HomeMy WebLinkAbout1991-295
RESOLUTION NUMBER 91-295
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RESOLUTION OF THE !O'.YOR 1\ND CDHlN OOUN::IL OF THE CITY OF SMf BERNlIRDINO
2 AUTllDRIZDG 1\ND DJ..I<I!A:n~ THE EXECOTION OF A CXIMMllNITY DEVElDl'MENl' BIDCK GRl\Nr
FllNDDG 1\GREEMEN1' BE'l'WEElN THE CITY OF SMf BERNl\RDINO 1\ND OPl'ION H:lUSE, ~.,
3 (SHELTER) .
4 BE IT RESOLVED BY THE !O'.YOR 1\ND CDHlN OOUN::IL OF THE CITY OF SMf
BERNl\RDINO 1\8 FOLIDWS:
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section 1.
(a) '!he Mayor of the city of San Bernardino is hereby authorized and
directed to execute, on behalf of the City, an agreement for Connnunity
Development Block Grant funiing with omON HOOSE. INC.. (SHEIJI'ERl. which
agreement is attached hereto as Exhibit "1", and is incorporated herein by
reference as though fully set forth at length. '!he agreement provides for the
grantin3' of Conmn.mi.ty Development Block Grant fun:1s in the follOlllin3' amount of
$20.000.00.
section 2.
(a) '!he authorizations to execute the above referenced agreement is res-
cin:ied 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 foregoin3' resolution was duly adopted by the
Mayor and Camnon Colmcil of the city of San Bemardino at a
reqular
1991 by the follOlllin3'
meetin3' thereof, held on the 1st day of Ju1 y
vote, to wit:
IIII
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RESOLUTION OF THE CITY OF SAN llERNl\.RDIID AlJTll)RIZING THE EXElCUTION
OF A CDBG llGREEMENl' BETWEEN CITY AND OPl'ION H>USE, IN::.
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2 council MeIIlI:lers
AYES
Nll.YS
ABSTAIN
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4 REILLY
5 HERNANDEZ
6 MAUr::slEY
7 MINOR
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8 roPE-IIJDIAM
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9 MILlER
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~ C}"
( ....J I ;/ " /
,..,11.,(/',.1-1::- V"4L1- ;',,4-
, City Clerk iJ
14 'Ihe foregoi.rq Resolution is hereby approved this 5th day of July
15 1991.
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Approved as to form an:i
legal =ntent:
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Jl\MES F. PEtiImN,
City Attomey
By:~j
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THIS AGREEMENT is entered into effective as of this 1st day of
July , 1991, at san Bernardino, California, between the CITY OF SAN
BERNARDlliO, a municipal co:rporation, referred to as "City", arrl OPTION HOUSE.
INC. (SHEIJI'ER). a nonprofit community service organization, referred to as
"SUbrecipient". City arrl SUbrecipient agree as follCMS:
1. Recitals.
(a) SUbrecipient has requested financial assistance from City for
fiscal year 1991/1992 from funds available through the Canmtunity Development
Block Grant Program from the united states of America to City.
(b) SUbrecipient represents that the expen:litures authorized by this
Agreement are for the provision of shel tar arrl SUPPOrt services to battered
woman arrl their children for UP to thirty (30) dayS. which are valid arrl
eligible community development purposes, as defined in CFR Part 570 in
accordance with federal lawarrl regulations, arrl that all funds granted under
this Agreement will be used for no pu:rpose other than those purposes
specifically authorized. The specific purposes arrl scope of services of this
particular grant are set forth in Exhibit "A", attached hereto arrl
inco:rporated 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 arrl regulations as set forth in 24 CFR,
Part 570, with the following exceptions, (i) the SUbrecipient dces not assume
the environmental responsibilities of the Grantee as described in 24 CFR,
Part 570.604, arrl; (ii) the SUbrecipient dces not assume the Grantee's
responsibilities for initiating the review process under Executive Order
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EXHIBIT "1"
1 ~ 12372.
2 (el SUbrecipient will comply with the requirements set forth in the
3 unifonn Relocation Assistance am. Real Property Acquisition Policy Act of
4 1970, as amen:ied, (URAl, 49 ern, Part 24 in accordance with federal
5 regulations when attempting to or acquiring any building or parcel of lam..
