HomeMy WebLinkAboutPK08-281 - Original - City of Kent Fire Department - Fall Prevention Project - Install Handicap Accessibility Items - 01/01/2008 Records M eme
KENT Document
Wes Hincron
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: City of Kent Fire Department Vendor Number: 34755
JD Edwards Number
Contract Number: P KO L�4 2 S 1
This is assigned by Deputy City Clerk
Description: CDBG Capital Contract Agreement
Detail: Fire Department funded to install handicap accessibility items in homes of Kent
residents.
Project Name: Homeless Women's Shelter
Contract Effective Date: 1/1/08 Termination Date: 12/31/09
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 2008. City Council approval received on 11/6/07.
S Public\RecordsManagement\Forms\ContractCover\ADCL7832 07/02
CDBG MEMORANDUM OF UNDERSTANDING
BETWEEN CITY OF KENT
AND
CITY OF KENT FIRE DEPARTMENT
FALL PREVENTION PROJECT
This Memorandum of Understanding (MOU), entered into this 1st day of January,
2008 , between the City of Kent, a Washington municipal corporation (hereinafter the
"City") and the City of Kent Fire Department (hereinafter the "Fire Department").
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 Fire Department for the performance of
certain eligible activities described within this MOU; and
WHEREAS, it is appropriate and mutually desirable that the Fire Department 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 MOU is to provide for cooperation between the City and the
Fire Department, as the parties to this MOU, in the provision of such eligible activities;
and
WHEREAS, the parties are authorized and empowered to enter into this MOU 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 MOU, the parties
mutually covenant and agree as follows:
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INDEX To AGREEMENT
PART I - GENERAL CONDITIONS................................................................................1
1. Memorandum of Understanding ........................................................................1
2. Scope Of Project ........................................................................................................................ 1
3. Program Benefit - § 570.208(a) ......................................................... .............. 1
4. Commencement And Termination Of Project(s) ...................................................2
5. Administration ............................................................................................... 2
6. Compensation And Method Of Payment..............................................................2
7. Eligible Costs ..................................................................................................3
8. Operating Budget............................................................................................3
9. Amendments ..................................................................................................4
10. Assignment And Subcontracting ........................................................................4
11. Project Close-Out ............................................................................................4
PART II - FEDERAL, STATE, AND LOCAL PROGRAM REQUIREMENTS...............................4
1. Procurement Standards....................................................................................4
2. Prevailing Wages..........................................................................................................................4
3. Labor Standards - § 570.603 ............................................................................5
4. Volunteers - § 70.4 .......................................................................... .....5
5. Reversion Of Assets - § 570.505 .......................................................................5
PART III - MONITORING & REPORTING REQUIREMENTS...............................................6
1. Monitoring .....................................................................................................................................6
2. Program Reporting ......................................................................................................................6
PART IV - RECORDKEEPING REQUIREMENTS..............................................................7
1. Program Records and Inspections......................................................................7
2. Financial Records ............................................................................................7
3. Property Records.............................................................................................8
4. Procurement Records - OMB Circular A-110 .......................................................8
5. Verification Of Subcontractor's Eligibility - 24 CFR 5 ............................................8
6. Additional Requirements for Acquisition or Improvement of Real Property Projects ..9
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PART I - GENERAL CONDITIONS
1. MEMORANDUM OF UNDERSTANDING
The MOU between the parties shall consist of this MOU 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
recordkeeping requirements; each and every project exhibit, appendix, and
attachment incorporated into the MOU; all matters and laws incorporated by
reference herein; and any written amendments made according to the general
conditions. This MOU supersedes any and all former agreements applicable to
projects attached as Exhibits to this MOU.
2. SCOPE OF PROJECT
The Fire Department shall use the funds provided herein only to perform the
activities authorized by this MOU 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
MOU 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.
