HomeMy WebLinkAbout2018-0621
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RESOLUTION NO. 2018-62
RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN
BERNARDINO, CALIFORNIA, APPROVING AGREEMENTS RELATED TO
PROGRAMS AND SERVICES APPROVED IN THE SUBSTANTIAL AMENDMENT
TO THE HUD FISCAL YEAR 2017-2018 ACTION PLAN AND AUTHORIZING THE
CITY MANAGER TO EXECUTE THE AGREEMENTS
WHEREAS, the City of San Bernardino participates in the United States Department
of Housing and Urban Development's (HUD) Community Development Block Grant
(CDBG), Neighborhood Stabilization Program (NSP) and Emergency Solutions Grant (ESG)
Programs; and
WHEREAS, the City's Annual Action Plan serves as the City's one-year business
plan and identifies activities the City will implement within the fiscal year (FY) that will
contribute to meeting the goals and objectives listed in the City's 5 -year Consolidated Plan;
and
WHEREAS, on January 17, 2018, the Mayor and City Council adopted Resolution
No. 2018-21, approving a substantial amendment to the City's 2017-2018 Annual Action Plan
to allocate approximately $3,920,077 in uncommitted/unspent CDBG, NSP, and ESG funds to
various eligible activities listed in Exhibit A to Resolution No. 2018-21, entitled "Fiscal Year
2017-2018 Annual Action Plan Substantial Amendment;" and
WHEREAS, Resolution No. 2018-21 did not include specific language authorizing
the City Manager or designee to enter into written agreements with outside entities for the
performance of the activities for which federal funds were allocated in the Substantial
Amendment that was approved in Resolution No. 2018-21; and
WHEREAS, the Mayor and City Council now desire to authorize the City Manager or
designee to execute on behalf of the City a Subgrant Agreement, in an amount not to exceed
$900,000 in Community Development Block Grant funds with the Housing Authority of the
County of San Bernardino for the demolition of vacant structures, in support of the
redevelopment of Arrowhead Grove, which activity was approved in Resolution No. 2018-21;
and
WHEREAS, the Mayor and City Council further desire to authorize the City Manager
or designee to execute on behalf of the City a Subgrant Agreement, in an amount not to
exceed $205,000 in Emergency Solutions Grant funds with Step Up on Second Street, Inc. for
an Emergency Solutions Grant Project for the provision of services to residents of the City of
San Bernardino who are experiencing chronic homelessness and related conditions, which
activity also was approved in Resolution No. 2018-21.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY
COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS:
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SECTION 1. The City Manager or designee is hereby authorized to execute on behalf
of the City a Subgrant Agreement, which is attached hereto and incorporated herein as Exhibit
A, in an amount not to exceed $900,000 in Community Development Block Grant funds, with
the Housing Authority of the County of San Bernardino for the demolition of vacant
structures, in support of the redevelopment of Arrowhead Grove, and to take all other actions
necessary and appropriate to effectuate said agreement.
SECTION 2. The City Manager or designee is hereby authorized to execute on behalf
of the City a Subgrant Agreement, which is attached hereto and incorporated herein as Exhibit
B, in an amount not to exceed $205,000 in Emergency Solutions Grant funds, with Step Up on
Second Street, Inc. for an Emergency Solutions Grant Project for the provision of services to
residents of the City of San Bernardino who are experiencing chronic homelessness and
related conditions, and to take all other actions necessary and appropriate to effectuate said
agreement.
SECTION 3. Resolution No. 2018-21 shall remain in full force and effect.
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RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN
BERNARDINO, CALIFORNIA, APPROVING AGREEMENTS RELATED TO
PROGRAMS AND SERVICES APPROVED IN THE SUBSTANTIAL AMENDMENT
TO THE HUD FISCAL YEAR 2017-2018 ACTION PLAN AND AUTHORIZING THE
CITY MANAGER TO EXECUTE THE AGREEMENTS
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
and City Council of the City of San Bernardino at a Joint Regular Meeting thereof, held on the
7th day of March 2018, by the following vote, to wit:
Council Members:
MARQUEZ
BARRIOS
VALDIVIA
SHORETT
NICKEL
RICHARD
MULVIHILL
AYES NAYS
X
X
y
xC�)
ABSTAIN ABSENT
01
Georgeann ianna, CM ity Clerk
The foregoing Resolution is hereby approved this f' day of March 2018.
R. Carey DaviMayor
City of San Bernardino
Approved as to form:
Gary D. Saenz, City Attorney
By:
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CONTRACT
This Contract is made and entered into this -7� day of March 2018, by and between the City of
San Bernardino, hereinafter referred to as "CITY", and the Housing Authority of the County of San
Bernardino, hereinafter referred to as "HACSB."
WITNESSETH
WHEREAS, CITY has applied for and received funds from the U.S. Department of Housing and
Urban Development ("HUD"), under Title 1 of the Housing and Community Development Act of 1974, as
amended, Public Law 93-383, hereinafter referred to as the "ACT"; and,
WHEREAS, CITY's Economic Development and Housing Department, hereinafter referred to as
"EDH", is authorized to act on behalf of CITY in administering CITY's Community Development Block
Grant ("CDBG") program under HUD; and,
WHEREAS, HACSB desires to participate in CITY's CDBG program and is qualified by reason of
experience to manage and carry out a CDBG eligible activity; and,
WHEREAS, all activities funded with CDBG funds must meet one of the CDBG program's
National Objectives, and CITY recognizes the public benefit in providing a program of low and moderate
income housing; and,
WHEREAS, on December 19, 2016, CITY's Mayor and City Council approved a substantial
amendment to the 2015-2019 fiscal year Consolidated Plan; and,
WHEREAS, on January 17, 2018 the Mayor and City Council adopted Resolution No. 2018-21
amending the 2017-2018 fiscal year Annual Action Plan, and as part of that amendment allocated
$900,000 of CDBG funds for the demolition of vacant housing units located on HACSB property known
as Arrowhead Grove (formerly Waterman Gardens).
NOW THEREFORE, in consideration of the mutual covenants herein set forth and the mutual
benefits to be derived therefrom, the parties agree as follows:
1. SCOPE OF SERVICES
HACSB will manage and carry out the demolition of vacant housing units at Arrowhead Grove.
A full description of the services provided in this Contract is contained in Exhibit 1 of 4,
PROJECT/ACTIVITY DESCRIPTION.
Unless specified otherwise, EDH shall have the authority to represent CITY regarding the terms
and conditions of this Contract and the administration thereof.
2. TERM OF CONTRACT
The term of this Contract is from April 18, 2018 through April 17, 2019.
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5.
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COMPENSATION AND METHOD OF PAYMENT
For the performance of the services specified in Section 1, CITY shall provide HACSB with CDBG
funds not to exceed $900,000. This payment shall constitute full and complete compensation for
services provided under this Contract by HACSB. For the purpose of this Contract, CITY shall
disburse compensation and monitor HACSB's performance in satisfying the scope of work
obligations under the terms of this Contract.
Disbursement of payments to HACSB shall be made by monthly reimbursements, contingent
upon CITY's receipt of a monthly summary statement for each previous month's expenditures
which conforms to the BUDGET SUMMARY, attached hereto as Exhibit 2 of 4. Monthly
expenditure reports shall be documented with "audit ready" supportive evidence for each
expenditure and proof of payment, in accordance with HUD regulations. The monthly
expenditure reports submitted by HACSB must list the "Other Sources" that are co -funding
budget line items and personnel. Reimbursements shall be limited to the total of approved and
properly documented expenditures.
HACSB must submit said monthly expenditure reports by the 10th day of every calendar month
regardless of expenditure amount. After receipt by CITY of each properly documented
expenditure report, CITY will draw a warrant in favor of HACSB for the approved expenditure
amount.
HACSB shall accept all payments from CITY via electronic funds transfer (EFT) directly deposited
into HACSB's designated checking or other bank account. HACSB shall promptly comply with
directions and accurately complete forms provided by CITY required to process EFT payments
All reimbursement requests not previously submitted must be submitted no later than 60 days
after the expiration of this Contract. Requests received after said 60 -day period shall be
considered non-compliant and not eligible for reimbursement under the terms of this Contract.
BUDGET SECTION
No more than the amounts specified in the BUDGET SUMMARY, attached hereto as Exhibit 2 of
4, may be spent for the separate cost categories specified in the Budget Summary without prior
written approval of CITY.
USE OF FUNDS
Funds provided to HACSB pursuant to this Contract shall be used exclusively for costs included
in HACSB's project budget. Contract funds shall not be used as security or to guarantee
payments for any non -program obligations, or as loans for non -program activities. HACSB shall
remit any and all program income, as defined in 24 CFR § 570.500(a), to City promptly upon
receipt.
BUDGET MODIFICATIONS
EDH Director may grant budget modifications to this Contract for the movement of funds within
the budget categories identified in Exhibit 2 of 4, BUDGET SUMMARY, when such modifications:
a. Do not exceed $10,000 per budget cost category;
b. Are specifically requested by HACSB;
c. Do not alter the amount of compensation under this Contract;
d. Will not change the project goals or scope of services;
e. Are in the best interests of CITY and HACSB in performing said services.
Page 2 of 15
7. CHANGES IN GRANT ALLOCATION
CITY reserves the right to reduce the grant allocation when CITY's fiscal monitoring indicates that
HACSB's rate of expenditure will result in unspent funds at the end of the program year.
Changes in the grant allocation will be made after consultation with HACSB. Such changes shall
be incorporated into this Contract by written amendments.
8. REVENUE DISCLOSURE REQUIREMENT
By its execution of this Contract, HACSB certifies that it has previously filed with EDH a written
statement listing all revenue received, or expected to be received, by HACSB from federal, state,
county or CITY sources, or other governmental or private agencies, and applied toward or
expected to offset in whole or in part any of the costs incurred by HACSB in the performance of
the services which are the subject of this Contract. HACSB shall make available for inspection
and audit to CITY representatives, upon request, at any time during the duration of this Contract
and during a period of five years thereafter, all of its books and records relating to the
performance of the services which are the subject of this Contract. All such books and records
shall be maintained by HACSB at a location in San Bernardino County. Failure of HACSB to
comply with the requirements of this section of this Contract shall constitute a material breach of
this Contract upon which CITY may cancel, terminate, or suspend this Contract or pursue such
other remedies as are legally available.