6 SUbrecipient will be required to obtain written approval frcnn the Executive
7 Director of the Development Department prior to any activity taking place
8 within the confines of URA 49 ern, Part 24, as amen:ied.
9 2. Pavments.
10 City shall reill1burse SUbrecipient for allowable costs incurred under
11 the scope of this Agreement am. applicable Federal regulations, which have
12 not been paid for or reill1bursed in any other manner by any other Agency or
13 private source of furrling. Rellnbursement will be made at least on a monthly
14 basis, with the total of all such reiJnbursements not to exceed $20.000.00
15 3. Tel:m.
16 'lbis Agreement shall cammence Julv 1. 1991. am. tenninate June 30,
17 1992.
18 4. Use of Flmds: J311MAt: Travel Limitation.
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(al 'Ihe funds paid to SUbrecipient shall be used by it solely for
20 the plllp05eS set forth in Paragraph l(bl of this Agreelrent, am. in accordance
21 with the program budget suJ:anitted by SUbrecipient to the city of San Bernar-
22 dine Canmunity Development Department, a =r;ry of which is attached to this
23 1\greement as Exhibit "B". 'lbis budget shall list all sources of furxiing for
24 the P~oglaJll covered by this 1\greement, whether frcnn state, Federal, local or
25 private sources, am. 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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(bl 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 ani ap-
proved, ani all travel expenses to be furxied from f1.lnJs provided hereurrler
shall be specifically identified as travel expense, which shall be negotiated
between the City of San Bernardino Development Department ani Subrecipient in
the budget. Mr:l travel expenses incurred by Subrecipient above the budgeted
am:lllI'lt 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) Funds shall be used for purposes authorized by the Community
Development Block Grant Program only, ani no portion of the f1.lnJs granted
hereby shall be used for any purpose not specifically authorized by this
Agreenent.
(d) only net payroll shall be periodically reilnbursed by city as an
allowable cost. Mr:l am:lllI'lts withheld by Subrecipient fram an employee's pay
for taxes, social security, or other withholding ani not :in1mediately paid
r:Ner to another entity, shall not be included as wages or expenses eligible
for reiJnbursement as an allowable cost until such time as the withheld taxes,
social security, or other withholdin;Js are actually paid r:Ner to another
entity entitled to such payment. Upon such payment ani 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,
ani the City shall reimburse Subrecipient for such obligation.
(e) Subrecipient shall be allCMed, 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 lO!l:J
as Subrecipient is in campliance with Section "2" of this Agreenent at the
time of submission of the budget m:xlification 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 allowed, provided that the prior written approval of the Executive Director
3 of the Development Development of the city of San Bernardino is obtained, it
4 bein:J unierstood that the total amount of the grant shall not be varied
5 thereby .
6 (f) '!he parties inten:i that grant funjs be utilized within the time
7 period covered by this Agreement, am entitlement to any funjs not experxie.d
8 or obligated shall revert to the City. No reserve for the future shall be
9 established with the funjs except as may be authorized to meet cammi.t:Jrents
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 CCllIpliance with all state, federal
13 am local laws prior to the receipt of any rei1nburse.Irent hereunder. 'Ibis
14 includes, but is not lintited to, all laws am regulations relative to the
15 fo:rm of organization, local business licenses am any laws am regulations
16 specific to the business am activity carried out by SUbrecipient. Rellnburse-
17 rrent shall not be made to SUbrecipient which is not operatin:J in CCllIpliance
18 with all applicable laws. Rei1nburse.Irents may be subsequently paid, at the
19 discretion of the Executive Director of the Development Depart:Jrent for
20 rei1nburse.Irent costs incl=e.d durin:J the period when CCllIpliance is achieved
21 before expiration of this Agreement.
22 5. 1\ccoUnti.nq: Audit.
23 (a) Prior to the final payment un:ier this Agreement, am at such
24 other times as may be requested by the Executive Director of the Development
25 Depart:Jrent of the city of San Bernardino, SUbrecipient shall submit to the
26 Director an accountin:J of the proposed am actual expen::titures of all
27 revenues fram whatever source a=in::J to the o:rganization for the fiscal
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year eniin1 June 30, 1992.
(b) Financial records shall be maintained by SUbrecipient in a=rd-
ance with Generally Accepted A=unting Principles, am in a manner which
pennits City to trace the expen:litures of fun:1s to source documentation. 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 COllIlllllI1i.ty
develO];lllerlt block grant programs.
