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HomeMy WebLinkAboutContract 1749AGREEMENT BETWEEN THE CITY OF CATHEDRAL CITY AND COACHELLA VALLEY ASSOCIATION OF GOVERNMENTS (CVAG) FOR WEST VALLEY HOUSING NAVIGATION PROGRAM THIS AGREEMENT ("Agreement") is entered into on this day 13 of September , 2017, by and between the City of Cathedral City, a Califomia municipal corporation ("City" or "Grantee") and the Coachella Valley Association of Governments (CVAG), a non-profit regional planning organization ("Subrecipient"). Grantee and Subrecipient are sometimes hereinafter referred to individually as a "Party" and collectively as the "Parties". WHEREAS, the Grantee has applied for and received Community Development Block Grant ("CDBG") funds from the United States Govemment under Title I of the Housing and Community Development Act of 1974, as amended, Public Law 93-383; and WHEREAS, the Grantee wishes to engage the Subrecipient to assist the Grantee in utilizing such funds; NOW, THEREFORE, it is agreed between the Parties hereto that; I. SCOPE OF SERVICE A. Program The Subrecipient will be responsible for administering a FY 2017/2018 CDBG Homeless Services program in a manner satisfactory to the Grantee and consistent with any standards required as a condition of providing these funds and the attached Exhibit A. Such program will include the following activities eligible under the CDBG Program: provide homeless prevention and diversion services, and crisis stabilization housing. Reimbursement to include: administrative and operating expenses, outreach services, assessments, case management, referrals, and resources for homeless prevention and homeless exiting services to individuals and families in Cathedral City by the organization/agency known as CVAG located at 73710 Fred Waring Drive, STE 200, Palm Desert, CA 92260. B. National Obiectives The Subrecipient certifies that the activities carried out with funds provided under this Agreement will meet one or more of the CDBG program's National Objectives: 1) Benefit low/moderate income persons, 1 2) Aid in the prevention or elimination of slums or blight, 3) Meet community development needs having a particular urgency - as defined in 24 CFR Part 570.208. C. Levels of Accomplishment In addition to the normal administrative services required as part of this Agreement, the Subrecipient agrees to provide the levels of program services set forth in Exhibit A: D. Performance Monitoring The Grantee will monitor the performance of the Subrecipient against the goals and performance standards as established in the set forth in the attached Exhibit A. Substandard performance as determined by the Grantee will constitute non- compliance with this Agreement. If action to correct such substandard performance is not taken by the Subrecipient within a reasonable period of time after being notified by the Grantee, contract suspension or termination procedures will be initiated. II. TIME OF PERFORMANCE Services of the Subrecipient shall cover the 2017/2018 program year, commencing on July 1, 2017 and ending on June 30. 2018. The term of this Agreement and the provisions herein shall be extended to cover any additional time period during which the Subrecipient remains in control of CDBG funds or other assets, including program income. III. PAYMENT It is expressly agreed and understood that the total amount to be paid by the Grantee under this Agreement shall not exceed $51,500. Drawdowns for the payment of eligible expenses shall be made against the line item budgets specified in the attached Exhibit B, and in accordance with performance. Expenses for general administration shall also be paid against the line item budgets specified in the attached Exhibit B and in accordance with performance. Payments will be made on a monthly reimbursement basis. Payments may be contingent upon certification of the Subrecipient's financial management system in accordance with the standards specified in OMB Circular A-110 and 24 CFR 84.21 2 IV. NOTICES Notices required by this Agreement shall be in writing and delivered via mail (postage prepaid), commercial courier, or personal delivery or sent by facsimile or other electronic means. Any notice delivered or sent as aforesaid shall be effective on the date of delivery or sending. All notices and other written communications under this Agreement shall be addressed to the individuals in the capacities indicated below, unless otherwise modified by subsequent written notice. Communication and details concerning this Agreement shall be directed to the following contract representatives: Grantee: City of Cathedral City Charles P. McClendon City Manager 68700 Avenida Lalo Guerrero Cathedral City, CA 92234 760-770-0372 V. GENERAL CONDITIONS A. General Compliance Subrecipient: Coachella Valley Association of Govemments Tom Kirk Executive Director 73710 Fred Waring Drive, STE 200 Palm Desert, CA 92260 760-346-1127 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 concerning Community Development Block Grants (CDBG)). The Subrecipient also agrees to comply with all other applicable Federal, State and local laws, regulations and policies governing the funds provided under this Agreement. The Subrecipient further agrees to utilize funds available under this Agreement to supplement rather than supplant funds otherwise available. B. "Independent Contractor" Nothing contained in this Agreement is intended to, or shall be construed in any manner, as creating or establishing a relationship of employer/employee between the Parties. The Subrecipient shall at all times remain an "independent contractor" with respect to the services to be performed under this Agreement. The Grantee shall be exempt from payment of all Unemployment Compensation, FICA, retirement, life and/or medical insurance and Workers' Compensation Insurance as the Subrecipient is an independent contractor. 