9. JOINT FUNDING
For programs in which there are sources of funds in addition to CDBG funds, HACSB shall
provide proof of such funding. CITY shall not pay for any services provided by HACSB which are
funded by other sources. All restrictions and/or requirements provided for in this Contract relating
to accounting, budgeting, and reporting apply to the total program regardless of funding sources.
10. FISCAL LIMITATIONS
While not presently anticipated, HUD may, in the future, place programmatic or fiscal limitations
on CITY's CDBG funds. Accordingly, CITY reserves the right to revise this Contract in order to
take account of actions affecting HUD program funding. In the event of funding reduction, CITY
may reduce the budget of this Contract as a whole or as to cost category, may limit the rate of
HACSB's authority to commit and spend funds, or may restrict HACSB's use of both its
uncommitted and its unspent funds. Where HUD has directed or requested CITY to implement a
reduction in funding, in whole or as to cost category, with respect to funding for this Contract,
EDH may act for CITY in implementing and effecting such a reduction and in revising the
Contract for such purpose. Where CITY has reasonable grounds to question the fiscal
accountability, financial soundness, or compliance with this Contract of HACSB, CITY may act to
suspend the operation of this Contract for up to 60 days upon three days' notice to HACSB of its
intention to so act, pending an audit or other resolution of such questions. In no event, however,
shall any revision made by CITY to this Contract pursuant to this Section affect expenditures and
legally binding commitments made by HACSB before it receives notice of such revision, provided
that such amounts have been committed in good faith and are otherwise allowable and that such
commitments are consistent with HUD cash withdrawal guidelines.
11. USE OF FUNDS FOR ENTERTAINMENT GIFTS. OR FUND RAISING ACTIVITIES
HACSB certifies and agrees that it will not use funds provided through this Contract to pay for
entertainment, gifts, or fund raising activities.
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MONITORING
EDH staff will conduct periodic monitoring and project progress reviews. These reviews will focus
on the extent to which the planned program has been implemented and measurable goals
attained, and effectiveness of project management. Authorized representatives of CITY and HUD
shall have the right of access to all files, records, and other documents related to the performance
of this Contract. HACSB will permit on-site inspection by CITY and HUD representatives when
requested.
PROJECT REPORTING AND RETENTION OF RECORDS
HACSB agrees to prepare and submit financial, project progress, and other reports as required
by HUD or CITY directives. HACSB shall maintain such project, property, personnel, financial,
statistical and other records, supporting documents, and accounts as are considered necessary
by HUD or CITY to assure proper accounting for all Contract funds. Said records, documents
and accounts are to be retained by HACSB for a minimum of five years. The retention period
starts from the date CITY submits its annual performance and evaluation report, as prescribed in
24 CFR 91.520, in which the performance of services under this Contract is reported on for the
final time. Said CITY submission will follow HACSB's final submission to CITY of reports
identified under this Section. Records and accounts which relate to litigation or an audit must be
maintained for five years or until the litigation or audit is resolved, whichever is longer. Records
that pertain to real estate transactions must be maintained for five years or the number of years
there is an outstanding obligation, whichever is longer. The starting date for retention of records
on CDBG-purchased equipment begins at the end of the equipment's use, when it is disposed of
or transferred. The retention period for records relating to program income begins on the last
date of CITY's fiscal year in which the income is earned. All HACSB's records, with the exception
of confidential client information, shall be made available to representatives of CITY and the
appropriate federal agencies. HACSB is required to submit data necessary to complete the
Annual Grantee Performance Report in accordance with HUD regulations in the format and at the
time designated by the EDH Director. By the 10th day of each month, HACSB shall submit a
completed MONTHLY PROJECT PROGRESS REPORT, Exhibit 4 of 4, for the month being
reported.
ACCOUNTING
HACSB must establish and maintain on a current basis an adequate accounting system in
accordance with HUD directives and Generally Accepted Accounting Principles.
15. AUDITS
HACSB is required to arrange for an independent financial audit performed in compliance with
Generally Accepted Auditing Standards and Government Auditing Standards. Said audit shall be
conducted for the term of this Contract. When HACSB receives $500,000 or more in federal
funds from all funding sources within a fiscal year, the required audit must be performed in
compliance with OMB Circular A-133, Subpart B Section 200(a) Audit Requirements.
HACSB shall submit a copy of the audit report to CITY within nine months after the end of the
audit period. Within 30 days of the submittal of said audit report, HACSB shall provide to CITY a
written response to any concerns or findings identified in said audit report. The response must
examine each concern or finding and explain a proposed resolution, including a schedule for
correcting any deficiency. All actions to correct said conditions or findings shall be taken within
six months after receipt of the audit report.
CITY, or any state or federal agency, may make additional audits or reviews, as necessary, to
carry out the responsibilities of HACSB under CITY, state or federal laws and regulations.
HACSB agrees to cooperate fully with all persons conducting said additional audits or reviews.
Page 4 of 15
CITY and its authorized representatives shall, at all times, have access for the purposes of audit
or inspection, to any and all books, documents, papers, records and premises of HACSB. If
indications of misappropriation or misapplication of the funds provided under this Contract cause
CITY to require an additional audit, the cost of the audit will be encumbered and deducted from
the budget amount for this Contract. Should CITY subsequently determine that the additional
audit was not warranted, the amount encumbered will be restored to the Contract budget.
HACSB shall reimburse all misappropriated or misapplied funds to CITY. In the event CITY uses
the judicial system to recover misappropriated or misapplied funds, HACSB shall reimburse
CITY's legal fees and court costs in addition to any other amounts awarded.
16. ASSIGNMENT
This Contract is not assignable by HACSB without the express written consent of CITY. Any
attempt by HACSB to assign any performance of the terms of this Contract shall be null and void
and shall constitute a material breach of this Contract.
17. SUSPENSION OR TERMINATION
This Contract may be terminated for convenience in whole or in part at any time by either party
upon giving a 30 -day notice in writing to the other party. In addition, if HACSB materially fails to
comply with any terms or conditions of this Contract, CITY may pursue such remedies as are
available to it in accordance with 2 CFR 200.338, including but not limited to suspension or
termination of this Contract. Such material noncompliance includes, but is not limited to, any of
the following:
A. Failure to comply with any of the rules, regulations or provisions referred to herein, or such
statutes, regulations, executive orders, and HUD guidelines, policies or directives as may
become applicable at any time;
B. Failure, for any reason, of HACSB to fulfill in a timely and proper manner its obligations under
this Contract;
C. Ineffective or improper use of funds provided under this Contract;
D. Submission by HACSB to CITY of reports that are incorrect or incomplete in any material
respect; or
E. Failure to take satisfactory corrective action as directed by CITY.
In accordance with 2 CFR § 200.339, this Contract may also be terminated in whole or in part by
CITY with the consent of HACSB, with the agreement of the parties as to the conditions for such
termination, including. the effective date and, in the case of partial termination, the portion to be
terminated. If, in the case of a partial termination, however, the CITY determines that the
remaining portion of the CDBG funding will not accomplish the purpose for which the award of
CDBG funding was made, the CITY may terminate this Contract in its entirety. EDH is hereby
empowered to give notice of such determination and such termination.
CITY may immediately terminate this Contract upon the termination, suspension, discontinuation
or substantial reduction in CDBG funding for the Contract activity or if for any reason the timely
completion of the work under this Contract is rendered improbable, infeasible or impossible. If
HACSB materially fails to comply with any term of this Contract, CITY may take one or more of
the actions provided under federal regulation at 2 CFR § 200.338, "Remedies for
noncompliance," which include temporarily withholding cash, disallowing non-compliant costs,
wholly or partly suspending or terminating the award, withholding further awards, and other
remedies that are legally available. In such an event, HACSB shall be compensated for all
Page 5 of 15
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services rendered and all necessarily incurred costs performed in good faith in accordance with
the terms of this Contract that have not been previously reimbursed, to the date of said
termination to the extent that CDBG funds are available from HUD.
REVERSION OF ASSETS
Upon the expiration or termination of this Contract, HACSB shall transfer to CITY all CDBG funds
on hand at the time of expiration or termination and any accounts receivable attributable to the
use of CDBG funds.
TIME OF PERFORMANCE MODIFICATIONS
The EDH Director may grant time of performance modifications to this Contract when such
modifications:
a. In aggregate do not exceed 6 calendar months;
b. Are specifically requested by HACSB;
c. Will not change the project goals or scope of services;
d. Are in the best interests of CITY and HACSB in performing the scope of services
under this Contract;
e. Do not alter the amount of compensation under this Contract; and
f. Are set forth in a written amendment to this Contract signed by both parties.
INDEPENDENT CONTRACTORS
All parties hereto in the performance of this Contract will be
and not as agents, employees, partners, joint venturers,
employees or agents of one party shall not be deemed
employees of the other party for any purpose whatsoever.
CONTRACT COMPLIANCE
on
acting as independent contractors
r associates of one another. The
or construed to be the agents or
HACSB shall make every effort to ensure that all projects funded wholly or in part by CDBG funds
provided under this Contract shall provide equal employment and career advancement
opportunities for minorities and women. In addition, HACSB shall make every effort to employ
residents of the area and shall keep a record of the positions that have been created directly or
as a result of the activities funded under this Contract.
HACSB shall comply with Executive Order 11246, as amended by Executive Orders 11375,
11478, 12086, and 12107 (Equal Employment Opportunity), Executive Orders 11625, 12138,
12432, 12250, Executive Order 13279 (Equal Protection of the Laws for Faith -Based and
Community Organizations), Title VII of the Civil Rights Act of 1964, the California Fair Housing
and Employment Act, and other applicable federal, state and CITY laws, regulations and policies
relating to equal employment and contracting opportunities, including laws and regulations
hereafter enacted.