(e) Starrlards for financial management systems am financial report-
ing requirements established by 24 CFR, Parts 85.20 am 85.22 shall be fully
camplied with by SUbrecipient. SUbrecipient acknowledges that the fun:1s
provided are federal fun:1s.
(d) SUbrecipient's financial management system shall provide for
a=urate, current am camplete disclosure of the financial results of each
p:r:og:r:aIll 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. services Available to Residents: MonitoriM and ReDortincJ P.L,^,.LGlU
Perfoz:mance.
The se:r:vices of SUbrecipient shall be made available to residents and
inhabitants of the City of San Bernardino unless othe:r:wise noted in Exhibit
"A". No person shall be denied se:r:vice because of race, color, national ori-
gin, creed, sex, marital status, or physical handicap. SUbrecipient shall
camply with Affi:r:mative Action guidelines in its employment practices. SUbre-
eipient shall also m:mitor the program's activities am submit written re-
ports quarterly, or more often if requested, to the Executive Director of the
DevelO];lllerlt Department of the City of San Bernardino, in a=rdance with 24
CFR, Part 85.41(e) (d) am Part 85.21. Failure to provide such quarterly
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1 performance reports may prevent the processing by city of SUbrecipient's
2 requests for re.iJnburse.ment, and may justify tenp:>rary 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 hereurrler, upon a finding by the
5 Executive Director of the Development Deparbrent that such failure was due to
6 extraordinary circumstances and that such breach has been timely cured
7 without prejudice to the City.
8 7. Procurement Practices; Conflict of Interest.
9 SUbrecipient shall camply with procurement procedures and guidelines
10 established by 24 CPR, Part 85.36(d) (1), SUbrecipient "Procurement
11 standards". In addition to the specific requirements of 24 CPR, Part 85,
12 SUbrecipient shall maintain a code or standards of coniuct which shall govern
13 the performance of its officers, E!llployees or agents in contracting with and
14 expending the federal grant furxis made available to SUbrecipient urrler this
15 Agreement. SUbrecipient's officers, E!llployees or agents shall neither solicit
16 nor accept gratuities, favors, or anything of monetary value fran contractors
17 or potential contractors. 'Ib the extent permissable by state law, roles, and
18 regulations, the standards adopted by SUbrecipient shall provide for
19 penalties, sanctions or other disciplinary actions to be applied for
20 violations of such standards 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 standards adopted to City forthwith. All procurement
23 transactions without regard to dollar value shall be corxiucted in a manner so
24 as to provide maximum open and free competition. '!he SUbrecipient shall be
25 alert to organizational conflicts of interest or non-campetitive practices
26 aJrol'g contractors which may restrict or eliminate competition 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 an:l to the procurement roles
specified in 24 CFR, Part 85.36, in its expen:liture of all fun:ls received
urxier this Agreement.
8. Anti-Kick Back Provisions: Eaual nrolovment ClDI:lOrtunitv.
All contracts for construction or repair usin;J fun:ls provided urxier
this Agreement shall include a provision for ccunpliance with the Copelan:l
"Anti-Kick Back" Act (18.U.S.C. 874) as supplerrented in Deparbnent of Labor
Regulations (29 CFR, Part 3). '!his Act provides that each contractor or
subgrantee shall be prohibited fram in:lucin;J, by any means, any person em-
played in the construction, ccunpletion or repair of p.lblic work, to give up
any part of the ccunpensation to which he/she is othenrise 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 usin;J fun:ls
provided urxier this Agreement shall contain a provision requirin;J ccunpliance
with Equal Elti>loyment Opportlmity provisions established by Executive Order
Number 11246, as amerxied.
9. Prevailina Waqe Reauiranent.
Arrj construction contracts awarded by SUbrecipient usin;J fun:ls
provided urxier this Agreement in excess of $2,000.00 shall include a provi-
sion for ccunpliance with the !:avis-Bacon Act (40 U.S.C. 276(a) to 276(a) (7))
an:l as supplerrented by Deparbnent of Labor Regulations (29 CFR). Urrler this
Act, contractors shall be required to pay wages to laborers an:l 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 prevailin;J wage detennination issued by the Deparbnent of Labor
in each solicitation an:l the award of a contract shall be conditioned upon
the acceptance of the wage detennination. SUbrecipient shall report all sus-
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1 pected or reported violations to City.