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 Fire Department 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(13);
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 Fire Department 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 Fire Department 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
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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 Fire Department's responsibility to use any revised limits when they take
effect. Revisions will be announced by and can be obtained from the City.
4. COMMENCEMENT AND TERMINATION OF PROJECT(S)
The City shall furnish the Fire Department with a written Notice to Proceed. No
work on a project shall occur without prior written approval from the City.
Termination dates for individual projects 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 MOU. In the event the Fire Department
wishes to extend the termination date of this MOU, it must provide fifteen (15) days
written notice to the City. The Fire Department shall endeavor to complete the
Scope of Work by the date specified in the appropriate Exhibits.
Although the term of this MOU shall run from January 1, 2008 through December
31, 2009, due to a possible delay in federal appropriations, the MOU 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 MOU and prior to the date of the MOU'S
execution are hereby ratified and affirmed, and the terms of this MOU shall be
deemed to have applied.
S. ADMINISTRATION
The Fire Department shall appoint a liaison person who shall be responsible for
overall administration of CDBG funded project(s) and coordination with the Human
Services Division. The person appointed shall be designated in Exhibit C, which is
attached and incorporated by this reference. The Fire Department shall also
designate one or more representatives who shall be authorized to submit the Billing
Voucher and Service Report, and Final 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).
6. COMPENSATION AND METHOD OF PAYMENT
A. The City shall reimburse the Fire Department only for eligible costs allowed
pursuant to this MOU, 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 MOU, and according to the procedures developed by the City of
Kent. Reimbursement shall be based on a Billing Voucher and Service Report,
which shall be submitted to the City by the Fire Department authorized
representative.
B. The Fire Department shall submit a Billing Voucher and Service Report on a
quarterly basis. Billing Vouchers and Service Reports are due by the 15th of the
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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, Billing Vouchers
and Service Reports 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 Billing Voucher and Service Report, and Final Program
Accomplishment forms, are due in accordance with the schedule listed in Exhibit A.
The City will make payment to the Fire Department not more than forty-five (45)
days after said Billing Voucher and Service Report is received and approved by the
City's Human Services Division. The City will issue a statement of correction in the
event the Billing Voucher and Service Report 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 MOU to require satisfactory performance of the services promised herein. The
City reserves the right to demand and recover reimbursements made for ineligible
costs.
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 MOU 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 Fire Department.
(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 periods.
(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.
S. OPERATING BUDGET
The Fire Department shall apply the funds received from the City under this MOU 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 MOU 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).
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9. AMENDMENTS
Either party may request modifications in the scope of permissible activities, terms,
or conditions of this MOU. Proposed modifications which are mutually agreed upon
shall be incorporated by a written amendment to this MOU.
10. ASSIGNMENT AND SUBCONTRACTING
A. The Fire Department shall not assign any portion of this MOU without the written
consent of the City, and it is further agreed that said consent must be sought by the
Fire Department 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 MOU and proper bidding procedures to the extent herein. The Fire
Department agrees that it is as fully responsible to the City for the 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).
11. PROJECT CLOSE-OUT
The Fire Department acknowledges and agrees that the amounts set forth in the
Exhibit(s) shall be used only to reimburse the Fire Department for eligible costs
incurred by the Fire Department during the period set forth in said Exhibit(s) and
that upon expiration of such period, or upon earlier termination pursuant to this
MOU, the Fire Department shall have no interest in any said amount which is not
required to reimburse the Fire Department for eligible costs incurred before such
expiration or earlier termination.
PART II - FEDERAL, STATE, AND LOCAL PROGRAM REQUIREMENTS
1. PROCUREMENT STANDARDS
In awarding contracts pursuant to this MOU, the Fire Department 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. 39.12 RCW, and Ch. 39.04 RCW). In
addition, the Fire Department shall comply with the requirements of the U.S. Office
of Management and Budget ("OMB") Circular A-110, Attachment O, 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.