HACSB shall comply with 2 CFR part 200, "Uniform Administrative Requirements, Cost
Principles, and Audit Requirements for Federal Awards," except as those requirements are
modified for CDBG activities by 24 CFR § 570.502. HACSB shall carry out each activity under
this Contract in compliance with all Federal laws and regulations described in 24 CFR part 570,
subpart K (except as those requirements are modified in 24 CFR § 570.503(b)(5)), including
without limitation the labor standards imposed under 24 CFR § 570.603. HACSB shall comply
with all labor standards imposed under State law.
As required by 24 CFR § 570.503(b)(7), any real property under the control of HACSB that was
acquired or improved in whole or in part under this Contract with CDBG funds in excess of
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$25,000 shall be used to meet one of the national objectives in 24 CFR § 570.208 until five years
after the expiration of this Contract or, if the property is not so used, HACSB shall pay CITY an
amount equal to the current market value of the property less any portion of the value attributable
to expenditures of non-CDBG funds for the acquisition of, or improvement to, the property. (No
payment is required after five years after the expiration of this Contract.)
HACSB shall comply with CFR Title 24, Subtitle A, Part 5, Subpart A, including without limitation
24 CFR § 5.105, "Other Federal requirements."
22. DISCRIMINATION
HACSB agrees to comply with the laws, regulations, and executive orders referenced in 24 CFR
570.607 relating to nondiscrimination in employment and contracting opportunities, as revised by
Executive Order 13279. The applicable nondiscrimination provisions in Section 109 of the ACT
are applicable, which stipulates that no person in the United States shall on the grounds of race,
color, national origin, religion or sex be excluded from participation in, be denied the benefits of,
or be subjected to discrimination under any program or activity funded in whole or in part
pursuant to agreement.
Additionally, HACSB shall not, on the grounds of race, color, sex/gender, sexual orientation,
familial status, religion, national origin, creed, ancestry, marital status, age or disability or
handicap:
A. Deny a qualified individual any facilities, financial aid, services or other benefits
provided under this Contract;
B. Provide any facilities, financial aid, services or other benefits which are different, or
are provided in a different manner, from those provided to others under this Contract;
C. Subject an individual to segregated or separate treatment in any facility, or in any
matter of process related to receipt of any service or benefit under this Contract;
D. Restrict an individual's access to or enjoyment of any advantage or privilege enjoyed
by others in connection with any service or benefit under this Contract;
E. Treat anyone differently from others in determining if they satisfy any admission,
enrollment, eligibility, membership or other requirement or condition which the
individual must meet to be provided a service or a benefit under this Contract;.
F. Deny anyone an opportunity to participate in any program or activity as an employee
that is different from that afforded others under this Contract.
23. RELIGIOUS PROSELYTIZING OR POLITICAL ACTIVITIES
HACSB agrees that it will not engage in inherently religious activities, such as worship, religious
instruction or proselytizing, as part of the activities funded under this Contract. Further, HACSB
agrees that it will not perform or permit political activities in connection with the performance of
this Contract. Funds made available under this Contract will be used exclusively for performance
of the work required under this Contract and no funds made available under this Contract shall be
used to promote any religious or political activities.
24 WOMEN AND MINORITY-OWNED BUSINESS IW/MBE)
HACSB will use its best efforts to afford small businesses, minority business enterprises, and
women's business enterprises the maximum practicable opportunity to participate in the
performance of this Contract. As used in this Contract, the term "small business" means a
Page 7 of 15
business that meets the criteria set forth in Section 3(a) of the Small Business Act, as amended
(15 U.S.C. § 632) and "minority and women's business enterprises" means a business at least
fifty-one percent(51%) owned and controlled by minority group members or women. For the
purpose of this definition "minority group members" are African-Americans, Spanish-speaking,
Spanish surnamed or Spanish -heritage Americans, Asian -Americans, and Native Americans.
HACSB may rely on written representation by businesses regarding their status as minority and
female business enterprises in lieu of an independent investigation.
25. CONFLICT OF INTEREST
HACSB shall comply with all applicable federal and state laws, regulations and policies governing
conflict of interest, including State Conflict of Interest Regulations found in California Government
Code Sections 1090, 1126, 87100 et seq., Federal Conflict of Interest Regulations found in 24
CFR 570.611 and 2 CFR 200.112, and any other applicable policies, rules and regulations
related to conflict of interest.
Any person who is an employee, agent, consultant, officer, elected or appointed official of
HACSB, who exercises any functions or responsibilities with respect to CDBG-funded activities
identified in this Contract and who is in a position to participate in a decision making process or
gain inside information with regard to activities identified in this Contract, may not obtain a
financial interest or benefit from the CDBG-assisted activities identified in this Contract or any
related contract, subcontract, or agreement, either for himself or herself or an immediate family
member or business partner, during his/her tenure. HACSB shall maintain written standards of
conduct governing potential of actual conflicts of interest arising out of the performance of its
employees engaged in the award and administration of contracts.
26. FORMER CITY OFFICIALS
HACSB agrees to provide or has already provided information on former CITY Administrative
Officials (as defined below) who are employed by or represent HACSB on this project. The
information required includes a list of former CITY Administrative Officials, who terminated CITY
employment within the last five years and are now officers, principals, partners, associates, or
members of HACSB. The required information also includes employment with or representation
of HACSB. For purposes of this provision, "CITY Administrative Official" is defined as a member
of the City Council or such Council Member's staff, City Manager or member of such Officer's
staff, City Department Head, Assistant Department Head, or any employee in the Management
and Confidential Unit.
27. INDEMNIFICATION
HACSB agrees to indemnify, defend (with counsel reasonably approved by CITY) and hold harmless
CITY and its authorized officers, employees, agents and volunteers from any and all claims, actions,
losses, damages, and/or liability arising out of this Contract from any cause whatsoever, including
the acts, errors or omissions of any person and for any costs or expenses incurred by CITY on
account of any claim, except where such indemnification is prohibited by law. This indemnification
provision shall apply regardless of the existence or degree of fault of the indemnified parties.
HACSB's indemnification obligation applies to CITY's "active" as well as "passive" negligence but
does not apply to CITY's "sole negligence" or "willful misconduct" within the meaning of Civil Code
Section 2782. This provision shall survive the termination of this Contract.
28. INSURANCE REQUIREMENTS
HACSB agrees to provide insurance in accordance with the requirements set forth herein. If HACSB
uses existing coverage to comply with these requirements and that coverage does not meet the
specified requirements, HACSB agrees to amend, supplement or endorse the existing coverage to do
so. The type(s) of insurance required is determined by the scope of the contract services.
Page 8 of 15
Without in any way affecting the indemnity provided for herein and in addition thereto, HACSB shall
secure and maintain throughout the term of this Contract the following types of insurance with limits
as shown:
Workers' ComD_ensation/Emglovers Liability - A program of Workers' Compensation
insurance or a state -approved, self-insurance program in an amount and form to meet all
applicable requirements of the Labor Code of the State of California, including Employer's
Liability with $250,000 limits covering all persons, including volunteers providing services on
behalf of HACSB, and all risks to such persons under this Contract.
With respect to contractors that are non-profit corporations organized under California or
federal law, volunteers for such entities are required to be covered by Workers'
Compensation Insurance.
Commercial General Liability Insurance - HACSB shall carry Commercial General Liability
Insurance covering all operations performed by or on behalf of HACSB, providing coverage
for bodily injury and property damage with a combined single limit of not less than one million
dollars ($1,000,000) per occurrence, written on an occurrence basis and not a claims -made
basis. The policy coverage shall include:
(a) Premises operations and mobile equipment.
(b) Products and completed operations.
(c) Broad form property damage (including completed operations).
(d) Explosion, collapse and underground hazards.
(e) Personal injury.
(f) Contractual liability.
(g) $2,000,000 general aggregate limit.
Automobile Liabili!y Insurance - Primary insurance coverage shall be written on ISO
Business Auto coverage form for all owned, hired and non -owned automobiles or symbol 1
(any auto). The policy shall have a combined single limit of not less than one million dollars
($1,000,000) for bodily injury and property damage, per occurrence, and shall be written on
an occurrence basis and not a claims -made basis.
If HACSB is transporting one or more non-employee passengers in performance of services
under this Contract, the automobile liability policy shall have a combined single limit of two
million dollars ($2,000,000) for bodily injury and property damage per occurrence.
If HACSB owns no autos, a non -owned auto endorsement to the Commercial General
Liability policy described above is acceptable.
Additional Insured - All policies, except for the Workers Compensation, Errors and Omissions
and Professional Liability policies, shall contain endorsements naming CITY and its officers,
employees, agents and volunteers as additional insureds with respect to liabilities arising out
of the performance of services under this Contract. The additional insured endorsements
shall not limit the scope of coverage for CITY to vicarious liability but shall allow coverage for
CITY to the full extent provided for HACSB under the policy. Such additional insured
coverage shall be at least as broad as Additional Insured (Form B) endorsement form ISO,
CG 2010.11 85.
Waiver of Subrogation Rights - HACSB shall require the carriers of required coverages to
waive all rights of subrogation against CITY, its officers, employees, agents, volunteers,
contractors and subcontractors. All general or auto, liability insurance coverage provided
shall not prohibit HACSB and HACSB's employees or agents from waiving the right of
subrogation prior to a loss or claim. HACSB hereby waives all rights of subrogation against
Page 9 of 15
CITY.
Policies Primary and Non -Contributory - All policies required herein are to be primary and
non-contributory with any insurance or self-insurance programs carried or administered by
CITY.
- Severability of Interests - HACSB agrees to ensure that coverage provided to meet these
requirements is applicable separately to each insured and there will be no cross liability
exclusions that preclude coverage for suits between HACSB and CITY or between CITY and
any other insured or additional insured under the policy.
- Acceptability of Insurance Carrier - Unless otherwise approved by City's Risk Management
Division, insurance shall be written by insurers authorized to do business in the State of
California and with a minimum "Best" Insurance Guide rating of "A -VII".
Deductibles and Self -Insured Retention - Any and all deductibles or self-insured retentions in
excess of $10,000 shall be declared to and approved by CITY.
