HomeMy WebLinkAboutProject Senitel - Landlord-Tenant Counseling and Dispute ResolutionHTF Contract
2918 -2019 PY
Contract No,. 18-259 -2621-5232 -4215
AGREEMENT
Page 1
THIS AGREEMENT ( "Agreement ") is made and entered into on July 1 2018, by and
between the CITY OF GILROY, a Charter City in the State of California (hereinafter "CITY"),
and Project Sentinel, a California non - profit public benefit corporation (hereinafter
"CORPORATION ").
WITNESSETH
WHEREAS, CITY has created a Housing Trust Fund (hereinafter. "HTF") Program from
City of Gilroy (hereinafter "CITY ") funds, pursuant to the approval of the City of Gilroy City
Council in 1997.
WHEREAS, CITY has agreed to the use by CORPORATION of funds from CITY'S
HTF, in an amount not to exceed - Twenty Six Thousand Dollars ($ 269000.00 ), during the
the Landlord-Tenant Counseling and purpose of implementing
time period duly 1, 2018 through June 30, 2019 for the
Dispute Resolution Program (hereinafter
"PROGRAM ") as more particularly described in Exhibit A, Scope of Services, Exhibit B,
Performance Measures /Numeric Goals for 2018 -2019, and Exhibit C, Budget, which
PROGRAM shall be operated within CITY and shall primarily benefit low and very low income
households as described herein.
NOW, THEREFORE, the parties agree as follows;
I. PROGRAM COORDINATION
A. CITY: The City Administrator shall
Community Development Grant
COORDINATOR ") to render overall
performance of this Agreement by CITY
by CITY shall be conducted under the
COORDINATOR.
assign the CITY's Housing and
Coordinator ("HCD GRANT
supervision of the progress and-
All services agreed to be performed
overall direction of the HCD GRANT
B. CORPORATION: As of the date hereof, CORPORATION has designated Ann.
Marguart to serve as EXECUTIVE DIRECTOR and to assume overall
responsibility for the progress and execution of this Agreement. The CITY shall
be immediately notified in writing of the appointment of a new EXECUTIVE
DIRECTOR and the name of that EXECUTIVE DIRECTOR.
C. NOTICES :. All notices or other correspondence required or contemplated by
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CITY: CITY OF GILROY
Housing and Community Development Program
Sandra Nava, HCD Technician II
7351 Rosanna Street
Gilroy, CA 95020 Phone(408) 846- -0290
CORPORATION: Ann Mar quart, Executive Director
Name and Title of Executive Director
Project Sentinel
Corporation Name .
1490 El Camino Real
Address
Santa Clara, CA 95050
City & zlp
408 - 470 -3735
Area Code and Phone Number
All notices shall either be hand delivered or sent by United States mail, registered or
certified, postage prepaid. Notices given in such a manner shall be deemed received
when delivered. Any party may. change his or her address for the purpose of this
section by giving ten (10) days written notice of such change to the other party in the
manner provided in this section.
II. TERM
The term of this Agreement shall be deemed to have. begun retroactively on July Iy 1,
2018, and shall terminate on the earlier of June 30, 2019, or the date of the
expenditure of the total payment provided for herein, or the termination date
established pursuant to Section V.D. or Section XI.
lll. OBLIGATIONS OF CORPORATION
A. Organization of CORPORATION: CORPORATION shall:
1 } Allow the CITY to access and review:
a) CORPORATION's Articles of Incorporation,
b) CORPORATION's current Bylaws,
c) Documentation of CORPORATION's Internal Revenue Service
non - profit status,
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d) Names and addresses of current Board of Directors of
CORPORATION, and
e) An adopted copy of CORPORATION'S personnel policies and
procedures.
.2) Report any changes in the CORPORATION'S Articles of
Incorporation, Bylaws, board of directors, personnel policies and
procedures, or tax - exempt status within ten (10) days to the HCD
GRANT COORDINATOR.
3) Maintain no member of its Board of Directors as a paid employee,
agent or subcontractor under this Agreement.
4) Keep minutes of all regular and special meetings.
5) Comply with all provisions of California Non - Profit Corporation Law.
B. Program Performance by CORPORATION: CORPORATION shall:
1) Conduct the PROGRAM within the City of Gilroy, or in such other
location as is approved by CITY in writing, for the purpose of
benefiting low and very low- income households within the CITY.
2) File progress reports with CITY describing the type and number of
services rendered through the operation of the PROGRAM as
described in Exhibit A, Section 1.06.
3) Coordinate its services with other existing organizations providing
similar services in order to foster community cooperation and to avoid
unnecessary duplication of services.
4) Seek out and apply for other sources of revenue in support of its
operation or services from local, state, federal and private sources
and, in the event of such award, inform CITY within ten (10) days.
5) Include an acknowledgment of CITY funding and support on
PROGRAM stationery and on all appropriate publicity and publications
using words to the effect: "Funded in whole or part by a Community
Development Block Grant from the City of Gilroy."
6) Use quarterly demographic data to determine where outreach efforts
are needed to include underrepresented groups,
7) On all outreach, include the California Relay number 711 and TTY
Number (800) 735 -2929.
C. Fiscal Responsibilities of CORPORATION; CORPORATION shall:
1 } Appoint and submit the name of a fiscal agent who shall be
responsible for the financial and accounting activities of
CORPORATION, including the receipt and disbursement of
CORPORATION funds. The CITY shall immediately be notified in
writing of the appointment of a new fiscal agent and that agent's name
and contact information.
2) Establish and maintain an accounting system that shall be in
conformance with generally accepted principles of accounting. The
accounting system shall be subject to review and approval of CITY.
3) Document all PROGRAM costs by maintaining records in accordance
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with Section III (D)(1), below.
4) Certify insurability subject to CITY approval as outlined in Exhibit G,
INDEMNIFICATION AND INSURANCE REQUIREMENTS.
5) Submit. a direct cost plan or, if applicable, a Department of Housing
.and Urban Development (HUD) approved indirect cost plan to CITY
for approval as described in Exhibit B.
6) 1) through 5) are express conditions precedent to any CITY CDBG
funding and failure to comply with these conditions will, at discretion of
CITY, result in suspension of funding or termination of this Agreement.
7) CORPORATION is liable for repayment of all disallowed costs.
Disallowed costs may be identified through audits, monitoring or other
sources. CORPORATION shall be required to respond to any adverse
findings, which may lead to disallowed' costs. The CITY'S HCD
GRANT COORDINATOR shall make the final determination of
disallowed costs, subject to provisions of the Executive Office of the
President Office of Management and Budget 2 CFR Part 206.
D. . Records, Reports, and Audits of CORPORATION:
1) Establishment and Maintenance of Records: CORPORATION
shall maintain complete and accurate records of all its transactions
including, but not limited to, contracts; invoices, time cards, cash
receipts, vouchers, cancelled checks, bank statements, client
statistical records, personnel, property and all other pertinent records
sufficient to reflect properly (a) all direct and indirect costs of whatever
nature claimed to have been incurred or anticipated to be incurred to
perform this Agreement or to operate the PROGRAM, and (b) all other
matters covered by this Agreement.
2) Preservation of Records: CORPORATION shall preserve and make
available its records to CITY until the expiration of four (4) years from
either the date of submission of the Consolidated Annual Performance
and Evaluation (CAPER) in which the specific activity is reported for
the last time unless there are actions involving the records, or for such
longer period as is required by applicable law. .
3) Examination of Records & Facilities: At any time during normal
business hours, and as often as HUD and /or CITY in its sole
'discretion deems necessary, CORPORATION agrees that HUD
andlor CITY and /or any duly authorized representatives of HUD
and/or CITY may, until expiration of the period of time described in
Section III(D)(2) of this Agreement, have access to and the right to
examine CORPORATION's plans, offices.and facilities used in the
performance of this Agreement or the operation of the PROGRAM,
and all its records with respect to the PROGRAM and all matters
covered by this Agreement. CORPORATION also agrees that HUD
and /or CITY or any duly authorized representative thereof shall have
the right to audit, examine and make excerpts or transcripts of and
from, such records, and to make audits of all contracts and
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subcontracts, invoices, payrolls, records of personnel, conditions of
employment, materials and all other data relating to the PROGRAM
and matters covered by this Agreement. CORPORATION will be
notified in advance that an audit will be conducted. CORPORATION
will be required to respond to any audit findings, and have the
responses included in the final audit report. The cost of any such
audit will be borne by HUD and/or CITY.
E. Assignment and Independent Contractor Requirements
1) This Agreement may not be assumed nor assigned to another
corporation, person, partnership or any other entity without the prior
written approval of CITY, which CITY in its sole discretion may deny.
2) None . of the work or services to be performed hereunder shall be
assigned, delegated or subcontracted to third parties without the prior
written approval of CITY, which CITY in its sole discretion may deny.
Copies of all third party contracts shall be submitted to CITY at least
thirty (30) days prior to the proposed effective date. In the event CITY
approves any such assignment, delegation or subcontract, the
subcontractors, assignees or delegates shall be deemed to be
employees of CORPORATION, and CORPORATION shall be
responsible for their performance and any liabilities attaching to their
actions or omissions.
F. Compliance with Law
CORPORATION shall become familiar and comply with and cause all its
subcontractors and employees, if any, to become familiar and comply with all
applicable federal, state and local laws, ordinances, codes, executive orders,
regulations and decrees (together "LAWS "), including but not limited to the
LAWS identified in Exhibit E, GENERAL, BLOCK GRANT CONDITIONS.
CORPORATION shall comply with the requirements and standards of drug -
free workplace in Subpart B of part 2429, which adopts the government -wide
implementation (2 CFR Part 182) of sections 5152 -5158 of the Drug -Free
Workplace Act of 1988 (Pub. L. 100690, Title V, Subtitle D; 41 U.S.C. 701-
707), 2 CFR Part 200 Uniform Administrative Requirements, Cost
Principles, and Audit Requirements for Federal Awards
Subrecipients that expend $750,000 or more in total Federal financial
assistance in a fiscal year, in aggregate, from all funding sources are
responsible for obtaining an independent audit in accordance with the Single
Audit Act of 1984 and 2 CFR 200, Subpart F., 200.501 and the following laws,
ordinances, codes, regulations and decrees as required pursuant to 2 CFR
Part 200, Subpart F, Appendix II (Contract Provisions for Non - Federal Entity
Contracts Under- Federal Awards):
1) Contracts for more than the simplified acquisition threshold currently
set at $150,000, which is the inflation adjusted amount determined by
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Regulations Council (Councils) as authorized by 41 U.S.C. 1908, must
address administrative, contractual, or legal remedies in instances
where contractors violate or breach contract terms, and provide for
such sanctions and penalties as appropriate.
2) All contracts in excess of $10,000 must address termination for cause
and for convenience by the non - Federal entity including the manner
by which it will be effected and the basis for settlement.
3) Equal Employment Opportunity. Except as otherwise provided under
41 CFR Part 60, all contracts that meet the definition of "federally
assisted construction contract" in 41 CFR Part 60 -1.3 must include the
equal opportunity clause provided under 41 CFR 60- 1.4(b), in
accordance with Executive Order 11246, "Equal Employment
Opportunity" ( 30 FR 12319, 12936, 3 CFR Part, 1964 -1965 Comp., p.
339); as amended by Executive Order 11375, "Amending Executive
Order 11246 Relating to Equal Employment Opportunity," and
implementing regulations at 41 CFR part 60, "Office of Federal
Contract Compliance Programs, Equal Employment Opportunity,
Department of Labor.
4) Davis -Bacon Act, as amended ( 40 U.S.C. 3141- 3148). When
required by Federal program legislation, all prime construction
contracts in excess of $2,000 awarded by non - Federal entities must
include a provision for compliance with the Davis -Bacon Act ( 40
U.S.C. 3141- 3144) as supplemented by Department of Labor
regulations ( 29 CFR Part 5, "Labor Standards Provisions Applicable
to Contracts Covering Federally Financed and Assisted
Construction "). In accordance with the statute, contractors must be
required to pay wages to laborers and mechanics at a rate not less
than the prevailing wages specified in a wage determination made by
the Secretary of Labor. In addition, contractors must be required to
pay wages not less than once a week. The non- Federal entity must
place a copy of the current prevailing wage determination issued by
the Department of Labor in each solicitation. The decision to award a
contract or subcontract must be conditioned upon the acceptance of
the wage determination. The non - Federal entity must report all
suspected or reported violations to the Federal awarding agency. The
contracts must also include a provision for compliance with the
Copeland "Anti- Kickback" Act (.40 U.S.C. 3145), as supplemented by
Department of Labor regulations ( 29 CFR Part 3, "Contractors and
Subcontractors on Public Building or Public Work Financed in Whole
or in Part by Loans or Grants from the United States "). The Act
provides that each contractor or subrecipient must be prohibited from
inducing, by any means, any person employed in the construction,
completion, or repair of public Work, to give up any part of the
compensation to which he or she is otherwise entitled. The non -
Federal entity must report all suspected or reported violations to the
Federal awarding agency.
5) Contract Work Hours and Safety Standards Act ( 40 U.S.C. 3701-
3708). Where applicable, all contracts awarded by the non - Federal
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entity in excess of $100,000 that involve the employment of
mechanics or laborers must include a provision for compliance with 40
U.S.C. 3702 and 3704, as supplemented by Department of Labor
regulations ( 29 CFR Part 5). Under 40 U.S.C. 3702 of the Act, each
contractor must be required to compute the wages of every mechanic
and laborer on the basis of a standard work week of 40 hours. Work in
excess of the standard work week is permissible provided that the
worker is compensated at a rate of not less than one and a half times
the basic rate of pay for all hours worked in excess of 40 hours in the
work week. The requirements of 40 U.S.C. 3704 are applicable to
construction work and provide that no laborer or mechanic must be
required to work in surroundings or under working conditions which
are unsanitary, hazardous or dangerous. These requirements do not
apply to the purchases of supplies or materials or articles ordinarily
available on the open market, or contracts for transportation or
transmission of intelligence.
