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Home My WebLink AboutPK07-303 - Original - Valley Cities Counseling and Consultation - CDBG Funded Homeless Outreach Program - 01/01/2007 e Records Ma-,,,n_ ' gemeh 't- KENT Document WASHINGTON CONTRACT COVER SHEET This is to be completed by the Contract Manager prior to submission to City Clerks Office. All portions are to be completed, if you have questions, please contact City Clerks Office. Vendor Name: Valley Cities Counseling & Consultation_Vendor Number: 34755 JD Edwards Number Contract Number: 111 7- 343 This is assigned by Deputy City Clerk Description: CDBG Public Service Agreement Detail: Agency provides case management services to homeless individuals in Kent. Project Name: Homeless Outreach Program Contract Effective Date: 1/1/07 Termination Date: 12/31/07 Contract Renewal Notice (Days): 30 Number of days required notice for termination or renewal or amendment Contract Manager: Dinah Wilson Department: Parks/Human Services Abstract: This is a new contract for 2007. City Council approval received on 11/7/06. S Public\RecordsManagement\Forms\ContractCover\ADCL7832 07/02 CDBG AGREEMENT BETWEEN CITY OF KENT AND VALLEY CITIES COUNSELING AND CONSULTATION HOMELESS OUTREACH PROGRAM This Agreement, entered into this 1st day of January, 2007 , between the City of Kent, a Washington municipal corporation(hereinafter the"City") and Valley Cities Counseling and Consultation (hereinafter the"Agency"). RECITALS WHEREAS, the City is an entitlement City applicant for Community Development Block Grant("CDBG") funds (Catalogue of Federal Domestic Assistance-CFDA 14 218) under the Housing and Community Development Act of 1974(the"Act"), as amended, Pub. L. No. 93-383, 88 Stat. 633(1974),and anticipates receiving CDBG funds for the purpose of carrying out eligible community development and housing activities under the Act and under regulations promulgated by the Department of Housing and Urban Development("HUD"), at 24 CFR§570,et seq , and WHEREAS, the City desires to contract with the Agency for the performance of certain eligible activities described within this Agreement, and WHEREAS, it is appropriate and mutually desirable that the Agency be designated by the City to undertake the aforementioned eligible activities, so long as the requirements of the Act, HUD regulations, and state and local laws are adhered to,as provided for herein,and WHEREAS, the purpose of this Agreement is to provide for cooperation between the City and the Agency, as the parties to this Agreement, in the provision of such eligible activities;and WHEREAS, the parties are authorized and empowered to enter into this Agreement pursuant to the Act, RCW 35 21 730 to .735, and/or by the Constitution and the enabling laws of the State of Washington, NOW THEREFORE, For and in consideration of the terms and conditions provided in this Agreement, the parties mutually covenant and agree as follows: i UNDEx To AGREEMENT PART|^GENERAL CONDITIONS ... . . . .... .......... . ... . . .. . 1 1. Scope[f Agreement . .~~.~. ^-~j 2. Scope OfProject .. .. .. ..~ ..~.. . .... .... . .... ... ~..... ..... 1 3. Program Benefit'§ .... .................................................................................................... _ ........... ................ .1 4. Commencement And Termination[f . ..... ..... .............. ......................................................... ~ .. 2 5 Administration . .~ ... ... . . . .... .... ........................................ ........ 2 0 Compensation And Method CV .. . ...........- -..__......................... . .~..^ ...^ ................ . 2 7 Eligible Costs . . .. . ... ..._. .._. ..-..~-...~. ......................... .............................. 3 QOperating Budget ...... ..............................................................` .............. ............................................................ 3 S Funding Atemubves And Future Support.... . .~ ..... .3 10 Amendments .. ...... ... . ..... 3 11 Assignment And Subcontracting...................................... ........................................................ .......... .............. .-.... 3 12 Hold Harmless And Indemnification .... ................................................................................................ ...~.~. .... 4 13 Project Close-Out .......................... .~......~.... . .4 14 Insurance . ... .......... ... . ... . .. .... ... .~. .. ... 4 15 Conflict Df Interest ... .. ....... ........... ..... ....... ... ......... ...... ... . ..~.. .... ... . 4 18 Suspension And Termination[f Agreement ............................................................ _..._......... ....., ........ 4 17 Safeguarding[f Client Information .. . ..... .......................... ................ ... ...... .......5 PART U`FEDERAL, STATE,AND LOCAL PROGRAM REQUIREMENTS ... -........ .... ..... ....^ .... ...... ..5 1 Nondiscrimination I .............. .............................................. ............ ..5 2 Section 504 And Americans With Disabilities Act . . ...~. ,~... .... .... 7 3 Procurement Standards .... .... .... .... . ..7 4 Uniform Administrative Requirements And Cost Pnnmpleo`§5T05O2'57081O ~..^. .........^ ........ ..... . ......... H 5 Program Income'§57O5O4...... .. . .. . . .. . ... ......................................... , .. 1 8 GPublic Information ......... ......................................................................... .... .... I . .~. .. 1 8 7 Other Federal And State Requirements..-...-.... . ..~. ........ .................... ............ . ....- 8 /l Local Requirements, I ... -.. . . .. .. .... ......... .................... .....-..-.. _~ g Public service programs must comply with sections 9 and 10................................................................................................... 8 9 NonuuUohtubon For Local Funding . .... ... . ~... 9 10 Faith-Based Activities-§57O2OOW . ~. ... 8 Acquisition u,improvement of real property projects mun oumplymithxoobonx1/thnouohtB ................................................. 10 11 .. ... .. . .~. ....... .... . .. . ................. ... . 10 12 Environmental Review. -....... ........ ......... -.~_...-...~-................................................. , 10 13 Labor Standards`§57O8O3. . . . . . . . I ... . . I.. . . .... .. . ........ ............ . 11 14 Acquisition And Relocation -. . . . . .. ... ..... .. ... . . .. .... ... . ... ....~. .11 15 Public Ownership .................-..... .................... ........................................................................ ...... 11 16. Reversion [x Assets^857O505. ......... .~.-...-........~...... ... ... . .-.......-... 11 17 Property Management Standards................................................................. ........ . ..... _.... . ..... . ..., .12 18. Additional Local .......... ......~. .. ...................... .......-.~....-._.....-......._.12 PART III^MONITORING&REPORTING REC0|AEMENTG. . . ............ .. 12 1 Monitoring I ....... ...^ .. -. .. . . . ~. _. .12 2 Program Reporting . . ~. ................. ................ ~................. ~-^~~~.................... ....... .................... ~ 14 3. Fiscal Reporting Responsibilities .................................- _........... . . .. . ........ .... _ .13 4. Audits. . ..........~~ ........................................ I... ...... ........ 13 PART|V-RECORDKEEP|NGREQUIREMENTS. . . . . I .. ......................... . .. ........ ................... 13 1 Program Records and Inspections .. -. .. . ... ...._~- .........~. . . .........-................. 13 2. Program Benefit Records'§57O508(b). ............... ................................ ._.................................... ................... 14 3. Financial Records I .. .. .~ ... . .. .. 14 4 Records OfProgram Operations,Management And EvaluuboD... ... .. . . . I .. I .. ... . .................. 15 5 Property Records.. . .. .. ........ . .... .. . ................................................................................................ 15 0L Procurement Records-OMB Circular A,11O. . ........ ...-.~. ........ .. .. .. ... .. 15 7. Nondiscrimination And Records~G57U5O8(g) .............................................. ..- .. .. , . .. . ... 15 8. Conflict[f Interest � � . �~ .. ................ .. .. ... ................. ......... .............. 10 9 Verification Of Subcontractor's Eligibility-24CFR5 .. . ... . ..-............. .... ...1 .16 10. Additional Requirements for Acquisition or Improvement o[Real Property Projects. ...............................................................10 � PART I - GENERAL CONDITIONS 1. SCOPE OF AGREEMENT The agreement between the parties shall consist of this Agreement and its signature page, the recitals page; the general conditions and any special conditions,the federal, state and local program requirements,the monitoring and reporting requirements, the recordkeepmg requirements, each and every project exhibit, appendix, and attachment incorporated into the Agreement; all matters and laws incorporated by reference herein; and any written amendments made according to the general conditions This Agreement supersedes any and all former agreements applicable to projects attached as Exhibits to this Agreement. 2. SCOPE OF PROJECT A. The Agency shall use the funds provided herein only to perform the activities authorized by this Agreement and as set forth in the CDBG Project Scope of Services, which is attached as Exhibit A and incorporated by this reference. In the case of multiple projects, each project shall correspond to a separate Exhibit This Agreement may be amended from time to time, in accordance with the general conditions, for the purpose of adding new projects,amending the scope of work,or for any other lawful purpose. B. Agencies funded by the City to carry out neighborhood revitalization, community economic development, or energy conservation projects shall meet the qualifications of a Community Based Development Organization (CBDO) pursuant to 24 C.F R § 570 204(c). The "carry out" requirement "means that the CBDO undertakes the funded activities directly or through contract with an entity other than the [City], or through the provision of financial assistance for activities in which it retains a direct and controlling involvement and responsibilities." 