HomeMy WebLinkAboutWomens Resource Center; 2014-07-16;AGREEMENT BETWEEN THE CITY OF CARLSBAD AND
WOMEN'S RESOURCE CENTER FOR
FEDERAL COMMUNITY DEVELOPMENT BLOCK GRANT FUNDS
THIS AGREEMENT ("Agreement") made and entered into as of this day of
Zyplu 20/^ by and between the CITY OF CARLSBAD ("City") and
WOMEN'S RfeSOURCE CENTER, a non-profit corporation ("Subrecipient").
RECITALS
WHEREAS, the City has applied for and received funds from the United States
Govemment under Titie 1 ofthe Housing and Community Development Act of 1974, Public Law
93-383 as amended to fund eligible activities which benefit persons of low and moderate income;
and,
WHEREAS, the City wishes to provide assistance to non-profit public service providers
who offer services for lower income Carlsbad residents under Catalog of Federal Domestic
Assistance number 14.218; and,
WHEREAS, the Subrecipient can provide these basic services for lower income
households with some assistance from the City; and,
WHEREAS, the City has determined that the services offered by the Women's Resource
Centerf are exempt from environmental review under 24 CFR Section 58.34(a)(4); and,
WHEREAS, the U.S. Department of Housing and Urban Development has approved the
City's Annual Consolidated Plan for Community Development Block Grant funds (hereinafter
referred to as the "Annual Consolidated Plan").
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein. City and Subrecipient agree as follows:
1. STATEMENT OF WORK
The City has allocated federal community development block grant ("CDBG") funds, in the
amount of five thousand dollars ($5,000) to the Subrecipient for provision of services through
their offices located at 1963 Apple Street, Oceanside, CA for the period beginning July 1, 2014
and ending June 30, 2015. The Subrecipient agrees to use all federal funds provided by the City
to the Subrecipient pursuant to the provisions of this Agreement, the Scope of Work, attached
hereto as Exhibit "A", and in accordance with the terms of the Annual Consolidated Plan.
Every effort shall be made by the Subrecipient to expend the allocated funds in their entirety by
June 30, 2015. If the Subrecipient will be unable to expend all of the funds allocated to the
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project by the noted date, the Subrecipient shall request an extension from the City for continued
use of the funds on the approved project based on progress made by the Subrecipient towards
completing the subject project. The City may agree to grant the extension or notify the
Subrecipient that, in its sole discretion, the funds must be reallocated to another eligible activity
due to slow project progress.
2. DISBURSEMENT OF FUNDS
The City shall reimburse the Subrecipient with CDBG funds for necessary and reasonable
costs related to the provision of services for eligible residents of Carlsbad for the term of this
Agreement. The reimbursements for costs shall not exceed a total of $5,000. However, no
more than 90 percent of the total agreed upon compensation will be paid during the performance
of this Agreement. The balance due (remaining 10 percent) shall be paid upon final certification
by the City that Subrecipient has administered the services and activities in compliance with all
applicable Federal, state, and local mles and regulations goveming these funds, and in a manner
satisfactory to the City.
Payment for eligible expenses shall be made in accordance with budget information provided in
Exhibit "B" and in accordance with performance. Subrecipient represents that the budget
includes only allowable costs and an accurate analysis of costs applicable to the CDBG funds
pursuant to 24 CFR Section 570.502.
Subrecipient shall submit a "Request for Reimbursement" to the City for compensation of
eligible and actual expenses incurred. The City shall not provide any payments/reimbursements
in advance of actual expenditures by the Subrecipient. Subrecipient may request reimbursements
anytime after this Agreement is approved by the City Council and continue until the expiration
date, or amended expiration date, of this Agreement.
Each request for reimbursement shall include documentation to verily expenditure of funds are
consistent with this Agreement, the Statement of Work, the Annual Consolidated Plan, and with
all applicable Federal, state, and local mles and regulations goveming these funds. Payroll
records, receipts, paid invoices including an itemized statement of all costs are samples of
appropriate methods of reimbursement documentation.