6) Clean Air Act ( 42 U.S.C. 7401 - 7671 q.) and the Federal Water
Pollution Control Act ( 33 U.S.C. 1251 1387), as amended - Contracts
and subgrants of amounts in excess of $150,000 must contain a
provision that requires the non - Federal award to agree to comply with
all applicable standards, orders or regulations issued pursuant to the
Clean Air Act ( 42 U.S.C. 7401- 7671q) and the Federal Water
Pollution Control Act as amended ( 33 U.S.C. 1251- 1387). Violations
must be reported to the Federal awarding agency and the Regional
Office of the Environmental Protection Agency (EPA).
7) Debarment and Suspension (Executive Orders 12549 and 12689) - A
contract award (see 2 CFR 180.220) must not be made to parties
listed on the governmentwide exclusions . in the System for Award
Management (SAM), -in accordance with the OMB guidelines at 2 CFR
180 that implement Executive Orders 12549 ( 3 CFR part 1986
Comp., p. 189) and 12689 ( 3 CFR part 1989 Comp., p. 235),
"Debarment and Suspension." SAM Exclusions contains the names of
parties debarred, suspended, or otherwise excluded by agencies, as
well as parties declared ineligible under statutory or regulatory
authority other than Executive Order 12549.
8) Byrd Anti - Lobbying Amendment ( 31 U.S.C. 1352) - Contractors that
apply or bid for' an award exceeding $100,000 must file the required
certification. Each tier certifies to the tier above that it will not and has
not used Federal appropriated funds to pay any person or
organization for influencing or attempting to influence an officer or
employee of any agency, a member of Congress, officer or employee
of Congress, or an employee of a member of Congress in connection
with obtaining any Federal contract, grant or any other award covered
by 31 U.S.C. 1352. Each tier must also disclose any lobbying with
non - Federal funds that takes place in connection with obtaining any
Federal award. Such disclosures are forwarded from tier to tier up to
the non - Federal award.
9) See § 200.322 Procurement of recovered materials
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G. Purchasing Real or Personal Property:
1) Title to Property: Title to any personal property used in connection
with the Project shall vest as follows:
a) Personal property donated or purchased with other than CITY
Community Development Block Grant funds shall become the
property of CORPORATION or person specified by the donor
or funding source; otherwise the same shall become the
property of CITY except for property and equipment as
described in b).
b) Personal property and equipment permanently affixed to
buildings owned by CORPORATION shall become the property
of CORPORATION.
c) All other personal property, supplies and equipment purchased
pursuant to this Agreement and not consumed shall become
property of CITY.
2) Non-Expendable Pro ert Non - expendable property purchased by
CORPORATION with funds provided by CITY, with a purchase price
in excess of Three Hundred Dollars ($300), must be approved in
advance in writing by CITY. CITY shall retain title to said property,
regardless of dollar value, or title can be retained by CORPORATION
after compensation to CITY (24 CFR 570.502(a)(8) and (b)(3)(vi).
3) Purchase of Real Pro pert . None of the funds provided under this
Agreement shall be used for the purchase of real property, or for an
option to purchase real property, unless CITY approves such
purchase or option to purchase by resolution prior to the time when
CORPORATION enters into 'a contract or option for such purchase.
Approval of any such contract or option shall be processed through
the PROJECT MANAGER.
4) Security Document. As a condition precedent to CITY releasing
funds for the purchase of real property or an option to purchase real
property, CORPORATION shall prepare and execute a promissory
note, deed of trust or other agreement restricting the use of said real
property for purposes consistent with this Agreement and HUD and
CDBG requirements.
H. PROGRAM Income.
Income generated by the PROGRAM shall be retained by CORPORATION.
Such income shall be used to reduce the quarterly request for funds under
this Agreement, for the same purposes and activities described in Exhibit A,
Program Descri tion. All provisions of this Agreement shall apply to the use
of PROGRAM income for such activities.
IV. OBLIGATIONS OF CITY
A. Method of Payment:
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During the term of this Agreement, CITY shall reimburse CORPORATION for
all allowable costs and expenses incurred in connection with the PROGRAM,
not to exceed the total sum of Twenty Six Thousand Dollars ($ 26,000.00),
except that CITY may, at any time in its absolute discretion, elect to suspend,
disencumber or terminate payment to CORPORATION-, in whole or in part,
under this Agreement or not to make any particular payment under this
Agreement based on CORPORATION'S non - compliance with the terms of
this Agreement, including, but not limited to; incomplete documentation of
expenses, failure to submit adequate progress reports as required herein or
other incidents of non- compliance as described in Section V or any other
section of this Agreement, or based on the refusal by CORPORATION to
accept any additional conditions that may be imposed by HUD at any time, or
based on the suspension or termination of the grant to CITY made pursuant
to the Housing and Community Development Act of 1974, as amended.
V. CONTRACT COMPLIANCE
A. Monitoring and Evaluation-of Services:
Evaluation and monitoring of the PROGRAM performance shall be the
mutual responsibility of both CITY and CORPORATION. CORPORATION
shall furnish all data, statements, records,. information and reports necessary
for HCD COORDINATOR to monitor, review and evaluate the performance
of the PROGRAM and its components. CITY shall have the right to contract
with an outside agent to assist in any such evaluation. Such outside services
shall be paid for by CITY.
S. Contract Noncompliance:
Upon receipt by CITY of any information that evidences a failure by
CORPORATION to comply with any provision of this Agreement, CITY shall
have the right to require CORPORATION to take corrective action to attain
compliance with. such provision. CORPORATION shall be deemed in
noncompliance with the provisions of this Agreement under circumstances
including but are not limited.to:.
1) If CORPORATION (with or without knowledge) shall have made any
material misrepresentation of any nature with respect to any
information or data furnished to CITY in connection with the
PROGRAM.
2) If there is pending litigation with respect to the performance by
CORPORATION of any of its duties or obligations under this
Agreement which may materially jeopardize or adversely affect the
.undertaking of, or the carrying out of, the PROGRAM.
3) If CORPORATION shall have taken any action pertaining to the
PROGRAM, which requires CITY approval without having obtained
such approval.
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4) If CORPORATION is in default under any provision of this Agreement.
5) If CORPORATION makes improper use of CDBG funds.
6) If CORPORATION submits to CITY any report that is incorrect or
incomplete in any material respect.
C. Corrective Action Procedure:
CITY in its sole and absolute discretion and in lieu of immediately terminating
this Agreement upon occurrence or discovery of noncompliance by
CORPORATION under this Agreement, shall have the right to give
CORPORATION notice of CITY'S, intention to terminate, or consider
corrective action to enforce compliance with, this Agreement. Notice to
consider corrective action shall indicate the nature of the non - compliance
and the procedure whereby CORPORATION shall have the opportunity to
participate in formulating any corrective action recommendation. CITY shall
have the right to require the presence of CORPORATION'S officer(s) and
EXECUTIVE DIRECTOR at any hearing or meeting called for the purpose of
considering corrective action.
Thereafter, CITY shall forward to CORPORATION specific corrective action
recommendations and a timetable for implementing these recommendations.
Such timetable shall allow CORPORATION not less than five (5) nor more
than sixty (60) days to comply. Following implementation of the corrective
actions, CORPORATION shall forward to CITY, within the time specified by
CITY, any documentary evidence required by CITY to verify that the
corrective actions have been taken. In the event that CORPORATION does
not implement the corrective action recommendations in accordance with the
corrective action timetable, CITY may suspend payments hereunder or
terminate this Agreement.
D. Termination for Cause.
Notwithstanding anything to the contrary contained in the foregoing, CITY
may terminate this Agreement by written notice to CORPORATION, if: (a)
any of the events of noncompliance listed In Section V occur or are
discovered; (b) CORPORATION does not implement any recommended
corrective action; (c) CORPORATION is in bankruptcy or receivership; (d) a
member of the CORPORATION'S Board of .Directors or the EXECUTIVE
DIRECTOR is the subject of investigation for wrongdoing; or (e) evidence
satisfactory to CITY indicates that CORPORATION is unable to operate the
PROGRAM. Termination under this section shall be effective on the date
notice of termination -is delivered in accordance with Section l(C) of this
Agreement or such later date as is specified in the notice.
E. Conditions and Certifications Compliance
The CORPORATION shall comply with the performance of all funding
conditions and make all certifications stated in Exhibit F of this Agreement.
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Failure to remove conditions in a timely manner will constitute contract
noncompliance. CITY may terminate this Agreement for noncompliance and
disencumber funds by written notice to CORPORATION. Termination under
this section shall be effective on the date notice of termination is delivered in
accordance with Section I(C) of this Agreement or such later date as is
specified in the notice.
VI. DISCLOSURE OF CONFIDENTIAL CLIENT INFORMATION
Except as required by law, CITY and CORPORATION agree to maintain the
confidentiality of any information regarding applicants for services offered by the
PROGRAM pursuant to this Agreement and any information regarding their
immediate families which may be obtained through PROGRAM documents or any
other source. Without the written permission of the applicant, such information shall
be divulged only (1) as required by law; or (2) as necessary for purposes related to
the performance or evaluation of the services and work to be provided pursuant to
this Agreement, and then only to persons having responsibilities under this
Agreement, including those furnishing services under the PROGRAM through
approved subcontracts.
VII. AMENDMENTS
Amendments to the terms or conditions of this Agreement shall be requested in
writing by the party desiring such amendment, and any such amendment shall be
effective, only upon the mutual agreement in writing of the parties hereto.
Vlll. HOLD HARMLESS
In addition to the indemnity set forth on Exhibit G, CORPORATION shall indemnify,
defend and hold CITY, its officers, representatives, agents, and employees
harmless with respect to any damages arising from:
A. The failure of the PROGRAM to comply with applicable laws, ordinances,
codes, regulations and decrees; or
B. Any and all suits, damages, costs, fees, claims, demands, causes of action,
losses, liabilities and expenses, including reasonable attorneys' fees, to the
extent arising or resulting from any work or services provided under the
PROGRAM or this Agreement.
IX. RIGHTS AND REMEDIES NOT WAIVED
In no event shall any payment by CITY constitute or be construed to be a waiver by
CITY of any breach of the covenants or conditions of this Agreement or any default
which may then exist on the part of CORPORATION, and the making of any such
payment while any such breach or default shall exist shall in no way impair or
prejudice any right or remedy available to CITY with respect to such breach or
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default. In no event shall payment to CORPORATION by CITY. in any way
constitute a waiver by CITY of its rights to recover from CORPORATION the
amount of money paid to CORPORATION on any item, .which is not eligible for
payment under the PROGRAM or this Agreement.
X. INTEGRATED DOCUMENT
This Agreement, including Exhibits A, B, C, D, E, F, G, and H, which are attached
hereto and incorporated in their entirety by this reference, contains the entire
agreement between CITY and CORPORATION with respect to the subject matter
hereof. No written or oral agreements with any officer, agent or employee of CITY
prior to or concurrent with execution of this Agreement shall affect or modify any-of
the terms or obligations contained in any documents comprising this Agreement.
XI. TERMINATION
A. In addition to CITY's right to terminate for cause set forth in Section V, either
CITY or CORPORATION may suspend or terminate this Agreement. for any
reason by giving thirty (30) days prior written notice to the other party. Upon
delivery of such. notice, performance of the services hereunder will be
discontinued upon expiration of said thirty (30) day period.
B. Upon termination, either under this Section XI or Section V, CORPORATION
shall:
1) be paid for all documented services actually rendered to CITY prior to
the date of such termination; provided, however, CITY shall be
obligated to compensate CORPORATION only for that portion of
CORPORATION's services which are allowable costs and expenses
as determined by an audit or other monitoring device;
2) turn over to CITY immediately any and all copies of studies, reports
and other . data, whether or not completed, prepared by
CORPORATION or its subcontractors, if any, in connection with this
Agreement. Such materials shall become property of CITY.
CORPORATION, however, shall not be liable for. CITY's use of
incomplete materials or for CITY's use of complete documents if used
for other than the services contemplated by this Agreement; and
3) transfer to the CITY any CDBG entitlement funds on hand and any
accounts receivable attributable the use of CDBG entitlement funds.
All assets acquired with CDBG entitlement funds shall be returned to
the CITY.
C. Upon termination of this Agreement, CORPORATION shall immediately
provide CITY access to all documents, records, payroll, minutes of meetings,
correspondence and all other data pertaining to the CDBG entitlement funds
granted to CORPORATION pursuant to this Agreement.
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A. The captions of this Agreement are for convenience of reference only, and
the words contained therein shall in no way be held to explain, modify,
amplify or aid in the interpretation, construction or meaning of the provisions
of this Agreement.
B. All exhibits attached hereto and referred to in this Agreement are
incorporated herein by this reference as if set forth fully herein.
C. If any action at law or in equity, including an action for declaratory relief, is
brought to enforce . or interpret the provisions of this Agreement, the
prevailing party will be entitled to reasonable attorneys' fees, which may be
set by the court in the same action or in a separate action brought for that
purpose, in addition to any other relief to which that party may be entitled.
D. This Agreement will be governed by and construed in accordance with the
laws of the State of California and venue shall be proper exclusively in Santa
Clara County.
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IN WITNESS WHEREOF, the parties have executed this Agreement in duplicate the day
and year above written.