24 C F R § 570 204(a)(4) 3. PROGRAM BENEFIT-24 C F R. §570.208(a). Activities undertaken by this Agreement must predominantly benefit low and moderate income persons. At least seventy (70) percent of the persons served by these activities must be low or moderate income persons as defined in Exhibit B,which is attached and incorporated by this reference. The following requirements apply. A. The Agency shall ascertain household income of persons applying for and receiving assistance to assure compliance with the income limits defined in Exhibit B; and shall maintain records pursuant to Part IV of this Agreement, Section 2(B),or B. If the activity exclusively serves a clientele, which by federal regulation is "presumed" to be low and moderate income, individual income verification is not required Persons eligible for this presumption are specified in Part IV of this Agreement, Section 2(C) In this case,the Agency shall maintain appropriate data to validate the presumption, as provided in Part IV, Section 2(C),or C. If the activity is such that it is not feasible to identify and record beneficiaries, the total population of the area from which the beneficiaries are drawn must be predominantly low and moderate income In this case, the Agency shall maintain substantiation data as required by Part IV of this Agreement, Section 2(D). D. The benefit to low and moderate income beneficiaries must be in the form of a free or reduced cost service. If beneficiaries are charged for services, the charges to low and moderate income beneficiaries, and to all other beneficiaries, shall be as specified in the Exhibit(s), if applicable. Changes to the structure of charges during the term of this Agreement (and, in the case of a facility project, for five years thereafter) must preserve an identical discount for low and moderate income beneficiaries,and the change must be approved by the City. E. The low and moderate income limits in effect at the time of execution of this Agreement are specified in Exhibit B. These limits are revised periodically by HUD. It is the Agency's responsibility to use any revised limits when they take effect. Revisions will be announced by and can be obtained from the City. 1 4. COMMENCEMENT AND TERMINATION OF PROJECT(S) A The City shall furnish the Agency with a written notice to proceed. No work on a project shall occur without prior written approval from the City. Termination dates for individual protects shall be specified in the appropriate Exhibits. Costs incurred prior to the date written notice to proceed was given or after the termination date will not be reimbursed The termination date may be changed through an amendment of this Agreement. B. Although the term of this Agreement shall run from January 1, 2007 through December 31, 2007, due to a possible delay in federal appropriations, the Agreement may not be executed by the parties until the term has already commenced. In such an event, all acts consistent with the authority of the Agreement and prior to the date of the Agreement's execution are hereby ratified and affirmed, and the terms of this Agreement shall be deemed to have applied 5. ADMINISTRATION A. The Agency shall appoint a liaison person who shall be responsible for overall administration of CDBG funded project(s) and coordination with the City's Parks, Recreation, and Community Services Department. The person appointed shall be designated in Exhibit C, which is attached and incorporated by this reference. The Agency shall also designate one or more representatives who shall be authorized to sign the Reimbursement Requests and Program Accomplishments forms, which are attached as Exhibits D and E, respectively The name of the liaison person and representative shall be specified in the Exhibit(s). B. The Agency shall provide ten (10) days written notice to the City of any changes in program personnel or Board membership C. The agency shall provide the City with a current list of its Board of Directors, general or limited partners, as applicable. 6. COMPENSATION AND METHOD OF PAYMENT A. The City shall reimburse the Agency only for eligible costs allowed pursuant to this Agreement,which are part of the activities specified in the Exhibit(s), and in an amount not to exceed the amount specified in Exhibit A, plus any miscellaneous surplus office equipment, as available, related to the provision of services under this Agreement, and according to the procedures developed by the City of Kent. Reimbursement shall be based on a Reimbursement Request form,which shall be signed by the Agency's authorized representative and submitted to the City B. The Agency shall submit a properly executed Reimbursement Request form on a quarterly basis Reimbursement Requests are due by the 15t"of the month following the end of the quarter for costs eligible to be reimbursed by the City in accordance with the budget incorporated as Exhibit A and in accordance with Section 7 below If the due date falls on a Saturday or Sunday, Reimbursement Requests are due on the prior Friday. If the due date falls on a City holiday, Reimbursement Requests are due the next working day following the holiday The Final Reimbursement Request is due in accordance with the schedule listed in Exhibit A If the Agency's line item budget includes personnel services costs, the Agency shall submit a CDBG Public Services Protect Time Sheet (attached as Exhibit H if applicable) with the Reimbursement Request The City will make payment to the Agency not more than forty-five (45) days after said Reimbursement Request (and CDBG Public Services Protect Time Sheet, if applicable) is received and approved by the City's Parks, Recreation, and Community Services Department The City will issue a statement of correction in the event the Reimbursement Request is erroneous. Payment by the City shall not constitute approval of the services for which payment is requested The City does not, by making such payment, waive any rights it may have pursuant to this Agreement to require satisfactory performance of the services promised herein The City reserves the right to demand and recover reimbursements made for ineligible costs 2 7. ELIGIBLE COSTS A. All costs incurred must be reasonable and of a nature which clearly relate to the specific purposes and end product of the Agreement under which the services are being performed Care must be taken by all concerned in incurring costs to assure that expenditures conform to these general standards and the following criteria for eligibility of costs B. To be eligible for reimbursement,costs must. (1) Be necessary and reasonable for proper and efficient execution of the contractual requirements and in accordance with an approved budget (2) Be no more liberal than policies, procedures, and practices applied uniformly to other activities of the Agency. (3) Be accorded consistent treatment through application of account policy and procedures approved and/or prescribed herein. (4) Not be allowable under or included as costs of any other federal, state, local or other agency-financed programs in either prior or current penods. (5) Be net of all applicable credits such as purchase discounts, rebates or allowances, sales of publication or materials, or other income or refunds (6) Be fully documented. 8. OPERATING BUDGET The Agency shall apply the funds received from the City under this Agreement in accordance with the Budget Summary found on Exhibit A. No line-item expense therein shall cause an expenditure in excess of ten (10)percent or more of the budget line-item amount over the life of the Agreement without the prior written consent of the City. Any request for a line-item expense which exceeds ten (10) percent of the budgeted amount shall specifically state the reasons for the requested increase and a justification for the corresponding decrease in other line-item(s). 9. FUNDING ALTERNATIVES AND FUTURE SUPPORT A The City makes no commitment to future support and assumes no obligation for future support of the activities contracted for herein, except as may be expressly set forth in this Agreement B. Payment for the services provided herein is based on the expectation that future revenues will be available to the City for such purposes. Should anticipated sources of revenue not become available or become unavailable to the City for use in the CDBG program, the City shall immediately notify the Agency in writing of such unavailability and the City shall be released from all contracted liability for that portion of the Agreement originally intended to be paid with such funds 10. AMENDMENTS Either party may request modifications in the scope of permissible activities, terms, or conditions of this Agreement. Proposed modifications which are mutually agreed upon shall be incorporated by a written amendment to this Agreement. 11. ASSIGNMENT AND SUBCONTRACTING A. The Agency may assign a portion of this Agreement only during the first quarter of the term of this Agreement The assignment date shall be the date that the Agency and the subcontractor execute the subcontract. The Agency shall not assign any portion of this Agreement without the written consent of the City, and it is further agreed that said consent must be sought by the Agency not less than fifteen(15)days prior to the date of any proposed assignment B. Any work or services assigned or subcontracted hereunder shall be subject to each provision of this Agreement and proper bidding procedures to the extent herein. The Agency agrees that it is as fully responsible to the City for the 3 acts and omissions of its subcontractors and their employees and agents, as it is for the acts and omissions of Its own employees and agents, as defined in paragraph Part I, Section 12(B) 12. HOLD HARMLESS AND INDEMNIFICATION A. The Agency agrees that it is financially responsible and liable to the City for any audit exception or other financial loss to the City which occurs due to the Agency's negligence or failure to comply with the terms of this Agreement B. The Agency further agrees to defend, indemnify, and hold the City, its elected and appointed officials, agents, and employees, while acting within the scope of their duties as such, harmless from and against all claims, demands, and causes of action of any kind or character, including the cost of defense thereof, ansing in favor of any person(s), including Agency's employees or third parties on account of personal injuries, death, or damage to property arising out of services performed or omissions of services or in any way resulting from the acts or omissions of the Agency and/or its agents,employees,volunteers,subcontractors,or representatives under this Agreement 13. PROJECT CLOSE-OUT The Agency acknowledges and agrees that the amounts set forth in the Exhibit(s) shall be used only to reimburse the Agency for eligible costs incurred by the Agency during the period set forth in said Exhibit(s) and that upon expiration of such period, or upon earlier termination pursuant to this Agreement, the Agency shall have no interest in any said amount which is not required to reimburse the Agency for eligible costs incurred before such expiration or earlier termination. 14. INSURANCE Agency shall maintain insurance in the types and amounts set forth in Exhibit F, which is attached and incorporated by this reference. 15. CONFLICT OF INTEREST A Interest of Officers, Employees, or Agents- No officer, employee, or agent of the City or Agency who exercises any functions or responsibilities in connection with the planning and carrying out of the City CDBG program or the Agency's project, or any other person who exercises any functions or responsibilities in connection with the City's Parks, Recreation, and Community Services Department, shall have any personal financial interest, direct or indirect, in the Agreement, and the City and Agency shall take appropriate steps to assure compliance B. Interest of Subcontractor and Their Employees - The Agency agrees that it will incorporate into every contract or subcontract,which is required to be in writing and made pursuant to this Agreement,the following provisions: The Contractor covenants that no person who presently exercises any functions or responsibilities in connection with the City CDBG program has any personal financial interest, direct or indirect, in this Agreement The Contractor further covenants that he/she presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of his/her services hereunder The Contractor further covenants that in the performance of this Agreement, no person having any conflict of interest shall be employed Any actual or potential conflict of interest on the part of the Contractor or his/her employees must be disclosed to the Agency and the City 16. SUSPENSION AND TERMINATION OF AGREEMENT A Suspension for Failure to Perform-In the event of a failure to comply with any terms or conditions of this Agreement or failure to provide in any manner the activities or other performance as agreed to herein,the City reserves the right to withhold all or any part of payment, suspend all or any part of the Agreement, or prohibit the Agency from incurring additional obligations of funds until the City is satisfied that corrective action has been taken or completed 4 as more specifically outlined in the Exhibit(s) to this Agreement. The option to withhold funds is, in addition to and not in lieu of,the City's right to terminate the Agreement pursuant to Paragraph(B)of this Section 16. B. Termination of Agreement by City- This Agreement is subject to termination upon thirty(30) days written notice by the City to the Agency in the event that (1) The Agency mismanages or makes Improper or unlawful use of CDBG funds; (2) The Agency falls to comply with any term or condition expressed herein or any applicable federal,state,or local regulations or ordinances, (3) CDBG funds no longer become available from the federal