3. PROGRAM INCOME
The Subrecipient shall report, to the City, any interest, or other income, eamed as a direct result
of the use of federal CDBG funds for the program outlined within this Agreement. All reported
program income may be retained by the Subrecipient for costs related to the subject program
activities. However, the program income, retained by the Subrecipient, must be expended before
additional funds are requested from the City. The requirements are set forth in 24 CFR Section
570.504 which is incorporated herein by reference.
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4. LABOR, MATERIALS AND SUPPLIES:
The Subrecipient shall fiimish all labor, materials and services and bear all expenses necessary to
provide the subject program as outlined in this agreement. Under this Agreement, the City's only
financial obligation to the Subrecipient is to provide the CDBG funds of $5,000 maximum as
allocated by the City Council for program year 2014-2015.
5. RECORDS AND REPORTS
The Subrecipient shall maintain all records required by the Federal regulations specified in 24
CFR Section 570.506 that are pertinent to the activities to be funded under this Agreement. Such
records shall include but not be limited to:
a. Records providing a full description of each activity undertaken;
b. Records demonstrating each activity undertaken meets one of the National Objectives
of the CDBG program;
c. Records required to determine the eligibility of activities;
d. Records demonstrating compliance with 24 CFR Section 570.505 regarding change of
use of real property acquired or improved with CDBG assistance;
e. Records demonstrating compliance with the requirements in 24 CFR Section 570.606
regarding acquisition, displacement, relocation, and replacement housing;
f Records documenting compliance with the fair housing and equal opportunity
components of the CDBG program;
g. Documentation of all CDBG funds received from the City, eligible expenses incurred
for administration of each activity, and other financial records as required by 24 CFR
Section 570.502, and OMB (the United States Office of Management and Budget)
Circular A-110; and,
h. Any other related records as the City shall require to demonstrate compliance with
applicable Federal, state, and local rules and regulations goveming these funds.
The Subrecipient shall submit quarterly "Progress Reports" within fifteen (15) calendar days of
the end of each quarter for the full term of this Agreement. The final progress report is due no
later than July 15, 2015. The report must include sufficient information to assist the City in
monitoring the Subrecipient's performance. The Subrecipient must demonstiate satisfactory
performance prior to reimbursement for expenditures.
At a minimum, the performance reports shall include the following information:
a. Total number of persons/households participating in the program during reported
period;
b. Total number of participants from Carlsbad;
c. Number of low/moderate income Carlsbad persons/households participating in the
program during the reporting period;
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d. Age and ethnic background of Carlsbad participants; and,
e. Summary of program(s) provided to Carisbad participants.
The Subrecipient shall maintain client data demonsttating client eligibility for services provided.
Such data shall include at the minimum client name, address, ethnicity, income level or other
basis for determining eligibility, and a description of the service provided. This data shall assist
the Subrecipient in completing the required quarteriy progress reports to be submitted to the City.
The Subrecipient shall maintain separate accounting records for the federal CDBG funds
provided by the City. The City, Federal Grantor Agency, Comptroller General of the United
States, or any of their duly-authorized representatives shall have access to all books, documents,
papers and records maintained by the Subrecipient which directly pertain to the above project for
the purpose of audit, examination, excerpts and transcriptions.
Unless otherwise notified by the City, the Subrecipient shall retain all financial records,
supporting documents and statistical reports related to the project identified under this
Agreement for a period of five (5) years after the termination of all activities funded under this
Agreement. All records subject to litigation, claims, audit findings, negotiations, or other actions
must be retained for five (5) years from the date such action commenced or until completion of
the action and resolution of all issues by the appropriate officials and verified by official written
notice to the Subrecipient, whichever occurs later..