29. PROOF OF COVERAGE
HACSB shall furnish Certificates of Insurance to EDH evidencing the insurance coverage, including
endorsements, as required, prior to the commencement of performance of services hereunder,
which certificates shall provide that such insurance shall not be terminated or expire without thirty
(30) days written notice to EDH. HACSB shall maintain such insurance from the time HACSB
commences performance of services hereunder until the completion of such services. Within fifteen
(15) days of the commencement of this Contract, HACSB shall furnish a copy of the Declaration
page for all required policies and will provide complete certified copies of the policies and
endorsements immediately upon request.
In addition, before performing any services under this Contract, HACSB shall submit to CITY an
INSURANCE INVENTORY in the form of Exhibit 3 of 4 of this Contract, containing the information
called for in said form. CITY must approve said INSURANCE INVENTORY prior to the performance
of any services under this Contract.
30. COMPLIANCE WITH LA
All parties agree to be bound by applicable federal, state, and local laws, ordinances, regulations,
and directives as they pertain to the performance of this Contract. This Contract is subject to and
incorporates the terms of the ACT; 24 Code of Federal Regulations, part 570 and part 85; and
U.S. Office of Management and Budget Circulars A-122 and A-133. The compliance required by
this Section is in addition to and not in the alternative to the compliance required by Section 21.
31. SUSPENSION AND DEBARMENT
By entering this Contract, HACSB certifies that HACSB, including its principals, is not suspended
or debarred from participating in federally funded contracts and sub -awards. HACSB shall
comply with the provisions of 2 CFR Part 2424 regarding the use of suspended or debarred
participants.
32. AMENDMENTS: VARIATIONS
This writing with exhibits/attachments embodies the whole of this Contract of the parties hereto.
There are no oral agreements contained herein. Except as herein provided, additions or
variations of the terms of this Contract shall not be valid unless made in the form of a written
amendment to this Contract formally approved and executed by both parties.
Page 10 of 15
33. NOTICES
All notices shall be served in writing. The notices shall be sent to the following addresses:
City of San Bernardino HACSB
Economic Development and 715 E Brier Drive
Housing Department San Bernardino, CA 92408
290 North D Street Attn: Judy David
San Bernardino, CA 92401
34 COUNTERPART EXECUTION
This Contract may be executed in counterparts. When executed, each counterpart shall be
deemed an original irrespective of date of execution. Said counterparts shall together constitute
one and the same Contract.
IN WITNESS WHEREOF, the parties have caused this Contract to be executed as of the day and
year written above.
CITY OF SAN BERNARDINO HACSB
A California Municipal Corporation
Andrea M. Miller, City Manager Maria Razo, Executive Director
Dated:
ATTEST
City of San Bernardino
Georgeann Hanna, City Clerk
Approved as to form:
City Attorney
Page 11 of 15
Dated:
34. COUNTERPART EXECUTION
This Contract may be executed in counterparts. When executed, each counterpart shall be
deemed an original irrespective of date of execution. Said counterparts shall together constitute
one and the same Contract.
IN WITNESS WHEREOF, the parties have caused this Contract to be executed as of the day and
year written above.
CITY OF SAN BERNARDIN
A California unicipal r . ation
Andrea M. Miller, City ana6eer
Dated: — � — / b
Approved as to form:
ATTEST:
Georgf(6nn Hanna, CMC, City Clerk
Page 11 of 15
HACSB
U
-- ict�� @��Q
Maria Razo, Executive Director
Dated:_ _ � 19'0 1 -mf
EXHIBIT—1 of 4
CITY OF SAN BERNARDINO ECONOMIC DEVELOPMENT AND HOUSING DEPARTMENT
Progect/Activit, Title: Arrowhead Grove Demolition Ci Project Number
Name/Address of Contractor Agency:
HACSB
715 E. Brier Drive
San Bernardino, CA 92408
A('TI\/ITV•
Date of Issue:
PROJECT/ACTIVITY DESCRIPTION
Original: Beginning
Amendment No.
To demolish 92 units, in 41 buildings, to support the ongoing revitalization of Arrowhead Grove (formerly
Waterman Gardens) affordable housing development, in the City of San Bernardino.
MEASURABLE UNITS: 92 vacant units in 41 buildings.
PROGRAM PARTICIPANT PERFORMANCE STANDARDS:
- CDBG Activitv: Low Moderate Income (LMA)
- Measurable Outcome: CONTRACTOR AGENCY will provide measurable, quantified outcome
results for the period of this contract. The measurable outcome will be the demolition of 92 vacant
housing units at Arrowhead Grove.
Page 1 of 1
EXHIBIT 2—of-4
CITY OF SAN BERNARDINO ECONOMIC DEVELOPMENT AND HOUSING DEPARTMENT
Proiect/Activity Title: Arrowhead Grove Demolition
Name/Address of Contractor A encu.
HACSB
715 E. Brier Drive
San Bernardino, CA 92408
COST CATEGORY
1) Architectural &
Engineering:
X Original: Beginning 4/18/2018
Amendment No.
BUDGET SUMMARY
CDBG SHARE $ OTHER SOURCES $*
$70,000 N/A
2) Permits/Local $15,000
Review Application:
3) Construction: $675,000
4 Environmental $140,000
Report & Contingency:
N/A
$350,000
HACSB
N/A
TOTAL COST
$70,000
$15,000
$1,025,000
$140,000
TOTALS $900,000 $350,000 $1,250,000
*If costs are to be shared by other sources of funding, identify the source by name/agency
and amount.
SUMMARY — OTHER SOURCES OF FUNDING:
1. HACSB $ 350,000
2. $
3. _ $
TOTAL: $ 350,000
Page 1 of 1
EXHIBIT 3 of 4
CITY OF SAN BERNARDINO ECONOMIC DEVELOPMENT AND HOUSING DEPARTMENT
Pro'ect/Activit Title: Arrowhead Grove Demolition
Name/Address of Contractor Agency:
HACSB
715 E. Brier Drive
San Bernardino, CA 92408
X Original: Beginning 4/18/2018
Amendment No.
INSURANCE INVENTORY
WORKERS' COMPENSATION/EMPLOYERS' LIABILITY INSURANCE
Name of Insurance Company:
Effective
Employer's Liability Limit $
Certificate of Insurance Attached Yes No: On File w/ EDH
COMPREHENSIVE GENERAL AND AUTOMOBILE LIABILITY INSURANCE
Name of Contractor's General Insurance Company:
Limits of Liability Effective Dates:
Per Occurrence �_ Additional Insured Endorsement Attached _ Yes _ No: On File w/ EDH
Annual Aggregate $ Certificate of Insurance Attached _ Yes _ No: On File w/ EDH
Name of Contractor's Automobile Liability Insurance Company:
Limits of Liability,
Effective Dates:
Per Person S Per Accident $ Damage Liability S Combined Single Limit
ERRORS AND OMISSIONS LIABILITY INSURANCE
Name of Contractor's Insurance Company:
Limits of Liability Effective Dates:
Per Occurrence $ Additional Insured Endorsement Attached _ Yes _ No: On File w/ EDH
Annual Aggregate Certificate of Insurance Attached _ Yes _ No: On File w/ EDH
PROFESSIONAL LIABILITY INSURANCE
Name of Contractor's Insurance Company: _
Limits of Liability Effective Dates:
Per Occurrence
Annual Aggregate 4=
Additional Insured Endorsement Attached _ Yes _ No: On File w/ EDH
Certificate of Insurance Attached _ Yes _ No: On File w/ EDH
Page 1 of 1
EXHIBIT 4 _ of 4
CITY OF SAN BERNARDINO ECONOMIC DEVELOPMENT AND HOUSING DEPARTMENT
Proiect/Activity Title: Arrowhead Grove Demolition
Name/Address of Contractor Acencv:
HACSB
715 E. Brier Drive
San Bernardino, CA 92408
X Original: Beginning 4/18/2018
Amendment No.
MONTHLY PROGRAM PROGRESS AND DIRECT BENEFIT REPORT For the Month of , 201_
PART I: MONTHLY PROGRAM PROGRESS REPORT
A. Units of Service Provided and Description
On the lines provided under each type of service listed below, summarize what your program has accomplished during this
month. Include location, number of persons served, services/benefits provided, and a description of the clients served. Also
report the number of "Units of Service" provided, as defined in the Project/Activity Description (Exhibit 1 of the agreement).
Attach additional pages if needed.
Tyoe of Service: Anticiaated Units of Service:
1. Goal/mo.: Actual/mo.:
V,
3.
Signed
Printed Name
Goal/mo.: Actual/mo.:
Goal/mo.: Actual/mo.:
Title Date
.. Telephone No./Ext....... .
Page 1 of 1
I1.
SUBGRANT AGREEMENT FOR THE CONDUCT OF AN EMERGENCY
SOLUTIONS GRANT PROJECT (OR PROJECTS)
between
THE CITY OF SAN BERNARDINO
And
STEP UP ON SECOND STREET, INC.
GENERAL PROVISIONS
THIS SUBGRANT AGREEMENT is entered into and shall be effective as of the day of
MGlroln -2y% by and between the City of San Bernardino, a California municipal
corporation, (the "CITY'), and Step Up on Second Street, Inc., a private nonprofit
corporation licensed to do business in the State of California, 141 N. Arrowhead Ave., San
Bernardino, California, 92408 (the" SUBRECIPIENT"), DUNS Number 362990244.
RECITALS:
A. The CITY has entered into a grant agreement with the United States Department of
Housing and Urban Development ("HUD") for financial assistance to conduct an
Emergency Solutions Grant Program (the "ESG Program") pursuant to Subtitle B of
Title IV of the McKinney-Vento Homeless Assistance Act, 42 U.S.C. §§ 11371-
11378, as amended, and the Rules and Regulations promulgated by HUD governing
the conduct of ESG programs, found at Title 24 of the Code of Federal Regulations
("CFR") Part 576, as amended, (the "Rules and Regulations");
B. As provided in the Rules and Regulations, the CITY is authorized to contract by
subgrant agreement with private non-profit entities for qualified activities and projects;
and
C. Under this subgrant agreement the SUBRECIPIENT will be a subrecipient of ESG
program funds from the CITY.