government or through the City; (4) The Agency fails to carry out activities required by this Agreement; or (5) The Agency fails to submit reports or submits incomplete or inaccurate reports in any material respect C. Termination of Agreement by the Agency This Agreement is subject to termination upon thirty (30) days written notice b the Agency to the City in the event that. Y 9 Y Y (1) The City fails in its commitment under this Agreement to provide funding for services rendered, as herein provided;or (2) CDBG funds no longer become available from the federal government or through the City. D Unless otherwise terminated pursuant to Paragraphs (B) and (C) of this Section 16, this Agreement shall terminate on the termination date specified on the Exhibit(s) and shall be subject to extension only by mutual agreement and amendment in accordance with Part I, Section 10 of this Agreement E. Upon termination of this Agreement, any unexpended balance of Agreement funds shall remain in the City CDBG fund. F. In the event termination occurs under Paragraph (B) of this Section 16, the Agency shall return to the City all funds that were expended in violation of the terms of this Agreement including, but not limited to, any unexpended CDBG funds distributed to the Agency under this Agreement, any accounts receivable, or any assets or interests therein of any type and in any form acquired, leased, or rehabilitated with CDBG monies 17. SAFEGUARDING OF CLIENT INFORMATION The use or disclosure by any party of any confidential information concerning a recipient or client for any purpose not directly connected with the City's or the Agency's responsibilities with respect to services provided under this Agreement is prohibited, except upon written consent of the recipient or client, his/her attorney, his/her responsible parent or guardian, or as otherwise provided by law PART II • FEDERAL, STATE, AND LOCAL PROGRAM REQUIREMENTS 1. NONDISCRIMINATION A. General —The Agency shall comply with all federal, state, and local laws prohibiting discrimination on the basis of age, sex, marital status, race, creed, religion, color, national origin, or the presence of any sensory, mental, or physical handicap These requirements are specified in Chapter 49 60 RCW, Section 109 of the Housing and Community Development Act of 1974, Pub. L. No 93-383 as amended and codified as 42 U.S C §5309, Title VI of the Civil Rights Act of 1964,42 U S C §§2000d, et seq , Title VIII of the Civil Rights Act of 1968,42 U S C §§3601, et seq.; Executive Order 11063; Executive Order 11246, as amended by Executive Orders 11375, 11478, 12086 and 12107; Section 3 of the Housing and Urban Development Act of 1968, 12 U S.C.§ 1701(u), and implementing regulations at 24 CFR § 135, Section 504 of the Rehabilitation Act of 1973, 29 U S.C. § 794, et seq; and the Age Discrimination Act of 1975, 42 U S C. § 6101, et seq. Specifically, the Agency is prohibited from taking any 5 discriminatory actions defined in the HUD regulations at 24 C F R. § 570 602 and shall take such affirmative and corrective actions as are required by the regulations at 24 C.F.R §570.602. B Specific Discriminatory Actions Prohibited: (1) The Agency shall not, under any program or activity to which this Agreement may apply, directly or through contractual or other arrangements, on the grounds of age, sex, marital status, race, creed, religion, color, national origin,or the presence of any sensory, mental,or physical handicap i. Deny any person facilities,services,financial aid,or other benefits provided under the program or activity. ii. Provide any person with facilities, services, financial aid, or other benefits which are different, or are provided in a form different,from that provided to others under the program or activity. iii. Subject any person to segregated or separate treatment in any facility or in any matter or process related to receipt of any service or benefit under the program or activity. iv. Restrict in any way access to or enjoyment of any advantage or privilege enjoyed by others in connection with facilities,services, financial aid,or other benefits under the program or activity. v. Treat any person differently from others in determining whether the person satisfies any admission, enrollment, eligibility, membership, or other requirement or condition which individuals must meet in order to be provided facilities, services,or other benefits provided under the program or activity. vi. Deny any person any opportunity to participate in a program or activity as an employee. (2) The Agency shall not utilize criteria or methods of administration which have the effect of subjecting individuals to unlawful discrimination on the basis of race, color, national origin, sex, age, marital status, creed, religion, or presence of any sensory, mental, or physical handicap, or which have the effect of defeating or substantially impairing accomplishment of the objectives of the program or activity by unlawfully discriminating against individuals of a particular race, color, national origin, sex, age, marital status,creed, religion, or presence of any sensory, mental, or physical handicap (3) The Agency, in determining the site or location of housing or facilities provided in whole or in part with funds under this Agreement, may not make selections of such site or location which have the effect of excluding individuals from, denying them the benefits of, or subjecting them to unlawful discrimination on the grounds of race, color, national origin, sex, age, marital status, creed, religion, or presence of any sensory, mental, or physical handicap, or which have the purpose or effect of defeating or substantially impairing the accomplishment of the objectives of the Act or of HUD regulations. C. Fair Housing — The Agency shall take necessary and appropriate actions to prevent discrimination in federally- assisted housing and lending practices related to loans insured or guaranteed by the federal government (The Fair Housing Act VII,42 U S C § 3601,et seq , Executive Order 11063, 24 CFR§ 108) D. Employment. (1) In all solicitations under this Agreement, the Agency shall state that all qualified applicants will be considered for employment The words "equal opportunity employer" in advertisements shall constitute compliance with this section. (2) The Agency shall not unlawfully discriminate against any employee or applicant for employment in connection with the Agreement because of age, sex, marital status, race, creed, religion, color, national origin, or the presence of any sensory, mental, or physical handicap,except when there is a bona fide occupational limitation 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 (Chapter 49.46 RCW, Executive Order 11246, as amended) 6 (3) To the greatest extent feasible, the Agency shall provide training and employment opportunities for lower income residents within the area served by CDBG assisted projects (Section 3, Housing and Urban Development Act of 1968, 12 U S C § 1701 u,as amended). E. Contractors and Suppliers, (1) No contractor, subcontractor,union,or vendor engaged in any activity under this Agreement shall engage in any unlawful discrimination as defined in any federal,state,or local law. (2) All firms and organizations, as required under applicable HUD regulations, shall be required to submit to the Agency certificates of compliance demonstrating that it has, in fact, complied with the immediately foregoing provision, provided, that certificates of compliance shall not be required from firms and organizations with fewer than 25 employees,with yearly sales of less than$10,000,or on contracts less than$10,000 (3) To the greatest extent feasible, the Agency shall purchase supplies and services for activities under this Agreement from vendors and contractors whose businesses are located in the area served by CDBG-funded activities or owned in substantial part by project area residents(Section 3, Housing and Urban Development Act of 1968, 12 U S.C. § 1701u, as amended) (4) CDBG funds shall not be used directly or indirectly to employ, award contracts to, or otherwise engage the services of,or fund any contractor or subrecipient during any period of debarment, suspension, or placement in ineligibility status under the provisions of 24 CFR§24. F. Notice. (1) The Agency shall include the provisions of the appropriate subsections A, B, C, D, and E of this Part ll, Section 1 in every contract or purchase order for goods and services under this Agreement,and shall send to each labor union or representative of workers with which it has a collective bargaining agreement or other contract or understanding, a notice advising the said labor union or worker's representative of the commitments made in these subsections (2) In advertising for employees, goods, or services for the activities under this Agreement, the Agency shall utilize minority publications in addition to publications of general circulation. 2. SECTION 504 AND AMERICANS WITH DISABILITIES ACT If the Agency is a nonprofit corporation, the Agency warrants and represents that it has completed a Disability Self- Evaluation Questionnaire for all programs and services offered by the Agency (Including any services not subject to this Agreement) and has evaluated its services, programs, and employment practices for compliance with Section 504 of the Rehabilitation Act of 1973, 29 U S C § 794, as amended ("504") and the Americans with Disabilities Act of 1990, 42 U S C §§ 12101, et seq , ("ADA"). The Agency warrants and represents that it has completed a 5041ADA Disability Assurance of Compliance, which is attached as Exhibit I and incorporated by this reference, and shall submit it to the City. 3. PROCUREMENT STANDARDS In awarding contracts pursuant to this Agreement,the Agency shall comply with all applicable requirements of local and state law for awarding contracts, including but not limited to procedures for competitive bidding, contractor's bonds, and retained percentages (Ch 60 28 RCW, Ch 3912 RCW, and Ch. 39 04 RCW) In addition,the Agency shall comply with the requirements of the U S. Office of Management and Budget ("OMB") Circular A-110, Attachment 0, relating to "Procurement Standards," and with Executive Order 11246 regarding nondiscrimination in bid conditions for projects over $10,000. Where federal standards differ from local or state standards, the stricter standards shall apply 7 4. UNIFORM ADMINISTRATIVE REQUIREMENTS AND COST PRINCIPLES—24 CFR§§570 502 and 570 610 All nonprofit Agencies shall comply with the policies, guidelines, and requirements of OMB Circular Nos. A-133 "Audits of Institutions of Higher Education and Other Non-Profit Institutions," A-122 "Cost Principles for Non-Profit Organizations," and A-110 including- (1) Attachment A, "Cash Depositories," except for Paragraph 4 concerning deposit insurance; (2) Attachment B, 'Bonding and Insurance", (3) Attachment C, "Retention and Custodial Requirements for Records", (4) Attachment F, "Standards for Financial Management Systems"; (5)Attachment H, "Monitoring and Reporting Program Performance," Paragraph 2, (6) Attachment N, "Property Management Standards," except for Paragraph 3 concerning the standards for real property as it applies to federal agencies only and except that paragraphs 6 and 8 are modified so that the disposition of personal property is allowed only under the guidance and approval of the City; and(7)Attachment 0, "Procurement Standards." 