If the Subrecipient shall receive more than $300,000 in total federal funds in one fiscal year
from the City of Carlsbad and/or any other city or agency, the Subrecipient is required to submit
a Single Audit Report. As required by the Federal Single Audit Act, the Subrecipient shall be
required to submit, to the City, a comprehensive financial audit prepared by an independent,
neuttal third-party auditor. The audit shall cover financial operations ofthe Subrecipient for the
term of this Agreement and is due not later than one year after expiration ofthe agreement. The
Subrecipient shall also be required to submit a second audit for the following period covered
under the fiscal year beginning July 1, 2015 and ending June 30, 2016 for any funds received in
fiscal year 2015-2016 per this Agreement.
6. PROGRAM REOUIREMENTS
The Subrecipient agrees to comply with the requirements of Title 24 of the Code of Federal
Regulations, Part 570 (the Housing and Urban Development regulations conceming Community
Development Block Grants). The Subrecipient also agrees to adhere to the terms of the City's
CDBG Application and Subrecipient Agreement on file at the Housing and Redevelopment
Department and with assurances and agreements made, by the City to the United States
Department of Housing and Urban Development of which the Subrecipient is given notice.
The Subrecipient shall comply with applicable Uniform Administtative Requirements as
described in 24 CFR Section 570.502, the federal regulations for the CDBG Program; the federal
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requirements are set forth, and incorporated by reference herein, as a provision of this
Agreement.
The Subrecipient shall carry out all activities in compliance with all Federal laws and regulations
as described in Subpart K of the CDBG Program Regulations, such as affirmatively furthering
fair housing, labor standards (Davis Bacon Act), displacement, relocation and acquisition, and
employment and contracting opportunities, except that:
a. The Subrecipient will not assume the City's environmental responsibilities as
described in 24 CFR Section 570.604; and
b. The Subrecipient will not assume the City's responsibility for initiating the review
process required under the provisions of 24 CFR Section 52.
The provisions of Subpart K, of the CDBG Program Regulations, incorporated herein by
reference, are a condition of this Agreement.
The Subrecipient shall comply with all federal regulations related to the use of CDBG funds by
religious organizations, if applicable to this Agreement and the approved project outlined herein.
7. CHANGES IN USE OF FUNDS
Changes in the use of CDBG funds must be approved by the City Council and the U.S.
Department of HUD. If the Subrecipient desires a change in the use of the CDBG funds
following approval of this Agreement, a written request must be submitted to the City for review
by the City Council. No change in use of the CDBG funds will be permitted without prior
written approval of the City Council.
8. NONDISCRIMINATION CLAUSE
The Subrecipient shall comply with all state and federal laws regarding nondiscrimination in the
provision of services and the equal opportunity employment of personnel.
9. SUSPENSION AND TERMINATION OF AGREEMENT
In accordance with 24 CFR Sections 85.43 and 85.44, this Agreement may be suspended or
terminated if the Subrecipient fails to comply with any term(s) of the award. 24 CFR Sections
85.43 and 85.44 are incorporated herein by reference, as provisions of this Agreement.
10. REVERSION OF ASSETS
Upon expiration of the Agreement, the Subrecipient shall transfer to the City any CDBG funds
on hand at the time of expiration and any accounts receivable attributable to the use of CDBG
funds. The Subrecipient shall be required to use any real property under the Subrecipient's
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control that was acquired or improved in whole or in part with CDBG funds in excess of $25,000
to either be:
a) Used to meet one of the national objectives in 24 CFR Section 570.208 of the
federal regulations until five (5) years after expiration of the Agreement; or,
b) Disposed of in a manner that results in the City being reimbursed in the amount of
the current fair market value of the property less any portion of the value
attributable to expenditures of non-CDBG funds for acquisition, or improvement
to, the property. Reimbursement is not required after the period of time specified
in paragraph (a) of this section.
11. HOLD HARMLESS AGREEMENT
The City, its officers, and employees shall not be liable for any claims, liabilities, penalties, fines,
or any damage to goods, or real or personal property of any person whatsoever, nor for personal
injuries or death caused by, or claimed to have been caused by, or resulting from, any intentional
or negligent acts, errors or omission of Subrecipient or Subrecipient's agents, employees, or
representatives arising directly or indirectly out of performance of the project outlined in this
Agreement.