3 C. Hold Harmless The Subrecipient shall hold harmless, defend and indemnify the Grantee from and against any and all claims, actions, suits, charges and judgments whatsoever (collectively "Claims") that arise out of the Subrecipient's performance or nonperformance of the services or subject matter called for in this Agreement. Notwithstanding the forgoing, the provisions of this subsection shall not apply to Claims occurring as a result of Grantee's sole negligence or willful acts or omissions. D. Insurance & Bonding The Subrecipient shall carry sufficient insurance coverage to protect contract assets from loss due to theft, fraud and/or undue physical damage, and as a minimum shall purchase a blanket fidelity bond covering all employees in an amount equal to any cash advances from the Grantee. In addition to the bonding and insurance requirements of 24 CFR 84.31 and 84.48, Subrecipient, at Subrecipient's own cost and expense, shall procure and maintain, for the duration of this Agreement, the insurance policies and requirements set forth in Exhibit C of this Agreement. E. Grantee and Grantor Agency Recognition The Subrecipient shall insure recognition of the role of the Grantee and the United States Department of Housing and Urban Development ("HUD" or "Grantor Agency") in providing services through this Agreement. All activities, facilities and items utilized pursuant to this Agreement shall be prominently labeled as to funding source (CDBG). In addition, the Subrecipient will include a reference to the support provided herein in all publications made possible with funds made available under this Agreement. F. Amendments The Grantee or Subrecipient may amend this Agreement at any time provided that such amendments make specific reference to this Agreement, and are executed in writing, signed by a duly authorized representative of both organizations, and approved by the Grantee's governing body. Such amendments shall not invalidate this Agreement, nor relieve or release the Grantee or Subrecipient from its obligations under this Agreement. The Grantee may, at its discretion, amend this Agreement to conform with Federal, State or local govemmental guidelines, policies and available funding amounts, or for other reasons. If such amendments result in a change in the funding, the scope of services, or schedule of the activities to be undertaken as part of this Agreement, such modifications will be incorporated only by written amendment signed by both Grantee and Subrecipient. G. Suspension or Termination Either Party may terminate this Agreement at any time by giving written notice to the other Party of such termination, including the reasons therefor and specifying the effective date thereof at least 30 days before the effective date of such termination. 4 Partial terminations of the Scope of Service in Paragraph I.A above may only be undertaken with the prior approval of the Grantee. In the event of any termination for convenience, all finished or unfinished documents, data, studies, surveys, maps, models, photographs, reports or other materials prepared by the Subrecipient under this Agreement shall, at the option of the Grantee, become the property of the Grantee, and the Subrecipient shall be entitled to receive just and equitable compensation for any satisfactory work completed on such documents or materials prior to the termination. The Grantee may also suspend or terminate this Agreement, in whole or in part, if the Subrecipient materially fails to comply with any term of this Agreement, or with any of the rules, regulations or provisions referred to herein; or such statutes, regulations, executive orders, and HUD guidelines, policies or directives as may become applicable at any time. The Grantee may further declare the Subrecipient ineligible for any further participation in the Grantee's contracts, in addition to other remedies as provided by law. In the event, there is probable cause to believe the Subrecipient is in non- compliance with any applicable rules or regulations, the Grantee may withhold up to fifteen percent (15%) of said contract funds until such time as the Subrecipient is found to be in compliance by the Grantee, or is otherwise adjudicated to be in compliance. VI. ADMINISTRATIVE REQUIREMENTS A. Financial Management 1. Accounting Standards The Subrecipient agrees to comply with the provisions of OMB Circular A-110 and 24 CFR 84.21-28 and agrees to adhere to the accounting principles and procedures required therein, utilize adequate internal controls, and maintain necessary source documentation for all costs incurred. 2. Cost Principles The Subrecipient shall administer its program in conformance with OMB Circulars A-122, "Cost Principles for Non -Profit Organizations," or A-21, "Cost Principles for Educational Institutions," as applicable. These principles shall be applied for all costs incurred whether charged on a direct or indirect basis. B. Documentation and Record -Keeping 1. Records to be Maintained The Subrecipient shall maintain all records required by the Federal regulations specified in 24 CFR Part 570.506, which 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 that each activity undertaken meets one of the National Objectives of the CDBG program; 5 c. Records required determining the eligibility of activities; d. Records required to document the acquisition, improvement, use or disposition of real property acquired or improved with CDBG assistance; e. Records documenting compliance with the fair housing and equal opportunity components of the CDBG program; f. Financial records as required by 24 CFR Part 570.502, and OMB Circular A-110; and g. Other records necessary to document compliance with Subpart K of 24 CFR 570. 2. Retention The Subrecipient shall retain all records pertinent to expenditures incurred under this Agreement for a period of five (5) years after the termination of all activities funded under this Agreement. Records for non -expendable property acquired with funds under this Agreement shall be retained for five (5) years after final payment. Notwithstanding the above, if there is litigation, claims, audits, negotiations or other actions that involve any of the records cited and that have started before the expiration of the five-year period, then such records must be retained until completion of the actions and resolution of all issues, or the expiration of the five-year period, whichever occurs later. 3. 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, ethnicity, income level or other basis for determining eligibility, and description of service provided. Such information shall be made available to Grantee monitors or their designees for review upon request. 4. 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 Grantee'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. 5. Property Records The Subrecipient shall maintain real property inventory records which clearly identify properties purchased, improved or sold. Properties retained shall continue to meet eligibility criteria and shall conform to the "changes in use" restrictions specified in 24 CFR 570.505, as applicable. 