HomeMy WebLinkAbout1991-254
RESOLUTION NUMBER 91-254
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RESOLUTION OF THE lQYOR AND CXlMt<<)N OO~IL OF THE CITY OF SAN l3ERNNIDINJ
2 AUl'HORIZnG AND DIRECTING THE EXECUTION OF A OOMMUNITY DEVEIDPMENl' BIDCK GRAN!'
FUNDnG AGREEMENl' BE'IWEEN THE CITY OF SAN l3ERNNIDIID AND ROr...r..:Im START, INC.,
3 (DEAF SERVICES).
4 BE IT RESOLVED BY THE lQYOR AND OOMMON OOUNCIL OF THE CITY OF SAN
l3ERNNIDIID AS FOLIDWS:
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Section 1.
(a) The Mayor of the City of San Bernardino is hereby authorized and
directed to execute, on behalf of the City, an agreement for Canununity
Development Block Grant ftmding with ROLLING STARr. mc.. (DEAF SERVICES.)
which agreement is attached hereto as Exhibit "1", and is incorporated herein
by reference as though fully set forth at length. The agreement provides for
the granting of Canununity Development Block Grant funds in the following
amount of $20.000.00.
Section 2.
(a) The authorizations to execute the above referenced agreement is res-
cirrled 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
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Mayor and Conunon Council of the City of San Ben1ardino at a regular
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meeting thereof, held on the 17th day of June 1991 by the following
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vote, to wit:
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IIII
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RESOLUTION OF THE CITY OF SAN BER!mRDIR) AUTHORIZIm THE EXECUTION
OF A CDBG ~ BETWEEN CITY AND ROLLDG 8'mR1', ~., (DEAF SERVICES).
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2 council Members
AYES
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ABSTAIN
3 ESTRADA
4 REILLY
5 HERNANDEZ
6 MAUOOIEY
7 MINOR
8 :R:>PE- IDDIAM
9 MILLER
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G(~ty~
'!he foregoing Resolution is hereby approved this 19 th day of June
1991.
Approved as to fonn and
legal content:
~4 Lt~
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TOM MINOR, MAYOR PRO TEMPORE
City of San Bernardino
20 JAMES F. PENMAN,
City Attorney
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~gBI;I;~I;}JT
THIS AGREEMENT is entered into effective as of this 17 t h day of
.J llnp , 1991, at San Ben1ardino, california, between the CITY OF SAN
BERNARDINO, a nnmicipal corporation, referred to as "City", ani ROlLING
STARr. INC.. DFAF SERVICES PROGRAM. a nonprofit conununity service
organization, referred to as "SUbrecipient". City ani SUbrecipient agree as
follows:
1. Reci tala.
(a) SUbrecipient has requested financial assistance from City for
fiscal year 1991/1992 from funds available through the Conummity Development
Block Grant Program from the United states of America to City.
(b) SUbrecipient represents that the expenlitures authorized by this
Agreement are for the provision of services to be used with telephone devices
for the deaf ani hearina imPaired. in addition to maintenance services when
reauired. which are valid ani eligible conununity development purposes, as de-
fined in CFR Part 570 in accordance with federal law ani regulations, and
that all funds granted urxier 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 ani 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 cany out each activity, program and/or project
in compliance with all federal laws ani regulations as set forth in 24 CFR,
Part 570, with the following exceptions, (i) the SUbrecipient does not assume
the envirorunental 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 urxier Executive Order
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EXHIBIT "1"
1 NUmber 12372.
2 (e) SUbrecipient will comply with the requirements set forth in the
3 Unifonn Relocation Assistance am Real Property Acquisition Policy Act of
4 1970, as amended, (ORA), 49 CFR, Part 24 in accordance with federal
5 regulations when attempting to or acquiring any building or parcel of lam.
B SUbrecipient will be required to obtain written approval from the Executive
7 Director of the Development Department prior to any activity taking place
8 within the confines of ORA 49 CFR, Part 24, as amended.
9 2. Pavments.
10 City shall reimburse SUbrecipient for allowable costs incurred under
11 the scope of this Agreement am applicable Federal regulations, which have
12 not been paid for or reimbursed in any other manner by any other Agency or
13 private source of funding. Reimbursement will be made at least on a monthly
14 basis, with the total of all such reimbursements not to exceed $20.000.00.