THEREFORE, in consideration of the mutual promises, payments and other provisions hereof,
the CITY and the SUBRECIPIENT agree as follows:
1. Content of this Agreement. This agreement consists of this Part, "General
Provisions", and the following listed attachments:
Attachment I - Statement of Work
Attachment II - Budget
Attachment III - Reimbursement Invoice
2. Project Responsibility. The City Manager, or his or her designee, is hereby
designated as the representative of the CITY regarding all ESG Program matters and
shall be responsible for the overall administration and management of that program and
the manner in which the activities or projects described herein are conducted. The CITY
will monitor the performance of the SUBRECIPIENT against goals and performance
standards set forth in Attachment I - Statement of Work. Substandard performance as
determined by the CITY will constitute non-compliance with this subgrant agreement. If
within a reasonable period of time after being notified by the CITY, the SUBRECIPIENT
does not take action to correct such substandard performance, the CITY may initiate
termination or suspension of this agreement, which may result in termination or
suspension of funding, as set forth in Paragraphs 16 and 17 respectively.
3. Project(s) or Activities. The activities or projects to be conducted hereunder are
generally described as follows and referred to hereinafter as the "Project":
CONTRACT NUMBER: ESG
PROJECT TITLE: Homeless Services Coordination
PROJECT TOTAL COSTS: $204,889
4. Statement of Work. The SUBRECIPIENT shall perform or cause to be
performed all work required for the Project(s) described generally in Attachment I and
Paragraph 3 above and, in that performance, shall be responsible for conducting all
personnel staffing and contracting, providing all services, and furnishing all related real
and personal property required. The Project(s) shall be performed in a manner satisfactory
to the CITY and in accordance with the provisions of this agreement. The more detailed
statement of work contained in Attachment I is not intended to limit the scope of that
work.
5. Project Budget.
A. A budget must be prepared for each of the Projects listed in Paragraph 3
above and submitted to the Economic and Housing Development Department for review
and approval prior to the execution of this agreement. Budget(s) shall be prepared in the
format shown in Attachment II or another format acceptable to the CITY. Budgets shall
list the major cost elements of the Project and show the estimated cost of each of those
elements equaling in sum total the fixed total Project cost to be reimbursed to the
SUBRECIPIENT for that Project, as provided in Paragraph 3 above.
B. All changes within the budget(s) shall be reported in a timely manner for
acceptance and approval by the CITY. All proposed changes in the total amount of any of
the budget(s) under this agreement which would increase or decrease the total amount of
funding specified in Paragraph 8.A below or result in a change in the scope, location or
beneficiaries of the Project shall be submitted to the CITY for prior ap rp oval and must be
formally authorized by a written amendment to this agreement in accordance with the
provisions of Paragraph 10 below.
2
6. Periodof Performance
A. The period of performance of this agreement shall be 12 months which
period shall begin on March 7. 2018 and end on March 6 2019. All costs which are
incurred on the Project by the SUBRECIPIENT after the effective date of this agreement
and which have been determined by the CITY to be appropriate and allowable costs of the
Project shall be eligible for reimbursement and payment hereunder.
B. All performance of this agreement shall be undertaken and completed by
the SUBRECIPIENT in an expeditious manner and shall not extend beyond the end of the
Period of Performance specified in Paragraph 6.A. All amendments of this agreement,
including extensions of the time for performance, shall be made in writing and in
accordance with all requirements of Paragraph 10.
C. All adjustments to or extensions of time proposed for the performance of
this agreement shall be requested in writing by the SUBRECIPIENT and be submitted to
the CITY for processing. Upon approval of the request by the City Manager or designee,
a written amendment to this agreement shall be prepared and executed in accordance with
Paragraph 10 setting forth the adjustment or extension of time agreed upon.
7. Matching Funds. The SUBRECIPIENT shall match the funds provided under
this agreement as may be required by 24 CFR § 576.201. Eligibility of matching fund
sources shall be subject to review and approval by the CITY. In the event the CITY
determines that the SUBRECIPIENT's match funds are not in compliance with HUD
regulations, policies, or directives, the CITY may, in its sole discretion, either: i)
suspend this agreement as provided in Paragraph 17 below; or ii) reduce the total
funding amount set forth in Paragraph 8 below in an amount proportionate to the
ineligible match funds.
8. Funding Amount.
A. Subject to the requirements of this agreement, the CITY will fund to
the SUBRECIPIENT for the full performance of this agreement and the actual
conduct of the Project(s) specified herein a total sub -grant amount of Two Hundred
Four Thousand Eight Hundred Eighty -Nine ($204,889) dollars for all Projects
undertaken by the SUBRECIPIENT. The above stated fixed ceiling amount is a "not -
to -exceed" amount and shall not be considered an "estimate -of -cost", "percentage -of -
cost" or any kind of "cost-plus" sum, price or amount. Also, as used in this agreement,
unless the context indicates otherwise, the words "expend", "expended" and
"expenditure" shall include all amounts obligated or committed by the
SUBRECIPIENT by written agreement (including unilateral purchase orders) for
expenditure on the Project.
B. The SUBRECIPIENT must make a concerted, good -faith effort to expend
the total funding amount specified above within the Period of Performance stated in
Paragraph 6. The SUBRECIPIENT's costs and expenditures, however, shall not
exceed the total funding amount. The CITY shall not be liable for or reimburse the
SUBRECIPIENT for any extra costs or overruns on the Project, or any additional funding
in excess of the total amount stated above, without a prior written amendment of this
3
agreement in accordance with Paragraph 10 below.
C. In the event the full funding amount to be reimbursed hereunder by the
CITY is not expended by the SUBRECIPIENT for Project costs as specified in
Attachment II by the end of the Period of Performance hereof, as that period may have
been extended or otherwise changed, the SUBRECIPIENT shall release any unexpended
amount back to the CITY within 30 days after the end of the Period of Performance. Any
Project funds held by the CITY at the end of the Period of Performance shall be
reallocated by the CITY. The SUBRECIPIENT shall be eligible to re -apply for these
funds but shall have no greater priority than any other applicant. In the event of
congressional action, HUD rules and regulations, or other lawful directive modifying or
reducing the funds and/or services obligated under this agreement, the SUBRECIPIENT
shall, upon notice from the CITY, immediately modify, reduce the scope of, or cease
expenditures as directed. The SUBRECIPIENT further agrees to utilize funds available
under this agreement to supplement rather than supplant other funds available to the
SUBRECIPIENT.
9. Methods of Disbursement.
A. The SUBRECIPIENT shall request payment from the CITY by
submitting monthly Requests for Reimbursement in the form of Attachment III,
which shall be submitted to the CITY within 10 days after the month's end (i.e., July's
Request for Reimbursement must be submitted to the CITY by August l 0th)
B. The City shall review each Request for Reimbursement and determine
eligibility for payment. Upon approval by the CITY, the Economic and Housing
Development Department will submit the request to the appropriate City offices and
divisions for processing and payment. Requests for Reimbursement shall be supported and
documented as required by the CITY on the basis of costs actually incurred by the
SUBRECIPIENT on the Project during the period for which reimbursement is requested.
C. Expenditures under this agreement determined by the CITY or HUD to be
ineligible for reimbursement, and those expenditures which are inadequately documented,
will not be reimbursed.
D. No requests for reimbursement or other payments under this agreement
which are due to cost overruns of any kind on the Project shall be approved, allowed or
paid by the CITY unless the amount requested has been approved by a written
amendment in accordance with the provisions of Paragraph 10.
10. Amendments.
A. Either of the parties hereto may request amendments to any of the
provisions of this agreement at any time but except as stated in Paragraph 10.13, no
amendment shall be made or performed until it has been mutually agreed to by the parties.
All amendments shall be in writing and shall be executed prior to any work being done
pursuant thereto.
B. The CITY may, in its discretion, unilaterally amend this agreement as
4
required to conform to applicable federal, state or local governmental requirements,
guidelines, policies or available funding amounts. However, if such amendments result in
a change in the purpose, the scope of services, the location, or the beneficiaries of the
Project to be undertaken under this agreement, the amendments shall be made only by
written amendment signed by both the CITY and the SUBRECIPIENT.
11. ESG Program Compliance. The SUBRECIPIENT shall become familiar with
and agrees to comply with the ESG program regulations set forth at 24 CFR Part 576 and
applicable related federal regulations, including but not limited to 24 CFR Part 5, 24 CFR
Part 84, and 24 CFR Part 85, and applicable Office of Management and Budget (OMB)
Circulars referenced in the regulations. The SUBRECIPIENT also agrees to comply with
all other applicable federal, state and local laws, regulations, and policies governing the
use of the funds provided under this Agreement, including without limitation:
A. The nondiscrimination and equal opportunity requirements at 24 CFR
5.105(a).
B. The housing counseling requirements at 24 CFR 5.111.
C. Section 3 of the Housing and Urban Development Act of 1968, 12 U.S.C.
1701u, and implementing regulations at 24 CFR part 135, except that homeless
individuals have priority over other Section 3 residents in accordance with § 576.405(c).
D. The affirmative outreach requirements at 24 CFR 576.407(b).
E. The requirements of 2 CFR part 200.
F. Requirements relating to environmental review by HUD under 24 CFR
part 50.
G. The Solid Waste Disposal Act, as amended by the Resource Conservation
and Recovery Act of 1976, 42 U.S.C. 6901 et seq., and later enactments, and the
guidelines of the Environmental Protection Agency at 40 CFR part 247.
12. Consultation and Technical Assistance. The CITY will be available to provide
technical assistance upon written request of the SUBRECIPIENT or as the CITY deems
necessary for improved program operation.
13. Independent Contractor. The relationship between the CITY and
SUBRECIPIENT under this Agreement shall be that of an independent contractor. Each
party shall have the entire responsibility to discharge all of the obligations of an
independent contractor under federal, state and local law, including but not limited to
those obligations relating to employee supervision, benefits and wages; taxes;
unemployment compensation and insurance; social security; workers' compensation; and
disability pensions and tax withholdings, including the filing of all returns and reports and
the payment of all taxes, assessments and contributions and other sums required of an
independent contractor. Nothing contained in this agreement shall be construed to create
the relationship between CITY and SUBRECIPIENT of employer and employee, partners,
orjoint venturers.
5
The parties agree that SUBRECIPIENT's obligations under this Agreement are solely
to the CITY. This Agreement shall not confer any rights on third parties unless
otherwise expressly provided for under this Agreement.