ATTEST:
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CITY OF GILROY
BY: _" C"-
Kristi Abrams
Community Development Director
Project Sentinel
CORPORATION
BY: C�'�0 \rte -`� --
Ann Marquart, Executi Director
APPROVED AS TO FORM:
Andrew L. Faber, City Attorney
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EXHIBIT A
CITY OF GILROY
SCOPE OF SERVICES
Page 1
1.01 PROGRAM. CORPORATION shall implement the.. Landlord /Tenant
Counseling & Dispute. Resolution Program (hereinafter called .( "PROGRAM ") in
accordance with the provisions of the grant agreement by and between the CITY and
the United States Department of Housing and Urban Development ( "HUD ") and all rules
and regulations pertaining now and hereinafter adopted with respect to the Community
Development Block Grant ( "CDBG ") Program. The primary purpose of the
PROGRAM is to enhance the quality of life via supportive services for the lower
income residents of Gilroy through housing- related education, counseling,
intervention, and dispute resolution services (case management utilizing
conciliation and mediation).
1.02 PROGRAM Area. The PROGRAM Area is the incorporated area of the
City of Gilroy or in such other location as is approved by CITY in writing, for the purpose
of benefitting low and very -low income households within the CITY.
1.03 Location of PROGRAM. Unless otherwise indicated, the Grant Services
specified below will be offered at the following location(s):
Program Name Street Address(es)
South County Branch
Landlord / Tenant Counseling & Dispute 8339 Church St., Ste. 104
Resolution Gilroy, CA 95024
1.04 Eligibility. , Eligible clients under this Agreement shall be lower
income individuals of all ethnic groups residing in the City of Gilroy. Low income is
defined as household income at or below 80% of the median income for Gilroy as
defined by the most current HUD income limits for Santa Clara County. The activity
will require documentation on family size and income to document that at least
51% of the clientele are persons .whose family income does not exceed. HUD
income limits.
CORPORATION shall document each PARTICIPANT's eligibility on service specific
intake sheets, which shall include client's name, residence, gender, family size, total
household income, race and ethnic data, disability data (as applicable), female head of
household (single female with a dependent child under 18 or a dependent child over 18
with special needs), client/guardian signature, date, and certification that the intake
information is accurate.
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HUD National-Objective:
Pi it nn "Y" hPlnw the Natinnn1 Ohit -diva your amaram will meet.
Page 2
Benefifi low and moderate
Aid in the prevention of
Meet community development
income persons
elimination of slums or
needs or urgent needs
blight
X
The activity will exclusively
serve a group of persons in any one or a combination of
categories generally presumed to be low, very low, or extremely low income, i.e., abused
children, battered spouses,
elderly persons, adults meeting the definition of "severely
disabled" in the Bureau of
Census's Current Population Reports, homeless persons,
illiterate adults, persons living with AIDS and migrant farm workers.
NIA
1.05 Description of Services:
Activity 97
Activitv Name: Information & Referral Calls
Activity Description: Case Manager responds to phone calls, emails, walk,ins or
appointments of tenants and landlords /property managers having questions regarding
tenantllandlord rights and obligations. The case manager counsels the parties, and
decides whether to develop this into a case using dispute resolution skills to de- escalate
the situation or to refer this out to other agencies /services.
Activity #2
Activity Name: Case Management
Activity Description: Case Manager decides to open a case and provides hands -on
dispute resolution skills to assist in resolving disputes and finding resolutions to all types
of housing problems.
Activity #3
Activity Name:
Activity Description:
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1.06 Reporting Requirements.
Quarterly Activity Reports. At the end of each quarter, CORPORATION shall report
to the Housing & Community Development (HCD) office the number of
UNDUPLICATED PARTICIPANTS and results of productivity measures.
Outcome Measure Reports. At the end of the second quarter you will report outcome
measures for Q1 -Q2 and at the end of the fourth quarter you. will report outcome
measures for Q3 -Q4. CORPORATION shall attach a narrative report to the quarterly
activity report detailing the results of the outcome measures. The report at a minimum
shall include:
1. How the activities being provided under this grant contribute to meeting the
performance measures stated in the contract?
2. A description of how the performance measurement methodology was
implemented and what information was collected to gauge the success of
performance measures.
3. A description of the characteristics and size of the total population served.
4. A description of the outreach efforts your staff has employed or plans to employ
to reach out to all persons without regard to race, color, religion, national origin,
sex, disability, sexual orientation, gender identity, or familial status.
5. A description of any challenges encountered, during this reporting period,
significantly hindering your ability to meet one or more project goals and any
steps you have taken to resolve the issues.
6. A description of any notable accomplishments you would like to highlight during
this reporting period.
Reporting Schedule. All required reports shall be submitted to the HCD office no later
than TEN (10) calendar days after the end of the first, second, and third quarters and no
later than SEVEN (7) calendar days after the end of the fourth quarter.
1.07 Cost Reimbursement. PROGRAM will be reimbursed on a quarterly
basis, for approved invoices submitted pursuant to this Agreement. Requests for
reimbursement will be made on a form and in manner prescribed by the CITY under
provisions as set forth in EXHIBIT D, entitled "PAYMENTS TO CORPORATION ".
1.08 Additional Provisions (If applicable ) .
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EXHIBIT B
CITY OF GILROY
PERFORMANCE MEASURESINUM ERIC GOALS FOR 2017 -2018
Page 1
1.01 Unduplicated Participants.
Proposed total number of unduplicated participants to be served by this
PROGRAM only. For purposes of this Agreement, UNDUPLICATED PARTICIPANTS
shall be defined as participants who receive services at least once a year but who may
not be counted more than once in that year. CORPORATION shall retain records
documenting eligibility. Such records shall include family size, total household income,
female head of household, race, ethnic, disability data, and date eligibility was
determined.
Unduplicated
Participants
Quarter 1
Quarter 2
Quarter 3
Quarter 4
Total
50
50
50
50
200
1.02 Activities and Outputs (numeric product of activities)
Throughout the term of this Agreement, CORPORATION shall provide the following
services below to participants during the following days and times:
Program hours: Monday — Friday, 9 am — 12pm and 1 -4pm
Office hours: Same
Brieflv describe activity (e.g. meals, emergency shelter, etc.) and unit of service (e.g. number of meals
served, number of shelter nights
persons served, etc.).
Indicate the proposed quarterly output goal (e.g. # of meals, #of
Activity 1: Information & Referral Calls
Unit of Service= Each Call
Activity 2: Case Management
Unit of Service= Each Case
Quarter 1
Quarter 2
Quarter 3
Quarter 4
Total
Output
Goal
175
175
175
175
700
Activity 2: Case Management
Unit of Service= Each Case
Activity 3:
Unit of Service=
Quarter 1 Quarter 2 Quarter 3 Quarter 4 Total
Output
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Quarter 1
Quarter 2
Quarter 3 ,
Quarter 4
Total
Output
Goal
14
14
14
14
56
Activity 3:
Unit of Service=
Quarter 1 Quarter 2 Quarter 3 Quarter 4 Total
Output
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Page 2
1.03 Outcome Measure Statement and Measurement Methodology,
Outcome Measure Statement.
An. outcome measure statement is an overarching measurable goal CORPORATION
sets for a program. It describes the higher level measurable impact or benefit
experienced by a client as a result of participating in CORPORATION's activity(ies).
Each outcome statement must end with "as measured by ." CORPORATION will
fill in the blank, in order to explain how it intends to measure each outcome.
Examples:
Outcome Measure #1: 35% of clients will find affordable housing as measured by
corporation tracking the number of housing placements.
Outcome Measure #2: 50% of clients will advance to the next swim level as measured
by the American Red Cross guidelines.
Outcome Measure #3: 40% of clients will learn job readiness skills and knowledge
that will better prepare them for competing in the job market as measured by pre and
post surveys.
Measurement Methodology.
To assess the effectiveness of the program, a comprehensive outcome measurement
process must be implemented to assess whether or not output and outcome measures
were actually met.
Examples:
Measurement Methodology #1: Corporation shall maintain sign in sheets and intake
forms to collect output data on total clients served. The number of clients who were
placed in affordable housing units will be divided by the total number of clients served
by the program in order to get the actual percentage housed.
Measurement Methodology #2: Corporation shall maintain daily attendance rosters
and intake forms to collect output data on total clients served. Using the American Red
Cross guidelines, clients' swim level will be assessed on the first day to determine
baseline. Clients will receive the appropriate swim lessons and, at the appropriate
time, will be reassessed to determine if the client will advance to the .next swim level.
The total number of clients advancing to the next level will be divided by the total
number of clients served to get the percentage advancing to the next level.
Measurement Methodology #3: Corporation shall maintain intake forms to collect
output data on total clients served. A pre survey will be given to each client to assess
knowledge and skills at intake. A post survey will be administered to each client at the
appropriate time to assess if client feels better prepared to compete in the job market
as a result of the knowledge and skills gained. The total number of clients who
reported feeling better prepared to compete for a job will be divided by the total number
of clients served to get the actual percentage increase.
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Page 3
CORPORATION must list the outcome measure(s) proposed. For each outcome
measure listed, CORPORATION must provide the measurement methodology (data
collection and evaluation methods) to be implemented. The Quarter 2 and Quarter 4
outcome goals must be listed as a percentage ( %) and each represents two quarters.
Outcome
85% of clients will report increased awareness about options
Measure #1:
available to resolve housing disputes through Information and
Measurement
referral or dispute resolution services as measured by oral
Methodology:
surveys.
Measurement
Oral surveys assess client satisfaction and are applied by staff
Methodology:
at the conclusion of a call, The results are recorded in the call
log. To determine outcome compliance the number of callers
reporting increased awareness are divided by the total number
Quarter 2
of callers.
Quarter 4
111211211111 11 Quarter 2
85%
Quarter 4
$5%
Outcome Goal:
Outcome
25 % of opened cases will be resolved with conciliated or
Measure #2:
mediated agreements as measured by case outcomes.
Measurement
Case notes and outcomes are entered into the case
Methodology:
management database. The database provides a report on
dispositions and outcomes, which include conciliation and
mediation. To determine outcome compliance, the staff divide
the number of cases resolved through mediation and conciliation
by the number of cases opened.
Quarter 2
Quarter 4
Outcome Goal:
25%
25%
Outcome Goal:
1.04 CORPORATION must describe outreach efforts employed, and to be
employed, to reach out to all persons without regard to race, color, religion., national
origin, sex, disability, sexual orientation, gender identity, or familial status.
Documentation of these efforts must be submitted along with the second and fourth
quarterly performance reports.
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EXHIBIT C
CITY OF GILROY
BUDGET
Page 1
Agency Name: PROJECT SENTINEL
Program Name: Landlord/Tenant Counseling & Dispute Resolution
PROGRAM BUDGET SUMMARY (July 'I -- June 30) Provide City of Gilroy grant income and expense information for services
to Gilroy residents only, provided solely through this grant.
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Total
.Annual
Jul. -
Sept.
Oct. -
Dec.
Jan. -
Mar.
Apr. - Jun
INCOME - Gilroy Grant
$26,000
6500
6500
6500
6500
Expenditures — Gilroy Grant
Total Annual
Jul. - Sept.
Oct. - Dec.
Jan. - Mar.
Apr. - June
Salaries
18500
4625
4625
4625
4625
Fringe Benefits
3708
927
927
927
927
Supplies
Communications
Printing and Advertising
Travel
Occupancy
Utilities
Insurance
Equipment/ Equipment Rental
Audit /Legal /Professional Services (for
CDBC /HTF portion only)
Direct Services (Specify if funding is for
specific service such as meal, ride):
Contractual Services, specify
Other, specify (i.e, participant incentives,
fingerprinting costs, etc.)
3792
948
948
948
948
Total Gilroy Grant Expenditures
$26,000
6500
6500
6500
6500
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Attachment to Exhibit C
Direct Cost Plan
Agency Name: PROJECT SENTINEL
Program Name: Landlord /Tenant Counseling & Dispute Resolution
Direct costs are those that can be identified specifically with a funding source.
Only allowable costs in accordance with 2 CFR Part 200 are billable to the Gilroy grant.
Page 2
For each line item cost listed on Exhibit B, describe the methods and procedures used by your
agency to bill this grants costs to the City of Gilroy.
Provide Cost Center /Grant Code used to track grant revenue and expenditures: Funding
source code Gilroy TLL 504
2018 -19 grant
Describe methodology used to arrive at cost billed
Comments
budget line item.
Salaries
Based on employee time spent on grant related
activities
Benefits are charged proportionally based on time
spent on grant related activities
Fringe Benefits
Other: Indirect
The HUD approved Indirect Cost rate of 20.5% of
Cost Rate 20.5%
salaries and wages will be charged each Quarter based
on the amount of hours billed to contract.
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EXHIBIT D
CITY OF GILROY
PAYMENTS TO CORPORATION
Page 1
1.01 Payments to CORPORATION. CITY agrees to pay CORPORATION for the
performance of the services, work, and duties, subject to.and performed in connection
with this Agreement, a sum of money not to exceed the amount set forth in this
Agreement. Such sum shall be paid by CITY to CORPORATION on a reimbursement
basis for services actually performed by CORPORATION and for eligible costs actually
incurred by and paid by CORPORATION, pursuant to this Agreement, for the cost
categories appearing in this section. No sum shall be paid until CITY receives a
statement or statements in a form approved by CITY and specifying in detail the
services performed by, and the costs incurred by and paid by CORPORATION- during
the period for which payment is requested.