15 3. Tenn.
16 '!his Agreement shall commence Julv 1. 1991. am tenninate June 30,
17 1992.
18 4. Use of Funds: Budqet: Travel Limitation.
19 (a) '!he:fuOOs paid to SUbrecipient shall be used by it solely for
20 the purposes set forth in Paragraph 1 (b) of this Agreement, an:} in accordance
21 with the program budget submitted by SUbrecipient to the City of San Bernar-
22 dino Community Development Department, a copy of which is attached to this
23 Agreement as Exhibit "B". '!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, am shall identify which sources are paying for which spec i-
26 fic portions of the program, by line-item, to the extent practicable.
27 (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 and ap-
proved, and all travel expenses to be fun:ied from fun:Is provided hereunder
shall be specifically identified as travel expense, which shall be negotiated
between the City of San Bernardino Development Deparbnent and SUbrecipient in
the budget. Any 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
Deparbnent of the City of San Bernardino, or designee, has been obtained.
(c) Funds shall be used for purposes authorized by the Community
Development Block Grant Program only, and no portion of the fun:Is granted
hereby shall be used for any purpose not specifically authorized by this
Agreement.
(d) Only net payroll shall be periodically reimbursed by City as an
allowable cost. Any amounts withheld by SUbrecipient from an elli'loyee I s pay
for taxes, social security, or other withholding and not innnediately paid
over to another entity, shall not be included as wages or expenses eligible
for reimbursement as an allowable cost until such time as the withheld taxes,
social security, or other withholdings are actually paid over to another
entity entitled to such payment. Upon such payment and the submission of
evidence of such payment to the City of San Bernardino Development
Development Deparbnent, such expenses shall be regarded as an allowable cost,
and the City shall reimburse SUbrecipient for such obligation.
(e) SUbrecipient shall be allowed, with the prior written approval
of the Development Deparbnent 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 corrq;>liance 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 allowed, provided that the prior written approval of the Executive Director
3 of the Development Development of the City of San Ben1ardino is obtained, it
4 being understood that the total amount of the grant shall not be varied
5 thereby .
6 (f) '!he parties intend that grant funds be utilized within the time
7 period covered by this Agreement, and entitlement to any funds not expended
8 or obligated shall revert to the City. No reserve for the future shall be
9 established with the funds except as may be authorized to meet conunitments
10 made for services provided during the period of this Agreement, but not yet
11 paid for at the conclusion of this Agreement.
12 (g) SUbrecipient shall remain in conpliance with all state, federal
13 and local laws prior to the receipt of any reimbursement hereunder. '!his
14 includes, but is not limited to, all laws and regulations relative to the
15 fom of organization, local business licenses and any laws and regulations
16 specific to the business and activity carried out by SUbrecipient. Reimburse-
17 ment shall not be made to SUbrecipient which is not operating in conpliance
18 with all applicable laws. Reimbursements may be subsequently paid, at the
19 discretion of the Executive Director of the Development Deparbnent for
20 reimbursement costs incurred during the period when conpliance is achieved
21 before expiration of this Agreement.
22 5. Aooountinq; Audi t.
23 (a) Prior to the final payment under this Agreement, and at such
24 other times as may be requested by the Executive Director of the Development
25 Deparbnent of the City of San Ben1ardino, SUbrecipient shall submit to the
26 Director an accounting of the proposed and actual expenditures of all
27 revenues from whatever source accroing to the organization for the fiscal
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year errling June 30, 1992.
(b) Financial records shall be maintained by SUbrecipient in accord-
ance with Generally Accepted Accounting Principles, am in a manner which
pennits City to trace the expenditures of funds 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, and by any
representative of the united states of America authorized to audit conununi.ty
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 acknowledges 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; MoDi torina' and RePOrtinq Program
Perfo:r.mance .