5. PROGRAM INCOME-24 CFR§570 504 A. All income directly generated from the use of CDBG funds, as defined in 24 CFR§ 570.500(a), is Program Income and shall be recorded, reported, and treated as funds subject to all the requirements of this Agreement. B. Unless otherwise specifically provided by the special conditions herein, Program Income received during the term of this Agreement may be retained and used by the Agency to extend the service or other activity for which the CDBG funds are provided, subject to the regulations of 24 CFR§570 01, et seq , and all the same terms and conditions of this Agreement. Any retained Program Income shall be disbursed to pay for eligible expenses under this Agreement before additional funds are requisitioned from the City C. Any Program Income not permitted to be retained for eligible activities as defined above, shall be refunded to the City,together with any interest earned thereon,at quarterly intervals. D. Program Income on hand at the end of the term of this Agreement shall, unless otherwise provided, be used for activities envisioned under this Agreement until it is expended Program Income generated from the use of CDBG funds under this Agreement but received after the term of this Agreement shall, unless otherwise provided, be governed by any succeeding CDBG funding agreement or, if there is no succeeding agreement, shall be used for activities eligible under 24 CFR§570 504(c) until it is expended. E Rules on Program Income are established in the CDBG regulations (24 CFR § 570 504); OMB Circular No A-122, Cost Principles for Nonprofit Organizations, and OMB Circular A-110, attachment D, Program Income Separate instructions for Program Income dealing with the proceeds from the sale of personal property are set forth in Attachment N to OMB, Circular No A-110, Property Management Standards 6. PUBLIC INFORMATION A. In all news releases and other public notices related to projects funded under this Agreement, the Agency shall include information identifying the source of funds as the City of Kent CDBG program. B. The Agency acknowledges that this Agreement and any other information provided by it to the City and/or relevant to the protect(s) described in the Exhibit(s), are subject to the Washington State Public Disclosure Act,Chapter 42.17 RCW,except to the extent specifically exempted from disclosure therein 7. OTHER FEDERAL AND STATE REQUIREMENTS The absence of mention in this Agreement of any other federal or state requirements, which apply to the award and expenditure of federal funds made available by this Agreement, is not intended to indicate that those federal or state requirements are not applicable to Agency activities The Agency shall comply with all other federal and state requirements relating to the expenditure of federal funds, including but not limited to the Hatch Act(5 U.S.C. § 15) regarding political activities and the Architectural Barrier Act of 1968 (42 U S C §4151,et seq). 8 8. LOCAL REQUIREMENTS The activities performed under this Agreement are for the purposes of serving City residents and the Agency shall, to the extent reasonably possible, not use said funds to provide services outside the corporate boundary of the City, or for any other purpose, except as specifically authorized by this Agreement. Public service programs must comply with sections 9 and 10: 9. NON-SUBSTITUTION FOR LOCAL FUNDING The CDBG funding made available under this Agreement shall not be utilized by the Agency to reduce substantially the amount of local financial support for community development activities below the level of such support prior to the availability of funds under this Agreement 10. FAITH-BASED ACTIVITIES—24 CFR§ 570.2000). A. Organizations that are religious or faith-based are eligible,on the same basis as any other organization,to participate in the CDBG program. Neither the Federal government nor a State or local government receiving funds under CDBG programs shall discriminate against an organization on the basis of the organization's religious character or affiliation B. Organizations that are directly funded under the CDBG program may not engage in inherently religious activities, such as worship, religious instruction,or proselytization, as part of the programs or services funded under this part. If an organization conducts such activities,the activities must be offered separately, in time or location,from the programs or services funded under this part,and participation must be voluntary for the beneficiaries of the HUD- funded programs or services. C. A religious organization that participates in the CDBG program will retain its independence from Federal,State, and local governments, and may continue to carry out its mission, including the definition, practice, and expression of its religious beliefs, provided that it does not use direct CDBG funds to support any inherently religious activities,such as worship, religious instruction,or proselytization Among other things,faith-based organizations may use space in their facilities to provide CDBG-funded services,without removing religious art, icons, scriptures, or other religious symbols In addition, a CDBG-funded religious organization retains its authority over its internal governance,and it may retain religious terms in its organization's name,select its board members on a religious basis,and include religious references in its organization's mission statements and other governing documents D. An organization that participates in the CDBG program shall not, in providing program assistance,discriminate against a program beneficiary or prospective program beneficiary on the basis of religion or religious belief. E. CDBG funds may not be used for the acquisition,construction,or rehabilitation of structures to the extent that those structures are used for inherently religious activities CDBG funds may be used for the acquisition, construction,or rehabilitation of structures only to the extent that those structures are used for conducting eligible activities under this part Where a structure is used for both eligible and inherently religious activities, CDBG funds may not exceed the cost of those portions of the acquisition,construction,or rehabilitation that are attributable to eligible activities in accordance with the cost accounting requirements applicable to CDBG funds in this part Sanctuaries,chapels,or other rooms that a CDBG-funded religious congregation uses as its principal place of worship, however,are ineligible for CDBG-funded improvements Disposition of real property after the term of the grant,or any change in use of the property during the term of the grant, is subject to government-wide regulations governing real property disposition(see 24 CFR 84 and 85) F. If the City voluntarily contributes its own funds to supplement the federally funded activity,the City has the option to segregate the Federal funds or commingle them However, if the funds are commingled,this section applies to all of the commingled funds 9 Acquisition or improvement of real property proiects must comply with sections 11 through 18: 11.ACCESSIBILITY Any buildings or other facilities designed, constructed, or altered with federal funds pursuant to this Agreement are subject to the requirements of the Architectural Barriers Act of 1968 (42 U S.C. § 4151, et seq) and shall comply with the Uniform Federal Accessibility Standards (Appendix A to 24 CFR § 40.1, et seq. for residential structures, and Appendix A to 41 CFR § 101-19, et seq for general type buildings) When applicable, certain multifamily housing units designed and constructed for first occupancy after March 13, 1991, with assistance provided under this Agreement,must comply with the Fair Housing Accessibility Guidelines,24 CFR§ 1001,et seq,as amended. 12. ENVIRONMENTAL REVIEW A. National Environmental Policy Act - The City retains environmental review responsibility for purposes of fulfilling requirements of the National Environmental Policy Act as implemented by HUD Environmental Review Procedures (24 CFR§581,et seq) The City may require the Agency to furnish data, information, and assistance for the City's review and assessment in determining whether an Environmental Impact Statement must be prepared, The Agency shall be solely responsible for the cost of compliance with all such federal laws and authorities including the cost of preparing plans,studies, reports,and the publication of notices that may be required B Other Federal Environmental Laws- (1) Historic Preservation - Activities affecting property listed in or found to be eligible for inclusion in the National Register of Historic Places will be subject to requirements set forth in HUD Environmental Review Procedures at 24 CFR§ 581, et seq The Agency shall meet the historic preservation requirements of Pub L. No 89-665(16 U S C § 470(1)), and the Archaeological and Historic Preservation Act of 1974, Pub. L No 93-291 (16 U S C. § 469a-1), and Executive Order 11593, including the procedures prescribed by the Advisory Council on Historic Preservation in the regulations at 36 CFR§801, et seq (2) Architectural Barriers - Any facility constructed pursuant to this Agreement shall comply with design requirements of the Architectural Barriers Act of 1968 (42 U S.0 §§ 4151, et seq), and the Uniform Federal Accessibility Standards(US Government Printing Office, 1985-494-187) (3) National Flood Insurance-When applicable,the use of CDBG funds for acquisition or construction purposes in identified special flood hazard areas shall be subject to Agency mandatory purchase of flood insurance as required by Section 102(a) of the Flood Disaster Protection Act of 1973 (Pub. L. No. 93-237, 42 U.S C. § 2414 and 42 U S.C. §§40014128) (4) Lead-Based Paint — Whenever funds under this Agreement are used directly or indirectly for construction, rehabilitation, or modernization of residential structures, the Agency shall comply, at its sole expense, with the HUD Lead-Based Paint regulations (24 CFR § 35) issued pursuant to the Lead-Based Paint Poisoning Prevention Act, as amended (42 U S C §§ 4801, et seq ) and the Residential Lead-Based Paint Hazard Reduction Act of 1992 (42 U.S C. §§ 4851, et seq ), with regard to lead-based paint, and with any and all applicable federal, state, and local laws, regulations, or standards hereafter enacted or issued with regard to lead-based paint. Without limiting the foregoing, the Agency shall remove or cover, prior to the date for completion of the work funded hereunder and in compliance with all applicable, laws, regulations, and in conformity with guidelines issued by HUD, all lead-based paint with lead content above the threshold established by HUD on surfaces affected by the work funded under this Agreement. The Agency shall defend, indemnify, and hold harmless the City from any liability, loss, damage, or expense, including costs and attorneys' fees, relating in any way to lead-based paint at the property or the abatement or disposal thereof. This provision shall survive expiration and satisfaction of this Agreement, whether by payment, forgiveness, foreclosure, or otherwise. (5) Other- Clean Air Act as amended, 42 U S C § 7401, et seq ; Water Pollution Control Act, 33 U.S.0 §§ 1367, et seq , as amended; Environmental Protection Agency regulations,40 CFR§§ 11, et seq. 10 C. State Environmental Policy Act - Agencies which are branches of government under RCW 43.21C030 retain responsibility for fulfilling the requirements of the State Environmental Policy Act, Chapter 43 21C RCW and the regulations and ordinances adopted there under If the Agency is not a branch of government under RCW 43 21 C 030, the City may require the Agency to furnish data, information, and assistance, as necessary, to enable the City to comply with the State Environmental Policy Act D. Satisfaction of Environmental Requirements - Project execution under this Agreement, by either the City or the Agency, shall not proceed until satisfaction of all applicable requirements of the national and state environmental policy acts. A written notice to proceed will not be issued by the City until all such requirements are complied with 13. LABOR STANDARDS—24 CFR§570 603 The Agency shall require that protect construction contractors and subcontractors pay their laborers and mechanics at wage rates in accordance with the Davis-Bacon Act, as amended (40 U S C §§ 3141 and 3142), and that they comply with the Copeland Act(18 U S C § 874), and the Contract Work Hours and Safety Standards Act(40 U S.C. §§ 3701, et seg.), rovided that this section shall not apply to rehabilitation of residential property only if such property contains not less than eight(8) units A copy of the current Davis-Bacon wage determinations and labor standards clauses (form HUD-4010) must be included in all construction bid specs and/or contracts over$2,000. 