Subrecipient agrees to defend, indemnify, and hold free and harmless the City, its officers,
employees and agents against any of the foregoing liabilities or claims of any kind and any cost
or expenses incurred by the City including attomeys' fees, on account of any of the foregoing
liabilities, including liabilities or claims arising out of alleged defects in any plans or
specifications for the project or facility.
12. ASSIGNMENT OF AGREEMENT
The Subrecipient shall not assign this Agreement or any monies due thereunder without the prior
written consent of the City Council.
13. SUCCESSORS OR ASSIGNS
Subject to the provisions of this Subrecipient Agreement Paragraph 11, "Hold Harmless
Agreement," all terms, conditions, and provisions hereof shall inure to and shall bind each ofthe
parties hereto, and each of their respective heirs, executors, administrators, successors, and
assigns.
14. INSURANCE
If the Subrecipient shall receive more than $5,000 from the City in CDBG funds and/or other
funds, the Subrecipient shall obtain and maintain policies of Commercial General Liability
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insurance and a combined policy of worker's compensation and employers liability insurance in
an insurable amount of not less than one million dollars ($1,000,000) each, unless a lower
amount is approved by the City Attomey or the City Manager. The insurance will be obtained
from an insurance carrier admitted and authorized to do business in the State of Califomia. The
insurance carrier is required to have a current Best's Key Rating of not less than "A-:Vn" or have
a surplus line insurer which is on the State of Califomia's List of Eligible Surplus Line Insurers
with a current Best's Key Rating of not less than "A:X".
This insurance shall be in force during the term of this Agreement and shall not be canceled or
materially changed without ten (10) days prior written notice to the City sent by certified mail.
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The City shall be named as an additional insured on these policies. The Subrecipient shall
fiimish certificates of insvirance and required endorsements to the Housing and Neighborhood
Services Director before commencement of work.
SUBRECIPIENT:
By: ^Py/O'U^
CITY OF CARLSBAD:
By:
MATT HALL, Mayor
sign here / /•
7) I- \ r\ Dated: 7//fc?//^
ATTEST:
Dated:
By:_
print name/title
sign here
BARBARA ENGLESON, City Clerk
Dated: ^llpUl
print name/title
Dated:
(Proper notarial acknowledgment of execution by Subrecipient must be attached.)
Chairman, president or vice-president and secretary, assistant secretary, CFO or assistant
treasurer must sign for corporations. Otherwise, the corporation must attach a resolution certified
by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to
bind the corporation.)
APPROVED AS TO FORM:
Celia A. Brewer, City Attomey
Jane M/roaldi, Assistant City Attomey
Dated: "~7 ^
CA 8/13/2012
ACKNOWLEDGMENT
State of California -
County of f^/q/V/ L^ifliar^
before me, 'Ljrv.it/L.*/^^ N/af>t^>i' fuO-ir
(insert name and title of the officer)
On Hq^ 2-<^, N
personally appeared ijiC^Kf/^ /S (2 frfi tfi/rrmnn
who proved to me on the basis df satisfactory evidence to be the person(9) ..,.0 proved to me on the basis df satisfactory evidence to be the person(9) whose name(|) js/ace.
subscribed to the within instrument and acknowledged to me that hetehe/tt»y executed the same in
bie/her/tbetr authorized capacity(ies)r: and that byJ^ie/hetVtbeif signature|s) on the instrument the
person^), orthe entity upon behalf of which the personj^e) acted, executed the instrument.
1 certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing
paragraph is true and correct.