14. Indemnification. The SUBRECIPIENT agrees to defend (with counsel
reasonably approved by the CITY) and hold the CITY, its officers, officials, attorneys,
agents, employees, volunteers and independent contractors free and harmless from any
claims, actions, losses, damages and/or liability whatsoever, including wrongful death,
based upon or arising out of any act or omission of the SUBRECIPIENT, its officers,
agents, employees, or independent contractors. This indemnification provision shall apply
regardless of the existence or degree of fault of the indemnitees. The specific insurance
coverage required in Paragraph 15 shall in no way limit or circumscribe the
SUBRECIPIENT'S obligation to indemnify and hold the CITY harmless as set forth in
this Paragraph 14.
15. Insurance.
A. The SUBRECIPIENT shall during the term of this agreement:
(i) Procure and maintain Workers' Compensation Insurance as
prescribed by the laws of the State of California.
(ii) Procure and maintain commercial general and automobile
liability insurance that shall protect the SUBRECIPIENT from
claims for damages for personal injury, including accidental and
wrongful death, as well as from claims for property damage, which
may arise from activities or programs under this Agreement, whether
such activities or programs are conducted by the SUBRECIPIENT,
by any subcontractor, or by any officer, employee or agent of either
of them.
B. Liability insurance shall name the CITY, its officers, officials, attorneys,
agents, employees, volunteers and independent contractors as additional insureds with
respect to liabilities arising out of the performance of this agreement and the obligations
of the SUBRECIPIENT hereunder. Such insurance shall provide for combined coverage
limits of not less than $1,000,000 per occurrence and shall be written on an occurrence
basis and not on a claims -made basis. Insurance shall be written by insurers authorized to
do business in the State of California and with a minimum Best's Insurance Guide
"General Policyholders Rating" of "A(v)."
C. The SUBRECIPIENT shall furnish the CITY with policies of insurance
prior to the execution of this agreement showing that such insurance is in full force and
effect, and that the CITY is named as an additional insured as to the liability policies with
respect to this agreement and the obligations of the SUBRECIPIENT hereunder. All
policies shall contain a waiver of subrogation as against the CITY and of any intra -insured
exclusion, and the covenant of the insurance carrier that thirty (30) days' written notice
will be given to the CITY prior to modification, cancellation, or reduction in coverage of
such insurance.
0
D. No site proposed on which renovation, major rehabilitation, or
conversion of a building is to be assisted under this agreement, other than by grant
amounts allocated to the state, may be located in an area that has been identified by the
Federal Emergency Management Agency as having special flood hazards, unless the
community in which the area is situated is participating in the National Flood Insurance
Program and the regulations issued thereunder (44 CFR, Parts 59-80) or less than a
year has passed since the Federal Emergency Management Agency notification
regarding such hazards, and the SUBRECIPIENT will ensure that flood insurance on
the structure is obtained in compliance with Section 102(a) of the Flood Disaster
Protection Act of 1973 (42 U.S.C. Section 4001 et. seq.).
16. Termination. Either party may terminate this agreement at any time by
giving notice in writing to the other party of such termination and specifying the effective
date thereof at least 30 days before the effective date of such termination. Partial
terminations of the Project described in Paragraph 3 above may only be undertaken with
the prior approval of the CITY. In the event of any termination for convenience, all
finished or unfinished documents, data, studies, surveys, maps, models, photographs,
reports, or other materials prepared by the SUBRECIPIENT under this agreement shall, at
the option of the CITY, become the property of the CITY, and the SUBRECIPIENT shall
be entitled to receive just and equitable compensation for any satisfactory work completed
on such documents or materials prior to the termination.
17. Suspension. The CITY may suspend this agreement, in whole or in part, if the
SUBRECIPIENT materially fails to comply with any term of this agreement, or with any
of the rules, regulations or provisions referred to herein; and the CITY may declare the
SUBRECIPIENT ineligible for any further participation in the CITY's contracts or
programs, in addition to other remedies as provided by law.
18. Records. The SUBRECIPIENT shall maintain accurate financial and service
delivery records pertinent to the activities to be funded under this agreement. Records
shall be maintained for a period of five (5) years or such longer periods as set forth at 24
CFR § 576.500(y).
19. Coordination with Other Targeted Homeless Services.
The SUBRECIPIENT shall coordinate and integrate, to the maximum extent
practicable, ESG-funded activities with other programs targeted to homeless people in
the area covered by the Continuum of Care or area over which the services are
coordinated to provide a strategic, community -wide system to prevent and end
homelessness for the area as set forth at 24 CFR § 576.400(b).
20. System and Program Coordination with Mainstream Resources.
The SUBRECIPIENT shall coordinate and integrate, to the maximum extent practicable,
ESG-funded activities with mainstream housing, health, social services, employment,
education, and youth programs for which families and individuals at risk of homelessness
and homeless individuals and families may be eligible as set forth at 24 CFR §
576.400(c).
7
21. Client Evaluation. The SUBRECIPIENT shall conduct an initial evaluation to
determine the eligibility of each individual or family for ESG assistance and the amount
and types of assistance the individual or family needs to regain stability in permanent
housing. These evaluations must be conducted in accordance with the centralized or
coordinated assessment requirements set forth under 24 CFR § 576.400(d) and the written
standards established under 24 CFR § 576.400(e).
22. Re -Evaluations forHomelessness Prevention and RapidRe-Housing Assistance. The
SUBRECIPIENT must re-evaluate the program participant's eligibility and the types and amounts
of assistance the program participant needs not less than once every 3 months for program
participants receiving homelessness prevention assistance, and not less than once annually for
program participants receiving rapid re -housing assistance as outlined in 24 CFR § 576.401(b).
23. Annual Income. When determining the annual income of an individual or family,
the SUBRECIPIENT must use the standard for calculating annual income under 24 CFR §
5.609 as outlined in 24 CFR § 576.401(c).
24. Connecting Program Participants to Mainstream and other Resources. The
SUBRECIPIENT must assist each program participant, as needed, in obtaining
appropriate supportive services as outlined in 24 CFR § 576.401(d).
25. Housing Stability Case Management. The SUBRECIPIENT must follow the
requirements for housing stability case management outlined in 24 CFR § 576.401(e).
26. Terminating Assistance. If a program participant violates program requirements,
the SUBRECIPIENT may terminate the assistance in accordance with a formal process
established by the SUBRECIPIENT that recognizes the rights of individuals affected. The
SUBRECIPIENT shall exercise judgment and examine all extenuating circumstances in
determining when violations warrant termination, so that a program participant's
assistance is terminated only in the most severe cases as outlined in 24 CFR § 576.402.
27. Shelter and Housing Standards.
A. Lead-based Paint Remediation and Disclosure. The Lead -Based Paint
Poisoning Prevention Act (42 U.S.0 4821 et seq.), the residential lead -Based Paint Hazard
Reduction Act of 2993 (42 U.S.C. 4851-4856), and implementing regulations at 24 CFR
Part 35, subparts A, B, H, J, K, M and R apply to all shelters assisted under the ESG
Program and all housing occupied by program participants.
B. Minimum Standards for Emergency Shelters. Any building for which
Emergency Solutions Grant funds are used for conversion, major rehabilitation, or other
renovation, must meet state and local government safety and sanitation standards, as
applicable, and the minimum safety, sanitation and privacy standards listed in 24 CFR §
576.403(b)(1-11).
C. Minimum Standards for Permanent Housing. The SUBRECIPIENT
shall not use ESG funds to help a program participant remain or move into housing that
does not meet the minimum habitability standards set forth in 24 CFR § 576.403(c)(1-10).
28. Conflicts ofInterest.
A. Organizational Conflicts of Interest. The provision of any type or
amount of ESG assistance may not be conditioned on an individual's or family's
acceptance or occupancy of emergency shelter or housing owned by the SUBRECIPIENT
or a parent or subsidiary of the SUBRECIPIENT. The SUBRECIPIENT may not, with
respect to individuals or families occupying housing owned by the SUBRECIPIENT, or
any parent or subsidiary of the SUBRECIPIENT, carry out the initial evaluation required
under 24 CFR § 576.401 or administer homelessness prevention assistance under 24 CFR
§ 576.103.
B. Individual Conflicts of Interest. For the procurement of goods and
services, the SUBRECIPIENT must comply with the general procurement standards and
conflict of interest provisions contained in 2 CFR § 200.318. For all other transactions and
activities the SUBRECIPIENT must follow the restrictions listed in 24 CFR § 576.404.
All contractors of the SUBRECIPIENT must comply with the requirements of this
Paragraph.
29. Participation of Homeless Persons in Policy -Making and Operations. The
SUBRECIPIENT understands it is required to involve not less than one homeless
individual or formerly homeless individual on the board of directors or other equivalent
policymaking entity of the subrecipient, to the extent that the entity considers and makes
policies and decisions regarding any facilities, services, or other assistance that receive
funding under the ESG Program. The SUBRECIPIENT also agrees that to the maximum
extent practicable, it will involve, through employment, volunteer services, or otherwise,
homeless individuals and families in constructing, renovating, maintaining, and operating
facilities assisted under this agreement and in providing services for occupants of facilities
assisted under this agreement, as required by 24 CFR § 576.405 in accordance with 42
U.S.C. 11375 (d) and 42 U.S.C. 11375 (c) (7).
30. Primarily Religious Organization. If the SUBRECIPIENT is a primarily
D
religious or faith -based organization, funds provided under this agreement are subject to
the provisions of 24 CFR § 576.406.
31. Displacement, Relocation and Acquisition. Consistent with the other goals and
objectives of the ESG Program, the SUBRECIPIENT agrees to assure that it has taken all
reasonable steps to minimize the displacement of persons (families, individuals,
businesses, nonprofit organizations, and farms) as a result of a project assisted under this
program. The SUBRECIPIENT shall comply with all requirements regarding
displacement relocation and acquisition set forth in 24 CFR §576.408.