2 10. ADDroval of City of any Charqes: Use of Pr.....,Law InoaIle.
3 (a) city hereby requires SUbrecipient to notify the city, in writing,
4 of its intent to charge a fee for any seIVice, 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 seIVices, arrl of any rules arrl regulations governing
8 the provision of seIVices hereun:ler.
9 (b) Program income represents gross income received by the
10 SUbrecipient directly generated from the use of funis provided hereun:ler.
11 SUch earnin:Js include interest earned on advances arrl may include, but will
12 not be limited to, income from seIVice fees, sale of cammcdities, usage arrl
13 rental fees for real or personal property using the funis provided by this
14 Agreement. As to such income, it shall be first applied to eligible program
15 activities, before requests for rei1nbursement arrl, in the use, shall be
16 subject to all applicable provisions of this Agreement. Incame 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 erx:l of
19 the program year (June 30, 1992).
20 11. TEInDorarv withholdina.
21 'Ihe Executive Director of the Development Department of the City of
22 San Bernardino is authorized to temporarily withhold the payment of funis to
23 SUbrecipient when the Director determines that any violation of this
24 Agreement has occurred. Furrls 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 arrl Cclmllv:>n Council. 'Ihe sole grourrls for such appeal shall be that no
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violation of the 1\greement has occurred. SUbrecipient shall file such appeal
within fifteen (15) days after such first withholdin;J. '!he Mayor an::l Cc:.1n1Ioon
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 docLm1ents, statistical records, an::l all
other records pertaining to the use of the furrls provided unier this Agree-
ment shall be retained by SUbrecipient for a pericxi of three (3) years, at a
minimum, an::l in the event of litigation, claim or audit, the records shall be
retained until all litigation, clail1ls an::l audit fi.n:lings involving the re-
cords, have been fully resolved. Records for non-expen::lable property acqui-
red with federal furrls provided unier this 1\greement shall be retained for
three (3) years after the final disposition of such property.
13. ProPertY Mana<Jement standards.
Non-expen::lable personal property, for the purPOseS of this 1\greement,
is defined as tangible personal property, purchased in whole or in part with
federal furrls, which has useful life of IIIOre than one (1) year an::l an acqui-
sition cost of one-thousarxi dollars ($1,000.00) or IIIOre per unit. Real
property means lan::l, including lan::l i.nilrovements, structures an::l appurten-
ances thereto, excluding movable machinery an::l equipnent. Non-expen::lable
personal property an::l real property purchased with or i.nilroved by furrls pro-
vided unier this 1\greement shall be subj ect to the property management stan-
dards set forth in 24 CFR, Part 85.32.
14. TeJ:mination for cause.
(a) city reserves the right to terminate this 1\greement in accordance
with 24 CFR, Part 85.43, an::l any an::l all grants an::l future payments under
this 1\greement, in whole or in part, at any time before the date of
c:::onpletion of this 1\greement whenever City determines that the SUbrecipient
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1 has materially failed to CCIllply with the terms am. con:litions of this
2 Agreement. In the event seeks to terminate this Agreement for cause, City
3 shall prcmptl.y notify the Subrecipient in writi.n1 of the proposed termination
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. Can1loon
6 Council at the ti1ne at which the Mayor am. CclImlon Council are to consider
7 such recammen:ied termination, am. shall be given a reasonable opportunity to
8 shCM cause why, if any exists, the Agreement should not be terminated for
9 cause. upon determination by the Mayor am. CclImlon Council that the contract
10 should be terminated for cause, notice thereof, including reasons for the
11 determination, shall pronptly 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 heari.n1. '!he determination of the Mayor am. Can1loon
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 Development Deparbn-
17 ent any am. all documentation needed by the Development Deparbnent to
18 establish a full record of all rronies 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 experoiture of furrls. In
24 such event, the parties shall agree upon the termination con:litions,
25 including the effective date am., in the case of partial terminations, the
26 portion to be terminated. '!he Subrecipient shall not in= new obligations
27 for the terminated portion after the effective date am. shall cancel as many
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outs1:anling obligations as possible. city shall allow SUbrecipient full
=edit for the City's share of the non-cancellable obligations obligations
properly incurred by the SUbrecipient prior to tennination.