6. Close -Outs and Reversion of Assets The Subrecipient's obligation to the Grantee shall not end until all close-out requirements are completed. Activities during this close-out period shall include, but are not limited to: Making final payments, disposing of program assets (both personal property and real property including the return of all unused materials, equipment, unspent cash advances, program income balances, and accounts receivable to the Grantee), and determining the custodianship of records. All real property under the Subrecipient's control that was acquired or improved, in whole or in part, with CDBG funds in excess of $25,000, must either be: a. Used to meet one of the national objectives in 570.208 until (5) five years after expiration of the agreement, or b. If not used in accordance with paragraph (a) above, the Subrecipient shall pay to the Grantee an amount equal to the current market value of the property, less any portion of the value attributable to expenditures of non-CDBG funds for the acquisition of, or improvement to the property. 7. Audits & Inspections All Subrecipient records with respect to any matters covered by this Agreement shall be made available to the Grantee, Grantor Agency and the Comptroller General of the United States, or any of their designees or representatives at any time during normal business hours, as often as the Grantee or Grantor Agency deems necessary, to audit, examine, and make excerpts or transcripts of all relevant data. Any deficiencies noted in audit reports must be fully cleared by the Subrecipient within 30 days after receipt by the Subrecipient. Failure of the Subrecipient to comply with the above audit requirements will constitute a violation of this Agreement and may result in the withholding of future payments. The Subrecipient hereby agrees to have an annual agency audit conducted in accordance with current Grantee policy concerning Subrecipient audits and, as applicable, OMB Circular A-133. C. Reporting and Payment Procedures 1. Program Income The Subrecipient shall report monthly all program income as defined at 24 CFR 570.500(a) generated by activities carried out with CDBG funds made available under this Agreement. The use of program income by the Subrecipient shall comply with the requirements set forth at 24 CFR 570.504. By way of further limitations, the Subrecipient may use such income during the contract period for activities permitted under this Agreement and shall reduce requests for additional funds by the amount of any such program income balance on hand. All unused program income shall be returned to the Grantee at the end of the contract period. Any interest earned on cash advances from the U.S. Treasury is not program income and shall be remitted promptly to the Grantee. 7 2. Indirect Costs If indirect costs are charged, the Subrecipient will develop an indirect cost allocation plan for determining the appropriate Subrecipient's share of administrative costs and shall submit such plan to the Grantee for approval, in a form specified by the Grantee. 3. Payment Procedures The Grantee will pay to the Subrecipient funds available under this Agreement based upon information submitted by the Subrecipient and consistent with the budget set forth in Exhibit B (or any subsequent budget approved by Grantee) and Grantee policy concerning payments. Payments will be made for eligible expenses actually incurred by the Subrecipient, not to exceed actual cash requirements. Payments will be awarded to the Subrecipient on a quarterly reimbursement basis. In addition, the Grantee reserves the right to liquidate funds available under this Agreement for costs incurred by the Grantee on behalf of the Subrecipient. 4. Progress Reports The Subrecipient shall submit quarterly progress reports to the Grantee in the form, content, and frequency as required by the Grantee. (Found on the CDBG Direct Benefit Activity Report and the City of Cathedral City Request for CDBG Reimbursement Form.) D. Procurement 1. Compliance The Subrecipient shall comply with current Grantee policy concerning the purchase of equipment and shall maintain inventory records of all non - expendable personal property as defined by such policy as may be procured with funds provided herein. All program assets (unexpended program income, property, equipment, etc.) shall revert to the Grantee upon termination of this Agreement. 2. OMB Standards The Subrecipient shall procure all materials, property, or services in accordance with the requirements of OMB Circular A-110 implemented at 24 CFR Part 84 as modified by the provisions of 24 CFR 570.502(b). 3. Travel The Subrecipient shall obtain written approval from the Grantee for any travel outside the metropolitan area with funds provided under this Agreement. 8 4. 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 24 CFR Part 84 and 24 CFR 570.502, 570.503, and 570.504, as applicable, which include but are not limited to the following: a. The Subrecipient shall transfer to the Grantee 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. b. 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. 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 Grantee 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. Such payment shall constitute program income to the Grantee. The Subrecipient may retain real property acquired or improved under this Agreement after the expiration of the five-year period. c. In all cases in which equipment acquired, in whole or in part, with funds under this Agreement is sold, the proceeds shall be program income (prorated to reflect the extent to that funds received under this Agreement were used to acquire the equipment). Equipment not needed by the Subrecipient for activities under this Agreement shall be (a) transferred to the Grantee for the CDBG program or (b) retained after compensating the Grantee in an amount equal to the current fair market value of the equipment less the percentage of non-CDBG funds used to acquire the equipment. VII. RELOCATION, REAL PROPERTY ACQUISITION AND ONE-FOR-ONE HOUSING REPLACEMENT The Subrecipient agrees to comply with (a) the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, as amended (URA), and implementing regulations at 49 CFR Part 24 and 24 CFR 570.606(b); (b) the requirements of 24 CFR 570.606(c) governing the Residential Anti -displacement and Relocation Assistance Plan under section 104(d) of the HCD Act; and (c) the Requirements in 24 CFR 570.606(d) governing optional relocation policies. The Subrecipient shall provide relocation assistance to persons (families, individuals, businesses, nonprofit organizations and farms) that are displaced as a direct result of acquisition, rehabilitation, demolition or conversion for a CDBG-assisted project. The Subrecipient 9 also agrees to comply with applicable Grantee ordinances, resolutions and policies concerning the displacement of persons from their residences. VIII. PERSONNEL & PARTICIPANT CONDITIONS A. Civil Rights 1. Compliance The Subrecipient agrees to comply with Title VI of the Civil Rights Act of 1964 as amended, Title VIII of the Civil Rights Act of 1968 as amended, Section 104(b) and Section 109 of Title I of the Housing and Community Development Act of 1974 as amended, Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, the Age Discrimination Act of 1975, Executive Order 11063, and with Executive Order 11246 as amended by Executive Orders 11375, 11478, 12107 and 12086. 