32. Recordkeeping and Reporting Requirements. The SUBRECIPIENT shall have
written policies and procedures to ensure the requirements of the ESG Program are met
and shall maintain sufficient records to document homeless status, at risk of homelessness
status, determination of eligibility or ineligibility, and annual income. The
SUBRECIPIENT shall maintain program records documenting eligible status of
participants, evidence of the use of the centralized or coordinated assessment systems and
procedures, rental assistance agreements and payments, monthly allowance for utilities
used to determine compliance with rent restrictions, compliance with shelter and housing
standards, records of emergency shelter facilities assisted, services and assistance
provided for each type of service, coordination with Continuum of Care and other
programs, participation in HMIS, matching contributions for the matching requirement
in 24 CFR §576.201, and all other requirements set forth in 24 CFR Part 570. Such
information shall be made available to the CITY for monitoring purposes upon request.
33. Confidentiality. The SUBRECIPIENT understands and agrees that client
information collected under this agreement is private and the use or disclosure of such
information, when not directly connected with the administration of the CITY's or
SUBRECIPIENT's responsibilities with respect to services provided under this
agreement, is prohibited without lawful court order unless written consent is obtained
from the client and, in the case of a minor, that of a responsible parent/guardian. The
SUBRECIPIENT shall ensure the confidentiality of client data pertaining to the
provision of family violence prevention or treatment services as required by 24 CFR
576.500(X).
34. Close -Out Requirements. The SUBRECIPIENT's obligations to the CITY
under this agreement shall not end until all close-out requirements are completed.
Close-out requirements shall include, but are not limited to: making final payments,
disposing of program assets (including the return of all unused materials, equipment,
unspent cash advances, program income balances, and accounts receivable to the
CITY), and determining the custodianship of records.
35. Audits & Inspections. All SUBRECIPIENT records with respect to any matters
covered by this agreement shall be made available to the CITY, grantor agency, their
designees or the federal government at any time during normal business hours, as often as
the CITY or grantor agency deems necessary, to audit, examine, and make excerpts or
transcripts of all relevant data. Any deficiencies noted in audit reports must be fully
cleared by the SUBRECIPIENT within a time period agreed upon by the CITY and the
SUBRECIPIENT after receipt of notice of deficiency by the SUBRECIPIENT. Failure of
the SUBRECIPIENT to comply with the above audit requirements will constitute a
IN
violation of this agreement and may result in the withholding of future payments or
refunding of payments to the CITY. The SUBRECIPIENT hereby agrees to have an
annual agency audit conducted in accordance with current CITY policy concerning
SUBRECIPIENT audits, and, as applicable, OMB Circular A-133.
36. Progress Reports. Every three months or when specifically requested by the
CITY and during the actual conduct of the Project, the SUBRECIPIENT shall prepare and
submit to the CITY a Quarterly Performance Report (QPR) from the HMIS System
through the State of California for the Project. In addition, the SUBRECIPIENT will
provide monthly information of the costs charged and contractual commitments incurred
in performing the Project up to the date of each report.
37. Other Federal Requirements.
A. Prohibited Activities. The SUBRECIPIENT is prohibited from using
funds provided herein or personnel employed in the administration of the Project for
political activities, sectarian or religious activities, lobbying, political patronage, or
nepotism.
B. Non-discrimination and Equal Opportunity. The SUBRECIPIENT and
all persons acting on its behalf shall comply with the non-discrimination and equal
opportunity requirements set forth in 24 CFR § 5.105(a) and with all federal, state and
City laws governing discrimination, and shall not discriminate in the application,
screening, employment, participation, or any other involvement of any person in relation
to any phase of the Project.
D. "Section 3" Compliance. The SUBRECIPIENT and its subrecipients and
subcontractors shall comply with the provisions of Section 3 of the Housing and
Urban Development Act, 12 U.S.C. § 170lu(b), as implemented by the regulations
contained in 24 CFR Part 135. The SUBRECIPIENT certifies and agrees that no
contractual or other disability exists which would prevent compliance with these
requirements. The SUBRECIPIENT will include this Section 3 clause in every
subcontract and will take appropriate action pursuant to the subcontract upon a
finding that the subcontractor is in violation of regulations issued by the grantor
agency. The SUBRECIPIENT will not subcontract with any entity where it has
notice or knowledge that the latter has been found in violation of regulations under
24 CFR Part 135 and will not let any subcontract unless the entity has first provided it
with a preliminary statement of ability to comply with the requirements of those
regulations.
D. Affirmative Outreach. The SUBRECIPIENT must make known that the
facilities, assistance, and services provided pursuant to this agreement are available to all
on a nondiscriminatory basis. If it is unlikely that the procedures used to make known the
availability of the facilities, assistance, and services will reach persons of any particular
race, color, religion, sex, age, national origin, familial status, or disability who may
qualify for those facilities, assistance, and services, the SUBRECIPIENT must establish
additional procedures that ensure that those persons are made aware of the facilities,
assistance, and services. The SUBRECIPIENT and its subcontractors and subrecipients
must take appropriate steps to ensure effective communication with persons with
11
disabilities including, but not limited to, adopting procedures that will make available to
interested persons information concerning the location of assistance, services, and
facilities that are accessible to persons with disabilities. Consistent with Title VI of the
Civil Rights Act of 1964 and Executive Order 13166, recipients and subrecipients are also
required to take reasonable steps to ensure meaningful access to programs and activities
for limited English proficiency (LEP) persons.
E. Uniform Administrative Requirements. The requirements of 24 CFR
Part 85 apply to recipients and subrecipients under this agreement that are units of
general purpose local government. The requirements of 24 CFR Part 84 apply to
subrecipients that are private nonprofit organizations. These regulations include
allowable costs and non -Federal audit requirements.
F. Environmental Review Responsibilities. The SUBRECIPIENT shall not
be required to assume the environmental responsibilities described at 24 CFR Part 50 or
the review process under 24 CFR Part 52. The CITY will be responsible for
environmental review compliance.
G. Davis -Bacon Act. As per 24 CFR § 576.407(e), the provisions of the
Davis -Bacon Act (40 U.S.C. 3141 et seq.) do not apply to the ESG Program.
H. Procurement of Recovered Materials. The SUBRECIPIENT must
comply with Section 6002 of the Solid Waste Disposal Act as required by 24 CPR
576.407(f).
I. Hatch Act. The SUBRECIPIENT agrees that no funds provided or
personnel employed under this Agreement shall be used for or engage in the conduct of
political activities in violation of Chapter 15 of Title 5 United States Code.
38. Lobbying. The SUBRECIPIENT agrees and certifies that:
A. No federally appropriated funds have been paid or will be paid by or on
behalf of the SUBRECIPIENT to any person for influencing or attempting to influence
an officer or employee of any agency, a member of Congress, an officer or employee of
Congress, or an employee of a member of Congress in connection with the awarding of
any federal contract, the making of any federal grant, the making of any federal loan, the
entering into of any cooperative agreement, or the extension, continuation, renewal,
amendment, or modification of any federal contract, grant, loan or cooperative
agreement.
B. If any funds other than federally appropriated funds have been paid or will
be paid to any person for influencing or attempting to influence an officer or employee of
any agency, a member of Congress, an officer or employee of Congress, or an employee
of a member of Congress in connection with this federal contact, grant, loan, or
cooperative agreement, the SUBRECIPIENT will complete and submit Standard Form -
LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions.
C. The SUBRECIPIENT will require that the language of this certification be
included in the award documents for all subawards at all tiers (including subcontracts,
12
subgrants, and contracts under grants, loans, and cooperative agreements) and that all
subawardees shall certify and disclose accordingly.
D. This certification is a material representation of fact upon which
reliance was placed when this transaction was made or entered into. Submission of
this certification is a prerequisite for making or entering into this transaction under
Section 1352, Title 31, United States Code. Any person who fails to file the required
certification shall be subject to a civil penalty of not less than $10,000 and not more
than $100,000 for each such failure.
39. Assignments and Contracting. The responsibility for the performance of this
agreement shall not be assigned, transferred or contracted out by the SUBRECIPIENT
without the prior written consent of the CITY. Contracts or purchase orders by the
SUBRECIPIENT for the acquisition of equipment, materials, supplies or services for the
Project do not require the consent of the CITY but shall be entered into in accordance
with the competitive bidding requirements of this agreement and any applicable state laws
and local government ordinances.
40. Subcontracts. The SUBRECIPIENT shall not enter into any subcontracts with
any agency or individual in the performance of this Agreement without the consent of the
CITY prior to the execution of such subcontract. The SUBRECIPIENT will monitor all
subcontracted services on a regular basis to assure contract compliance. Results of
monitoring efforts shall be summarized in written reports and supported with documented
evidence of follow-up actions taken to correct areas of noncompliance. The
SUBRECIPIENT shall cause all of the provisions of this agreement in its entirety to be
included in and made a part of any subcontract executed in the performance of this
agreement. The SUBRECIPIENT shall undertake to insure that all subcontracts let in the
performance of this agreement shall be awarded on a fair and open competitive basis.
Executed copies of all subcontracts shall be forwarded to the CITY along with
documentation concerning the selection process.
41. Ethical Standards. The SUBRECIPIENT represents that it has not: (a)
provided an illegal gift or payoff to any City officer or employee, or former City officer
or employee, or to any relative or business entity of a City officer or employee, or relative
or business entity of a former City officer or employee; (b) retained any person to solicit
or secure this contract upon an agreement or understanding for a commission, percentage,
brokerage or contingent fee, other than bona fide employees of bona fide commercial
agencies established for the purpose of securing business; (c) breached any of the ethical
standards set forth in any State statute; or (d) knowingly influenced, and hereby promises
that it will not knowingly influence, any City officer or employee or former City officer or
employee to breach any of the ethical standards set forth in any State statute.
42. Campaign Contributions. The SUBRECIPIENT acknowledges the limits on
campaign contributions to City candidates by contractors of the CITY. The
SUBRECIPIENT further acknowledges that violating campaign contribution limitations
may result in criminal sanctions as well as termination of this Agreement. The
SUBRECIPIENT represents, by executing this Agreement, that the SUBRECIPIENT has
not made or caused others to make any campaign contribution to any City candidate.
