic an:! racial statistics of persons an:! families assisted by its
program(s). '!his llPnthly record shall include data on the number of low
an:! lTOderate i.nccane persons an:! households assisted, (as determined by
federal income limits), number of female-headed households, arxl number of
senior citizens assisted. As ll'el'ltioned earlier, each subrecipient is
required to keep all accounting records an:! evidence pertainirYJ to all
oosts for three (3) years followirYJ CCIllpletion of the furxled program.
4. Quarterlv Reports
Deadlines: October 10 -- for period coverinq July 1, to september 30, of
program year.
January 10 -- for period coverinq October 1, to December 31,
of program year.
1\pril 10 -- for period coverinq January 1, to March 31, of
prog:l:aw year.
July 10 -- for period coverinq 1\pril 1 to JUne 30, of pr"':jLaw
year.
Include the followirYJ:
a) One (1) CCIllpleted Activity Report (fom number 802) .
b) One (1) CCIllpeted Direct Benefit Report (fom number 045 (a) .
lab: 3025
Rev. 6/11/91
-2-
CDllG PRJGRAM REQUIREMENl'S
Fiscal Year 1991/1992
c) One (1) c:arrp1eted Contract arxl SUbcontract Activity Report (form C!>lB
2506-006). (For construction projects only.)
It is the responsibility of the subrecipient to prepare arxl suJ:nit the
require::i reports by the above stated deadlines in order to keep city
staff informed of any changes to the i'urxied program(s) .
5. Proqram Mom toriM
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 campliance with COB:; requirements, rot also serve
as an opportunity for City staff to became more knc:Mledgeab1e of each
agency's program(s). '!he monitoring visits also serve as an opportunity
to provide information to other City staff, the Mayor arxl Camm:m Council
arxl other interested persons.
Listed below is typical information City staff will be seeking,
observations that might be made, arxl items we may wish to review:
a) The acc:arrplish1Tent(s) of the program(s) to date.
b) Whether or not program objectives are being met.
c) That the interrled client group is being served.
d) '!he number of people on staff.
e) '!he existence arxl 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 conduct an onsite audit of the program as part of the its annual
audit of all COB:; 1'urxis pursuant to Federal Regulations.
Although the terms ''monitoring'' arxl "audit" may appear SClll1E!\ohlat
formidable, please be assured that yoor agency will be notified in
advance of any request for a monitoring visit. Also, please be advised
that representatives fram HUD monitor the COB:; program every year. DJring
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 Illl.ltually convenient time.
6. Procu:am Budclet
Another required element of your COB:; agreement with the City is the
program budget. Please suJ:nit an updated line item budget reflecting
your approved COB:; allocation. Also, include a copy of your overall
program b..1dget with a summary of yoor 1'urxiing source(s) arxl the total
agency budget. '!he 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
b..1dget may require minor adjustments during the life of the program arxl
request that yoo discuss proposed changes with Developnent Department
staff.
lab: 3025
Rev. 6/11/91
-3-
CDBG mJGR1lM REQUIREMENl'S
Fiscal Year 1991/1992
. .
..
Again, please be remirrled that capital or non-expenjable equipnent is not
to be purchased with CDOO fuOOs. If you need to acquire such equipnent,
please discuss it with Developnent Deparbnent staff.
7. Purchase of Personal Prooertv or Eauitll\llIlt (Read section "13" of the CDBG
1\c/reement
All tangible personal property having a useful life of rore than one (1)
year and an acquisition cost of three hUOOred dollars ($300.00) or rore
per unit shall be subject to the requirements of the Property Management
Standards specified in 24 CFR, Part 85.32, "Common Rule".
8. Procedures
a) All equipnent and property purchased in acx:ordance with the above
standards shall be identified as "Federal Property-HUO", (include
your internal Identification Number). Identification may 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 equipnent and property.
Infonnation shall include:
-Name/Description
-Serial Number
-Identification Number
-Date Purchased
-Purchase Price
-COrxlition (Le., excellent/good/fair/poor)
-aJaracteristics (i,e., color/features, etc.)
-!hysical Location (Le., address/office/roam, etc.)
c) SUJ::anit an inventory listing to the City of San Bernardino Developnent
Deparbnent each year endi.J'lq June 30. Said listing is to be subnitted
by July 10 following the end of the year. 'lhe list should include all
the infonnation listed un:ler item "b" above.
d) A written request llDJSt be subnitted to the City of San Bernardino
Deve10pnent Department for any approved purchases that are not in the
originally approved budget (see agreement). Written authorization
llDJSt be obtained from the Development DepartJnent by subrecipient
prior to the purchase of any equipnent, whether or not said equipnent
was included in the agency's original budget.
e) It is the responsibility of the subrecipient to maintain and repair
all property and equipnent purchased with CDOO fuOOs. It is also the
responsibility of the subrecipient to identify all purchased
equipnent and property with tags or engraving, and to supply same.
9. Fiscal Accountincr and Audit Documentation
'lhe City of San Bernardino Development Deparbnent requires each agency to
observe and comply with all accounting rules and audit procedures as set
lab: 3025
Rev. 6/11/91
-4-
CDBG PROGRl\M REQUIREMEm'S
Fiscal Year 1991/1992
"
forth in the CDEG agreement. '!be followin;J is a brief description of the
most prominent requirements:
a) As a participant in the City of San Bernardino CDEG Program, each
subrecipient agrees to keep all fums received fran the City separate
fram any other sources of furrlin;J.
b) Fach subrecipient also agrees to keep records of all fums received
fran the City of San Bernardino in a=rdance with the procedures set
forth in the "Agreement Accoontin;J an::l Administrative Han::lbook". A
copy of the Han::lbook is attached.
10, Certification and Assurance
Attached is a copy of the Certification an::l Assurance fom to be prepared
an::l signed by the designated governin;J official (s) of the subrecipient
agency. '!his document is to be attached to the CDEG agreement an::l shall
become part of the governin;J requirements.
lab: 3025
Rev. 6/11/91
-5-
CDIlG PROGRAM mYJUIREMENl'S
Fiscal Year 1991/1992
"
DEVEIDFMENl' DEPARD!ENl' OF THE
CITY OF 8l\N BERN1lRDIN:>
''Certification and Assurance"
(To 1\coalrpany CDBG 1\greelllent)
I Jerilyn Simpson, President/CEO
,
(Name and Title of Official)
of the
San Bernardino Community Against Drugs, Inc.
(Name of Agency/(kganization)
located at
234 North Arrowhead Avenue, San Bernardino, CA 92408
do hereby make the followiIq certification and assurance to accorrpany the
l'hmnnrity Development Block Grant Agreement between San Bernardino
Communi ty Against Drugs, Inc. (name of organization) and
the city of San Bernardino:
a) Certify that the infonnation booklet for COB> Program requirements has
been read and understood; and
San Bernardino
b) Assure that the Communi ty Against Drugs, Inc. (name of Agency)
will comply with all governiIq requirements as stipulated herewith in the
perfonnance of the COB> Agreement.
Dated:
;;:/~/
l/; /1 /
/
(b,,' J~'
{/ (~ture o~~
""'"'~ ~tiw
Dated:
lab: 3025
Rev. 6/11/91
lab: 3025
Rev. 6/11/91
-6-
COOO ProGR1\M Jm2UIREMENl'S
Fiscal Year 1991/1992