2. PREVAILING WAGES
If the Fire Department procures a contractor to perform services pursuant to this
MOU, it shall require that contractors and subcontractors file a "Statement of Intent
to Pay Prevailing Wages," with the State of Washington Department of Labor and
Industries prior to commencing the Contract work. Contractor shall pay prevailing
wages in effect on the date the bid is accepted or executed by Contractor, and
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comply with Chapter 39.12 of the Revised Code of Washington, as well as any other
applicable prevailing wage rate previsions. The Fire Department shall attach the
latest prevailing wage rate issued by the Department of Labor and Industries to its
Agreement with the Contractor.
3. LABOR STANDARDS: FOR CONSTRUCTION CONTRACTS - 24 CFR § 570.603
A. The Fire Department shall require that project 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.); provided that this section shall
not apply to rehabilitation of residential property only if such property contains not
less than eight (8) units. In addition to complying with these federal labor
standards, the Fire Department shall further require that all project construction
contractors comply with all applicable state and local public works bidding and
contracting regulations, specifically including, without limitation, the prevailing wage
provisions set forth in Ch. 39.12 RCW and all regulations adopted by the State of
Washington Department of Labor and Industries.
B. The Fire Department shall require that project construction contractors and
subcontractors comply with Federal Labor Standards Provisions (HUD form 4010)
and the Davis-Bacon wage determinations (attached as Exhibits G and H,
respectively if applicable). For construction contracts, a copy of the Federal Labor
Standards Provisions (HUD form 4010) and the current Davis-Bacon wage
determinations must be included in all construction bid specs and/or contracts over
$2,000.
C. The Fire Department shall monitor compliance with the Davis-Bacon Act and
Contract Work Hours and Safety Standards Act, as well as all applicable state and
local laws and regulations relating to prevailing wages and other labor and public
works contract regulations, for construction work on this project.
4. VOLUNTEERS - 24 CFR § 70.4.
If the Fire Department or the Contractor/Subcontractor uses volunteers to perform
services on a federally-assisted construction project, it shall ensure that work is
performed without promise, expectation or receipt of compensation for services
rendered. Volunteer files shall include: (1) the name and address of the agency
sponsoring the project; (2) a description of the project; and (3) the number of
volunteers and the hours donated to the project.
5. REVERSION OF ASSETS - 24 CFR § 570.505.
Any real property under the Fire Department'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
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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.
PART III - MONITORING & REPORTING REQUIREMENTS
1. MONITORING
The Fire Department 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 Billing Voucher and Service Report shall be
submitted at least quarterly, even if no reimbursement is requested. 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, Billing Voucher and Service Reports are due on
the prior Friday. If the due date falls on a City holiday, Billing Voucher and Service
Reports are due the next working day following the holiday. The Final Billing
Voucher and Service Report, and Final Program Accomplishment forms, are due in
accordance with the schedule listed in Exhibit A. The reports shall detail information
on service units or steps/milestones accomplished during the months/quarters as
outlined in Exhibit A. The Final 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 projects - 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.
PART IV - RECORDKEEPING REQUIREMENTS
1. PROGRAM RECORDS AND INSPECTIONS
The Fire Department shall make, maintain, and preserve books and records, of
whatever form, detailing all CDBG-related expenditures and costs incurred by the
Fire Department. All such books and records shall be made available to
representatives of the City or HUD, or both, for formal inspection and, where
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necessary, copying. Intentional noncompliance with this provision shall constitute a
material breach of this MOU.
Throughout the term of this MOU, the Fire Department 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
Fire Department 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 MOU 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 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 MOU and all amendments
thereto and notices hereunder.
C. Records of City AQprovals - Copies of all requests for amendments or revisions to
this MOU and the City's subsequent approval or denial of such requests as are
required under this MOU.
D. Subcontracts and Agreements - Complete copies of all contracts, subcontracts, and
agreements with third parties into which the Fire Department enters in the
performance under this MOU; 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 MOU, 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.