Payment to CORPORATION will be made within thirty (30) calendar days of
receipt by CITY of all such required statements and supporting documents, including
but not limited to, paid invoices, provided that the items on such statements and
supporting data for which payment is requested can properly be paid under this
Agreement, HUD regulations 2 CFR Part 200 applicable to the program, and the CITY -
HUD Grant Agreement, as the same may from time to time be amended. In making
such determination, CITY may rely upon the certification by CORPORATION that the
items appearing on said statement and supporting data are eligible items for payment
under this program and Agreement, and such determination by CITY shall in no-way
constitute a waiver by CITY of its right to recover from CORPORATION the amount of
any money paid to CORPORATION on any item which is not eligible for payment under
the program and this Agreement.
The total amount of such payments to be made to CORPORATION shall be
distributed quarterly during- the course of the PROGRAM. Any amendments to a fine
item in the approved budget must receive prior approval from the CITY. Requests for
funds must identify the corresponding budget line item and include a certification that
the CORPORATION's financial management system complies with the standards in 2
CE =R. Part 200.
Personnel: Total eligible payments made to CORPORATION's employees for time
actually worked for all positions listed in EXHIBIT A, entitled "Scope of Services ". The
personnel expenses section of the Quarterly Grant Reimbursement Request should
include only fringe benefits and salary actually paid to employees during the month
being reported. Salary accrued or earned but not paid out during the month should not
be listed. The exception to this is the final pay period of ,tune; because salary earned
during this last pay period will likely be paid out in July (of the following program year),
this accrued salary may be included on the 4th quarter Quarterly Grant Reimbursement
Request.
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Page 2
Supplies: Eligible costs for consumable commodities which have a useful life of one
(1) year or less, or which cost less than Three Hundred Dollars ($300) and which render
services essential to the operation of the PROGRAM.
Communications: Eligible costs for telephone, telegraph, postage, and other
communication costs that are essential to the operation of the PROGRAM.
Printing and Advertising: Eligible costs for printing and duplicating services,
newspaper print by contract; and newspaper advertising which is essential to the
operation of the PROGRAM.
Utilities: Eligible costs incurred for water, gas, electric, garbage and trash collection,
and similar expenses.
Occupancy: Eligible costs for building space used in connection with the PROGRAM,
including rent, maintenance and janitorial services when included in the lease, not
including fixtures, furniture, equipment or utilities. Compensation for use of buildings
may be made through use allowances or depreciation as permitted by Z CFR Part 200.
Equipment IRental: Eligible costs for rental of equipment defined as tangible property
other than land and buildings, or building improvements.
Travel (Loci Allowable reimbursement to employees for actual automobile mileage,
transportation, and all necessary and ordinary travel expenses while on official
PROGRAM business within Santa Clara County.
Travel (Other): Allowable reimbursement to employees for actual automobile mileage,
transportation, and all necessary and ordinary travel expenses while on official
PROGRAM business outside of Santa Clara County. All out-of-state travel must be
approved by CITY prior to any expenditure for such travel.
Contractual Services: Eligible payments for contractual expert services of a
professional., scientific, or technical nature, as well as eligible payments made to
CORPORATION for performing construction work or any other services which the
PROGRAM does not have the capability of performing itself. Contracts or subcontracts
are to be developed in conformance with the Procurement Standards in 2 CFR Part
200, and 24 CFR Part 570.502.
Fringe Benefits: Eligible payroll - related costs of health insurance, retirement fund
contributions, FICA, and other payments made on behalf of the employee.
Insurance: Eligible costs of insurance and other related services.
Equipment: Eligible payments for the purchase of equipment which is defined as
tangible property having a useful life of more than one (1) year, the unit cost of which is
Three Hundred Dollars ($300) or more. All equipment purchases require prior CITY
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Page 3 '
approval and maintenance of an equipment inventory, a copy of which must be
submitted to CITY upon purchase of equipment.
Audit: Eligible payments to an independent Auditor to perform an audit in accordance
with 2 CFR Part 200, if required.
"Eligible," as used in this Agreement, means those costs, payments, and disbursements
for activities for which housing and community development grant moneys may be used
pursuant to 24 CFR Part 570, Section 570.201 of the Federal Rules and Regulations for
the Implementation of Title I of the Housing and Community Development Acts of 1974
and 1977, as amended, (24 CFR 570) and all other applicable rules and regulations.
1.02 Reallocating of PROGRAM Funds. On a quarterly basis, CITY shall review the
expenditures if any, for services performed and costs incurred by CORPORATION
provided in this Exhibit. If such review reveals that the quarterly expenditures in any
such quarter for the PROGRAM as a whole or any cost category thereof, is below the
total amount allocated under this Agreement for the total PROGRAM or cost category
thereof for such quarter, CITY may reallocate the amount of such under spending. In
the case of under spending in a cost category, CITY may reallocate unspent amount
into another cost category of the PROGRAM. In the case of under spending in the
PROGRAM as a whole, CITY may reallocate unspent amount to another community
development PROGRAM. CITY shall, before reallocating, give CORPORATION ten
(10) days' written notice of its intention to reallocate funds. Such notice shall include a
copy of CITY's quarterly expenditure review for the PROGRAM and statement of its
reasons for such reallocation. CITY shall make its final determination with respect to
reallocation only after CORPORATION has been given an opportunity to present its
views and recommendations with respect to . such contemplated reallocation. In no
event, however, shall CITY be bound to accept - CORPORATION's views or
recommendations with respect to such contemplated recycling, If the expenditures by
CORPORATION in any month, for the PROGRAM or any cost category thereof, exceed
the total amount allocated to the PROGRAM or any cost category thereof, CITY may
terminate non salary expenditures for the PROGRAM for such period of time as is
necessary to bring expenditures into conformance with this Agreement.
The Housing and Community Development Grant Coordinator, may at the request of
CORPORATION approve reallocation of funds from any cost category or categories to
any other cost category or categories at any time provided that: (1) there is no increase
in the total amount specified in this Agreement, and (2), the goals and objectives set
forth in EXHIBIT ' B are not negatively affected. Approval by the Housing and
Community Development Grant Coordinator of such reallocation of funds must be in
writing. Any unexpended funds at the end of the term of the Agreement shall be
retained by the CITY. Expenses incurred prior to July 1, 2017 are not eligible for
reimbursement under this Agreement.
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EXHIBIT E
CITY OF GILROY
GENERAL BLOCK GRANT CONDITIONS
SECTION 1, GENERAL GRANT CONDITIONS.
1.01 Definitions. As used herein, "HUD" means United States Department of
Housing and Urban Development. "PROGRAM Area" for the purposes of this
EXHIBIT E means the City of Gilroy.
1.02 Compliance with Applicable Federal Regulations. CORPORATION
shall comply with the provisions of 24 CFR 670, Subpart J and K, describing
other program requirements, and the provisions of 2 CFR Part 200, relating to
the uniform administrative requirements in the acceptance and use of Federal
funds.
1.03 Applicable Federal Civil Rights Laws and Executive Orders. In
providing the services and work set forth in this Agreement, CORPORATION will
carry out its work in a manner that will permit full compliance by CITY and strict
adherence by CORPORATION with the following:
a. Title VI of the Civil Rights Act of 1964, which provides that no person shall,
on the grounds of race, color, or national origin, be excluded from
participation in, be denied the benefits of, or be subjected to discrimination
under any program or activity receiving federal financial assistance; and
b. The Housing and Community Development Acts of 1974 and 1977, as
amended, which provide that no person in the United States shall 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
with funds made available pursuant to said acts; and
C. Title VIII of the Civil Rights Act of 1968 (The Fair Housing Act) which
prohibits discrimination in the sale, rental,. and financing of housing and
the provision of brokerage services because of race, color,, religion, sex,
sexual orientation, actual or perceived gender identity, national origin,
handicap, or familial status; and
d. Executive Order 11063, as amended by Executive Order 12259, which
provides for equal opportunity in housing and related facilities provided by
federal financial assistance. This order and its implementing regulations
require the Department of Housing and Urban Development to take all
actions necessary to prevent discrimination because of race, color,
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religion, sex, or national origin in the use, occupancy, sale, leasing, rental
or other disposition of residential property assisted with Federal loans,
advances, grants or contributions; and
e. Executive Order 11246, (as amended by Executive Orders 11375 and
12086 and further amendments) Equal Opportunity Under HUD Contracts
and HUD - assisted Construction Contracts, which requires that
CORPORATION's and subrecipients, and their subcontractor, agree not to
discriminate against any employee or applicant for employment because
of race, color, creed, religion, sex, sexual orientation, actual or perceived
gender identity, or national origin; and
f, Section 3 of the Housing and Community Development Act of 1968
Pertaining to Employment Opportunities for Lower- Income Persons (12
U.S.C. 1701u), requires that, to the greatest extent feasible on
PROGRAMs financed by HUD, a subrecipient must:
1. provide opportunities for training and employment arising in
connection with a housing rehabilitation (including reduction and
abatement of lead -based paint hazards), housing construction,
or other public construction PROGRAM, are given to persons
with household income that is at or below 8.0 % of the median
income for Gilroy as defined by the Secretary of HUD residing
within the Gilroy metropolitan area. Where feasible, priority
should be given to residents within the service area of the
PROGRAM or the neighborhood in which the PROGRAM is
located who have household income that is at or below 80% of
the median income for Gilroy as defined by the Secretary of
HUD, and to participants of other HUD programs who have
household income that is at or below 80% of the median income
for the Gilroy area; and
2. award contracts for work undertaken in connection with housing
rehabilitation (including reduction and abatement of lead -based
paint hazards), housing construction, or other public
construction PROGRAM to business concerns that provide
economic opportunities for persons residing within the
metropolitan area in which the CDBG- funded PROGRAM is
located and have household income that is at or below 80% of
the median income for Gilroy as defined by the Secretary of
HUD. Where feasible, priority ' should be given to business
concerns that provide economic opportunities to residents within
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the service area or the neighborhood in which the PROGRAM is
located who have household income that is at or below 80% of
the median income for Gilroy as defined by the Secretary of
HUD, and to participants in other HUD programs who have
household income that is at or below 80% of the median income
for that area; and
3, self- certify whether they are a Section 3 business, employ
Section 3 residents, or subcontracts with businesses that
provide opportunities to low- income persons when an award. of
$200,000 or more of HUD funding is provided for housing
rehabilitation, housing construction, or other public construction
PROGRAMs, and/or $100,000 or more to subcontractors; and
4. at a minimum, provide documentation on federal compliance,
reporting and outreach efforts; and
g. Section 504 of the Rehabilitation Act of 1973 (Pub. L. 93 -112), as
amended, and implementing regulations when published which specify
that no otherwise qualified individual shall, solely by reason of his or her
handicap, be excluded from participation (including employment), denied
program benefits, or subjected to discrimination under any program or
activity receiving federal assistance; and
h. The Age Discrimination Act of 1975 (Pub. L. 94 -135), as amended, and
implementing regulations when published for effect which provides that no
person shall be excluded from participation, denied program benefits, or
subjected to discrimination on the basis of age under any program or
activity receiving federal assistance; and
The requirements relating to Minority -Owned and Women -Owned
Business Enterprises set forth in Executive Order No. 11625 of October
13, 1971, 36 Fed. Reg. 19967, as amended by Executive Order No.
12007 of August 22, 1977, 42 Fed. Reg. 42839; and Executive Order No.
12432 of July 14, 1983, 48 Fed. Reg., 32551; and Executive Order No.
12138 of May 18, 1979, 44 Fed. Reg. 29637, a subrecipient must exercise
affirmative outreach efforts when soliciting bids for service or construction
when the Federal funds received by the subrecipient or subcontractor
exceeds $10,000 and when the subrecipient or subcontractor is a for - profit
organization/ business; and
The Uniform Federal Accessibility Standards set forth in 24 CFR, Part 40,
Appendix A; and
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k. Americans with Disabilities Act of 1990 (ADA), which prohibits
discrimination on the basis of disability-in employment and in public
accommodations and commercial facilities and defines the range of
conditions that qualify as disabilities, and the reasonable accommodations
that must be made to assure equality of opportunity, full participation,
independent living, and economic self- sufficiency for persons with
disabilities. It further provides. that discrimination includes a failure to
design. and construct facilities for first occupancy no later than January 26,
1993, that are readily accessible to and usable by individuals with
disabilities. Further the ADA requires the removal of architectural barriers
and communication barriers that are structural in nature in existing
facilities where such removal is readily achievable — that is easily
accomplishable and able to be carried out without much difficulty or
expense; and
The provisions of 24 CFR Part 24, relating to the employment,
engagement -of services, awarding of contracts, or funding of any
CORPORATION or sub during any period of debarment, suspension or
placement in ineligibility status; and
M. Section 104(b) of Title I of the Housing and Community Development Act
of 1974, as amended (42 U.S.C. 5301 et. seq.) This law provides that any
grant under section 106 shall be made only if the CORPORATION
certifies to the satisfaction of the Secretary of HUD that the
CORPORATION will, among other things, affirmatively further fair
housing; and
n. Section 1.09 of Title I of the Housing and Community Development Act of
1974, as amended (42 U.S.C. 5301 et seq., particularly 42 U.S.C. 6101
ets. seq.., and 29 U.S.C. 794) and further amendments, which mandates
that no person on the grounds of race, color, national origin, sex, sexual
orientation, actual or perceived gender identity, age or religion shall be
excluded from participation, denied the benefits of, or otherwise be subject
to discrimination under any activity funded in whole or part with CDBG
funds; and
o. Architectural Barriers Act.of 1968 requires that federally funded buildings
and other facilities, as defined in 24 CFR 40.2 and 40 CFR 101 - 19.602(2),
to be designed, constructed, or altered in accordance with standards that
ensure accessibility to, and use by, physically handicapped people.