14. ACQUISITION AND RELOCATION A. Any acquisition of real property for any activity assisted under this Agreement shall comply with the Federal Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, 42 U.S C §§ 4601, et seq (hereinafter the "Uniform Act" and the government-wide regulations applicable to all federally-assisted projects, effective April 2, 1989, at 49 CFR§§ 34 1, et seq. B. Implementation of any project provided for in this Agreement will be undertaken so as to minimize involuntary displacement of persons, businesses, nonprofit organizations, or farms to the greatest extent feasible C. Any displacement of persons, businesses, nonprofit organizations, or farms occurring as the result of acquisition of real property assisted under this Agreement shall comply with the Uniform Act, and the regulations at 49 CFR §§ 24.1, et seq , required by federal CDBG regulations at 24 CFR § 570 606. The Agency shall comply with the regulations pertaining to costs of relocation and written policies, as specified by the City of Kent's Displacement Policy. 15. PUBLIC OWNERSHIP For Agencies which are not municipal corporations organized under the laws of the State of Washington, it may become necessary to grant the City a property interest where the subject project calls for the acquisition, construction, reconstruction, rehabilitation,or installation of publicly-owned facilities and improvements 16. REVERSION OF ASSETS—24 CFR§ 570 505. Any real property under the Agency's control that was acquired or improved in whole or in part with CDBG funds in excess of$25,000 must be either. A. Used to meet one of the national objectives set forth in 24 CFR § 570 208 of the CDBG regulations until five (5) years after expiration of the Agreement, or such longer period of time as determined by the City, 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 attributable to expenditures of non-CDBG funds for acquisition of, and improvements to,the property. Such reimbursement is not required after the period of time specified in Paragraph (A)above 11 17. PROPERTY MANAGEMENT STANDARDS A The Agency shall meet the following procedural requirements for all property acquired in whole or in part with CDBG funds: (1) Property records shall be maintained accurately and provide for a description of the property; manufacturer's serial number or other identification number, acquisition date and cost, source of the property, percentage of CDBG funds used in the purchase of property; and location, use,and condition of the property. (2) A physical inventory of property taken and the results of that inventory are reconciled with the property records at least once every two(2)years to verify the existence,current utilization,and continued need for the property. (3) A control system shall be in effect to ensure adequate safeguards to prevent loss, damage, or theft of the property which shall be investigated and fully documented. B. The disposition of real property acquired in whole or in part with CDBG funds shall be at no less than its current appraised fair market value (or for a lease, at the current market value), except that such property may be disposed of for a lesser value, including by donation,if the disposition at the lesser value is for a use which qualifies under one of the criteria set forth in 24 CFR § 570.208 for meeting the national objectives and is permissible under state and local law Where the disposition is for a lesser value, the recipient shall maintain documentation that the use meets one of the national objectives pursuant to 24 CFR§570 208. 18. ADDITIONAL LOCAL REQUIREMENTS A. Mortgage or Leasehold Agreement—In acquisition, rehabilitation, and construction projects, the City shall enter into a deed of trust or leasehold agreement with the Agency to secure and protect the City's and the public's interest in the property, B. Adequate Value—In acquisition projects,the City shall require evidence through a property appraisal,title search,or other means to ensure that there is adequate value so as to secure the City's financial interest C. City Ordinance, Codes, and Regulations—In acquisition and construction projects, the Agency shall comply with all applicable City ordinances,codes, and regulations. D. Additional Public Information—For all construction projects,the Agency shall erect a sign to City specifications at the construction site, which identifies the source of funds, except that this requirement may be waived for construction projects of$5,000 or less PART III - MONITORING &REPORTING REQUIREMENTS 1. MONITORING Agency understands and agrees that it will be monitored by the City and HUD from time to time to assure compliance with all terms and conditions of this Agreement and all applicable local, state, and federal laws, regulations, and promulgated policies Monitoring by the City under this Agreement shall include, but not be limited to- (1)on-site inspections by City staff, (2)quarterly performance reviews, and(3)an annual evaluation 2. PROGRAM REPORTING A For public service programs—A Program Accomplishment Report shall be submitted at least quarterly, even if no reimbursement requests have been submitted. The report is due on the 15th of the month following the close of the quarter. If the due date falls on a Saturday or Sunday, Reimbursement Requests are due on the prior Friday If the due date falls on a City holiday, Reimbursement Requests are due the next working day following the holiday. The Final Reimbursement Request is due in accordance with the schedule listed in Exhibit A The report shall detail 12 information on service units or steps/milestones accomplished during the monthslquarters as outlined in Exhibit A. The Program Accomplishment Form is provided by the City and is attached as Exhibit E to this Agreement. B For acquisition or improvement of real property protects—Projects qualifying to meet the national objective to serve low- and moderate-income persons (under Part I, Section 3) shall submit a demographic report providing income, race, and head of household information for the beneficiaries of the CDBG Project, which shall cover a one year period extending back from the date of the report If the facility is and remains occupied during the project, this report is due thirty(30) days after the date the project was closed. If the facility is first occupied or reoccupied after the close of the project,the report is due one year from the date of the last project closing 3. FISCAL REPORTING RESPONSIBILITIES The Agency shall provide fiscal statements or reports as may be required from time to time by the City, which statements or reports, or both, must indicate the status of all accounts and funds being used to perform under this Agreement. The Agency shall maintain proper documentation and records of all expenditures incurred pursuant to the terms of this Agreement in a manner as will facilitate auditing by either HUD or the City. 4. AUDITS A. If the Agency is a nonprofit corporation and expends a total of$500,000 or more in federal financial assistance and has received federal financial assistance from the City during its fiscal year, it shall have an independent audit conducted of its financial statement and conditions, which shall comply with the requirements of generally accepted auditing standards (GARS), General Accounting Office (GAO's) Standards for Audits of Governmental Organizations, Programs,Activities, and Functions, and OMB Circular A-133, as amended, and as applicable. The Agency shall provide a copy of the audit report no later than thirty (30) days after the audit's completion or six (6) months subsequent to the end of the Agency's fiscal year, whichever date is sooner The Agency shall provide to the City its response and corrective action plan for all findings and reportable conditions contained in its audit. When reference is made in its audit to a "Management Letter" or other correspondence made by the auditor, the Agency shall provide copies of those communications and the Agency's response and corrective actions plan B. The Catalog of Federal Domestic Assistance(CFDA) number for the CDBG program is 14.218 PART IV—RECOROKEEPING REQUIREMENTS 1. PROGRAM RECORDS AND INSPECTIONS The Agency shall make, maintain, and preserve books and records, of whatever form, detailing all CDBG-related expenditures and costs incurred by the Agency All such books and records shall be made available to representatives of the City or HUD, or both, for formal inspection and, where necessary, copying. Intentional noncompliance with this provision shall constitute a material breach of this Agreement Throughout the term of this Agreement,the Agency shall establish and maintain current the records described in this Section These records shall conform to the requirements and specifications of their individual source authorities, which are cited herein Be advised that the listing in this Section is intended only to assist the Agency in identifying the required records and their respective authorities, and is not all inclusive A. Time for Retention of Records-Except where otherwise specifically provided, all records as of the end of the term of this Agreement shall be kept in an accessible file for four (4) years thereafter (24 CFR § 570 502(b)(3)(ix)). Exceptions to the four(4) year retention period are as follows (1) Records that are the subject of litigation, claim, or audit findings shall be retained for ten (10) years after the date all issues have been resolved and final action taken; and (2) Records for real property and equipment shall be retained for three (3) years after its final disposition, with 13 the retention period starting from the date of the disposition, replacement, or transfer at the direction of the City(24 CFR§570.84(b)). B. Contract and Amendments - A complete copy of this Agreement and all amendments thereto and notices hereunder C. Records of City Approvals - Copies of all requests for amendments or revisions to this Agreement and the City's subsequent approval or denial of such requests as are required under this Agreement D. Subcontracts and Agreements - Complete copies of all contracts, subcontracts, and agreements with third parties into which the Agency enters in the performance under this Agreement, and all correspondence, reports, and other documentation pertaining to such contracts,subcontracts,and agreements. E Records identifying the assisted activity - A complete description of each activity assisted, in whole or in part, with CDBG funds under this Agreement, including (1) Location(s),organization,operating hours,qualifications for service or participation,etc.; (2) Fees or charges for services,fee waivers,or fee scales for CDBG-assisted participants. F. Additional Contract Requirements - The Agency shall submit to the City a copy of the most recent independent financial audit and a current list of the Agency's board of directors. 2. PROGRAM BENEFIT RECORDS—24 CFR§570 506(b). As applicable, the following categories of records shall be maintained,for the discrete activities which are assisted in whole or in part with funding under this Agreement(or for all the Agency's activities if funding under this Agreement is not specifically allocated to particular activities) for the purpose of documenting that a majority of the beneficiaries are persons of low-or moderate-income. A. Records specifying by dollar amount,family size, and household income limits used to determine income level, B. For service activities serving individual clients without regard to their residence location within the City/County, records documenting (a) manner in which each client's income is determined in all cases, (b) determination that each individual client's income is or is not within low-or moderate-income limits, (c) date determination was made; and (d)tabulation of the individual determinations C. For a service or facility which exclusively serves a class of beneficiaries,the members of which are presumed to be low-or moderate-income eligible absent general evidence to the contrary(abused children, battered spouses,senior citizens, adults meeting the Bureau of the Census' Current Population Reports definition of "severely disabled," homeless persons, illiterate persons, persons living with AIDS and migrant farm workers), records documenting- (1) that the facility exclusively serves the eligible class; and (2) there is no generally available data indicating specific population served is not predominantly low-or moderate-income D. For a service or facility which offers benefits uniformly without regard to income to all persons residing within a delineated area, records establishing- (1) boundaries of the service area, (2) the income characteristics of families and unrelated individuals in the service area, and (3) if the percent of low- and moderate-income persons in the service area is less than fifty-one (51) percent, data showing that the area qualifies under the exception criteria set forth at 24 CFR§570.208(a)(1)(n). 