'!he services of SUbrecipient shall be made available to residents and
inhabitants of the City of San Bernardino unless otherwise noted in Exhibit
"A" . No person shall be denied service because of race, color, national ori-
gin, creed, sex, marital status, or physical handicap. SUbrecipient shall
comply with Affinnative Action guidelines in its employment practices. SUbre-
cipient shall also monitor the program's activities and submit written re-
ports quarterly, or more often if requested, to the Executive Director of the
Development Department of the City of San Bernardino, in accordance with 24
CFR, Part 85.41(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 reimbursement, am may justify ten'porary withholding as provided
3 for in Paragraph "II" hereof. City reserves the right to waive such breach,
4 without prejudice to any other of its rights hereurrler, upon a firrling 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. Procurement Practices; COnflict of Interest.
9 SUbrecipient shall comply with procurement procedures am guidelines
10 established by 24 CFR, Part 85.36(d) (1), SUbrecipient "Procurement
11 Starrlards" . In addition to the specific requirements of 24 CFR, Part 85,
12 SUbrecipient shall maintain a code or starrlards of confuct which shall govern
13 the perfonnance of its officers, employees or agents in contracting with am
14 expeniing the federal grant funds made available to SUbrecipient urrler this
15 Agreement. SUbrecipient's officers, employees or agents shall neither solicit
16 nor accept gratuities, favors, or anything of monetary value from contractors
17 or potential contractors. To the extent pennissable by state law, roles, and
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 confucted in a manner so
24 as to provide maxinn.nn open am free competition. The SUbrecipient shall be
25 alert to organizational conflicts of interest or non-competitive practices
26 among contractors which may restrict or eliminate competition or otheIWise
27 restrain trade. SUbrecipient agrees to adhere to conflict of interest
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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 :furx:is received
urrler this Agreement.
8. Anti-Kick Back Provisions; Equal BnDlovment ODportunity.
All contracts for construction or repair using :furx:is 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 I..a]:)Qr
Regulations (29 CFR, Part 3). '!his Act provides that each contractor or
subgrantee shall be prohibited fran inducing, by any means, any person em-
ployed in the construction, completion or repair of public work, to give up
any part of the carpensation 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 :furx:is
provided under this Agreement shall contain a provision requiring compliance
with Equal Employment Opportunity provisions established by Executive Order
Number 11246, as amen:led.
9. Prevailina Wacre Reauirement.
Any construction contracts awarded by SUbrecipient using :furx: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))
am as supplemented by Deparbnent of I..a]:)Qr Regulations (29 CFR). Under 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 I..a]:)Qr. 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 Deparbnent of I..a]:)Qr
in each solicitation am the award of a contract shall be conditioned 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. ADDroval of ci tv of any Charaes; Use of Proaram Inoane.
3 (a) City hereby requires SUbrecipient to notify the City, in writing,
4 of its intent to charge a fee for any service, the provision of which is
5 assisted pursuant to this Agreement. City requires SUbrecipient to obtain
6 the prior written approval of City for any charges or fees to be chargErl by
7 SUbrecipient for such services, ani of any roles ani regulations governing
8 the provision of services hereunder.
9 (b) Program income represents gross income receivErl by the
10 SUbrecipient directly generated from the use of funds providErl hereunder.
11 SUch earnings include interest earnErl on advances ani may include, but will
12 not be limited to, income from service fees, sale of canunoctities, usage ani
13 rental fees for real or personal property using the funds providErl by this
14 Agreement. As to such income, it shall be first appliErl to eligible program
15 activities, before requests for reimbursement ani, in the use, shall be
16 subject to all applicable provisions of this Agreement. Income not so
17 appliErl shall be remitted to City. SUbrecipient shall remit all unspent
18 program income to the City within thirty (30) days subsequent to the em of
19 the program year (June 30, 1992).
20 11. Temoorarv wi thholdinq.
21 '!he Executive Director of the Development Department of the City of
22 San Bernardino is authorizErl to 'ten'porarily withhold the payment of funds to
23 SUbrecipient when the Director detennines that any violation of this
24 Agreement has occurred. F\mds 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 ani Connnon COuncil. '!he sole grounds for such appeal shall be that no
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violation of the Agreement has occurred. SUbrecipient shall file such appeal
within fifteen (15) days after such first withholding. '!he Mayor an:l Conunon
Council shall set a date for the hearing of such appeal which is within
thirty (30) days follCMing the date of filing.