2. Nondiscrimination The Subrecipient will not discriminate against any employee or applicant for employment because of race, color, creed, religion, ancestry, national origin, sex, disability or other handicap, age, marital/familial status, or status with regard to public assistance. The Subrecipient will take affirmative action to ensure that all employment practices are free from such discrimination. Such employment practices include but are not limited to the following: hiring, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff, termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. The Subrecipient agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the contracting agency setting forth the provisions of this nondiscrimination clause. The Subrecipient agrees to comply with the non- discrimination in employment and contracting opportunities laws, regulations, and executive orders referenced in 24 CFR 570.607, as revised by Executive Order 13279. The applicable non-discrimination provisions in Section 109 of the HCD Act are still applicable. 3. Land Covenants This Agreement is subject to the requirements of Title VI of the Civil Rights Act of 1964 (P.L. 88-352) and 24 CFR 570.601 and 602. In regard to the sale, lease, or other transfer of land acquired, cleared or improved with assistance provided under this Agreement, the Subrecipient shall cause or require a covenant running with the land to be inserted in the deed of lease for such transfer, prohibiting discrimination as herein defined, in the sale, lease or rental, or in the use or occupancy of such land, or in any improvements erected or to be erected thereon, providing that the Grantee and the United States are beneficiaries of and entitled to enforce such covenants. The Subrecipient, in undertaking its obligation to carry out the program assisted hereunder, agrees 10 to take such measures as are necessary to enforce such covenant, and will not itself so discriminate. 4. Section 504 The Subrecipient agrees to comply with all federal regulations issued pursuant to compliance with Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794), which prohibits discrimination against individuals with disabilities or the handicapped in any Federally assisted program. The Grantee shall provide the Subrecipient with any guidelines necessary for compliance with that portion of the regulations in force during the term of this Agreement. B. Affirmative Action 1. Approved Plan The Subrecipient agrees that it shall be committed to carry out as applicable an Affirmative Action Program in keeping with the principles as provided in President's Executive Order 11246 of September 24, 1965. 2. Access to Records The Subrecipient shall furnish and cause each of its own subrecipients or subcontractors to furnish all information and reports required hereunder and will permit access to its books, records and accounts by the Grantee, HUD or its agent, or other authorized Federal officials for purposes of investigation to ascertain compliance with the rules, regulations and provisions stated herein. 3. EEO/AA Statement The Subrecipient will, in all solicitations or advertisements for employees placed by or on behalf of the Subrecipient, state that it is an Equal Opportunity or Affirmative Action employer. 4. Women and Minority Owned Business (W/MBE) The Subrecipient will use its best efforts to afford small businesses, minority business enterprises, and women's business enterprises the maximum practicable opportunity to participate in the performance of this Agreement. As used in this Agreement, the terms "small business" means a business that meets the criteria set forth in section 3(a) of the Small Business Act, as amended (15 U.S.C. 632), and "minority and women's business enterprise" means a business at least fifty-one percent (51 %) owned and controlled by minority group members or women. For the purpose of this definition, "minority group members" are Afro-Americans, Spanish-speaking, Spanish surnamed or Spanish -heritage Americans, Asian -Americans, and American Indians. The Subrecipient may rely on written representations by businesses regarding their status as a minority and female business enterprises in lieu of an independent investigation. 11 C. Employment Restrictions 1. Prohibited Activity The Subrecipient is prohibited from using funds provided herein or personnel employed in the administration or the program for: political activities; sectarian or religious activities; lobbying, political patronage, and nepotism activities. 2. Labor Standards The Subrecipient agrees to comply with the requirements of the Secretary of Labor in accordance with the Davis -Bacon Act, as amended (40 U.S.C. 276a — 276a-5); the provisions of Contract Work Hours and Safety Standards Act, (40 USC 327, et seq.); the Copeland "Anti -Kickback" Act (18 USC 874 et seq. and its implementing regulations of the United States Department of Labor at 29 CFR Part 5); and all other applicable Federal, State and local laws and regulations pertaining to labor standards insofar as those acts apply to the performance of this Agreement. The Subrecipient shall maintain documentation which demonstrates compliance with hour and wage requirements of this part. Such documentation shall be made available to the Grantee for review upon request. The Subrecipient agrees that, except with respect to the rehabilitation or construction of residential property containing less than eight (8) units, all contractors engaged under contracts in excess of $2,000.00 for construction, renovation or repair work financed in whole or in part with assistance provided under this Agreement, shall comply with Federal requirements adopted by the Grantee pertaining to such contracts and with the applicable requirements of the regulations of the Department of Labor, under 29 CFR Parts 1,3,5 and 7 governing the payment of wages and ratio of apprentices and trainees to journey workers: provided, that if wage rates higher than those required under the regulations are imposed by state or local law, nothing hereunder is intended to relieve the Subrecipient of its obligation, if any, to require payment of the higher wage. The Subrecipient shall cause or require to be inserted in full, in all such contracts subject to such regulations, provisions meeting the requirements of this paragraph. 