3. FINANCIAL RECORDS Agency shall maintain all accounting records that accurately record the source and application of all funds;and recording funds received under this Agreement, all other receipts, assets, authorizations and appropriations, obligations, disbursements and unobligated balances (OMB Circular A-133 and A-110,Attachment F) The records must A. Permit comparison of actual outlays with budgeted amounts, B. Permit reporting of financial data on the accrual basis, 14 C. Be supported by source documentation; D. Be independently audited usually annually, but not less frequently than every two years. 4. RECORDS OF PROGRAM OPERATIONS,MANAGEMENT AND EVALUATION Agency shall maintain all records of A. Operating policies and procedures; B. Employee qualifications, training, and evaluation; C. Principal operations data* work units completed, clients served, classified by client and service characteristics;staff hours utilized;etc D. Self-evaluation of services,programs. and employment practices for compliance with 504 and ADA requirements. 5. PROPERTY RECORDS Agency shall maintain all records identifying any real and personal property acquired or improved in whole or in part with funds under this Agreement(OMB Circular A-110) as follows. A. Itemized inventory of real property recording legal and common descriptions and address, date of acquisition and/or improvements,cost of acquisition and/or Improvements, and CDBG4unded share of cost; B. Itemized inventory of all non-expendable personal property recording full identification, current location, date and cost of acquisition, and CDBG-funded share of cost, C. Complete records of any authorized disposition of real or non-expendable personal property including how and to whom disposed, date, amount of disposition proceeds, market value at time of disposition and how determined, Intended use, and any conditions governing use following disposition; D. At the termination of this Agreement, a record of the total purchase cost of all remaining unused expendable personal property. 6. PROCUREMENT RECORDS—OMB Circular A-110 Agency shall maintain all records of: A. Agency's adopted code of conduct governing officers' and employees'actions in contracting and purchasing; B. Agency's standard operating procedures for authorizing and executing purchases and contract procurements of various sizes and types C. Agency's individual purchases or contracts over$10,000 as required by the OMB Circular A-110. D. Agency's procurement procedures utilized and the bases for supplier selection/contract award, for individual purchases or contracts over$10,000. T. NONDISCRIMINATION AND EQUAL-OPPORTUNITY RECORDS—24 CFR§570 506(g). Agency shall maintain. A. A recordation and tabulation of the racial classification of all individual persons or households receiving program benefits, and of whether these benefited persons are single head of household. B. A tabulation of all Agency employees classified by race, position, and salary in the format of the U S Equal Employment Opportunity Commission Form EEO-4. C. Data identical to that required under A. and B. above for any subcontractor or agent employed in the performance under this Agreement. 15 D. Documentation of all substantive actions taken to assure that no prohibited discrimination occurs in the conduct of any of the Agency's operations. E Documentation of all actions taken to make minority residents aware of the Agency's services and provide them with equal access to benefits. F. Record of the racial classification and gender of the majority owners of each private for-profit business with which the Agency contracts with any funds provided under this Agreement. 8. CONFLICT OF INTEREST A. Records documenting that all Agency board members, officers, employees and consultants have been informed of the conflict of Interest provisions of 24 CFR§570,611 and have acknowledged understanding those provisions. B. Complete records of all requests for exceptions submitted under 24 CFR§570 611(d). 9. VERIFICATION OF SUBCONTRACTOR'S ELIGIBILITY—24 CFR§5. The Agency shall maintain records documenting that the Agency, all subcontractors, and consultants have been determined not to be currently debarred, suspended, denied participation or declared ineligible to participate in federal government funded programs Venfication of eligibility shall be accomplished by signing the Certification Regarding Debarment and Suspension,which is attached and incorporated as Exhibit G . 10. ADDITIONAL REQUIREMENTS FOR ACQUISITION OR IMPROVEMENT OF REAL PROPERTY PROJECTS A. For construction contracts over $100,000, records documenting compliance with the bonding requirements of 24 CFR§85 36(h) B Flood Insurance, Flood Disaster Protection Act of 1973; and Federal Insurance Administration Notice in Federal Register Vol 24, No. 133,July 13, 1989 (1) Record of determination whether the assisted project is located within a designated flood plain or flood hazard area (2) If the project is within such area, (1) Evidence of current participation in the National Flood Insurance Program; and(2)Evidence of flood insurance coverage in force on all significant project structures. C Lead-Based Paint—Records required to document compliance with the Lead-Based Paint Poisoning Prevention Act (42 U S C §§4801, et seq), as amended and the Residential Lead-Based Paint Hazard Reduction Act of 1992(42 U S C. §§4851,et seq), and the implementing regulations 24 CFR§35 D. Labor Standards — Records required to document compliance with all requirements of Davis-Bacon and Related Acts (40 U S.0 §§ 3141 and 3142), Contract Work Hours and Safety Standards Act (40 U S C. § 3701, et seq), Copeland Act(18 U.S C § 874),US Secretary of Labor Regulations(29 CFR§§3, 5, 6,and 7). E. Real Property Acquisition and Relocation — Records required to document compliance with the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, 42 U S.0 §§ 4601, et seq , as amended, and the implementing regulations 49 CFR § 24 The agency shall consult the City for complete instruction prior to undertaking any action which may result in displacement of persons as defined at 49 CFR§24 2(g) F. Miscellaneous Records—The Agency shall maintain such other records as may be required by HUD or the City 16 AGENCY: / CITY OF KENT: fL��in= Print Name: Faith Richie Print Na ette Cooke Title Chief Executive Officer Title. Mayor DATE. DATE 71-'z'z-c7 NOTICES TO BE SENT TO: NOTICES TO BE SENT TO: AGENCY: CITY OF KENT: Faith Richie, CEO Dinah Wilson, CDBG Coordinator Valley Cities Counseling &Consultation City of Kent/Parks Department 2704"1" Street NE 220 Fourth Avenue South Auburn, WA 98002 Kent, WA 98032 Phone: 253 876-3425 Phone*253 856 5076 Fax 253.735-4111 Fax. 253 856 6070 APP VED AS TO FORM: ent aw De art nt 17 EXHIBIT A-VALLEY CITIES COUNSELING & CONSULTATION 2007 CDBG PROJECT SCOPE OF SERVICES Project No . BG0707 Start Date: 111107 Project Title: Homeless Outreach Program End Date: 12/31/07 Project Manager: Stacey Devenney Telephone: (253) 876-3414 Fax: (253)735-4111 E-mail: sdevenney@valleycities or City Contact Person. Dinah Wilson Telephone- (253) 856-5076 Fax: (253) 856-6070 E-mail: drwilson@ci.kent wa.us Valley Cities Counseling &Consultation (hereinafter referred to as the Agency )shall utilize City of Kent Community Development Block Grant funds to perform the activities specified below. Such services shall be provided in a manner which fully complies with all applicable federal, state and local laws, statutes, rules and regulations, as are now in effect or may be hereafter amended. 1) Project Summary The Agency shall provide case management services to 22 unduplicated homeless individuals in the City of Kent In addition, the Agency shall provide outreach services CDBG funds shall be used to pay for a portion of the salaries of an Outreach and Engagement Coordinator.* 2) Project Budget The Agency shall apply the following funds to the project in accordance with the Line Item Budget Summary below: A City of Kent Funds City of Kent Community Development Block Grant $17,000.00 Total City of Kent Funds: $17,000.00 B. Line Item Budget Personnel Services $*171000.00 Office or Operalin, Supplies $ Consultant or Purchased Services $ Construction Contracts $ Communications $ Travel and Training $ Other(specify) $ Total City of Kent Funds: $17,000.00 CDBG Project Scope of Services- Page 1 3) Performance Measures A. Number Served The Agency agrees to serve, at minimum, the following unduplicated number of persons with CDBG funds: 161 2nd Quarter 31d 4th Quarter Quarter APRIL—JUNE Quarter OCT.—DEC. Total in JAN,—MARCH DULY— Year 2007 SEPT. No. of unduplicated persons 5 6 5 6 22 assisted B. Units of Service The Agency agrees to provide, at minimum, the following units of service by quarter: 1st Quarter 2nd 3m Quarter 4th JAN.— Quarter JULY—SEPT. Quarter Total in Year MARCH APRIL_ 2007 OCT.— JUNE DEC. a) Outreach 25 25 25 25 100 F Case Management 40 40 40 40 160 C. Definition of Services Outreach: Contacts by telephone or in person to acquaint potential clients with a range of services available, or to demonstrate to possible volunteer providers opportunities to provide volunteer services. This service is measured by telephone call or client/provider contact. Case Management: Engagement and acceptance of need for mental health and/or chemical dependency treatment. Liaison with other providers to ensure coordination and consistent care This service is measured per hour under this agreement 4) Records A. Project Files The Agency shall maintain files for this project containing the following items (all Agency files must contain items 1 —7, however items 8— 12 are required only if the costs are paid for by the CDBG CDBG Project Scope of Services -Page 2 budget. ff clients are not presumed eligible; e.g., homeless,#13 client income must be documented): 1. Notice of Grant Award. 2. Motions, resolutions, or minutes documenting Board or Council actions. 3. A copy of this Scope and the City's Notice to Proceed on this project. 4. Correspondence regarding budget revision requests. 5. Copies of all invoices and reports submitted to the City for this project. 6. Bills for payment. 7. Copies of approved invoices and warrants. 8. Payroll time sheets for actual salary and fringe benefit costs. Time sheets must be signed by a supervisor and annotated to document percent of time charged against this project if less than full time. 9. Documentation of office costs (e g , log sheets of copy machine use, postage, telephone use, costs of office supplies, etc.) when these costs are shared with other programs and no invoice is available. As an alternative, annotated invoices may be used to document charges as appropriate 10. Documentation of mileage charges for private auto use must include: a)odometer reading at beginning and end of trip, b) destination and starting location, and c) purpose for trip. 11. Documentation of the solicitation process used to select vendors and subcontractors with original purchase orders and subcontracts. 12. Documentation required by Part I, Section 21 E, if any funds provided under this Scope are used to acquire equipment. 