12. Records Retention.
Financial records, supporting documents, statistical records, an:l all
other records pertaining to the use of the furrls provided umer 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 and audit fin:tings involving the re-
cords, have been fully resolved. Records for non-expendable property acqui-
red with federal furrls provided umer this Agreement shall be retained for
three (3) years after the final disposition of such property.
13. ProDertv Manaaement standards.
Non-expendable personal property, for the pw:poses of this Agreement,
is defined as tangible personal property, purchased in whole or in part with
federal furrls, which has useful life of more than one (1) year an:l an acqui-
sition cost of one-thousand dollars ($1,000.00) or more per unit. Real
property means lan:l, including lan:l in'provements, structures an:l appurten-
ances thereto, excluding movable machinery and equipment. Non-expendable
personal property an:l real property purchased with or in'proved by furrls pro-
vided under this Agreement shall be subj ect to the property management stan-
dards set forth in 24 CFR, Part 85.32.
14. Tennination for cause.
(a) city resel:Ves the right to tenninate this Agreement in accordance
with 24 CFR, Part 85.43, and any and all grants and future payments umer
this Agreement, in whole or in part, at any time before the date of
completion of this Agreement whenever City detennines that the SUbrecipient
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1 has materially failed to carrply with the tenns am conditions of this
2 Agreement. In the event seeks to tenninate this Agreement for cause, City
3 shall promptly notify the SUbrecipient in writing of the proposed tennination
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 Common
6 Council at the time at which the Mayor am Common Council are to consider
7 such recanunenjed tennination, am shall be given a reasonable opportunity to
8 show cause why, if any exists, the Agreement should not be tenninated for
9 cause. Upon detennination by the Mayor am Common Council that the contract
10 should be tenninated for cause, notice thereof, including reasons for the
11 detennination, shall promptly be mailed to the Subrecipient, together with
12 infonnation as to the effective date of the termination. SUch notice may be
13 given orally at that hearing. '!he detennination of the Mayor am Common
14 Council as to cause shall be final.
15 (b) In the event of any tennination 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 Department to
18 establish a full record of all monies received by SUbrecipient am to docume-
19 nt the uses of same.
20 15. Termination for convenience.
21 city or SUbrecipient may tenninate 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 conunensurate with further expen:liture of funds. In
24 such event, the parties shall agree upon the tennination conditions,
25 including the effective date and, in the case of partial tenninations, the
26 portion to be tenninated. '!he SUbrecipient shall not incur neW obligations
27 for the tenninated portion after the effective date and shall cancel as many
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outst:anc:li.n;; obligations as possible. City shall allOVl SUbrecipient full
credit 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 Agreement, the
SUbrecipient shall transfer to the City any and all com funds not used at
the time of expiration and any accounts receivable attributable to the use of
com funds. SUbrecipient agrees that any real property urrler its control,
which was acquired or improved, in whole or in part, with com 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 Agreement or such period of time as detennined appro-
priate by the City, or; (ii) is disposed of in a manner which results in the
City being reimbursed in the amount of the current fair market value of the
property less any portion thereof attributable to experxtiture of, or
i.rrg;:>rovement to, the property by SUbrecipient. SUch reimbursement is not
required after the period of time specified in "i" above.
17. Hold Hamless.
SUbrecipient agrees to indemnify, save and hold hannless the City and
the Development Deparbnent and their employees and agents fram all
liabilities and charges, expenses (including counsel fees), suits or losses,
however occurring, or damages, arising or growing out of the use of or
receipt of funds paid urrler this Agreement and all operations urrler this
Agreement. Payments urrler this Agreement are made with the urrlerstan:iing
that the City and the Development Deparbnent are not involved in the
perfonnance of services or other activities of the SUbrecipient. SUbrecipient
and its errployees and agents are indeperrlent contractors and not ~loyees or
agents of City and the Development Deparbnent.
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1 agents of City and the Development Deparbnent.
2 18. :Amendment.
3 '!his Agreement may be amended or mc::rlified only by written agreement
4 signed by both parties, and failure on the part of either party to enforce
5 any provision of this Agreement shall not be construed as a waiver of the
6 right to compel enforcement of any provision or provisions.