3. "Section 3" Clause a. Compliance Compliance with the provisions of Section 3 of the HUD Act of 1968, as amended, the regulations set forth in 24 CFR 135, and all applicable rules and orders issued hereunder prior to the execution of this Agreement, shall be a condition of the Federal financial assistance provided under this Agreement and binding upon the Grantee, the Subrecipient, Subrecipient's subrecipients and subcontractors. Failure to fulfill these requirements shall subject the Grantee, the Subrecipient, 12 and any of the Subrecipient's subrecipients and subcontractors, their successors and assigns to those sanctions specified by the Agreement through which Federal assistance is provided. The Subrecipient certifies and agrees that no contractual or other disability exists which would prevent compliance with these requirements. The Subrecipient further agrees to comply with these "Section 3" requirements and to include the following language in all subcontracts executed under this Agreement: "The work to be performed under this Agreement is a project assisted under a program providing direct Federal financial assistance from HUD and is subject to the requirements of Section 3 of the HUD Act of 1968, as amended (12 U.S.C. 1701). Section 3 requires that to the greatest extent feasible opportunities for training and employment be given to low- and very low-income residents of the project area and contracts for work in connection with the project be awarded to business concerns that provide economic opportunities for low- and very low-income persons residing in the metropolitan area in which the project is located." The Subrecipient further agrees to ensure that 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 project are given to low and very low-income persons residing within the metropolitan area in which the CDBG-funded project is located; where feasible, priority should be given to low- and very low-income persons within the service area of the project or the neighborhood in which the project is located, and to low- and very low-income participants in other HUD programs; and award contracts for work undertaken in connection with a housing rehabilitation (including reduction and abatement of lead-based paint hazards), housing construction, or other public construction project are given to business concerns that provide economic opportunities for low - and very low-income persons residing within the metropolitan area in which the CDBG-funded project is located; where feasible, priority should be given to business concerns which provide economic opportunities to low- and very low-income residents within the service area or the neighborhood in which the project is located, and to low- and very low-income participants in other HUD programs. The Subrecipient certifies and agrees that no contractual or other legal incapacity exists which would prevent compliance with these requirements. b. Notifications The Subrecipient agrees to send to each labor organization or representative of workers with which it has a collective bargaining agreement or other contract or understanding, if any, a notice advising said labor organization or worker's representative of its commitments under this Section 3 clause and shall post copies of the notice in conspicuous places available to employees and applicants for employment or training. c. Subcontracts The Subrecipient will include this Section 3 clause in every subcontract and will take appropriate action pursuant to the subcontract upon finding that the subcontractor is in violation of regulations issued by the grantor agency. The Subrecipient will not subcontract with any entity where it has notice or knowledge that the latter has been found in violation of regulations under 24 CFR 135 and will not let any subcontract unless the entity has first provided it with a preliminary statement of ability to comply with the requirements of their regulations. D. Conduct 1. Assignability The Subrecipient shall not assign or transfer any interest in this Agreement without the prior written consent of the Grantee thereto; provided, however, that claims for money due or to become due to the Subrecipient from the Grantee under this Agreement may be assigned to a bank, trust company, or other financial institution without such approval. Notice of any such assignment or transfer shall be furnished promptly to the Grantee. 2. Subcontracts a. Approvals The Subrecipient shall not enter into any subcontracts with any agency or individual in the performance of this Agreement without the written consent of the Grantee prior to the execution of such agreement. b. Monitoring The Subrecipient will monitor all subcontracted services on a regular basis to assure contract compliance. Results of monitoring efforts shall be summarized in written reports and supported with documented evidence of follow-up actions taken to correct areas of non-compliance. 14 c. Content The Subrecipient shall cause all of the provisions of this Agreement in its entirety to be included in and made a part of any subcontract executed in the performance of this Agreement. d. Selection Process The Subrecipient shall undertake to ensure that all subcontracts let in the performance of this Agreement shall be awarded on a fair and open competition basis and in accordance with all applicable procurement requirements. Executed copies of all subcontracts shall be forwarded to the Grantee along with documentation conceming the selection process. 