2. FINANCIAL RECORDS
The Fire Department shall maintain all accounting records that accurately record the
source and application of all funds; and recording funds received under this MOU, 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;
C. Be supported by source documentation;
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D. Be independently audited usually annually, but not less frequently than every two
years.
3. PROPERTY RECORDS
The Fire Department shall maintain all records identifying any real and personal
property acquired or improved in whole or in part with funds under this MOU (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 CDBG-funded 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 MOU, a record of the total purchase cost of all remaining
unused expendable personal property.
4. PROCUREMENT RECORDS - OMB Circular A-110
The Fire Department shall maintain all records of:
A. The Fire Department's adopted code of conduct governing officers' and employees'
actions in contracting and purchasing;
B. The Fire Department's standard operating procedures for authorizing and executing
purchases and contract procurements of various sizes and types.
C. The Fire Department's individual purchases or contracts over $10,000 as required
by the OMB Circular A-110.
D. The Fire Department's procurement procedures utilized and the bases for supplier
selection/contract award, for individual purchases or contracts over $10,000.
5. VERIFICATION OF SUBCONTRACTOR'S ELIGIBILITY - 24 CFR § 5.
The Fire Department shall maintain records as set forth in the CDBG Project Scope
of Services documenting that the primary contractor and all subcontractors have
been determined not to be currently debarred, suspended, denied participation or
declared ineligible to participate in federal government funded programs.
Verification of eligibility shall be accomplished by signing the Certification Regarding
Debarment and Suspension, which is attached and incorporated as Exhibit F.
6. 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).
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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.C. §§ 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.C. §§ 4601, et seq., as amended; and the
implementing regulations 49 CFR § 24. The Fire Department 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 Fire Department shall maintain such other records as
may be required by HUD or the City.
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FIRE DEPARTMENT: CITY OF KENT:
Print Name: Jim Schneider Pr' t Name: Katherin Johnson
Title: Fire Chief Title: Human Services Manager
DATE: Ore O 9- ag DATE:
NOTICES TO BE SENT TO: NOTICES TO BE SENT TO:
FIRE DEPARTMENT: CITY OF KENT:
Tami Kapule, Public Education Specialist Dinah Wilson, CDBG Coordinator
Fire Prevention Human Services Division
Centennial Building, 4t" Floor
Centennial Building
Kent, WA 98032 Kent, WA 98032
Phone: 253.856.4414 Phone: 253.856.5076
Fax: 253.856.6400 Fax: 253.856.6070
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EXHIBIT A
2008 - 2009 CDBG PROJECT SCOPE OF SERVICES
CITY OF KENT- FIRE DEPARTMENT
Project No.: BG0817 Start Date: 1/1/08
Project Title: Fall Prevention End Date: 12/31/09
Project Manager: Tami Kapule
Telephone: 253.856.4414 Fax: 253.856.6300 E-mail: tkapule@ci.kent.wa.us
CDBG Coordinator/City Contact: Dinah Wilson
Telephone: 253.856.5076 Fax: 253.856.6070 E-mail: drwilson@ci.kent.wa.us
City of Kent Fire Department (hereinafter referred to as "the Fire
Department") 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 Fire Department shall install handicap accessibility items in the homes of 30
unduplicated Kent residents.
2) Project Budget
The Fire Department 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 $10,000.00
Block Grant
Total City of Kent: Funds: $10,000.00
B. Line Item Budget
Handicap Accessibility Items $10F000.00
Office or Operating Supplies
Consultant or Purchased Services $
Construction Contracts $
Communications $
Travel and Training $
Other (specify) $
Total City of Kent Funds: $10,000.00
Fire Department CDBG Project Scope of Services- Page 1
3) Performance Measures
A. Number Served
The Fire Department agrees to serve, at minimum, the following unduplicated
number of households with CDBG funds:
1st 2nd 3rd 4th
Quarter Quarte Quart Quarte Total in
JAN. — r \ er r Year
MARCH APRIL — JULY — OCT. — 2008
JUNE SEPT. DEC.