7 19. Assicmment.
8 '!his Agreement 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 writing 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 Deparbnent
City Hall, Fifth Floor
300 North "0" street
San Bernardino, Calif. 92418
21. Evidence of Authoritv.
SUbrecipient shall provide to City evidence in the fonn of a
Don Vigil, Executive Director
Rolling start, Inc. Deaf seuvices
443 West 4th street
San Bernardino, Calif 92401
certified copy of minutes of the governing body of SUbrecipient, or other
adequate proof, that this Agreement has been approved in all its detail by
the governing body of the Subrecipient, that the person(s) executing it are
authorized to act on behalf of SUbrecipient, and that this Agreement is a
binding obligation on SUbrecipient.
22. certification of Assurance.
SUbrecipient shall ~ly with the program requirements attached
hereto as Exhibit "C", which are incorporated by reference as though fully
set forth at length and made a part of this Agreement by execution of all
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1 23. Entire lVn"eement.
2 '!his Agreement am any document or instnnnent attached hereto or
3 referred to herein integrates all tenns am corrlitions mentioned herein or
4 incidental hereto, am supersedes all negotiations am prior writing in
5 respect to the subject matter hereof. In the event of conflict between the
6 tenns, conii.tions or provisions of this Agreement, am any such document or
7 instnnnent, the tenns am corrlitions of this Agreement shall prevail.
8 24. No Third Part Beneficiaries.
9 No third party shall be deemed to have any rights hereunder against
10 any of the parties hereto as a result of this Agreement.
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FY 1991/1992 a>BG MREEMENr BETWEEN CITY AND
ROLLIlG STARl', ~., (DEAF SERVICES)
1 m WI'INESS WHEREOF, the parties hereto have executed this Agreement on
2 the day and year first hereinabove written.
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4 ATrEST:
BY. /
~(
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//"
L/-Z---~--/~.,/
SUBRECIPIENr
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Approved as to fom and
10 legal content:
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JAMES F. PENMAN,
12 City Attorney
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BY:'-T>1~ 1{1~
President
\
BY: Ch~~u-
Secre
.t~1/ I
tG: / I, ~f sn... +- (V-c>A--'F)
"
SCOPE OF SERVICES
Rolling Start Deaf Services offers a full range of services
for the Hearing Impaired community of San Bernardino. It is
the only community based org~nization that provides services
to the disabled and elderly, while also making available
interpreter services, employment preparation, advocacy,
independent living skills training, and information and
referral for the deaf. Deaf Services also provides Deaf
Awareness and Sign Language classes.
There are an estimated 15,000 profoundly deaf individuals in
the county of San Bernardino. Most of these individuals rely
on some form of communication assistance, whether it is using
a telecommunication device for the deaf (TOO), interpreters,
or closed caption devices for the television.
Utilizing an interpreter allows deaf people to function
independently while conducting business with the public.
Consider in the absence of a professional, most deaf
individuals use thei,- hearing child as their interpreter.
This results in a loss of confidentiality for the deaf
parent, as well as placing the child in a position of
responsibility he or she is not mature or experienced enough
to deal with adequately. Take, for example, the parent
teacher conference in which the child's progress is
discussed, or a doctor telling the child's mother she has
cancer.
People who communicate using American Sign Language (ASL)
frequently have great difficulty understanding written
English. ASL is a language which differs greatly from
English, therefore written communication necessary for day-
to-day business becomes next to impossible to deal with.
Roll ing Start provides a resource in whi ch to have business
forms and other written communication interpreted.
Deaf people use telecommunication devices or TDD's with which
to use the phone. The California Relay Service assists in
calls to hearing people who do not have TOO's. Rolling Start
provides services which the California Relay Service
currently cannot. These include placing out-of-state calls,
and calls interpreted in sign language (in office) for those
who do not feel able to communicate well enough in written
English to adequately use the TOO themselves.
A majority of profoundly deaf individuals experience little
success in education and in the job market due to
communication problems. For this reason, 90% of this
population fall in the low income level. Rolling Start Deaf
Services provides services for this population.