1.04 Relocation and Real Property Acquisition. CORPORATION shall
comply with (a) the Uniform Relocation Assistance and Real Property Acquisition
Policies Act of 1970, as amended (URA) and 24 CFR 570.606(b); and (b) the
requirements of 24 CFR 570.606(c) governing the Residential Antidisplacement
and Relocation Assistance Plan (Plan) under section 104(d) of the HCD Act.
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Under the URA and the Plan, the subrecipient must provide relocation assistance
to persons (families, individuals, businesses, non - profit organizations and farms)
that are displaced as a direct result of acquisition, rehabilitation, demolition or
conversion for a CDBG- assisted PROGRAM. All property occupants must be
issued certain notices on a timely basis. The Plan also required the one - for -one
replacement of any occupied or vacant occupiable low /moderate- income housing
that is demolished or converted to another use in connection with a CDBG-
assisted PROGRAM. Finally, the Plan requires the identification of the steps that
will be taken to minimize displacement,
1.05 Political Reform Act. CORPORATION shall comply with the applicable
provisions of the Political Reform Act of 1974, as amended, relating to conflicts of
interest (codified at California Government Code Section 87000, et se q.)
CORPORATION will promptly advise CITY of the facts and circumstances
concerning any disclosure made to it or any information obtained by it relating to
conflicts of interest.
1.06 Flood Disaster Protection. Notwithstanding any other provision of this
Agreement, CORPORATION shall comply with the Flood Disaster Protection Act
of 1973, as amended (P.L. 93 -234), and the standards issued thereto. No
portion of the moneys to be paid to CORPORATION pursuant to this Agreement
shall be used for acquisition or construction purposes as defined under Section
3(a) of said Act, for use in an area identified by the Secretary of HUD as having
special flood hazards which is located in an area not in compliance with the
requirements for participation in the National Flood Insurance Program pursuant
to Section 201(d) of said Act; and the use of any of said moneys for such
acquisition or construction in such identified areas in communities then
participating in the National Flood Insurance Program shall be subject to the
mandatory purchase of flood insurance requirements of Section 102(a) of said
Act.
Any contract or agreement for the sale, lease or other transfer of land acquired,
cleared or improved with assistance provided under this Agreement shall contain,
if such land is located in an area identified by the Secretary of HUD as having
special flood hazards and in which the sale of flood insurance has been made
available under the National Flood Insurance Act of 1968, as amended, 42
U.S.C. 4001, et se ., provisions obligating the transferee and its successors or
assigns to obtain and maintain, during the ownership of such land, such flood
insurance as required with respect to financial assistance for acquisition or
construction purposes under Section 102(x) of the Flood Disaster Protection Act
of 1973, as amended. Such provisions shall be required notwithstanding the fact
that the construction on such land is not itself funded with assistance' provided
under this Agreement.
1.07 Equal EmRloyment Opportunity. In providing the work and services
herein specified, CORPORATION shall not discriminate against any employee or
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applicant for employment because of race, color, religion, sex, or national origin.
CORPORATION shall take action to ensure that applicants for employment are
employed, and that employees are treated during employment, without regard to
their race, color, religion, sex, sexual orientation, actual or perceived gender
identity, or national origin. Such action shall include, but not be limited to, the
following: employment, upgrading, demotion or transfer; recruitment or
recruitment advertising; layoff or termination; rates of pay or other forms of
compensation; and selection for training, including apprenticeship.
CORPORATION shall post in conspicuous places, available to employees and
applicants for employment, notices to be provided by the Federal Government or
the CITY setting forth the provisions of this nondiscrimination clause.
CORPORATION shall state that all qualified applicants will receive. consideration
for employment without regard to race, color, religion, sex, sexual orientation,
actual or perceived gender identity, or national origin. CORPORATION shall
incorporate the foregoing requirements of this paragraph 1.07 in all of its
contracts for program work, and will require all of its contractors.for such work to
incorporate such requirements in all subcontracts for program work.
1.08 Prohibition of and Elimination of Lead -Based Paint Hazard.
Notwithstanding any other provision, CORPORATION agrees to comply with the
regulations issued by the Secretary of HUD set forth in 24 CFR 570.808 and all
applicable rules and orders issued thereunder which prohibit the use of lead -
based paint in residential structures undergoing federally assisted construction or
rehabilitation and require the elimination of lead -based paint hazards. Every
contract or subcontract, including painting, pursuant to which. such federally
assisted construction or rehabilitation is performed, shall include appropriate
provisions prohibiting the use of lead -based paint.
1.09 Compliance with Clean Air and Water Acts. This Agreement is subject
to 42 U.S.C. 1857, et se q., and 33 U.S.C. 1.251 et seg., and the regulations
issued pursuant thereto. Therefore, CORPORATION agrees as follows:
a. CORPORATION stipulates that. any facility to - be utilized in the
performance of any nonexempt contract or subcontract is not listed on the
List of Violating Facilities issued by the Environmental Protection Agency
(EPA) pursuant to 40 CFR 1 5.20;
b. CORPORATION agrees to comply with all the requirements of Section
114 of the Clean Air Act, as amended, (42 U.S.C.- 1857c-8) and Section
308 of the Federal Water Pollution Control Act, as.amended, (33 U.S.C.
1318) relating to inspection, monitoring, entry, reports, and information, as
well as all other requirements specified in said Sections 114 and 308, and
all regulations and guidelines issued thereunder;
C. CORPORATION stipulates that as a condition for the award of the
contract prompt notice will be given of any notification received from the
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Director, Office of Federal Activities, EPA, indicating that a facility utilized
or to be utilized for the contract is under consideration to be listed on the
EPA List of Violating Facilities;
d. CORPORATION agrees that criteria and requirements in subparagraphs
(a) through (d) of this section 1.09 will be included in every non - exempt
subcontract and CORPORATION shall tape such action as the CITY or
HUD requires as a means of enforcing such provisions.
In no event shall any amount of the assistance provided under this Agreement be
utilized with respect to a facility which has given rise to a conviction under
Section 113(c)(1) of the Clean Air Act or Section 309(c) of the Federal Water
Pollution Control Act.
1.10 Federal Labor Standards Provisions. Except with respect to the
rehabilitation of residential property designed for residential use for less than
eight (8) families, CORPORATION and all CORPORATIONS engaged under
contracts in excess of Two Thousand Dollars ($2,000) for the construction,
completion or repair of any building or work financed in whole or in part with
assistance provided under this Agreement, shall comply with HUD requirements
pertaining to such contracts and the applicable requirements of the regulations of
the Department of Labor under 29 CFR Parts 3, 5 and 5a, governing the
payment of wages and the ratio of apprentices and trainees to journeymen;
provided, that if wage rates higher than those required under such regulations
are imposed by state or local law, nothing hereunder is intended to relieve
CORPORATION of its obligation, if any, to require payment of the higher rates.
CORPORATION shall cause or require to be inserted in full, in all such contracts
subject to such regulations, provisions meeting the requirements -of 29 CFR 5.5
and for such contracts in excess,of Twenty Five Thousand Dollars ($25,000), 29
CFR 5a.3.
CORPORATION shall not award any contract or subcontract which is otherwise
in compliance with this Agreement to any person or subcontractor who is at the
time ineligible under the provisions of any applicable regulations of the
Department of Labor to receive an award of such contract.
1.11 Nondiscrimination under Title VI of the Civil Rights Act of 1964.
CORPORATION under this Agreement shall be subject to the requirements of
Title VI of the Civil Rights Act of 1964 (P.L. 88 -352) and HUD regulations with
respect thereto including the regulations under 24 CFR Part 1. In the sale, lease
or other transfer of land acquired, cleared or improved with assistance provided
under this Agreement, CORPORATION shall cause or require a covenant
running with the land to be inserted in the deed or lease for such transfer,
prohibiting discrimination upon the basis of race, color, religion, sex, sexual
orientation, actual or perceived gender identity, or national origin, in the sale,
lease or rental, or in the use of occupancy of such land or any improvements
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erected or to be erected thereon, and providing that CORPORATION and the
United States . are beneficiaries of and entitled to enforce such covenant.
CORPORATION, in providing the services and work it is to provide, pursuant to
this Agreement, agrees to take such measures as are necessary to enforce such
covenant and will not itself so discriminate.
1.12 Interest of Certain Federal Officials. No member of, or Delegate to, the
Congress of the United States, and no Resident Commissioner, shall be admitted
to any share or part of this Agreement or to any benefit arising from same.
1.13 Conflict of Interest. Under 24 CFR Part 570.66, no officer, employee or
agent of CITY'or CORPORATION who exercises any functions or responsibilities
with respect to the CDBG Program or to the services and work to be performed
by CORPORATION pursuant to this Agreement, during such officer's,
employee's or agent's tenure or for one (1) year thereafter, shall have any
interest, direct or indirect, in this Agreement or the proceeds thereof.
CORPORATION shall incorporate or cause to be incorporated in every contract
required to be in writing a provision prohibiting such interest pursuant to the
purposes of this section.
1.14 Prohibition against Payments of Bonuses or Commissions. The
assistance provided under this Agreement shall not be used in the payment of
any bonus or commission for the purpose of obtaining HUD approval of the
application for such assistance, or HUD approval of applications for additional
assistance, or any other approval or concurrence of HUD required under this
Agreement, Title I of the Housing and Community Development Acts of 1974 or
1977, or HUD regulations with respect thereto; provided, however, that
reasonable fees or bona fide technical, consultant, managerial or other such
services, other than actual solicitation, are not hereby prohibited if otherwise
eligible as program costs.
1.15 Copyrights. If this Agreement results in a book or other copyrightable
material, the author is free to copyright the work, but HUD reserves a royalty-
free, nonexclusive and irrevocable license to reproduce, publish, or otherwise
use, and to authorize others to use, all copyrighted material and all material
which can be copyrighted.
1.16 Patents. Any discovery or invention arising out of or developed in the
course of work aided by this Agreement shall be promptly and fully reported to
CITY and HUD for determination by HUD as to whether patent protection on
such invention or discovery will be sought and how the rights in the invention or
discovery, including the rights under any patent issued thereon, shall be
disposed of and administered, in order to protect the public interest.
1.17 Political Activity.
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a. Partisan Activity Prohibited. No funds provided in this Agreement shall
be used for any partisan political activity or to further the election or defeat
of any candidate for public office; nor shall they be used to provide
services, or for the employment or assignment of personnel in a manner
supporting or resulting in the identification of programs conducted
pursuant to this Agreement with the following: (1) any partisan or
nonpartisan political activity or any other political activity associated with a
candidate, or contending faction or group, in an election for public or party
office; (2) any activity to provide voters or prospective voters with
transportation to the polls or similar assistance in connection with any
such election; or (3) any voter registration activity.
Participants employed in the administration of the CDBG Plan and/or
Program, and participants whose principal employment is in connection
with an activity financed by the CDBG Program or its proceeds are subject
to limitation on political activities under the Hatch Act (5 U.S.C. 1502(a),
18 U.S.C. 595). All participants may take part in non - partisan activities
outside working hours.
b. Lobbying Prohibited.
1. No federal appropriated funds have been paid or will be paid,
by or on behalf of the CORPORATION, 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, and the
extension, continuation, renewal, amendment, or modification
of any federal contract, grant, loan, or cooperative agreement.
2. If any funds other than federal 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 contract, grant, loan, or cooperative agreement, the
CORPORATION shall complete and submit Standard Form
LLL, "Disclosure Form to Report Lobbying," in accordance with
its instructions.
3. The CORPORATION shall require that the language of this
certification be included in the award documents for all sub
awards at all tiers (including subcontracts, subgrants, and
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contracts under grants, loans, and cooperative agreements)
and that all subrecipients shall certify and disclose
accordingly.
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 imposed by Section
1352, Title 31, U.S. 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.
1.18 Guidelines on Church- Related Activities.
a. Construction or Rehabilitation of Facilities. Block grant fund recipients
shall not use any funds to construct, rehabilitate, maintain, or restore
religious structures (including those which may be historic properties)
currently used for religious purposes. Block grant funds shall not be used
to construct, rehabilitate, maintain, or restore structures or other real
property owned by "pervasively sectarian" organizations. Block grant
funds shall not be used to assist a religious organization in .acquiring
property. These prohibitions apply whether or not the property is used for
religious services or instruction or is used in any other way for religious
activities.
b. Public Services. Block grant funds may be used for the provision of
public services under the following conditions:
The public services provided are exclusively non - religious in
nature and scope:
2. There are no religious services, proselytizing, instruction, or
any other religious influences in connection with the public
services;
3. There is no religious discrimination in terms of employment or
benefits under the public services; and
4. The CDBG funds may be used only for the provision of public
services and not for the construction, rehabilitation or
restoration of any facility owned by the religious organization
where the services are to be provided. A narrow exception to
this prohibition is that minor repairs may be made where such
repairs (a) are directly related to the public services, (b) are
located in a structure used exclusively for non - religious
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purposes, and (c) constitute in dollar terms a minor portion of
the CDBG expenditure for the public services.
1.19 Resident Aliens. -(24 CFR 570.613) Certain newly legalized aliens, as
described in 24 CFR Part 49, are not eligible to apply for the benefits under
covered activities funded by the CDBG Program. "Covered activities" are
activities meeting the requirements of 24 CFR 570.208(a) that either (1) have
income eligibility requirements limiting benefits exclusively to low- and moderate -
income persons, or (2) -are targeted geographically or otherwise to primarily
benefit low- and moderate income persons (except for activities that benefit the
public at large), and provide benefits on the basis of an application.