13
43. Public Funds and Public Monies.
A. Definitions. "Public funds" and "public monies" mean monies, funds, and
accounts, regardless of the source from which they are derived, that are owned, held, or
administered by the State or any of its boards, commissions, institutions, departments,
divisions, agencies, bureaus, laboratories, or other similar instrumentalities, or any city,
school district, political subdivision, or other public body. The terms also include monies,
funds or accounts that have been transferred by any of the aforementioned public entities
to a private contract provider for public programs or services. Said funds shall remain
"public funds" while in the SUBRECIPIENT's possession.
B. SUBRECIPIENT's Obligation. The SUBRECIPIENT, as a recipient of
"public funds" and "public monies" pursuant to this and other contracts related hereto,
expressly understands that it and its officers and employees are obligated to receive, keep
safe, transfer, disburse and use these "public funds" and "public monies" as authorized by
law and by this agreement for the provision of services to the CITY. The
SUBRECIPIENT understands that it and its officers and employees may be criminally
liable for misuse of public funds or monies. The SUBRECIPIENT expressly understands
that the CITY may monitor the expenditure of public funds by the SUBRECIPIENT. The
SUBRECIPIENT expressly understands that the CITY may withhold funds or require
repayment of funds from the SUBRECIPIENT for contract noncompliance, failure to
comply with directives regarding the use of public funds, or for misuse of public funds or
monies.
44. Survival of Provisions. The parties to this agreement specifically agree that all
the paragraphs, terms, conditions and other provisions of this agreement that require some
action to be taken by either or both of the parties upon or after the expiration or termination
of this agreement shall survive the expiration or termination of this agreement and shall be
completed, taken or performed as provided herein or as may be required under the
circumstances at that time.
45. Debarment. The SUBRECIPIENT certifies by the execution of this agreement
that neither it nor its principals is presently debarred, suspended, proposed for debarment,
declared ineligible, or voluntarily excluded from participation in this transaction by any
Federal department or agency.
IN WITNESS WHEREOF, each of the parties has caused this Agreement to be approved by
its governing body or board and to be duly executed as follows:
CITY OF SAN BERNARDINO
A CaliI is Municipal Corporation
I�WL�
Andrea . Miller, City Man;96
Date: 3 — � — I
14
ATTEST:
City of San Bernardino
L
George anna, City `lerk
APPROVED AS TO FORM:
Gary D. Saenz, City Attorney
B . I
t diqa r� -4 Ar -
15
STEP UP ON SECOND STREET, INC.
A California Nonprofit Corporation
Barbara Bloom, Chief Operations Officer
Date:
ATTACHMENT I
to
The City of San Bernardino Contract Number ESG
SUBRECIPIENT: Step Up on Second Street, Inc.
PROJECT: Homeless Services Coordination
PROJECT STATEMENT OF WORK
This attachment is a supplement to the Statement of Work contained in Paragraphs 3 and 4
of the foregoing agreement. Therefore, in addition to the general work required to be done
under those paragraphs, which apply to all projects to be conducted under the agreement, the
particular work to be performed for this project is as follows:
Program Activity and Reference: IDIS Matrix Code: 03T
CPD Outcome Performance Measurement Information
Objective: Decent Housing Outcome: Availability/Accessibility
National Objective: Low/Mod Clientele Benefit
NATURE AND SCOPE OF PROJECT
The goal of the proposed program is to enhance the quality of life of residents of the City by
meeting the social service needs of residents within City borders who are experiencing chronic
homelessness and/or a mental health issue and/or chronic medical conditions. ESG funds will be
used to pay for Street Outreach and Homeless Prevention. During the term of the Agreement,
Step up on Second Street, Inc. street outreach workers will make contact with 200 homeless
individuals/households. Of those 200 it is anticipated that 75 will engage with outreach workers
to receive a variety of services that could range from getting a social security card or
identification to medical services. It is anticipated that of the 75 homeless individuals/households
that receive service referrals and assistance, 20 will transition into permanent supportive housing
with Step Up on Second Street, Inc.'s case management.
Contact: 200 homeless individuals/households
Engagement: 75 individuals/households to provide assistance in obtaining mainstream benefits,
linking them to service providers, enrolling them in the Coordinated Entry System (CES).
Permanent Supportive Housing: 20 homeless individuals/families.
16
ATTACHMENT II
to
The City of San Bernardino Contract NumberESG,
SUBRECIPIENT: Step Up On Second Street, Inc.
PROJECT: Homeless Services Coordination
PROTECT BUDGET
I. Estimated Total Project Cost................................................................................. $204,889
Budgeted ESG Expenditures:
a. Supportive Services/Outreach............................................................$156,672
b. Operating Cost.................................................................................$ 32,550
c. Administrative................................................................. $ 15,667
TOTAL ESG EXPENDITURES:............................................................................$204,889
Source of Matching Funds as May be Required:
a. Mental Health Services...................................................... $122,933
b. Continuum of Care / Department of Housing and Urban Development... $ 81,956
TOTAL MATCHING FUNDS:..................................................................................$204,889
In no case will reimbursement exceed SUBRECIPIENT's actual costs. SUBRECIPIENT will
maintain records necessary for justification and verification of such costs. Failure to submit
supporting documentation for costs will result in the reimbursement request being sent back to
SUBRECIPIENT for completion. SUBRECIPIENT will have 15 days to correct request for
reimbursement.
FINAL REIMBURSEMENT REQUESTS ARE DUE TO THE CITY 15 DAYS AFTER THE
END OF THE FISCAL YEAR, OR JULY 15, 2019.
17
Month of
Agency Information
Name:
Address:
Phone
Number:
The undersigned hereby certifies that the expenditures identified on the attached "budget
breakdown form" (totaled below as "Amount Requested") are true and correct, and that said
expenditures were incurred and paid within the MONTH OF for the current
program year, in accordance with the agreement identified herein. Evidence of all payments
(bills and/or receipts and check copies) for each of the expenditures listed is attached hereto.
The total of eligible expenditures for the aforementioned month is $
Signature:
Print Name:
Date:.
Title:
Should there he any questions regarding this invoice
Contact Person:
Phone Number:
Email Address:
Cityof San Bernardino
Page 1
Reviewed by:. Date:.
A1212roved by: Date:
Monthly Budget Breakdown for
Month of
Budgeted Current Month Year -to -Date
Balance
Amount Expenditure Expenditures
1) Position Title
2)
3)
4)
5)
6)
7)
8) FICA/SUI
9) Life/Health/Dental Insurance
Budgeted
Amount
10) Rent
11) Utilities
12) Insurance
13) Office Supplies
14) HMIS
15) Security
16)
17)
18)
19) Food Vouchers
20) Motel Vouchers
Current Month Year -to -Date
Expenditure Expenditures Balance
GRAND TOTALS: $ --4 `-04 y'4'1 $ $
Cityof San Bernardino
Page 2
Monthly Budget Breakdown for
Month of
Number of unduplicated beneficiaries ( eo le) served this month:
Number of NEW unduplicated beneficiaries eo le served this month:
Number of unduplicated adults served:
Number of unduiplicated children served:
Number of individual households:
Number of food vouchers distributed:
Number f motel you hers (nights disidbuted:
Number of shelter beds available:
s
Nwnber of L)eoole LAaced in Raoidlis ,
Number of homeless preventions HPP :
Chronically Homeless EMERGENCY SHELTER ONLY
Severely Mentally Ill
Chronic Substance Abuse
Other Disabilitv
Veterans
Persons with HIV/AIDS
ViCtims Qf D menti - Violence
Elderly
New Hispanic iotas
White
Affican e'
can
Asian
American Indian/Alaskan Native
Native Hawaiian/Other Pacific Islander
American Indian/n Native , W'te
Asian & White
African American & White
Americaji I n iam Alaskan Native & Afri
Other Multi -Racial
Cityof San Bernardino
Page 3
Emergency Shelter Facilities
Vouchers for Shelter
Drop -In Center
Food Pantry
Mental Health
Alcohol/Drug Program
Child Care
Rapid Rehousing
Transitional Shelter
Outreach
Soup Kitchen/Meal Distribution
Health Care
HIV/AIDS Services
Employment
Homeless Prevention
Other:
Cityof San Bernardino
Page 4
City of San Bernardino
Emergency Solutions Grant (ESG)
FY .2017-201$ Reimbursement Invoic-e
Month Year
Agency Information
Name:
Address:
Phone Number:
The undersigned hereby certifies that the expenditures identified on the attached "budget
breakdown form" (totaled below as "Amount Requested") are true and correct, and that said
expenditures were incurred and paid within the MONTH OF. for the current
program year, in accordance with the agreement identified herein. Evidence of all payments
(bills and/or receipts and check copies) for each of the expenditures listed is attached hereto.
The total of eligible expenditures for the aforementioned month is $
Print Name: Title:
Contact Person:
Phone Number:
Email Address:
I
Reviewed by:
;Approved by:
Date:
Should there be any questions regarding this invoice
Office Use Only -
Date:
Date.
Monthly Budget Breakdown for
Month of
Personnel its
Cityof San Bernardino
Page 5
Goal information
What was your program goal when you submitted your application for funding? (Ex.
Number of clients)2u proposed to serve)
How many clients did you plan to serve this month?
How many new clients have you served this program year?
Current Month
Number of unduplicated beneficiaries (people) served this month:
Number of new unduplicated beneficiaries (people) served this month:
Number of unduplicated adults served:
Number of unduplicated children served:
Number of Individual households:
Number of food vouchers distributed:
Number of motel vouchers (nights) distributed:
Number of shelter beds available:
Number of shelter beds used:
Number of peopk placed in Rapid Rehousing RRH :
Number of homeless prevention (HPP):
Subpopubtlons (Current Month
Chronically Homeless (EMERGENCY SHELTER ONLY)
Severely Mentally III
Chronic Substance Abuse
Other Disability
Veterans
Persons with MAIDS
Victims of Domestic Violence
Elderly
Ethnielty
Non•Hispan•it Hispanic Total
White
African American
Asian
American Indian/Alaskan Native
Native Hawaiian/Other Pack Islander
American Indian/Alaskan Native & White
Asian & White
African American & White
American Indian/Alaskan Native & African American
Other Mufti -Racial
Cityof San Bernardino
Page 6