3. Hatch Act The Subrecipient agrees that no funds provided, nor personnel employed under this Agreement, shall in any way or to any extent engage in the conduct of political activities in violation of Chapter 15 of Title V United States Code. 4. Conflict of Interest The Subrecipient agrees to abide by the provisions of 24 CFR 84.42 and 570.611 with respect to conflicts of interest, including but not limited to the following: a. The Subrecipient shall maintain a written code or standards of conduct that shall govern the performance of its officers, employees or agents engaged in the award and administration of contracts supported by Federal funds. b. No employee, officer or agent of the Subrecipient shall participate in the selection, or in the award, or administration of, a contract supported by Federal funds if a conflict of interest, real or apparent, would be involved. c. No covered persons who exercise or have exercised any functions or responsibilities with respect to CDBG-assisted activities, or who are in a position to participate in a decision- making process or gain inside information with regard to such activities, may obtain a financial interest in any contract, or have a financial interest in any contract, subcontract, or agreement with respect to the CDBG-assisted activity, or with respect to the proceeds from the CDBG-assisted activity, either for themselves or those with whom they have business or immediate family ties, during their tenure or for a period of one (1) year thereafter. For purposes of this paragraph, a "covered person" includes any person who is an employee, agent, consultant, officer, or elected 15 or appointed official of the Grantee, the Subrecipient, or any designated public agency. 5. Lobbying The Subrecipient hereby certifies that: a. No Federal appropriated funds have been paid or will be paid, by or on behalf of it, 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; and b. 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, it will complete and submit Standard Form -LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions; and c. It will require that the language of paragraph (d) of this certification be included in the award documents for all sub - awards at all tiers (including subcontracts, sub -grants, and contracts under grants, loans, and cooperative agreements) and that all Subrecipients shall certify and disclose accordingly: d. Lobbying Certification - Paragraph d This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction 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 failure. 6. Copyright If this Agreement results in any copyrightable material or inventions, the Grantee and/or Grantor Agency reserves the right to royalty -free, non-exclusive and irrevocable license to reproduce, publish or otherwise use and to authorize others to use, the work or materials for government purposes. 16 7. Religious Organizations The Subrecipient agrees that funds provided under this Agreement will not be utilized for inherently religious activities, such as worship, religious instruction, or proselytization in accordance with the Federal regulations specified in 24 CFR 570.2000). IX. ENVIRONMENTAL CONDITIONS A. Air and Water The Subrecipient agrees to comply with the following requirements insofar as they apply to the performance of this Agreement: Clean Air Act, 42 U.S.C., 7401, et seq. Federal Water Pollution Control Act, as amended, 33 U.S.C. 1251, et seq., as amended, 1318 relating to inspection, monitoring, entry, reports, and information, as well as other requirements specified in said Section 114 and Section 308, and all regulations and guidelines issued thereunder. Environmental Protection Agency (EPA) regulations pursuant to 40 C.F.R., Part 50, as amended. B. Flood Disaster Protection In accordance with the requirements of the Flood Disaster Protection Act of 1973 (42 U.S.C. 4001), the Subrecipient shall assure that for activities located in an area identified by FEMA as having special flood hazards, flood insurance under the National Flood Insurance Program is obtained and maintained as a condition of financial assistance for acquisition or construction purposes (including rehabilitation). C. Lead -Based Paint The Subrecipient agrees that any construction or rehabilitation of residential structures with assistance provided under this Agreement shall be subject to HUD Lead -Based Paint Regulations at 24 CFR 570.608, and 24 CFR Part 35. Such regulations pertain to all HUD -assisted housing and require that all owners, prospective owners, and tenants of properties constructed prior to 1978 be properly notified that such properties may include lead-based paint. Such notification shall point out the hazards of lead based paint and explain the symptoms, treatment and precautions that should be taken when dealing with lead-based paint poisoning and the advisability and availability of blood lead level screening for children under seven. The notice should also point out that if lead based paint is found on the property, abatement measures may be undertaken. D. Historic Preservation The Subrecipient agrees to comply with the Historic Preservation requirements set forth in the national historic Preservation Act of 1966, as amended (16 U.S.C. 470) and the procedures set forth in 36 CFR, Part 800, Advisory Council on Historic 17 Preservation Procedures for Protection of Historic Properties, insofar as they apply to the performance of this Agreement. In general, this requires concurrence from the State Historic Preservation Officer for all rehabilitation and demolition of historic properties that are fifty years old or older or that are included on a Federal, State, or local historic property list. X. SEVERABILITY If any provision of this Agreement is held invalid, the remainder of the Agreement shall not be affected thereby and all other parts of this Agreement shall nevertheless be in full force and effect. XI. SECTION HEADINGS AND SUBHEADINGS The section headings and subheadings contained in this Agreement are included for convenience only and shall not limit or otherwise affect the terms of this Agreement. XII. WAIVER The Grantee's failure to act with respect to a breach by the Subrecipient does not waive its right to act with respect to subsequent or similar breaches. The failure of the Grantee to exercise or enforce any right or provision shall not constitute a waiver of such right or provision. XIII. ENTIRE AGREEMENT This Agreement constitutes the entire agreement between the Grantee and the Subrecipient for the use of funds received under this Agreement and it supersedes all prior or contemporaneous communications and proposals, whether electronic, oral, or written between the Grantee and the Subrecipient with respect to this Agreement. XIV. AUTHORITY TO EXECUTE