16. Reversion of Assets.
SUbrecipient agrees that upon expiration of this i\greement, the
SUbrecipient shall transfer to the city any ani all CDOO funds not used at
the time of expiration ani any accounts receivable attributable to the use of
CDOO funds. SUbrecipient agrees that any real property un:ier its control,
which was acquired or iJrproved, in whole or in part, with CDOO 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 CPR, Part 570.208 until five (5) years
after expiration of the i\greement or such period of time as deteJ:mined appro-
priate by the City, or; (ii) is disposed of in a manner which results in the
city beirxJ reilnbursed in the aIOOUIlt of the current fair market value of the
property less any portion thereof attributable to expenditure of, or
iJrprovement 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 indemnify, save ani hold hannless the City ani
the Developnent Departnent ani their employees ani agents from all
liabilities ani charges, expenses (including counsel fees), suits or losses,
however occurrirxJ, or damages, arisirxJ or growirxJ out of the use of or
receipt of funds paid un:ier this i\greement ani all operations under this
i\greement. Payments under this i\greement are made with the understarxiing
that the city ani the Developnent DepartIrent are not involved in the
perfonnance of services or other activities of the SUbrecipient. SUbrecipient
ani its employees ani agents are independent contractors ani not employees or
agents of city ani the Development Departnent.
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1 18. 1lIIIendment.
2 '!his Agreement may be amerxled or mcxlified only by written agreement
3 signed by both parties, am failure on the part of either party to enforce
4 a:rrj provision of this Agreement shall not be constn1ed as a waiver of the
5 right to ~ enforcement of a:rrj provision or provisions.
6 19. ~sicmment.
7 '!his 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 writirg am delivered in
11 person or sent certified mail, POStage prepaid, addressed as follows:
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~ to city:
~ to SUbrecipient:
Executive Director
Deve10pnent Department
City Hall, Fifth Floor
300 North "0" street
San Bernardino, Calif. 92418
Ve1eata s=tt, Exec. Director
Option House, Inc.
838 North l1.1go street
San Bernardino, Calif. 92412
21. Evidence of Authoritv.
SUbrecipient shall provide to city evidence in the form of a
certified copy of minutes of the govern:irg body of SUbrecipient, or other
adequate proof, that this Agreement has been approved in all its detail by
the govern:irg body of the SUbrecipient, that the person(s) executirg it are
authorized to act on behalf of SUbrecipient, am that this Agreement is a
bi.ncli.rYJ obligation on SUbrecipient.
22. certification of ~surance.
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 CDBG program.
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1 certifications an:i assurances of the COB:; program.
2 23. Entire 1\areeI\lent.
3 ihis Agreement an:i arrj document or instnnnent attached hereto or
4 referred to herein i.nt:a3rates all tenns an:i conditions mentioned herein or
5 incidental hereto, an:i supersedes all negotiations an:i prior writi.n;J in
6 respect to the subj ect matter hereof. In the event of conflict between the
7 terns, conditions or provisions of this Agreement, an:i arrj such document or
8 instnnnent, the terns an:i conditions of this Agreement shall prevail.
9 24. No Third Party Beneficiaries.
10 No third party shall be deemed to have arrj rights l1ereuOOer against
11 arrj of the parties hereto as a result of this Agreement.
12 IIII
13 IIII
14 IIII
15 IIII
16 IIII
17 IIII
18 IIII
19 IIII
20 IIII
21 I I I I
22 IIII
23 IIII
24 IIII
25 IIII
26 IIII
27 IIII
28
lab:4433
Rev. 6/11/91
-13-
FY 1991/1992 CDllG 1\GREEMENl' BE'~'W~ CITY AND
OPl'ION lDUSE, ~., (SHELTER)
1
2 IN WI'INESS WHEREOF, the parties hereto have executed this Agreement on
3 the day an::l year first hereinabove written.