1.20 Environmental Requirements. (24 CFR 470.604) CORPORATION is
not allowed to incur program expenses until the CITY has performed an
environmental review of the proposed activities, received the release of funds,
and provided the CORPORATION with formal clearance to initiate them, along
with directives for any action necessary to mitigate negative environmental
impacts (24 CFR Part 58).
1.21 Historic Preservations CORPORATION shall not violate provisions of
the Historic Preservation Act and related laws and Executive Orders. Before any
commitments . are made to make any physical improvements or alterations or
demolition of any building, CORPORATION shall receive assurances from the
CITY that the CORPORATION is in compliance.
1.22 If CORPORATION receives state or CITY funds, CORPORATION shall, in
the use of those state or CITY funds adhere to the applicable federal laws,
regulations, policies, guidelines or requirements, herein specified, only insofar as
adherence thereto would not be prohibited by valid CITY or state laws,
regulations, policies, guidelines or requirements.
SECTION 2. FINANCIAL OBLIGATIONS OF CORPORATION
2.01 Fiscal Responsibilities of CORPORATION.
CORPORATION shall:
a. Appoint and submit to CITY, the name of a fiscal agent who shall be
responsible for the financial ' and accounting activities of the
CORPORATION, including the receipt and disbursement of
CORPORATION funds.
b. Establish and maintain a system of accounts that shall be in conformance
with generally accepted principles of accounting for budgeted funds. Such
system of accounts shall be subject to review and approval of CITY,
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c. Document all costs by maintaining complete and accurate records of all
financial transactions, including but not limited to contracts, invoices, time
cards, cash receipts, vouchers, cancelled checks, bank statements and/or
other official documentation evidencing in proper detail the nature and
propriety of all charges.
d. . Submit to the CITY, within ten (10) days-of the end of the preceding month,
requests for reimbursement, together with documentation required by CITY.
During quarter 4, submit within seven (7) days of the end of the preceding
month.
e. Certify insurability subject to CITY approval as outlined in EXHIBIT G
entitled "INDEMNIFICATION AND INSURANCE REQUIREMENTS".
f. Submit to HUD or CITY at such times and in such forms as HUD or CITY
may require, such statements, records, reports, data, and information
pertaining to matters covered by this Agreement.
g. Comply with 2 CFR Part 200 and adhere to the accounting principles and
procedures required therein, utilize adequate internal controls, and maintain
necessary source documentation for all costs incurred.
h. Administer all programs in conformance with 2 CFR Part 200. These
principles shall be applied for all costs incurred whether charged in a direct
or indirect basis.
If indirect costs are charged, the CORPORATION will develop an indirect
cost allocation plan for determining the appropriate CORPORATION's share
of administrative costs and shall submit such plan to the CITY for approval.
2.02 Records, Reports and Audits of CORPORATION.
a. Establishment and Maintenance of Records. CORPORATION shall
maintain records, including but not limited to, books, financial records,
supporting documents, statistical records, personnel, property; and all other
pertinent records sufficient to reflect properly:
All direct and indirect costs of whatever nature claimed to have been
incurred and anticipated to be incurred to perform this Agreement,
and
2. All other matters covered by this Agreement. Such records shall be
maintained in accordance with requirements now or hereafter
prescribed by the CITY.
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b. Preservation of Records. CORPORATION shall preserve and make
available Its records:
1. for a period of four (4) years from the date of submission of the
Consolidated Annual Performance and Evaluation Report (CAPER)
in which the specific activity is reported for the last time; or,
2. for such longer period, if any, as may be required by applicable law;
or,
3. if this Agreement is completely or partially terminated, for a period of
four (4) years from the date of any resulting final settlement.
C. Records to be Maintained. The subrecipient shall maintain all records
required by the federal regulations specified in 24 CFR 570.506 that are
pertinent to the activities to be funded under this Agreement. Such records
shall include but not be limited to:
1. Records providing a full description of each activity undertaken;
2. Records demonstrating that each activity undertaken meets one of
the National Objectives of the CDBG Program;
3. Records required to determine the eligibility of activities;
4. Records required to document the acquisition, improvement, use or
disposition of real property acquired or improved with CDBG
assistance;
5. Records documenting compliance with the fair housing and equal
opportunity components of the CDBG Program;
6. Financial records as required by 24 CFR 570.502 and 2 CFR Part
200; and
7. Other records necessary to document compliance with Subpart K of
24 CFR Part 570.
d. Examination of Records, At any time during normal business
hours, and as often as may be deemed necessary, CORPORATION
agrees that HUD and /or CITY, and /or any of their respective authorized
representatives shall:
1. for a period of four (4) years from the date of submission of the
Consolidated Annual Performance and Evaluation Report (CAPER)
in which the specific activity. is reported for the last time; or,
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2. for such longer period as may be required by applicable law; or,
3. if this Agreement is completely or partially terminated, for a period of
four (4) years from date of any resulting settlement;
have access to and the right to examine its plants, offices, and
facilities engaged in performance of this Agreement and all its
records with respect to all matters covered by this Agreement.
CORPORATION also agrees that HUD and/or CITY, or any of their
respective authorized representatives shall have the right to audit,
examine, and make excerpts or transcripts of and from such records,
and to make audits of all contracts and subcontracts, invoices,
payrolls, records of personnel, conditions of employment, materials,
and all other data relating to matters covered by this Agreement.
Notwithstanding anything in this Agreement to the contrary for
monitoring purposes, CITY shall not require access to any
information of CORPORATION mutually determined by the parties
hereto to be proprietary.
e. Audits:
1. Independent Audits.
(a) Funds will be set aside in each agency's budget just for an
independent audit. A separate line item will be established.
(b) CORPORATION shall enter into an agreement with an
independent public accountant certified to practice in the State
of California no later than sixty (60) days before the end of this
Agreement calling for an audit to be done for the entire year.
The audit must be in conformance with the applicable funding
source.
(c) The audit must be completed and sent to CITY's Housing and
Community. Development staff within the later of 'one hundred
fifty (150) days of the end of this Agreement or ninety (90)
days after.the end of CORPORATION's fiscal year.
(d) Independent Audits. The independent fiscal audit shall
conform to generally accepted governmental auditing
principles and Office of Management and Budget 2 CFR Part
200." Such audits shall identify the funds received and
disbursed under this Agreement.
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(e) For CORPORATIONS that expend $750,000 or more of
Federal financial assistance in a fiscal year, in addition to
conducting normal financial audit procedures, the
CORPORATION's independent public accountant certified to
practice in the State of California shall perform tests to
ascertain that:
(I) Expenditures submitted for reimbursement are
allowable under 2 CFR Part 200;
(ii) Expenditures are in compliance with the grant
agreements between the CITY and CORPORATION;
and
(iii) Applicable laws and regulations. Further, the
independent public accountant certified to practice in
the State of California shall render an opinion as to
whether the Expenditures complied with the Single
Audit Act of 1984 and 2 CFR Part 200, Subpart F,
Appendix II (Contract Provisions for Non - Federal Entity
Contracts Under Federal Awards).
(iv) Funds may be set aside in CORPORATION's budget in
an amount equal to CITY's fair share of
CORPORATION's cost of Single Audit, if required, with
prior approval from the agency. The audit must include
the following components:
a. Balance Sheet or Statement of Financial Position;
b. Statement of Support, Revenue and Expenses and
Changes in Fund Balances or Statement Activities;
c. Statement of Functional Expenses;
d. Schedule of Expenditures of Federal Awards;
e. Independent Auditor's Report on the Financial
Statement and Schedule of Expenditures of
Federal Awards;
f. Auditor's Report on Internal Control over Financial
Reporting and on Compliance and Other Matters;
g. Auditor's Report on Compliance with Requirements
Applicable to Major Programs and on Internal
Control over Compliance;
h. Schedule of Findings and Questioned Costs;
I. Summary of Schedule of Prior Audit Findings;
j. Corrective Action Plan;
k. Data Collection Form;
I. Communication of Internal Control Related Matters
Identified in an Audit (Management Letter) from
Auditor (if one was issued)
1. CORPORATION shall also submit to the
agency a written management response to the
findings of the Internal Control Matters.
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(v) CORPORATIONS that are not required under the
Single Audit Act to submit reports in conformance with
the requirements of 2 CFR Part 200, Subpart F,
Appendix II (Contract Provisions for Non - Federal Entity
Contracts Under Federal Awards) shall submit an audit
performed in accordance with Generally Accepted
Auditing Standards and submit reports which conform
to Generally Accepted Accounting Principles and that
includes the following components:
a. Balance Sheet or Statement of Financial Position;
b. Statement of Support, Revenue, and Expenses
and Changes in Fund Balances or Statement
Activities;
c. Statement of Functional Expenses;
d. Statement of Auditor's Report;
e. Communication of Internal Control Related
Matters. Identified in an Audit (Management Letter)
from Auditor
1. CORPORATION shall also submit to the
agency a written management response to
the findings of the Internal Control Matters.
(f) For CORPORATIONS that expend more than $750,000 of
financial assistance in a fiscal year, the audit shall identify in a
Schedule of Governmental Financial Assistance, the gross
amounts of grants obtained by CORPORATION from all
governmental sources, the periods covered by the grants, and
the grant contract or identification number(s), if any, under
which funds were received and disbursed by CORPORATION
during the audited fiscal year. In addition, the Schedule of
- Governmental Financial Assistance shall show the amount
disbursed under each grant during the audited fiscal year,
including the amount received and disbursed under this
Agreement.
(g) CORPORATION's independent public accountant certified to
practice in the State of California shall perform reviews of
CORPORATION's internal . control systems and
CORPORATION's compliance with applicable 'laws,
regulations and requirements of this'Agreement.
(h) Should CORPORATION not enter into an agreement with an
independent public accountant certified to practice in the State
of California, or should an audit not be done on a timely basis,
CITY, at its sole discretion, may enter into an agreement with
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an independent public accountant certified to practice in the
State of California to perform the audit.
The independent public accountant shall be certified to practice in
the State of California and shall issue a report on the financial
statements and the Schedule of Governmental Financial Assistance,
a report on the study and evaluation of internal controls and a report
on CORPORATION compliance. The three reports may be bound
into a single report, or presented at the same time as separate
documents.
2. City Audits. CITY may perform an independent audit. Such audits
may cover' program as well as fiscal matters. CORPORATION will
be afforded an opportunity to respond to any audit findings and have
the responses included in the final audit report. Costs of such audits
will be borne by CITY,
3. Disallowed Costs. CORPORATION is liable for repayment of
disallowed costs as determined by CITY, in its sole discretion, and/or
HUD. Disallowed costs may be identified through audits, monitoring
or other sources. CORPORATION shall be afforded the opportunity
to respond to any adverse findings which may lead to disallowed
costs. DIRECTOR shall make the final determination of disallowed
costs, subject to provisions of 2 CFR Part 200 and applicable HUD
regulations.
SECTION 3. OTHER REQUIREMENTS OF CORPORATION
3.01 Client Data. The subrecipient shall maintain client data demonstrating
client eligibility for services provided. Such data shall include, but not be limited
to, client name, address, income level or other basis for determining eligibility,
and description of service provided. Such information shall be made available to
CORPORATION monitors or their designees for review upon request.
3.02 Disclosure. The subrecipient understands 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 CORPORATION's or
subrecipient's responsibilities with respect to services provided under this
Agreement, is prohibited unless written consent is obtained from such person
receiving service and, in the case of a minor, that of a responsible
parent/guardian.
3.03 Close -outs. The subrecipient's obligation to the CORPORATION shall not
end until all close -out requirements are completed pursuant to 24 CFR 570.509.
Activities during this close -out period shall include, but are not limited to: making
final payments, disposing of program assets (including the return of all. unused
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materials, equipment, unspent . cash advances, balances, and accounts
receivable to the CORPORATION), and determining the custodianship of
records. Notwithstanding the foregoing, the terms of this Agreement shall remain
in effect during any period that the subrecipient has control over CDBG funds.
3.04 Program Income. NIA
3.05 Indirect Costs, If indirect costs are charged, the subreciplent will develop
an indirect cost allocation plan for determining the appropriate subrecipient's
share of administrative costs and shall submit such plan to the CORPORATION
for approval, in a form specified by the CORPORATION.
3.06 Use and Reversion of Assets. The use and disposition of real property
and equipment under this Agreement shall be in compliance with the
requirements of 2 CFR Part 200, 24 CFR 570.502, 570.503, and 570.504, as
applicable, which include but are not limited to the following:
The subrecipient shall transfer to the CORPORATION any CDBG funds
on hand and any accounts receivable attributable to the use of funds
under this Agreement' at the time of expiration, cancellation, or
termination.
2. Real property under the subrecipient's control that was acquired or
improved, in whole or in part, with funds under this Agreement in excess
of $25,000 shall be used to meet one of the CDBG National Objectives
pursuant to 24 CFR 570.208 until five (5) years after expiration of this
Agreement or such longer period of time as the CORPORATION deems
appropriate. If the subrecipient fails to use CDBG- assisted real property in
a manner that meets a CDBG National Objective for the prescribed period
of time, the subrecipient shall pay the CORPORATION an amount equal
to the current fair market value of the property less any portion of the
value attributable to expenditures of non -CDBG funds for acquisition of, or
improvement to, the property. The subrecipient may retain real property
acquired or improved under this Agreement after the expiration of the five -
year period or such longer period of time as the CORPORATION deems
appropriate.
3. Equipment not needed by the subrecipient for activities under this
Agreement shall be (a) transferred to the CORPORATION for the CDBG
Program or (b) retained after compensating the CORPORATION an
amount equal 'to the current fair market value of the equipment less the
percentage of non -CDBG funds used to acquire the equipment.