EXHIBIT nAn
croJ IroroBAL APPLICM'IOO
.' Developoont ~t
6~ -3-
v. ProposaS Project Budget (Please Qm)lete ~licabl. ItEms only)
a) Mministration
Salaries arxl FrirXJe Benefits: $ 15,000.00
SUWlies: $ 440.00
Professional SeIVices: $ 1,200.UU
Travel/Conferen::es/Seminars : $ 360.00
utilities: Phone $ JUU.UU
:rn.surarre : $ jUU.UU
Offia! Equipnent: $ L,40U.OO
other: o f fi c e Space $
b) Ca1sttuctian $
c) En;JineerirXJ am Design $
d) I.arrl Acquisition $
e) Pl~ Activities $
f) Rehabilitatioo Activities $
9) other: $
Total Project Costa . 20,000.00
(For constroction, erqineerin:J ani design, lard ao:;pisitioo an!
rehabilitatioo activities ally.)
Est.iJIator :
Est.iJIator's Qualifications:
h) Identify other furdirg sa.u:oes: Identify a:mnitnlmts or aw1ica-
tions for funis fran other sa.u:oes to inplerent this activity. If
other f\nxls have been awroved, attadl evideroe of cxmnitIIent.
Source of Funds
FunCUm' J.toount
$ 30,000.00
$ 21,775.00
$ 5,000.00
Date Available
Dept. of Rehab
County 0 t ::San 1500
Arrowhead United Way
Pending Approval
Pending AV1J1 uval
Pending Approval
i) Was this project previoosly fun:led with am f\nrls? Yes~ No_
If YES, irrlicate the year (s) in which am f\.nrlg were reoei ved
am the grant.in;J entity: 1986, 1987, 1989, 1990, 1991
City of San Bernardino
j) If yw have never received am furdirg, provide fNidenJe of any
previOJS eJq)eI'ience with other federally f\nned prograns (use
adlitianal sheets if necessazy):
EXHIBIT "B"
DEVEIDPMENl' IEPARINENl' OF THE
CITY OF SAN BERNMI)IH)
a:mtUNITY DEVEIDPMEN1' BIDCK GRAN!'
PROGRAM Jm2UIREMENl'S
for
SUBRECIPIENrS
1. SUpplemental Infonnation for SUbreciDient
As a successful applicant of the City of San Bernardino FY 1991/1992
Camnunity Development Block Grant (CIB;) Program, you are not only
agreeing to provide the services as stated in your application, but also
to abide by the com Program requirements ani responsibilities. To
further assist you in unierstan:iing said requireJnents ani responsibili-
ties, the following summaries ani attachments have been prepared to
introduce to or update you on each item. Additionally, this
instructional package will reauire yoor governing body designated
official to read ani sign hisjher signature as part of the com
agreement.
2. Month! y Request for Reimbursement
Deadline: Due the fifth (5th) day after end of each calendar month
unless otherwise stated in the CDBG agreement.
Include the following:
a) One (1) ~leted Request for ReiInburse.ment fom.
b) One (1) copy of all checks issued that are being reimbursErl.
c) One (1) copy of all bills/receipts that support check(s) issued.
d) One (1) copy of all payroll check(s) that are being reimbursed.
e) One (1) copy of all check stubs, accounting ledgers, arxVor other
dOCl.m\eI'ltation that reflect gross salary and. all deductions for each
check(s) issued.
f) One (1) page narrative describirg activities uniertaken during the
month 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 ani that the subrecipient continues to COllply with
the tenns ani corrlitions of the COB; agreement. (Generally, invoices are
processed within ten (10) days of receipt of same.) '!he City reserves
the right to defer processing of invoices ani withhold payments until all
required reports, statements, arxVor certificates have been submitted
ani, where necesscu:y, approved.
lab: 3025
Rev. 6/11/91
-1-
CDBG PROGRAM REQUIREMENl'S
Fiscal Year 1991/1992
EXHIBIT "c"
g) All accountin:j records am fNidence pertaini.rg to all costs of each
subrecipient arx:l all documents related to the CDoo agreement shall be
retained arx:l available for three (3) years followin:j the C01l'pletion
of the furded program.