13. Documentation of client income. Unless clients are presumed eligible based on CDBG regulations, the Agency shall screen all clients served with funds provided under this Contract to ensure that at least 51% of the total number of clients served do not have a gross annual family income in excess of the limits specified in Exhibit B. Adjusted gross income as defined by the Internal Revenue Service Form 1040 shall be used to determine persons' or households' income. The following methods may be used to determine income eligibility: a) IRS income tax return; b) Client income certification on a form approved by the City; or c) Documentation of qualification for participation in a"means-tested"federal or state program at least as restrictive as CDBG with regard to Income Guidelines. Income guidelines may be adjusted periodically by HUD. The Agency agrees to use updated Income Guidelines, which will be provided by the City. B. Record Retention Period All records required by this Scope shall be retained by the Agency for the period of time specified in the Agreement- Part IV. The period of time shall commence on January 1 of the year following the year in which the final invoice was paid CDBG Project Scope of Services- Page 3 5) Reports, Invoicing and Reporting Schedule A. Reports The Agency shall collect and report client information to the City quarterly on a Program Accomplishment form to be provided by the City. B. Invoicing and Reporting Schedule The Agency shall submit invoices to the City in the form of a CDBG Reimbursement Request. Reimbursement requests shall be signed by an authorized representative of the Agency. Copies of supporting documents shall be attached to the Reimbursement Request. The Agency shall also submit a Program Accomplishment form with the Reimbursement Request. The Agency shall submit Reimbursement Requests and reports to the City in accordance with the following schedule (all dates are 2007 unless otherwise noted): Reimbursement Request(Exhibit D) 4113,7113,10115,12R Program Accomplishment Form(Exhibit E) 4113,7113,1 Oil 5,1111108 CDBG Public Services Project Time Sheet 4113,7113,10115,1111108 (Exhibit H,if applicable) Final Reimbursement Request 1217 Final Program Accomplishment Form 1111108 I CDBG Project Scope of Services-Page 4 EXHIBIT B 2007 HUD INCOME GUIDELINES Effective 3120107 Median Family Income = $75,600 aA *�pq`r� Z.'56%°.d4� 2 L• az _ x,l 4.,rn 30% MEDIAN'�`� ME'1JIA1+1" 0°lo IfIED bN FAMILY EXTREMELY VERY LOW �z r SIZE ,LOW-INCOME LOW-INCOME INCOME 1 $16,350 $27,250 $41,700 2 $18,700 $31,150 $47,700 3 $21,050 $35,050 $53,650 4 $23,350 $38,950 $59,600 5 $25,250 $42,050 $64,350 6 $27,100 $45,200 $69,150 7 $29,000 $48,300 $73,900 8 $30,850 $51,400 $78,650 EXHIBIT C APPOINTMENT OF LIAISON & AUTHORIZATION TO SIGN REIMBURSEMENT REQUESTS 2007 CDBG AGREEMENT Appointment of Liaison The Agency appoints the following person as the liaison for the CDBG Agreement between the City and the Agency; this person shall be responsible for overall administration of the CDBG funded program: Liaison: (TyneName) In 'k+_�Py►NP�, e8lh (title) Authorization to Sign Reimbursement Requests The Agency authorizes the following individual(s)to sign CDBG Reimbursement Requests for costs incurred in 2007 CDBG Agreement between the Agency and the City; reimbursements shall not be processed for payment without an authorized signature: Authorized (Tune Name) ��tKN �L/ t-Hfef (JsA/CE,Q, Signature (title) A07 (signature) (date) Additional Ai--DA AVIZIk Acco44tj Authorized (Type Name) (title) Signature: (if applicable) (signature) (date) EXHIBIT D- VALLEY CITIES COUNSELING & CONSULTATION 2007 CDBG REIMBURSEMENT REQUEST REQUEST NUMBER TO: Dinah Wilson City of Kent, Human Service FROM: VCCC 220 Fourth Avenue South 2704 "I" Street NW Kent, WA 98032 Auburn, WA 98002 This voucher reimbursement request is for activities/services rendered under the Community Development Block Grant Agreement identified as: Project#BG0707 Project Title: Homeless Outreach Program The costs as presented in this request were incurred between the time periods of: to COST CATEGORIES ORIGINAL REVISED TOTAL CUMULATIVE AWARD BUDGET BUDGET REQUESTED TO DATE BALANCE I Personnel Costs (Attach Time Sheets) $179000.00 2 Office or Operating Supplies(Attach Receipts) 3 Consultant/Purchased Services(Submit Substantiating Bills) 4 Construction Contracts (Submit Substantiating Bills) 5 Real Property Acquisition (Submit Substantiating Bills) 6 Communications (Attach Receipts) 7 Travel and Training (State Number of Miles) 8 Intra County Support (Specify) 9 Capital Outlay/Equipment (Attach Receipts) 10 Other(specify) GRAND TOTAL $17,000.00 I certify that the above costs in the amount of$ have been incurred and that necessary receipts or invoices are attached. 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N 3 � C, =r n 0 a o � Q m 0 � � � 0 m m = s 7 � -o = � m 1 o_ m 0 Co m 2 o m c000 c � °' mm m c0 yED 7 m m Q,< Q m ATTACHMENT F INSURANCE REQUIREMENTS FOR CDBG AGREEMENTS Insurance The Contractor shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Contractor, their agents, representatives, employees or subcontractors. A. Minimum Scope of Insurance Contractor shall obtain insurance of the types described below: 1. Commercial General Liability insurance shall be written on ISO occurrence form CG 00 01 and shall cover liability arising from premises, operations, independent contractors, products-completed operations, personal injury and advertising injury, and liability assumed under an insured contract The Commercial General Liability insurance shall be endorsed to provide the Aggregate Per Project Endorsement ISO form CG 25 03 11 85. There shall be no endorsement or modification of the Commercial General Liability insurance for liability arising from explosion, collapse or underground property damage. The City shall be named as an insured under the Contractor's Commercial General Liability insurance policy with respect to the work performed for the City using ISO additional insured endorsement CG 20 10 1185 or a substitute endorsement providing equivalent coverage. 2. Automobile Liability insurance covering all owned, non-owned, hired and leased vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or a substitute form providing equivalent liability coverage. If necessary, the policy shall be endorsed to provide contractual liability coverage. 3. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. 4. Professional Liability insurance appropriate to the Consultant's profession. 5. Excess Liability insurance covering both the Commercial General Liability and Automobile policies. B. Minimum Amounts of Insurance Contractor shall maintain the following insurance limits: 1. Commercial General Liability insurance shall be written with limits no less than $1,000,000 each occurrence, $1,000,000 general aggregate and a$1,000,000 products-completed operations aggregate limit. 2. Automobile Liability insurance with a minimum combined single limit for bodily injury and property damage of $1,000,000 per accident. EXHIBIT F (Continued ) 3. Professional Liability insurance shall be written with limits no less than $1,000,000 per claim and $1,000,000 policy aggregate limit. 4. Excess Liability insurance shall be written with limits no less than $1,000,000 per occurrence in excess of both the CGL and Auto Liability policies cited above. C. Other Insurance Provisions The insurance policies are to contain, or be endorsed to contain,the following provisions for Automobile Liability and Commercial General Liability insurance: 1. The Contractor's insurance coverage shall be primary insurance as respect the City. Any Insurance, self-insurance, or insurance pool coverage maintained by the City shall be excess of the Contractor's insurance and shall not contribute with it. 2. The Contractor's insurance shall be endorsed to state that coverage shall not be cancelled by either party, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City. 3. The City of Kent shall be named as an additional insured on all policies (except Professional Liability) as respects work performed by or on behalf of the contractor and a copy of the endorsement naming the City as additional insured shall be attached to the Certificate of Insurance. The City reserves the right to receive a certified copy of all required insurance policies. The Contractor's Commercial General Liability insurance shall also contain a clause stating that coverage shall apply separately to each insured against whom claim is made or suit is brought, except with respects to the limits of the insurer's liability. D. Acceptability of Insurers Insurance is to be placed with insurers with a current A.M. Best rating of not less than AN IL E. Verification of Coverage Contractor shall furnish the City with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Contractor before commencement of the work. F. Subcontractors Contractor shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the same insurance requirements as stated herein for the Contractor. ACORIQ CERTIFICATE OF LIABILITY INSURANCE DATE IMM/DDIYYI 7/06106l06 rRODUCER 206-701-5000 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ACordla ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE CA License 0531007 HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR Ira ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. P O. Box 91 143 Seattle, WA 981 11-9774 &!, �! `' INSURERS AFFORDING COVERAGE INSURED Valley Cities Counseling INSURER A MENTAL HEALTH RISK RETENTION g Ygg ., , and Consultation -,rap_ ..�- � � !rfsuRERe SUBSCRIBING UNDERWRITERS and I s NE p SURERC SCOTTSDALE INS CO ) � k'!XVRE@ 0� Auburn WA 98002-0000N G )EEt,.:`.`.':, ,N"suRRE t COVERAGES 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 AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS INSR TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE POLICY EXPIRATION LIMITS LTR DATE MM/DD/YV DATE MM/D N C GENERAL LIABILITY OPS0044090 6130106 6/30/07 EACH OCCURRENCE �73 000 X COMMERCIAL GENERAL LIABILITY FIRE DAMAGE(Any one hEIFS000 v CLAIMS MADE I�1� OCCUR MED EXP(Any we permn) _ S __ 5000_ PERSONAL&ADV INJURY $ 1000000 X1 STOP GAP EMPLOYERS LIAB. GENERAL AGGREGATE $ 1000000 GEN'L AGGREGATE LIMIT APPLIES PER $1,000,000 LIMIT PRODUCTS-COMPIOP AGG $ 1000000 JECTPOLICY IRO- LOC B AUTOMOBILE LIABILITY SEE ATTACHED COMBINED SINGLE LIMIT ANY AUTO IEa accident) $ ALL OWNED AUTOS BODILY INJURY SCHEDULED AUTOS (Per person) $ HIRED AUTCS BODILY INJURY NON-OWNED AUTOS (Per accident) $ PROPERTY DAMAGE $ (Per accdent) GARAGE LIA&LITY AUTO ONLY-EA ACCIDENT S ANY AUTO OTHER THAN EA ACC $ AUTO ONLY AGG S C EXCESS LIABILITY XLS0036179 6130106 6/30107 EACH OCCURRENCE $ 2000000 OCCUR FX-1 CLAIMS MADE EXCESS OVER AGGREGATE $ 2000000 GENERAL LIABILITY $ DEDUCTIBLE & PROF LIABILITY $ RETENTION $ $ WORKERS COMPENSATION AND WC STATU- OTH- TORY LIMITS EMPLOYERS LIABILITY ER E L EACH ACCIDENT $ E L DISEASE-EA EMPLOYEE $ E L DISEASE-POLICY LIMIT $ A OTHER CCL0001543 6130/06 6130107 PROFESSIONAL $1,000,000 EACH CLAIM LIABILITY $1 000 000 AGGREGATE DESCRIPTION OF OPERATIONSILOCATIONSNEHICLESIEXCWSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS THE CITY OF KENT,ITS ELECTED &APPOINTED OFFICIALS, ITS EMPLOYEES AND AGENTS ARE NAMED AS ADDITIONAL INSUREDS AS RESPECTS OPERATIONS PERFORMED BY VALLEY CITIES COUNSELING &CONSULTATION SEE ATTACHED CG2026 & CCL-59S JHWL CERTIFICATE HOLDER ADDITIONAL INSURED, INSURER LETTER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION CITY OF KENT DATE THEREOF,THE ISSUING INSURER WILL ENDEAVOR TO MAIL 30 DAYS WRITTEN 220 4th Avenue South NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT,BUT FAILURE TO DO SO SHALL Kent, WA 98032-5895 IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER,ITS AGENTS OR R TATIVES AUTHDRI pR EPRESENTA E � ACORD 25-S (7197) 11-38 0 ACOP.D CORPORATION 1988 - SUBSCRIBING UNDERWRITERS arrie.