3.07 Hatch Act. The subrecipient agrees that no funds provided, nor
personnel employed under this Agreement, shall be in any way, or to any extent
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engaged in the conduct of political activities in violation of Chapter 15 of Title V of
the U.S.C.
3.08 HMIS Participation. All agencies providing homeless services are
required to fully participate in the Homeless Management Information System
( "HMIS "), and ensure that. the CORPORATION has the mechanisms and staffing
in place to use the system appropriately and in a timely manner. Funded
agencies are required to collect demographic information on all clients served by
the funded PROGRAMs, the services provided, and consent to release the
information to the HMIS Administrator and the CITY's Housing and Community
Development Division.
Funded PROGRAMs must utilize all appropriate aspects of HMIS in order to
generate the statistical information required for reporting to the CITY on all
universal and program level elements of the HUD Data Standards. These
statistical reports must -be generated directly out of HMIS. No adjustments to the
HMIS reports will be accepted and it is therefore incumbent on the agency to
ensure that the information they put into HMIS is accurate and up to date. CITY
will measure performance and outcomes relating to these funded PROGRAMs
through the use of the HMIS statistical data; based on the HUD data elements, or
other reporting requirements as determined by the CITY. The CITY will request
from the HMIS Administrator, acknowledgement of the recipient agencies'
certificate of compliance with HUD privacy and security standards,
acknowledgement of use of the Shelter Point program, and statistics on the
percentage of Universal and Top Level Program data captured.
3.09 Lars ua a Access Plan (LAP). CORPORATION shall fully implement
and comply with the Language Access Plan ( "LAP ") as approved by CITY to
ensure that limited English proficient clients have equal access to community
programs and services.
3.10 CORPORATION shall include in all outreach and marketing materials,
including public websites, an affirmative statement that it will provide services or
benefits to all persons, race, color, religion, national origin, sex, disability, sexual
orientation, gender identity, or familial status.
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EXHIBIT F
CITY OF GILROY
EMPLOYEEIVOLUNTEER, CLEARANCE VERIFICATION
If CORPORATION provides services involving minors, and as a City -
approved method of complying with the provisions contained in this Agreement,
CORPORATION shall conduct a criminal background check through the
database of the California Department of Justice and an FBI criminal database or
equivalent national database as approved in writing by CORPORATION's liability
insurance provider, on each of its employees and volunteers who have
supervisory or disciplinary authority over minors.
CORPORATION shall also comply with the provisions of the Child Abuse
and Neglect Reporting Act, California Penal Code Section 11164 et. seq.
Additionally, CORPORATION certifies to the following:
1. Any and all personnel employed or retained by CORPORATION in
conducting the operations of CORPORATION's program shall be qualified to
perform the duties assigned to them by CORPORATION. CORPORATION
agrees that CORPORATION shall not at any time allow its employees or
volunteers to be in any position with supervisory or disciplinary authority over
minors, if they have been convicted of any offense identified in California Public
Resources Code Section 5164 (copy attached).
CITY and CORPORATION understand that results of background checks
on minors may be confidential under state law. Therefore, all employees or
volunteers must be at least 18 years of age if they are to be in a position having
supervisory or disciplinary authority over any minor.
If CORPORATION intends to have employees or volunteers under the age
of 18 providing services under this Agreement, CORPORATION shall maintain
and make available to CITY, if requested, guidelines, procedures or policies, that
safeguard and ensure that no employees or volunteers under the age of 18 will
be providing services under this Agreement unsupervised and further
CORPORATION. shall ensure that none of its employees or volunteers under 18
years of age have any supervisory or disciplinary authority over any minor, as
such term is used in California Public Resources Code Section 5164.
2. CORPORATION shall be responsible for ensuring that no person who
has supervisory or disciplinary authority over minors, who is paid or unpaid by
CORPORATION shall be permitted to provide services unless appropriate
background checks, including fingerprints, have been performed prior to the
beginning of services under this Agreement, and the person meets the standards
set forth above. If requested by CITY, and to the extent allowed by law,
CORPORATION shall promptly provide documentation listing each person that
has provided or is providing services hereunder involving supervision or
disciplinary authority over minors, and certifying that the CORPORATION has
conducted the proper background check on such person or persons, and each of
the named persons is legally permitted to perform the services described in this
Agreement. Regardless of whether such documentation is requested or
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delivered by CORPORATION, CORPORATION shall be solely responsible for
compliance with the provisions of this Section.
3. That no person paid or unpaid by CORPORATION shall be permitted
to provide services requiring contact with children or providing food
concessionaire services or other licensed concessionaire services in that area,
unless CORPORATION has complied with the TB testing requirements set forth
in Section 5163 of the California Public Resources Code (copy attached),
verifying that the person or persons has provided evidence /verification of a
negative TB skin test reading less than two (2) years old (if newly hired) or within
four (4) years (if current employee) of the date of execution of this Agreement
and every four (4) years thereafter, if the term of this Agreement exceeds four (4)
years. For persons with a positive TB skin test reading, a physician's medical
clearance must be obtained prior to services being provided as specified above.
CORPORATION shall keep on file each "Certificate" of clearance for the persons
described above, and shall' also make available a. copy of each Certificate to
CITY, if requested and allowed by law. "Certificate" means a document signed
by a licensed examining physician and surgeon or a notice from a public health
agency or unit of the tuberculosis association which indicates freedom from
active tuberculosis.
4. CORPORATION understands that if services are rendered on a
school site, there may be additional requirements that may apply including
without limitation, requirements under the California Education Code.
CORPORATION acknowledges that it is CORPORATION's sole responsibility to
comply with all applicable laws, regulations and licensing requirements in
CORPORATION's provision of services hereunder.
I, the CORPORATION by signing below verify that I have read and agree to the
above:
natu re
Project Sentinel
Please Print or Type Name of Organization
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CALIFORNIA PUBLIC RESOURCES CODE SECTION 5164
5164. (a)(1) A county or city or city and county or special district shall not
hire a person for employment, or hire a volunteer to perform services, at a county
or city or city and county or special district operated park, playground,
recreational center, or beach used for recreational purposes, in a position having
supervisory or disciplinary authority over any minor, if that person has been
convicted of any offense specified in paragraph (2).
(2)(A) Violations or attempted violations of Section 220, 261.5, 262,
273x, 273d, or 273.5 of the Penal Code, or any sex offense listed in Section 290
of the Penal Code, except for the offense specified in subdivision (d) of Section
243.4 of the Penal Code.
(B) Any felony or misdemeanor conviction specified in subparagraph
(C) within ten (10) years of the date of the employer's request.
(C) Any felony conviction that is over ten (10) years.old, if the subject
of the request was incarcerated within ten (10) years of the employer's request,
for a violation or attempted violation of any of the offenses specified in Chapter 3
(commencing, with Section 207) of Title 8 of Part 1 of the Penal Code, Section
211 or 215 of the Penal Code, wherein it is charged and proved that the
defendant personally used a deadly or dangerous weapon, as provided in
subdivision (b) of Section 12022 of the Penal Code, in the commission of that
offense, Section 217.1 of the Penal Code, Section 236 of the Penal Code, any of
the offenses specified in Chapter 9 (commencing with Section 240) of Title 8 of
Part 1 of the Penal Code, or any of the offenses specified in subdivision (c) of
Section 667.5 of the Penal Code, provided that no record of a misdemeanor
conviction shall be transmitted to the requester unless the subject of the request
has a total of three (3) or more misdemeanor convictions, or a combined total of
three (3) or more misdemeanor and felony convictions, for violations listed in this
Section within the ten -year period immediately preceding the employer's - request
or has been incarcerated for any of those convictions within the preceding ten
(10) years.
(b)(1) To give effect to this Section, a county or city or city and county
or special district shall require each such prospective employee or volunteer to
complete an application that inquires as to whether or not that' individual has
been convicted of any offense specified in subdivision (a). The county or city or
city and county or special district shall screen, pursuant to Section 11105.3 of the
Penal Code, any such prospective employee or volunteer, having supervisory or
disciplinary authority over any minor, for that person's criminal background.
(2) Any local agency requests for Department of Justice records
pursuant to this subdivision shall include the prospective employee's or
volunteer's fingerprints, which may be taken by the local agency, and any other
data specified by the Department of Justice. The request shall be made on a
form approved by the Department of Justice. No fee shall be charged to the local
agency for requesting the records of a prospective volunteer pursuant to this
subdivision.
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CALIFORNIA PUBLIC RESOURCES CODE SECTION 5163
5163. (a) No person shall initially be employed in connection with a park,
playground, recreational center, or beach used for recreational purposes by a city
or county in a position requiring contact with children, or as a food
concessionaire or other licensed concessionaire in that area, unless the person
produces or has on file with the city or county a certificate showing that within the .
last two (2) years the person has been examined and has been found to be free
of communicable tuberculosis.
(b) Thereafter, those employees who are skin test negative shall be
required to undergo the foregoing examination at least once each four (4) years
for so long as the employee remains skin test negative. Once an employee has
a documented positive skin test which has been followed by an X -ray, the
foregoing examination is no longer required and a referral shall be made within
thirty (30) days of the examination to the local health officer to determine the
need for follow -up care.
"Certificate" means a document signed by the examining physician
and surgeon who is licensed under Chapter 5 (commencing with Section 2000)
of Division 2 of the Business 'and Professions Code, or a notice from .a public
health agency or unit of the tuberculosis association which indicates freedom
from active tuberculosis.
5163.1. The examination shall consist of an approved intradermal tuberculosis
test, which, if positive, shall be followed by an X -ray of the lungs.
Nothing in Sections 5163 to 5163.2, inclusive, shall prevent the
governing body of any city or county, upon recommendation of the local health
officer, from establishing a rule requiring a more extensive or more frequent
examination than required by Section 5163 and this Section.
5163.2. The X -ray film may be taken by a competent and qualified X -ray
technician if the X -ray file is subsequently interpreted by a licensed physician and
surgeon.
5163.3. The city or county shall maintain a file containing an up -to -date
certificate for each person covered by Section 5163.
5163.4. ' Nothing in Section 5163 to 5163.3, inclusive, shall prevent the city or
county from requiring more extensive or more frequent examinations.
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EXHIBIT G
CITY OF GILROY
INDEMNIFICATION AND INSURANCE REQUIREMENTS
Indemnification of Liability, Duty to Defend
A. As Respects Professional- Liability:
As to professional liability, to the fullest extent permitted by law, CORPORATION
shall defend, through counsel approved by CITY (which approval shall not be
unreasonably withheld), indemnify and hold harmless CITY, its officers,
representatives, agents and employees against any and all.suits, damages,
costs, fees, claims, demands, causes of action, losses, liabilities and expenses,
including without limitation attorneys' fees, to the extent arising or resulting
directly or indirectly from any willful or negligent acts, errors or omissions of
CORPORATION or CORPORATION'S assistants, employees or agents,
including all claims relating to the injury or death of any person or damage to any
property.
B. As Respects Other Liability:
As to.other liability, to the fullest extent permitted by law, CORPORATION shall
defend, through counsel approved by CITY (which approval shall not be
unreasonably withheld), indemnify and hold harmless CITY, its officers,
representatives, agents and employees against any and all suits, damages,
costs, fees, claims, demands, causes of action, losses, liabilities and expenses,
including without limitation attorneys' fees, arising or resulting directly or indirectly
from any act or omission of CORPORATION or CORPORATION'S assistants,
employees or agents, including all claims relating to the injury or death of any
person or damage to any property.
Insurance
CORPORATION shall obtain prior to commencement of the performance
of the terms of this Agreement, pay for, and maintain until completion of this
Agreement, the following types of Insurance Policies. These Insurance Policies
must cover at least the following, which are minimum coverage's and limits.
1. Comprehensive General Liability Insurance including the following:
Commercial Liability Insurance on a per occurrence basis with a minimum
combined single limit coverage of $1,000,000 per occurrence for all
damages due to bodily injury, sickness or disease, or death to any person,
and damage to property, including the loss of use thereof
1. Premises Operations (including completed operations, if the
exposure exists)
2. Broad Form Blanket Contractual
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3. Personal Injury coverage's A, B and C, delete exclusion "C"
a. All coverage's must have a minimum of $1,000,000.00 .
Combined Single Limit
II, Comprehensive Auto Policy to cover:
1. Owned
2. Non -Owned
3. Hired Auto
Corporation shall maintain auto coverage for owned, non - owned, and
hired automobiles, with a minimum combined single limit coverage of
$1,000,000 per occurrence for all damages due to bodily injury, death to
any person, and damage to property, including the loss of use. If
corporation certifies that they do not have any non -owned or hired auto
usage associated with this Agreement then coverage for these elements
can be waived, however, if at any time Corporation utilizes non -owned or
hired autos then this coverage will be mandatory.
lll. Errors or Omi:
minimum limit of
no more than
services provid(
Insurance (Error:
occurrence or
Professional Lia
comply with the
Insurance writtei
initial policy obtE
or replacements
must be before
beginning of th
Insurance must
provided, for at
work_ If claims
sions coverage for attorneys and paralegals with a
$250,000.00 per occurrence Combined Single Limit with
'1,000 deductible per occurrence. (Where scope of
s for attorneys and paralegals) Professional Liability
& Omissions) with a minimum coverage of $250,000 per
claim, and $500,000 aggregate; provided however,
Alty Insurance written on a claims made basis must
requirements set forth below. Professional Liability
on a claims made basis (including without limitation the
ined and all subsequent policies purchased as renewals
must show the retroactive date, and the retroactive date
the earlier of the effective date of the- contract or the
contract work. Claims made Professional Liability
ie maintained, and written evidence of insurance must be
least five (5) years after the completion of the contract
made coveraae is canceled or non- renewed, and not
replaced with another claims -made policy form with a retroactive date prior
to the earlier of the effective date of the contract or the beginning of the
contract work; CORPORATION must purchase so called "extended
reporting" or "tail" coverage for a minimum of five (5) years after
completion of work, which must also show a retroactive date that is before
the earlier of the effective date of the contract or the beginning of the
contract work.