h) Each subrecipient agrees to allow the City of San Bernardino
Community Development Deparbnent to audit the furded 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 Records/Reoord Keepinq Requirements
While staff realizes that report writin:j am record-keepin:j are not the
most desirable aspects of arrj program, it is one vehicle that provides a
measure of program progress am acx:omplishments. '!bus, all subrecipients
participating in the COB:; Program are reauired to provide the City of
San Bernardino Development Deparbnent with written reports of its
activities on or before the tenth (loth) day of October, January, April
and July of arrj given program year for the previous three (3) m:>nth
period in addition to a final report when the agreement tenninates. All
reports shall include infonnation on program activities, acx:omplishments,
new program infonnation and current program statistics on experrlitures,
case loads am activities of the reportin:j period.
Each subrecipient is also required to maintain monthly records of all
ethnic am racial statistics of persons am families assisted by its
program(s). 'Ibis m:>nthly record shall include data on the number of low
and ooderate income persons am households assisted, (as detennined by
federal income limits), number of female-headed households, am number of
senior citizens assisted. As mentioned earlier, each subrecipient is
required to keep all accountin:j records am evidence pertaini.rg to all
costs for three (3) years followin:j completion of the furded program.
4. Quarterl v Reports
Deadlines: october 10 -- for period covering July 1, to September 30, of
program year.
January 10 -- for period covering october 1, to December 31,
of program year.
April 10 -- for period covering January 1, to March 31, of
program year.
July 10 -- for period covering April 1 to June 30, of program
year .
Include the followin:j:
a) One (1) completed Activity Report (fonn number 802).
b) One (1) competed Direct Benefit Report (fonn number 045 (a) .
lab: 3025
Rev. 6/11/91
-2-
CDBG PROGRAM ~UIREMEN1'S
Fiscal Year 1991/1992
c) One (1) completed Contract am SUbcontract Activity Report (fom Gm
2506-006). (For construction projects only.)
It is the responsibility of the subrecipient to prepare am submit the
required reports by the above stated deadlines in order to keep City
staff infonned of any changes to the furded program(s).
5. Program Mom torinq
One of the City's responsibilities is to monitor each subrecipient at
least once a year. Not only are the monitoring visits interrled to ensure
each agency's continued compliance with COOO requirements, but also serve
as an opportunity for City staff to become rore knowledgeable of each
agency's program(s). The ronitorirg visits also serve as an opportunity
to provide infonnation to other City staff, the Mayor am Camron Council
am other interested persons.
Listed below is typical infonnation City staff will be seeki.rg,
observations that might be made, am items we may wish to review:
a) The aCCOllplislunent(s) of the program(s) to date.
b) Whether or not program obj ectives are beirg met.
c) rrhat the interded client group is beirg served.
d) The mnnber of people on staff.
e) The existence am maintenance of client files.
f) Assistance City staff can provide.
In addition to ronitorirg each agency once a year, the City of San
Bernardino Development Deparbnent reseJ:Ves the right to have its internal
auditor conduct an onsite audit of the program as part of the its armual
audit of all COOO furrls pursuant to Federal Regulations.
Although the tenns "moni torirg" am "audit" may appear sanewhat
fonnidable, please be assured that your agency will be notified in
advance of any request for a monitorirg visit. Also, please be advised
that representatives from HOD ronitor the COOO program every year. OJrirg
HOD visit(s), they may wish to ronitor one (1) or rore of the City's
subrecipients. If your agency should be selected, you will be notified in
advance in order to arrange a mutually convenient time.
6. Program Budqet
Another required element of your COOO agreement with the City is the
program budget. Please submit an updated line item budget reflectirg
your approved COOO allocation. Also, include a copy of your overall
program budget with a summary of your furrli.ng source (s) am the total
agency budget. The COOO portion of your total program or agency budget
should be identifiable.
In past years, several agencies have raised questions regardin:J minor
budget mcxlifications or adjusbnents. Staff realizes that the approved
budget may require minor adjustments durirg the life of the program am
request that you discuss proposOO changes with Development Deparbnent
staff.
lab: 3025
Rev. 6/11/91
-3-
COBG PR)GRAM ~UIREMENl'S
Fiscal Year 1991/1992
Again, please be rem.irxied that capital or non-experx3able equipment is not
to be purchased with com f\.lnis. If you nea:i to acquire such equipment,
please discuss it with Developnent Deparbnent staff.