4
5
6
7
8
9
10
ATl'EST:
Q "
'-~~
SUBRECIPIENl'
.1/
BY: ~'"
,
President
Approved as to fom an::l
11 legal content:
12
;::j;J jl _f-/
" /" Secretary
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
JAMES F. PENMAN,
City Attorney
~
BY:
lab: 4423
Rev. 6/11/91
-14-
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EXHIBIT "A"
O,7/0,.) ;-Ja'<St:-
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am POOPOOM. APPLIC (If
D8Yel<lpll8l1t DeplIrt:mllnt
Paqe -3-
v. P>.ooo&ed Pro1ect Blmet (Please th!rllete klI:>1icable Items Onlvl
a) MmWstratioo
Salaries ani Frirge Benefits: $ 108,800
SUWlies: $ ~, 170
Professional Services: $ ~.hOO
Trave1/Calferences/5eminars : $
utilities: $ 1h.~00
~: $ 4,QOO
Office Equiprent:: $ 1, ~OO
other: BuildinQ Maint~nance $ 3,100
b) CctlstJ:\Ictioo $
0) Erl;Jineerirg ani Design $
d) I.an:l lIoquisi tioo $
e) Plann1n;J 1Ic:tivities $
f) Rehabilitatioo1lc:tivities $
q) other: Rent $ 8,208
Total Project Cost: , 151,778
(For cxr.stxuctioo, erqineerin;J ani design, lard acq.rlsitioo ani
rehabilitatioo activities ally.)
Estimator. Sylvia Kertawihardja
Estimator:s ~ifications: HIlA - F i '''''"."
h) Identify other furrlirxr sources: Identify cx:mni1JDents ar ~lica-
tions far furrls fran other sources to iDplement this activity. If
other furrls have been ~, att<ldl evi.c1eooe of ocmnitJDent.
source of Funds
FtmcU~ J.mount
$ 26,000
$ ""5T,~j'l
$ 28.457
DIlts Available
7-1-90 to 6-30-91
7-1-90 cU 6-30-91
7-1-90 to 6-30-91
FEMA
UWKA AUW SHELTER NOW
DD"
i) Was this project previcusly funjed with a:a:; funds? Yes X No
If YES, irrlicate the year(s) in...nidl a:a:; funds 1oIet'e received-
ani the granti.rg entity: JUlY 1. 89 to June 30, ~U
j) If ycu have never received a:a:; fuMirg, provide evi.c1eooe of arrj
previcus e>qJerieooe with other federally fIm:led ~~...... (use
aMitiooal sheets if necessary):
EXHIBIT "B"
DEVEIDFMENl' DEPARlMEN1' OF THE
CITY OF SAN BERNMDIH>
OJMMUNITY DEVEIDFMENl' BIDCK GRl\Nl'
PROGRAM RD;lUIREMENl'S
for
SUBRECIPIENl'S
1. SUDDlemental InfoImation for SUbrecipient
As a successful awlicant of the City of San Bernardino F'i 1991/1992
Ccmununity Development Block Grant (CDa;) Program, you are not only
agreein::J to provide the services as stated in your application, but also
to abide by the cnoo Program requirements am responsibilities. To
further assist you in understardin::J said requi.reJrents am responsibili-
ties, the follC7Nin::J summaries am attachments have been prepared to
introduce to or update you on each item. Additionally, this
instructional package will reauire your governi.rq body designated
official to read am sign hisjher signature as part of the cnoo
agreement.
2. Month! 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 follC7Nin::J:
a) One (1) ccm1pleted Request for Rellnbursernent 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, accotmtin::J ledgers, arrljor other
doctnnentation that reflect gross salary am all deductions for each
check(s) issued.
f) One (1) page narrative describin::J activities uroertaken durin::J the
m:mth 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 am that the subrecipient =ntinues to ccm1ply with
the terms am corrlitions of the cnoo agreement. (Generally, invoices are
processed within ten (10) days of receipt of sarre.) 'Ihe city reserves
the right to defer processin::J of invoices am withhold payments until all
required reports, statements, arrljor certificates have been submitted
am, where necessary, awroved.
lab: 3025
Rev. 6/11/91
-1-
CDBG POOGRAM REQUIREMENl'S
Fiscal Year 1991/1992
EXHIBIT "e"
g) All a=untirg records an::1 evidence pertainirY;J to all costs of each
subrecipient an::1 all dOCl.llllents related to the COB:; agreement shall be
retained an::1 available for three (3) years followirg the OOllpletion
of the furrled program.
h) Each subrecipient agrees to allow the City of San Bernardino
Community Development Department to audit the furrled 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. ReportslRePortioo Reauirements and Racords/ReOOrd Keepinq Reauirements
While staff realizes that report writirg an::1 record-keepirg are not the
most desirable aspects of any program, it is one vehicle that provides a
measure of program progress an::1 aCOOllplishments. '!hus, all subrecipients
participatirg 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::1 July of any given program year for the previous three (3) m::mth
period in addition to a final report when the agreement terminates. All
reports shall include infonnation on program activities, aCOOllplishments,
new program infonnation an::1 current program statistics on expen:litures,
case loads an::1 activities of the reportirg period.