AGREEMENT The person or persons executing this Agreement on behalf of Subrecipient warrants and represents that he/she has the authority to execute this Agreement on behalf of the Subrecipient and has the authority to bind Subrecipient to the performance of its obligations hereunder. [END OF PAGE — SIGNATURES ON FOLLOWING PAGE] 18 IN WITNESS, WHEREOF, the Parties have executed this Agreement as of the date first written above. Grantee Subrecipient CITY OF CATHEDRAL CITY COACHELLA VALLEY ASSOCIATION OF GOVERNMENTS (CVAG) By: (;A, isr 6 Name: Charles P. McClendon Title: City Manager ATTEST: y Gary F. well City Clerk APPROVED AS Eric S. Vail City Attorney By: Name: Tom Title: Executive Director 1 put -k] k 19 Approved- Date 1:1 KFrl l EXHIBIT "A" SCOPE OF SERVICES I. CVAG West Valley Housing Navigation Program (WVHNP) will include the following Services: A. Resources and shelter services to homeless individuals and families from July 1, 2017 through June 30, 2018. B. All assistance is designed to ensure timely and coordinated access to support services from July 1, 2017 through June 30, 2018. C. No discrimination against any individual or family based on age, sexual orientation, gender, race/ethnicity, migratory status, religion, disability or any other reason. D. Assist at least 300 clients/individuals during the contract period. II. As part of the Services, the CVAG WVHNP will provide and deliver the following services to homeless individuals and families: A. Conduct prevention/outreach services and conduct an assessment to determine the best housing options for those assessed, other needed resources and referrals, and appropriate next steps toward an exit from homelessness. B. Provide bridge shelter care and crisis stabilization housing in their Community Shelter or local facilities for those who are willing to accept it. C. Connect individuals directly to the West Valley Navigation Program resources (including Crisis Stabilization Housing and Rapid Rehousing) and to other housing providers in the Valley and throughout the County. D. Accompany law enforcement during their outreach interventions upon request. E. Provide referral information to wraparound services referrals for an estimated 300 homeless units (individual or family). F. Upon request, respond to community, city and local business to assist homeless families and individuals with housing search and housing acquisition activities. G. Help with special homeless calls as a direct and responsive partner in addressing homeless in Cathedral City. A-1 B. Case Management/Reporting Services to include: Staffing Competent, professional staff members will be provided to administer the program, all of whom are trained to work with a multi-ethnic population and deliver services in a non-discriminatory manner. Invaluable assistance is provided to participants, locating housing for them or referring them to and linking them with appropriate housing programs. Client Documentation: CVAG Program Staff will collect a variety of case management file information including demographics, statements of income, homeless status, and daily sign in sheets for quarterly program reporting. Building/Facility Operations: CVAG Program Staff will keep records of program operational expenses such as utilities, building and equipment repairs. Transportation Services: CVAG Program Staff will track and maintain databases for any transportation to and from the shelters, transitional housing, and rapid rehousing. Also, available to clients is linkage to specialty transportation resources such as Veterans, Disabled and County Hospital transportation. Resource Services: CVAG Program Staff will track individuals and families linked directly to the resources available through the West Valley Navigation Program and other housing providers in the Riverside County Continuum of Care (CoC). Consumer Follow -Up CVAG Program Staff will provide ongoing follow-up and referrals for consumers who exit the program in good standing for six months from their date of exit to evaluate the program. Reporting CDBG reporting and reimbursement will be specific to Cathedral City. HMIS reports are filed as directed by Riverside County DPSS. Participant progress is also tracked in Efforts to Outcomes (ETO) database daily. III. During performance of the Services, CVAG Program Staff shall keep the City appraised of the status of performance by delivering the following status reports: A. Quarterly accomplishment reports, July 2017 through June 2018. B. Quarterly direct benefit activity report, July 2017 through June 2018. A-2 IV. The tangible work status reports will be delivered to the City pursuant to the following schedule: A. Within 15 days of the end of the month, for quarterly reports. B. As agreed upon at the time of request. V. CVAG WVHNP will utilize the following personnel and supplies to accomplish the Services: A. POLM Homeless Intervention Team (Outreach) to address emergencies and/or engage individuals and families. B. POLM Community Shelters and staff to provide individuals and families with transportation and beds during the program. C. CVAG Program Staff shall work the Cathedral City Police Department and Homeless Liaison Officer(s) for support and effectiveness of this program. VI. AMENDMENT The Scope of Services, including services, work products, and personnel, are subject to change by mutual written agreement (pursuant to Section V.F of this Agreement). In the absence of mutual Agreement regarding the need to change any aspects of performance, CVAG shall comply with the Scope of Services as indicated above. A-3 EXHIBIT "B" COMPENSATION I. Coachella Valley Association of Governments (CVAG) shall use the following rates of pay in the performance of the Services: A. In conformance with OMB Circular A-110 and A-122 II. The City will compensate CVAG for the Services performed upon submission of a valid invoice. Payments will be made on a reimbursement basis. Each invoice is to include: A. Line items for all personnel describing the number of hours worked the hourly rate and all associated costs of employment with supporting documentation. B. Line items for all supplies properly charged to the Services with supporting documentation. III. The total compensation for the described services shall not exceed $51,500, to be expended in substantial accordance with the following budget: Line Item Amount (1) Personnel Services Salaries and related costs of staff $31,500 (2) Non -Personnel Services Space rent, utilities, liability insurance, travel