No. of unduplicated
households assisted 8 8 73o
1st 2nd 3rd 4th
Quarter Quarte Quart Quarte Total in
JAN. — r er r Year
MARCH APRIL — JULY — OCT. — 2009
JUNE SEPT. DEC.
No. of unduplicated
households assisted 8 8 30
B. Units of Service
The Agency agrees to provide, at minimum, the following units of service by
quarter:
1st 2" 3rd 4th
Quarter Quarter
Quarter Quarter
Total in
JAN. to Jilune JULY to OCT. o Year
MARCH SEPT. DEC. 2008
Handicap accessibility
items 15 15 15 15 60
1st 2" 3rd 4th
Quarter Quart}or Quarter Quarter Total in
JAN. to June JULY to OCT. Year
MARCH SEPT. DEC. 2009
Handicap accessibility
items 15 15 15 15 60
Fire Department CDBG Project Scope of Services-Page 2
C. Definition of Services
Handicap Accessibility Items: Fall prevention items are provided to Kent residents.
This service is measured by the number of handicap accessibility products installed
in homes.
4) Records -
A. Project Files
The Fire Department shall maintain files for this project containing the following
items (all Fire Department files must contain items 1 — 7, however items 8
— 12 are required only if the costs are paid for by the CDBG budget. If
clients are not presumed eligible; e.g., homeless, #13 client income must
be documented):
r
1. Notice of Grant Award.
2. CDBG Agreement and all contract exhibits.
3. Motions, resolutions, or minutes documenting Board or Council actions.
4. A copy of this Scope and the City's Notice to Proceed on this project.
5. Correspondence regarding budget revision requests.
6. Copies of all invoices and reports submitted to the City for this project.
7. Bills for payment.
8. Copies of approved invoices and warrants.
9. 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.
10. 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.
11. 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.
12. Documentation of the solicitation process used to select vendors and
subcontractors with original purchase orders and subcontracts.
13. Documentation required by Part I, Section 21 E, if any funds provided
under this Scope are used to acquire equipment.
14. Documentation of client income. Unless clients are presumed eligible
based on CDBG regulations, the Fire Department 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:
Fire Department CDBG Project Scope of Services- Page 3
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 Fire
Department 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 Fire Department 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.
5) Reports, Invoicing and Reporting Schedule
A. Reports
The Fire Department shall collect and report client information to the City quarterly
on the Service Units section of the Billing Voucher and Service Report to be
provided by the City. The Billing Voucher and Service Report shall be submitted
electronically via the City's web based reporting site at:
https://apps.ci.kent.wa.us/khforms/ .
B. Invoicing and Reporting Schedule
The Fire Department shall submit invoices to the City in the form of a CDBG Billing
Voucher. Billing Vouchers shall be signed by an authorized representative of the
Agency. Copies of supporting documents shall be attached to the Billing
Voucher or sent via the U.S. Postal Services and postmarked within two
days of the due dates listed below. The Fire Department shall submit Service
Units data with the Billing Voucher.
The Fire Department shall submit Billing Vouchers and Service Reports to the City in
accordance with the following schedule:
Billing Voucher and Service Report (Exhibit D) 5/15, 7/15, 10/15, 12/51
CDBG Public Services Project Time Sheet 5/15, 7/15, 10/15, 1/9/09
(Exhibit H, if applicable)
Final Program Accomplishment Form (Exhibit E) 1/9/09
1 Final Billing Voucher is due early to meet the City's year end reporting deadlines.
Fire Department CDBG Project Scope of Services-Page 4
EXHIBIT B
2008 HUD INCOME GUIDELINES
Effective 2/13/08
Median Family Income = $81,400
36% _ 500/0 8,""Ofl/o
F
MEDAN MEDIAN MEDIAN
I .