-/Coverage Policy # umb is Insurance Company Period: 7/15/06 - 6/30/07 ;1, 000 , 000 limit for owned Policy #71APN369531 'ehicle only - 193 Chev. Van Scottsdale Ins . Co. Period: 6/30/06 - 6/30/07 51, 000 , 000 limit for Non-owned Policy # OPS0044090 r Hired vehicles only kdmiral Insurance Company Period: 7/15/06 - 6/30/07 >2 , 000 , 000 limit excess of Policy #EX000002393-01 owned/Non-owned & Hired vehicles COMMERCIAL GENERAL LIABILITY CG 20 26 11 85 INSURED: Valley Cities Counseling&Consultation POLICY NUMBER: OPS0044090 THIS ENDORSEMENT CHANGES THE POLICY PLEASE READ IT CAREFULLY ADDITIONAL INSURED- DESIGNATED PERSON OR ORGANIZATION T11is endorsement modifies Insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name of Person or Organization- City of Kent 220 4th Avenue Kent, WA 98032-5895 (If no entry appears above,information required to complete this endorsement will be shown in the Dedaratlons as applicable to this endorsement) WHO IS AN INSURED(Section II)is amended to include as an insured the person or organization shown in the Schedule as an insured but only with respect to liability arising out of your operations or premises owned by you rented to you. Copy nght,Insw "semen office,hw 1994 PROFESSIONAL LIABILITY CCL-59s 06-93 INSURED: Valley Cities Counseling&Consultation POLICY NUMBER: CCL0001543 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED-DESIGNATED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: PROFESSIONAL LIABILITY COVERAGE PART SCHEDULE Name of Person or Organization: City of Kent 240 4th Avenue Kent,WA 98032-5895 In consideration of the premium charged, the coverage afforded under this Coverage Part is extended to the ?erson or Organization above as an Additional Insured but only as respects those professional services or operations performed by the named insured. Copy ngh,lns mce Services Office,Inc 1984 EXHIBIT G City of Kent Certification Regarding Debarment and Suspension Valley Cities Counseling & Consultation Homeless Outreach/BG0707 Agency Name of Project/Project Number Certification A: Certification Regarding Debarment, Suspension, and Other Responsibility Matters - Primary Covered Transactions 1 The prospective primary participant certifies to the best of its knowledge and belief that its principals, a Are not presently debarred, suspended,proposed for debarment, declared ineligible,or voluntarily excluded from covered transactions by any Federal debarment or agency, b Have not within a three-year period preceding this proposal, been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain,or performing a public(Federal, State,or local)transaction or contract under a public transaction, violation of Federal or State antitrust statutes or commission of embezzlement,theft,forgery, bribery, falsification, or destruction of records,making false statements,or receiving stolen property, c Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity(Federal, State, or local)with commission of any of the offenses enumerated in paragraph (1)(b)of this certification, and d. Have not within a three-year period preceding this application/proposal had one or more public transactions(Federal, State, or local)terminated for cause or default 2 Where the prospective primary participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal Instructions for Certification(A) 1 By signing and submitting this proposal,the prospective primary participant is providing the certification set out below 2 The inability of a person to provide the certification required below will not necessarily result in denial of participation in this covered transaction The prospective participant shall submit an explanation of why it cannot provide the certification set out below The certification or explanation will be considered in connection with the department or agency's determination whether to enter into this transaction However, failure of the prospective primary participant to furnish a certification or an explanation shall disqualify such person from participation in this transaction 3 The certification in this clause is a material representation of fact upon which reliance was placed when the department or agency determined to enter into this transaction If it is later determined that the prospective primary participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Govemment/City of Kent,the department or agency may terminate this transaction for cause of default 4 The prospective primary participant shall provide immediate written notice to the department or agency to whom this proposal is submitted if at any time the prospective primary participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances 5 The terms covered transaction, debarred,suspended,ineligible, lower tier covered transaction, participant, person,primary covered transaction, principal, proposal,and voluntarily excluded,as used in this clause, have the meanings set out in the Definitions and Coverage sections of the rules implementing Executive Order 12549 You may contact the department or agency to which this proposal is being submitted for assistance in obtaining a copy of these regulations 6.The prospective primary participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended,declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency entering into this transaction 7.The prospective primary participant further agrees by submitting this proposal that it will include the clause titled"Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion-Lower Tier Covered Transaction," provided by the department or agency entering into this covered transaction, without modification,in all lower tier covered transactions and in all solicitations for lower tier covered Iof3 transactions. 8 A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not debarred,suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous A participant may decide the method and frequency by which d determines this eligibility of its principals Each participant may, but is not required to, check the Non-procurement List 9 Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings 10 Except for transactions authorized under paragraph (6)of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended,debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government/City of Kent,the department or agency may terminate this transaction for cause of default I 2 of 3 Certification B:Certification Regarding Debarment,Suspension, Ineligibility and Voluntary Exclusion -Lower Tier Covered Transactions 1 The prospective lower tier participant certifies, by submission of this proposal,that neither it nor its principals is presently debarred,suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency 2 Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal Instructions for Certification(B) 1 By signing and submitting this proposal,the prospective lower tier participant is providing the certification set out below 2 The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Governmen/City of Kent,the department or agency with which this transaction onginated may pursue available remedies, including suspension and/or debarment 3 The prospective lower tier participant shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances 4.The terms covered transaction,debarred,suspended, ineligible, lower tier covered transaction, participant, person, primary covered transaction, principal, proposal, and voluntarily excluded,as used in this clause, have the meanings set out in the Definitions and Coverage sections of rules implementing Executive Order 12549 You may contact the person to which this proposal is submitted for assistance in obtaining a copy of these regulations 5 The prospective lower tier participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred,suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated 6 The prospective lower tier participant further agrees by submitting this proposal that it will include this clause titled`Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion-Lower Tier Covered Transaction,"without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions 7 A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not debarred,suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous A participant may decide the method and frequency by which it determines the eligibility of its principals Each participant may, but is not required to, check the Nonprocurement List 8 Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings 9 Except for transactions authorized under paragraph (5) of these instructions,if a participant in a lower covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government/City of Kent,the department or agency with which this trans- action originated may pursue available remedies including suspension and/or debarment '//Primary Contractor/Sub-Contractor(Print) Date VQI( 6-ti925 CmL tcV 9,— 2y-G -7 Auth nzed Signature of Pnm ry Contractor/Sub- Title Contractor l COO 3 of 3 17, ° 0 2 m o m d 3 n c � N a '� m � 13 m 0 0 3 o o ' v a 3 m 3 N m _ m o. CD ,� m v r 9 (A O xv N (D N N O ': 3 7c - 7 O ry (O o Cx (D �r = d ram" .+ o (D c� ya O � (D (0 O N O > r V co N �I to `� D ,. CD C (D CO fU O N t� o = o ° O r 0 O c O CDv m ch CD m N A N N O o CN M 'O ca o o > W 3 N w CD ,s 3 g« i 0 0 r N � pp � tip O N Tt N t0 xy 3� O Awl V W O de O W r+ Q ti N � bf ;. p G I EXHIBIT I 504/ADA DISABILITY ASSURANCE OF COMPLIANCE COMPLETE AND RETURN WITH SIGNED CONTRACT Complying with Section 504 of the Rehabilitation Act of 1973, as amended, and the Americans With Disabilities Act of 1990 two federal laws which prohibit discrimination against qualified people with disabilities I understand that federal and state laws prohibit discrimination in public accommodations and employment based solely on disability. In addition, I recognize that Section 504 requires recipients of federal funds (either directly or through contracting with a governmental entity receiving federal funds) to make their programs, services, and activities, when viewed in their entirety, accessible to qualified and/or eligible people with disabilities. I agree to comply with, and to require that all subcontractors comply with, the Section 504/ADA requirements. I understand that reasonable accommodation is required in both program services and employment, except where to do so would cause an undue hardship or burden. I agree to cooperate in any compliance review and to provide reasonable access to the premises of all places of business and employment and to records, files, information, and employees therein to the City of Kent for reviewing compliance with Section 504 and ADA requirements. agree that any violation of the specific provisions and terms of the 504/ADA Disability Assurance of Compliance and/or Corrective Action Plan required herein or Section 504 or the ADA, shall be deemed a breach of a material provision of the Contract between the City of Kent and the Contractor. Such a breach shall be grounds for cancellation, termination, or suspension, in whole or in part, of this Contract by the City of Kent According to the responses to the questions in the 504/ADA Self-Evaluation YES NO Questionnaire, (company name) V(a&V'b \k� 0 is in compliance with 504/ADA. If the above response is NO, the following corrective actions will be taken: Corrective Action Plan The following Corrective Action Plan is submitted to comply with Section 504 and ADA requirements. General Requirements Actions To Be Taken rr11 Completion Date Program Access Actions To Be Taken Completion Date ti�1G 504/ADA Contract Forms 4-07 504/ADA DISABILITY ASSURANCE OF COMPLIANCE(continued) Employment and Reasonable Accommodation Actions To Be Taken Completion Date V� C� Physical Accessibility Actions To Be Taken Completion Date I Declare Under Penalty of Perjury under the Laws of the State of Washington that the Fore ing is True and Correct. Signature of authorized signato Type or print name of a4bthorized signator Title Telephone For Notary: State of l ,� a , County of I Y-1 � Signed and sworn before a on (date) S ) aou-7 by (print authorized signator f I tJ�I S4 rr r�c�, �\,\NE A. �, W J 1oN� 00 :rotary signature. 0 NOTARY -:-:-:-:-:-:-:Notary (print name): Jc �elr tit A _ W h es4 PUBLIC . . My appointment expires, i -" -o Contractor 0.1`c C J- r S Co L�v1 )e V • nr) S k(f 4 n- Company Name qq a7Ok4 -1 STr e t N -C Hub-Lk V,ri yi qe 60 D Street Address City State Zip 504/ADA Contract Forms 4-07 2