IV. Medical Malpractice Insurance: Minimum limits of $ NIA per occurrence
with no greater deductible than $1,000 per occurrence. This is to cover all
medical staff associated with the Corporation, such as, but not limited to,
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doctors, nurses, and paramedical. (Where scope of services provides for
medical staff)
V. Workers' Compensation coverage with the statutory limit of liability and
$1,000,000.00 employer's liability. CORPORATION agrees to provides workers'
compensation insurance for CORPORATIONT'S employees and agents and
agrees to hold harmless, defend with counsel acceptable to CITY and indemnify
CITY, its officers, representatives, .agents and employees from and against any
and all claims, suits, damages, costs, fees, demands, causes of action, losses,
liabilities and expenses, including without limitation attorneys' fees, arising out of
any injury, disability, or death of any of CORPORATION'S employees.
VI. Additional Insured Endorsement: On all required insurance the
following endorsement must be a part of each Insurance Policy
except the Professional Liability Insurance and the Workers
• „_,_
Compensation Insurance.
CITY OF_GILROY, ITS OFFICERS, REPRESENTATIVES, AGENTS,
AND EMPLOYEES
VII. Thirty (30) days' notice of cancellation or reduction in coverage of any
nature must be given to the City of Gilroy.
VIII. The insurance policies must be endorsed to show that they are primary,
and any other valid and collectible insurance the City of Gilroy may have
will be excess only.
IX. All insurance policies must be satisfactory to the City of Oilroy.
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EXHIBIT H
City of Gilroy Community Development Block Grant
CERTIFICATION REGARDING LOBBYING
Certification for Contracts, Grants, Loans, and Cooperative Agreements
The undersigned certifies, to the best of his or her knowledge and belief, that:
(1) No Federal appropriated funds have been paid or will be paid, by or on behalf
of the Undersigned, to. any person for influencing or attempting to influence an
officer or employee of an 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, and the
extension, continuation, renewal, amendment, or modification of any Federal
contract, grant, loan, or cooperative agreement.
(2) If any funds other than Federal 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 contract, grant, loan, or cooperative agreement, the undersigned shall
complete and submit Standard Form -LLL, "Disclosure Form to Report
Lobbying," in accordance with its instructions.
(3) The undersigned shall require that the language of this certification be
included in the award documents for all subawards at all tiers (including
subcontracts, subgrants,' and contracts under grants, loans, and cooperative
agreements) and that all subrecipients shall certify and disclose accordingly. 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 imposed by section
1352, title 31, U.S. 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.
Statement for Loan Guarantees and Loan Insurance
The undersigned states, to the best of his or her knowledge and belief, that:
If any 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. commitment providing for the United States to
insure or guarantee a loan, the undersigned shall complete and submit Standard
H-1
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Form -LLL, "Disclosure Form to Report Lobbying," in accordance with its
instructions. Submission of this statement is a prerequisite for making or entering
into this transaction imposed by section 1352, title 31, U.S. Code. Any person
who fails to file the required statement shall be subject to a civil penalty of not
less than $10.,000 and not more than $100,000 for each such failure.
Signature
Executive Director
Title
Pro'ect Sentinel
Organization
H -2
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A60R& CERTIFICATE OF LIABILITY INSURANCE
DATEIMMfDD1YYYY)
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
06/2612018
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLYAND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BYTHE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTER CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder Is an ADDITIONAL INSURED, the pollcy(les) must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED, subject to the terms and conditions of the poticy, certain policies may require an endorsement. A statement on
this certificate does not confer'rights to the certificate holder in lieu of such endorsement(s).
PRODUCER
CONTACT Tra
NAME; cy Pittman
Select5olutions Insurance Services
PHONE (866) 500 -6359 FAX (925) 951 -0077
C No Ext : A!C Na
1107 investment Blvd
ADOaless: tracyp @selectsoluiionsins.com
Suite 100
INSURERIS) AFFORDING COVERAGE
NAIC 0
INSURERA: Nonpronts Insurance Alliance of California
11384
El Dorado Hills CA 95762
INSURED
INSURER B : Oak River Insurance Company
34630
Project Sentinel
INSURER c ; QBE Insurance Corporation
39217
1490 El Camino Real
INSURER D :
INSURER E:
Santa Clara CA 95050
INSURER F:
PERSONAL &ADV INJURY
COVERAGES CERTIFICATE NUMBER: 18119 MASTER REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR
LTR
TYPE OF INSURANCE
INSD
WUD
POLICY NUMBER
IM P EFF
MlDD1YYYY
PDQCY EXP
MMlODIYYYY
LIMITS
COMMERCIAL GENERAL LIABILITY
CLAIMS -MADE ® OCCUR
EACH OCCURRENCE
1,000,000
UAMAG E TO RENTED
PREMISES Ee occurrence
$ 500,000
MED EXP (Any one person)
$ 20.000
PERSONAL &ADV INJURY
$ t,000,0G0
A
Y
2018 -00610
0710112018
0710112019
GEN'LAGGREGATELIMITAPPLIESPER:
POLICY F_1 jE' F__] LOC
GENERALAGGREGATE
$ 2,000,000
I
PRODUCTS- COMPlOPAGG
$ 2,000,000
OTHER:
H)red Non Owned Auto
$ 1,000,000
AUTOMOBILE LIABILITY
COMBINEDS{NGLELIMIT
Ea accident
$ 110001000
BODILY INJURY (Per person)
$
ANYAUTO
•
OWNED SCHEDULED
AUTOS ONLY AUTOS
2018.00610
07101/2018
07/01/2019
BODILY INJURY (Peraccident)
$
X HIRED Ix NON -OWNED
AUTOS ONLY AUTOS ONLY
PROPERTY DAMAGE
Per accident
$
$
X
UMBRELLALIAB X
OCCUR
EACH OCCURRENCE
$ 2,000,000
•
EXC €SSLIAB
CLAIMS -MADE
2018- 00610 -UMB
07/01/2018
07/01/2019
AGGREGATE
$ 2,G00,000
DIED I I RETENTION $
$
1
8
WORKERS COMPENSATION
AND EMPLOYERS' YIN LIABILITY
ANY PROPRI RIPAftTNER7EXECUTIVE
OFFICERlMEMB MBEREXCLUOED7 ❑
(Mandatory In NH)
NIA
PRWC817516
071011201$
07/0,12019
v PER OTH-
STATUT I I ER
E.L. EACH ACCIDENT
$ 1,000,000
E.L. DISEASE - EA EMPLOYEE
$ 1,000,000 -
if yes, dascdbe under
DE5CRiPTIONOFOPERATIONSbelow
E.L. DISEASE - POLICY LIMIT
$ 11000,000
A
Directors & Officers Lfabllity ,
2018- 00610- D0-NPO
07/0112018
07/0112019
Aggregate
Per Clalm /Occurrence
$2,000,000
$1,000,000
DESCRIPTION OF OPERATIONS/ LOCATIONS !VEHICLES (ACORD 101, Additional Remarks Schedule, maybe attached If mare space Is required)
The City of Gilroy, Its officers, representatives, agents and employees are named as Additional Insured for ongoing and completed operations per the
attached endorsement Waiver of subrogation In favor of the certificate holder with regard to the Worker's Compensation policy per attached endorsement.
Workers Compensation policy contain a 30 day notice provision for cancellationlnon- renewal per attached endorsement. The Professlonal Liability Limits
shown represent the Per Claim /Aggregate Limlts of Liability.
(;ER I N• IGA I k HULLILK [:ANL:tLLA I IUN
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
City of Gilroy ACCORDANCE WITH THE POLICY PROVISIONS.
7351 Rosanna St.
AUTHORIZED REPRESENTATIVE
Glkroy CA 95020 ` �(
U 1968 -2015 ACORD CORPORATION. All rights reserved.
ACORD 25 (2016103) The ACORD name and logo are registered marks of ACORD
WORKERS COMPENSATION AND EMPLOYERS LIABILITY INSURANCE, POLICY
WC 99 04 10B
(Ed. 9 -14)
WAIVER OF OUR RIGHT TO RECOVER FROM OTHERS ENDORSEMENT. CALIFORNIA
BLANKET BASIS
We have the right to recover our payments from anyone liable for an injury covered by this policy. We will not enforce
our right against the person or organization named in the Schedule. (This agreement applies only to the extent that you
perform work under a written contract that requires you to obtain this agreement from us.)
The additional premium forth is endorsement shall be 2% of the total manual premium otherwise due on such
remuneration. The minimum premium for this endorsement Is $350.
This agreement shall not operate directly or indirectly to benefit anyone not named in the Schedule.
SCHEDULE
BLANKET WAIVER
PersonlOrganization Blanket Waiver — Any person or organization for whom the Named Insured has
agreed by written contract to furnish this waiver.
Job Description Waiver Premium
All CA Operations 354.00
This endorsement changes the policy to which it is attached and is effective on the date issued unless otherwise stated.
(The Information below is required only when this endorsement Is Issued subsequent to preparation of the p011cy.)
Endorsement Effective 07101!2018
Insured
Insurance Company Oak River Insurance Company
WC 99 04 10B
(Ed. 9-14)
Policy No. PRWC817516
Countersigned by
Endorsement No.
Premium $
POLICY NUMBER: 2018 -00610 COMMERCIAL GENERAL LIABILITY
Named Insured: Project Sentinel CG 20 12 04 13
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
ADDITIONAL INSURED -- STATE OR GOVERNMENTAL
AGENCY OR SUBDIVISION OR POLITICAL
SUBDIVISION - PERMITS OR AUTHORIZATIONS
This endorsement modifies insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART
SCHEDULE
State Or Governmental Agency Or Subdivision Or Political Subdivision:
City of Gilroy, its Officers, Representatives, Agents and Employees
City of Gilroy, its Officers, Representatives, Agents and Employees
I Information required to complete this Schedule, If not shown above, will be shown in the Declarations. I
A. Section 11-- Who Is An Insured is amended to
include as an additional insured any state or
governmental agency or subdivision or political
subdivision shown In the Schedule, subject to the
following provisions:
1. This insurance applies only with respect to
operations performed by you or on your behalf
for which the state or governmental agency or
subdivision or political subdivision has issued a
permit or authorization.
However:
a.. The insurance afforded to such additional
insured only applies to the extent permitted
by law; and
b. If coverage provided to the additional
insured is required by a contract or
agreement, the insurance afforded to such
additional insured will not be broader than
that which you are required by the contract
or agreement to provide for such additional
insured.
2. This insurance does not apply to:
a. "Bodily injury ", "property damage" or
"personal and advertising injury" arising out
of operations performed for the federal
government, state or municipality; or
b. "Bodily injury" or "property damage"
included within the "products- completed
operations hazard ".
8. With respect to the Insurance afforded to these.
additional insureds, the following is added to
Section Ill — Limits Of Insurance:
If coverage provided to the additional insured is
required by a contract or agreement, the most we
will pay on behalf of the additional insured is the
amount of insurance:
1. Required by the contract or agreement; or
2. Available under the applicable Limits of
Insurance shown in the Declarations;
whichever is less.
This endorsement shall not increase the
applicable Limits of Insurance shown in the
Declarations.
CG 20 12 04 13 0 Insurance Services Office, Inc., 2012 Page 1 of 2
POLICY NUMBER: 2018-00610 COMMERCIAL GENERAL LIABILITY
Named Insured: Project Sentinel CG 20 12 04 13
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
ADDITIONAL INSURED - STATE OR GOVERNMENTAL
AGENCY OR SUBDIVISION OR POLITICAL
SUBDIVISION - PERMITS OR AUTHORIZATIONS
This endorsement modifies insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART
SCHEDULE
State Or Governmental Agency Or Subdivision Or Political Subdivision:
City of Gilroy, its Officers, Representatives, Agents and Employees
City of Gilroy, its Officers, Representatives, Agents and Employees
Information required to complete this Schedule, if not shown above, will be shown in the Declarations.
A. Section II —Who Is An Insured is amended to
include as an additional insured any state or
governmental agency or subdivision or political
subdivision shown in the Schedule, subject to the
following provisions:
1. This insurance applies only with respect to
operations performed by you or on your behalf
for which the state or governmental agency or
subdivision or political subdivision has issued a 13.
permit or authorization.
However:
a. The insurance afforded to such additional
insured only applies to the extent permitted
by law; and
b. If coverage provided to the additional
insured is required by a contract or
agreement, the Insurance afforded to such
additional insured will not be broader than
that which you are required by the contract
or agreement to provide for such additional
insured.
2. This insurance does not apply to:
a. "Bodily injury ", "property damage" or
"personal and advertising injury" arising out
of operations performed for the federal
government, state or municipality; or
b. "Bodily injury" or "property damage"
included within the "products- completed
operations hazard ".
With respect to the insurance afforded to these
additional insureds, the Following is added to
Section III -- Limits Of Insurance:
If coverage provided to the additional insured Is
required by a contract or agreement, the most we
will pay on behalf of the additional insured is the
amount of insurance:
1. Required by the contract or agreement; or
2. Available under the applicable Limits of
Insurance shown in the Declarations;
whichever is less.
This endorsement shall not increase the
applicable Limits of Insurance shown in the
Declarations.
CG 20 12 04 13 O Insurance Services Office, Inc., 2012 Page 1 of 2