Each subrecipient is also required to maintain monthly records of all
ethnic an::1 racial statistics of persons an::1 families assisted by its
program(s). This monthly record shall include data on the number of low
an::1 moderate income persons an::1 households assisted, (as det.eDnined by
federal income limits), number of female-headed households, an::1 number of
senior citizens assisted. As mentioned earlier, each subrecipient is
required to keep all aCCOlmtirg records an::1 evidence pertainirY;J to all
costs for three (3) years followirg OOllpletion of the furrled program.
4. ouarterlv Reports
Deadlines: october 10 -- for period covering July 1, to September 30, of
prVYLaw year.
January 10 - for period covering october 1, to oec-ho>r 31,
of PJ:"':jLCIIIl year.
April 10 - for period covering January 1, to March 31, of
prugUlu year.
July 10 -- for period covering April 1 to June 30, of P~L"'"
year.
Include the followirg:
a) One (1) OOllpleted Activity Report (fonn number 802) .
b) One (1) OOllpBted Direct Benefit Report (fonn number 045 (a) .
lab: 3025
Rev. 6/11/91
-2-
CDBG POOGIU\M ~UIREMENl'S
Fiscal Year 1991/1992
c) One (1) c::cmpleted Contract am SUbcontract Activity Report (fonn CMl
2506-006). (For construction projects only.)
It is the responsibility of the subrecipient to prepare am sul:xnit the
require:i reports by the above stated deadlines in order to keep City
staff infonned of aITj changes to the furrled program(s).
5. PI.V4LCUIl Monitorina
One of the City's responsibilities is to monitor each subrecipient at
least once a year. Not only are the monitoriIq visits intended to ensure
each agency's continued c::cmpliance with COB:; requirements, but also serve
as an opportunity for City staff to become more knowledgeable of each
agency's program(s). The monitoriIq visits also serve as an opportunity
to provide infonnation to other city staff, the Mayor am CarIm:m Cooncil
am other interested persons.
Listed below is typical infonnation City staff will be seeJd.n;J,
observations that might be made, am items we may wish to review:
a) The acc::cmplishment(s) of the program(s) to date.
b) Whether or not program objectives are beiIq met.
c) That the intended client group is beiIq served.
d) The number of people on staff.
e) The existence am maintenance of client files.
f) Assistance city staff can provide.
In addition to monitoriIq each agency once a year, the city of San
Bernardino Developnent Deparbnent 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:; furrls pursuant to Federal Regulations.
Although the tenns ''monitoriIq'' am "audit" may appear SCIlllE!What
fonnidable, please be assured that your agency will be notified in
advance of aITj request for a monitoriIq visit. Also, please be advised
that representatives from HUD monitor the COB:; program fNery year. ruriIq
HUD visit(s), they may wish to monitor one (1) or more of the City's
subrecipients. If your agency should be selected, you will be notified in
advance in order to arrange a mutually convenient tine.
6. PI.OCU:&1l Budclet
Another required element of your COB:; agreement with the City is the
program budget. Please sul:xnit an updated line item bJdget reflectiIq
your approved COB:; allocation. Also, include a copy of your overall
program budget with a summary of your furrliIq source(s) am the total
agency budget. The COB:; portion of your total program or agency budget
should be identifiable.
In past years, SfNeral agencies have raised questions regardin;J minor
budget modifications or adjustments. Staff realizes that the approved
budget may require minor adjustments duriIq the life of the p:tUl;jLdld am
request that you discuss proposed changes with Develcpnent Deparbnent
staff.
lab: 3025
Rev. 6/11/91
-3-
CDBG PROGRAM REQUIREMENl'S
Fiscal Year 1991/1992
lIgain, please be remirrled that capital or non-expen:lable equipnent is not
to be p.lrChased with COOO funis. If you need to acquire such equipnent,
please discuss it with Developnent Deparbnent staff.