:ti..
FAMILY EXTREMELY VERY; W
SIDE L�1N LOW `I,NCOME
INCOME INCOME-;° '
1 $17,100 $28,500 $43,050
2 $19,500 $32,550 $49,200
3 $21,950 $36,650 $55,350
4 $24,400 $40,700 $61,500
5 $26,350 $43,950 $66,400
6 $28,300 $47,200 $71,350
7 $30,250 $50,450 $76,250
8 $32,200 $53,700 $81,200
EXHIBIT C
APPOINTMENT OF LIAISON &
AUTHORIZATION TO SUBMIT BILLING VOUCHERS & SERVICE
REPORTS
2008 - 2009 CDBG AGREEMENT
Appointment of Liaison
The Fire Department appoints the following person as the liaison for the
CDBG Agreement between the City and the Fire Department; this person
shall be responsible for overall administration of the CDBG funded program:
Liaison: c4-n-l't J Py a i L G�:LuCa7w/r
(title)
Authorization to Submit Billing Vouchers & Service Reports
The Fire Department authorizes the following individual(s) to electronically
submit Billing Vouchers & Service Reports for costs incurred and services
provided pursuant to the 2008 CDBG Agreement between the Fire
Department and the City; billing vouchers shall not be processed for
payment unless they are submitted by an authorized individual(s):
Authorized
Individual(s):
-Tarn I' V-,a Ode PL V-41'c G�c��
(Type Name) (title)
Additional
Authorized
Individual:
(if applicable):
(Type Name) (title)
- U)5 I
(date)
�Xyll3�T .�
Billing Voucher and Service Report ��NT
Agency: lCity of Kent Fire Department
Program: Fall Prevention
Telephone: (206) 856-4414
Contact Person: ITami Kapule
E-mail: tkapule@ci.kent.wa.us Amount Requested for Reporting
Year: 12008 Reporting Period: IPeriod
Personnel(State names of employees funded in whole or part by this request.Time sheets for CDBG should be mailed in.)
Service Units
City of Kent Funded Service Units
Unduplicated#of Kent clients/households served this quarter:
Service Unit: 1#of Unduplicated Households
Service Unit: n4 Mj
Service Unit:
Total Kent Funded Service Units Year To Date
Unduplicated#of Kent clients/households served year to date:
Service Unit: 1#of Unduplicated Households
Service Unit:
Service Unit:
Total Service Units Year to Date(ALL Funding Sources)
Unduplicated#of Kent clients/households year to date:
Service Unit:
Service Unit:
Service Unit:
Provide a narrative explanation of any program or staff changes, problems meeting performance
measures or other information about the program.
phs0001 v1.0012192006
Demographic Report ��
X1F AR�31k 11$4QM
Unduplicated Number of Clients Servied (count each client only once per calendar year)
Agency: City of Kent Fire Department
Program: lFall Prevention
Homeless-Complete only for individuals&
Year. 12008 Reporting Period: families who have been assisted with transitional
Household Income Level and permanent housing
FT/.—Of Median or Below lindividuals
50% of Median or Below r lFamilies,
80%of Median or Below ITOTAL
Above 80%of Median
Unknown
TOTAL
Gender
Male
Female
TOTAL IFemale Headed Household
Age
0-4 years Disabling Condition
5-12 years Limited English Speaking
13-17 years
18-34 years
35-54 years
55-74 years
75+years
Unknown
TOTAL
Ethnicity
Hispanic
Not Hispanic
TOTAL
Race
Asian/Pacific Islander
Black/African American
Native American/Alaskan Native
Native Hawaiian or Other Pacific Islander
Native American/Alaskan Native and White
Asian/Pacific Islander and White
Black/African American and White
White/Caucasian
Native American/Alaskan Native and Black/African American
Other Multi-Racial
Other
Unknown
TOTAL
phs0001 A.0012182006
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