7. Purchase of Personal Property or Eauianent (Read Section "13" of the CDBG
lqreement
All tangible personal property havirg a useful life of rore than one (I)
year am an acquisition cost of three hurrlred dollars ($300.00) or rore
per unit shall be subject to the requirements of the Property Management
Starrlards specified in 24 CFR, Part 85. 32 , "Connnon Rule".
8. Procedures
a) All equipment am property purchased in accordance with the above
starrlards shall be identified as "Federal Property-HUO", (include
your internal Identification Number). Identification may be achieved
by tagging or erxjraving the property or by any method that will
result in property Identification Number being pennanently 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
-corxiition (i.e., excellent/gcx:rl/fair/poor)
-Qlaracteristics (i,e., color/features, etc.)
-Physical Location (i.e., address/office/room, etc.)
c) SUbmit an invento:ry listing to the City of San Bernardino Developnent
Deparbnent each year errling June 30. Said listing is to be su1:mi.tted
by Jul v 10 following the end of the year. '!he list should include all
the information listed urrler item "b" above.
d} A written request nnlSt be su1:mi.tted to the City of San Bernardino
Development Deparbnent for any approved purchases that are not in the
originally approved budget (see agreement). Written authorization
must be obtained from the Developnent Deparbnent by subrecipient
prior to the purchase of any equipment, whether or not said equipment
was included in the agency I s original budget.
e} It is the responsibility of the subrecipient to maintain am repair
all property am equipment purchased with com f\.lnis. It is also the
responsibility of the subrecipient to identify all purchased
equipment and property with tags or erxjraving, am to supply same.
9. Fiscal Aooountinq and Audit Documentation
'!he City of San Bernardino Developnent Deparbnent requires each agency to
observe am carrply with all accounting roles am audit procejures as set
lab: 3025
Rev. 6/11/91
-4-
CDBG PR:>GRAM Im2UIREMENrs
Fiscal Year 1991/1992
forth in the COOO agreement. '!he followirg is a brief description of the
rrost prominent requirements:
a) As a participant in the City of San Bernardino COEG Program, each
subrecipient agrees to keep all funjs received fran the City separate
from any other sources of furrling.
b) Each subrecipient also agrees to keep records of all funjs received
from the City of San Bernardino in accordance with the procedures set
forth in the "Agreement Accounting am Administrative Harrlbook". A
copy of the Harrlbook is attached.
10. certification and Assurance
Attached is a copy of the Certification am Assurance fom to be prepared
am signed by the designated governing official (s) of the subrecipient
agency. '!his document is to be attached to the COEG agreement am shall
become part of the goveming requirements.
lab: 3025
Rev. 6/11/91
-5-
CDBG PROGRAM ~UIREMENrS
Fiscal Year 1991/1992
DEVEIDmENI' DEPARD!EN1' OF THE
CITY OF SAN BERNMDIHl
"certification and Assurance"
(To Acoanpany COOO ~eement)
I,
G ~ \!~ ,L . G'f..GC. ,:), ore ere:.>-/'
(~and Title of Official)
'KoJI,n 1 ~/h1.."( ::Cae,
~ (Name of Agency/Organization)
'-1t.f3 UJ. lj-r'.f- ~ ~ t~trt'4fB{l:iJ~ J--D ('j} 'j<-~Y'o (
f J
L:b~
of the
located at
do hereby make the following certification am assurance to accompany the
Camnunity Development Block Grant Agreement between
~{)'''n~ t:b,A(L( rr1C. (name of organization) am
the City of~ Bernardino:
a) Certify that the infonnation booklet for CD~ Program requirements has
been read am urrlerstocxi; am
b) et.~~; ~ all~~~ ~~~c stiIlliated (=.~~ ~~
perfonnance of the CD~ Agreement.
Dated: c,. d J - '1/
Dated:
bh~~/
( ,
lab: 3025
Rev. 6/11/91
lab: 3025
Rev. 6/11/91
-6-
COOO PROGRAM RBJUIREMENl'S
Fiscal Year 1991/1992