7. Purchase of Personal Propertv or EauitllleIlt (Read section "13" of the CDBG
1\areement
All tangible personal property haviIq a useful life of rore than one (1)
year am an acquisition cost of three hllJ'}jred dollars ($300.00) or rore
per unit shall be subject to the requirements of the Property Managerrent
Standards specified in 24 CFR, Part 85.32, "Common Rule".
8. Procedures
a) All equipment am property p.lI'Chased in aca:m:1ance with the above
standards shall be identified as "Federal Property-HUO", (include
your internal Identification Number). Identification may be achieved
by taggiIq or engraviIq the property or by any method that will
result in property Identification Number beiIq permanentlY affixed.
b) Maintain a separate record of all such equipment am property.
Information shall include:
-Name/Description
-Serial Number
-Identification Number
-Date Purchased
-Purchase Price
--con:lition (i.e., excellent/good/fair/pocr)
-<1laracteristics (i,e., color/features, etc.)
-Physical I.Dcation (i.e., address/office/roam, etc.)
c) Sul::rnit an inventory listiIq to the City of San Bernardino Developnent
Department each year en:1inc:r June 30. Said listiIq is to be suJ:.mitted
by Jul Y 10 followiIq the en:1 of the year. '!he list should include all
the information listed urrler item "b" above.
d) A written request must be suJ:.mitted to the City of San Bernardino
Develop.nent Deparbnent for any approved ~ that are not in the
originally approved budget (see agreement). Written authorization
must be obtained fran the Developnent Deparbnent by subrecipient
prior to the pm:hase 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 maintain am repair
all property am equipment p.lI'Chased with COOO funis. It is also the
responsibility of the subrecipient to identify all p.lI'Chased
equipment am property with tags or engraviIq, am to supply same.
9. Fiscal Aca:luntincr and Audit Documentation
'!he city of San Bernardino Develop:nent Department requires each agency to
observe am comply with all ac:c:amtiIq rules am audit procedures as set
lab: 3025
Rev. 6/11/91
-4-
CDBG PROGRAM REQUIREMENl'S
Fiscal Year 1991/1992
forth in the COB; agreement. '!he followirq is a brief description of the
lTDSt prominent requirements:
a) As a participant in the city of San Bemal:'dinJ COB; Program, each
subrecipient agrees to keep all furrls received fran the City seoarate
fran any other sources of furxiirq.
b) Each subrecipient also agrees to keep records of all furrls received
fran the City of San Bemal:'dinJ in accordance with the procedures set
forth in the "Agreement Accoontirq am Administrative Han:lbook". A
copy of the Han:lbook is attached.
10. certification and Assurance
Attached is a copy of the Certification am Assurance fom to be prepared
a.rxi signed by the designated govemirq official(s) of the subrecipient
agency. 'Ihis d=ument is to be attached to the COB; agreement am shall
became part of the govemirq requirements.
lab: 3025
Rev. 6/11/91
-5-
CDBG PROGRN( ~
Fiscal Year 1991/1992
DEVEIDPMEm' DEPARDIEN1' OF THE
CITY OF SAN BEllNNmIN:l
"certification lIJld Assurance"
(To ~ny CDllG AgreEment)
I, Ruth Mercer, President of the Board
(Name am Title of Official)
of the Option House, Inc.
(Name of Agency/Organization)
located at 838 N. Lugo, San Bernardino, CA 92404
do hereby make the followirg certification am assurance to ac:x:x:mpany the
Chmmmitv Develconent Block Grant Agreement between
----optf~n-House;-rnc. (name of organization) am
the City of San Bemardino:
a) certify that the information booklet for moo PLo"lam requirements has
been read am umerstood; am
b) Assure that the Option House, Inc. (name of Agency)
will comply with all govemin:J requirements as stipulated herewith in the
performance of the moo Agreement.
1
i'-L
(Signature of Official)
Dated: ~7 17, 17'7 (
~~d4v
Developnent Deparbnent Representative
Dated:
7 -/ ~-.,/
lab: 3025
Rev. 6/11/91
lab: 3025
Rev. 6/11/91
-6-
CDBG PROGRAM REQUIREMENTS
Fiscal Year 1991/1992