expenses, equipment leases and supplies $20,000 (3) TOTAL (1-2) $51,500 B-1 EXHIBIT "C" SUBRECIPIEINT INSURANCE REQUIREMENTS A. Policies. Sub recipient, at Sub recipient's own cost and expense, shall procure and maintain, for the duration of this Agreement, the following insurance policies: 1. Workers' Compensation Coverage. Sub recipient shall maintain Workers' Compensation Insurance and Employer's Liability Insurance for its employees in accordance with the laws of the State of California. In addition, Sub recipient shall require each subcontractor to similarly maintain Workers' Compensation Insurance and Employer's Liability Insurance in accordance with the laws of the State of California for all of the subcontractor's employees. Any notice of cancellation or non -renewal of all Workers' Compensation policies must be received by the City at least thirty (30) calendar days prior to such change. The insurer shall agree to waive all rights of subrogation against the City, its officers, agents, employees, and volunteers for losses arising from work performed by Sub recipient for the City. 2. General Liability Coverage. Sub recipient shall maintain commercial general liability insurance in an amount not less than one million dollars ($1,000,000) per occurrence for bodily injury, personal injury and property damage. If a commercial general liability insurance form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit. 3. Automobile Liability Coverage. Sub recipient shall maintain automobile liability insurance covering bodily injury, personal injury and property damage for all activities of the Sub recipient arising out or of in connection with the work to be performed under this Agreement, including coverage for owned, hired and non -owned vehicles, in an amount of not less than one million dollars ($1,000,000) combined single limit for each occurrence. 4. Professional Liability Coverage. Sub recipient shall maintain professional errors and omissions liability insurance for protection against claims alleging negligent acts, errors or omissions which may arise from Sub recipient's operations under this Agreement, whether such operations are by the Sub recipient or by its employees, subcontractors, or sub recipients. The amount of this insurance shall not be less than one million dollars ($1,000,000) per occurrence. B. Endorsements. Each general liability and automobile liability insurance policy shall be with insurers possessing a Best's rating of no Tess than A:VII and shall be endorsed with the following specific language: 1. The City of Cathedral City and the City, their elected or appointed officers, employees, agents and volunteers are to be covered as additional insured's with respect to liability arising out of work performed by or on behalf of the Sub recipient, including materials, parts or equipment furnished in connection with such work or operations. C-1 2. This policy shall be considered primary insurance with respect to the City, its elected or appointed officers, officials, employees, agents and volunteers. Any insurance maintained by the City, including any self-insured retention the City may have shall be considered excess insurance only and shall not contribute with it. 3. This insurance shall act for each insured and additional insured as though a separate policy had been written for each, except with respect to the limits of liability of the insuring company. 4. The insurer waives all rights of subrogation against the City, its elected or appointed officials, officers, employees or agents. 5. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its elected or appointed officers, officials, employees, agents or volunteers. 6. The insurance provided by this policy shall not be suspended, voided, canceled, or reduced in coverage or in limits except after thirty (30) calendar days' written notice has been received by the City. C. Deductibles and Self -Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. At the City's option, Sub recipient shall demonstrate financial capability for payment of such deductibles or self-insured retentions. D. Certificates of Insurance. Sub recipient shall provide certificates of insurance with original endorsements to the City as evidence of the insurance coverage required herein. Certificates of such insurance shall be filed with the City on or before commencement of performance of this Agreement. Current certification of insurance shall be kept on file with the City at all times during the term of this Agreement. C-2 C- 13`9 AGREEMENT BETWEEN THE CITY OF CATHEDRAL CITY AND COACHELLA VALLEY ASSOCIATION OF GOVERNMENTS (CVAG) FOR WEST VALLEY HOUSING NAVIGATION PROGRAM THIS AGREEMENT ("Agreement") is entered into on this day 13 of September , 2017, by and between the City of Cathedral City, a California municipal corporation ("City" or "Grantee") and the Coachella Valley Association of Governments (CVAG), a non-profit regional planning organization ("Subrecipient"). Grantee and Subrecipient are sometimes hereinafter referred to individually as a "Party" and collectively as the "Parties". WHEREAS, the Grantee has applied for and received Community Development Block Grant ("CDBG") funds from the United States Government under Title I of the Housing and Community Development Act of 1974, as amended, Public Law 93-383; and WHEREAS, the Grantee wishes to engage the Subrecipient to assist the Grantee in utilizing such funds; NOW, THEREFORE, it is agreed between the Parties hereto that; I. SCOPE OF SERVICE A. Program The Subrecipient will be responsible for administering a FY 2017/2018 CDBG Homeless Services program in a manner satisfactory to the Grantee and consistent with any standards required as a condition of providing these funds and the attached Exhibit A. Such program will include the following activities eligible under the CDBG Program: provide homeless prevention and diversion services, and crisis stabilization housing. Reimbursement to include: administrative and operating expenses, outreach services, assessments, case management, referrals, and resources for homeless prevention and homeless exiting services to individuals and families in Cathedral City by the organization/agency known as CVAG located at 73710 Fred Waring Drive, STE 200, Palm Desert, CA 92260. B. National Obiectives The Subrecipient certifies that the activities carried out with funds provided under this Agreement will meet one or more of the CDBG program's National Objectives: 1) Benefit low/moderate income persons, 1