WITNESS my hand and official seal
Signature
JOEYUJOWICIAK
CommlMioii # 1973641
Nolary PiiMie-CaMomia
„„-,„ S«i Diago County s
M|>Con.m.fa^,HA.f2g.gDI«j 1
WRC
Women's Resource Center
Rebuilding Lives
1963 Apple Street • Oceanside, California 92054
(760) 757-3500 24 HOUR
FAX (760) 757-0680
info@wrcsd.org
www.wrcsd.org
BOARD OF DIRECTORS
OFFICERS 2012-2013
KAJ LEONARD
Chairperson
Insurance Administrator
BOB BARRETT
Vice Chairperson
Retired Law Enforcement
JULIANE SOTO
Secretary
Community Member
MARTY ROMBOnS
Treasurer
General Contractor
KATHI PACE
Member at Large
Community Member
DIRECTORS
DR. DEBRA BEMENT
Physician
KAREN BOND
Private Foundation
Administrator
KEITH HASS
Realtor
EDITH JONES
Professional Photographer
COLLEEN O'HARRA
Attorney/Professional Fiduciary
RAJNANDINI "RAJ" PILLAI, Ph.D
Professor of Management
LISA WALSH
Community Member
EX-OFFICIO MEMBER
MARVA BLEDSOE
Chief Executive Officer
RESOLUTION TO AUTHORIZE
EXECUTION OF CONTRACTS
OPEN OR CLOSE BANK ACCOUNTS
AND
SUBMIT GRANT APPLICATIONS
Be it resolved that Women's Resource Center authorizes the following
persons to execute contracts, open and/or close bank accounts and submit
grant applications on behalf of Women's Resource Center:
Marva Bledsoe
Jill Morgan
Lindsay Samson
Lauren Jane Stephenson
This authorization shall remain in effect until 8/31/2014.
Date: August 13,2013
Motion: "/>k>«X^
Second:
Ayes: Nays: -6^ Abstain:
Witness P^
The Vybmen's Resource Center Is a non-profit social service agency. We have not provided the donor with any goods
or services in exchange for this contribution. Please retain this document for your records. It Is an important document
necessary for any available Federal income tax deduction for the contribution. Thank you for your support.
Federal Identification No. 95-2932237
Serving victims of domestic violence and sexual assault since 1974
Supported by: f>rivate donations. State of Califomia, & the cities of Carisbad and Oceanside and the United Way/ CHAD Designations 501 (C)(3) Corporation
EXHIBIT "A"
CITY OF CARLSBAD
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
SCOPE OF WORK
Contract Term: July 1, 2014 to June 30, 2015
Subrecipient Name: Women's Resource Center
Address: 1963 Apple Street, Oceanside, CA
Project Description: Altematives to Abuse Domestic Violence Shelter
Project Goals & Objectives:
1. CDBG funds will be used to fund the following activities in compliance with the project
description outlined and in conformance with the Federal regulations for the CDBG program:
{Please specify if CDBG funds will be used to fund costs associated with staffing, rents,
utilities, supplies, etc.)
Funds will be used to assist in paying for staff costs related to the operation ofthe shelter.
2. Project objectives to be accomplished during the contract period: (Please describe the
specific services or activities to be provided to low/moderate income Carlsbad residents with
the CDBG funds awarded. If applicable, please provide a target objective for the number of
persons/households to benefit from the Subrecipient's services/project.)
Approximately 30 Carlsbad residents will be provided with shelter and case management
services
3. Project objectives performance measures:
a. Provide quarterly performance reports to the City of Carisbad, Housing and
Redevelopment Department on the CDBG Quarterly Performance Report form as
provided.
b. Maintain records, invoices, and relevant statistics supporting the quarterly reports.
c. Provide a final performance report, including an evaluation report of the program's
success in meeting established goals, to the City of Carlsbad Housing and Redevelopment
Department within 15 days of termination of the contract date on the CDBG Annual
Performance Report form as provided.
d. Provide notification to the City of any audits or investigations including results, findings,
and/or liens.
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EXHIBIT "B"
CITY OF CARLSBAD
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
BUDGET
Contract Term: July 1, 2014 to June 30, 2015
Subrecipient Name: Women's Resource Center
Address: 1963 Apple Street, Oceanside, CA
Project Description: Altematives to Abuse Domestic Violence Shelter
Cost Breakdown: All funds will be used to assist in paying for staffing costs related to the
operation of the shelter.
CA 8/13/2012