HomeMy WebLinkAboutPK16-457 - Amendment - #1 -Refugee Women's Alliance - Contract- 1/1/16 - I
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KENT Document
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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 Clerk's Office.
Vendor Name: Refugee Women's Alliance
Vendor Number: 50699
JD Edwards Number
Contract Number: PPU _ L44 ) l
This is assigned by City Clerk's Office
Project Name: Senior Nutrition & Wellness
Description: ❑ Interlocal Agreement ❑ Change Order ❑ Amendment ® Contract
❑ Other:
Contract Effective Date: 1/1/16 Termination Date: 12/31/16
Contract Renewal Notice (Days): 30 days
Number of days required notice for termination or renewal or amendment
Contract Manager: Dinah Wilson Department: Parks-Human Services
Contract Amount: $13,182
Approval Authority: (CIRCLE ONE) Department Director Mayo City Council
Detail: (i.e. address, location, parcel number, tax id, etc.):
This is a CDBG-funded contract amendment. A monthly congregate meal and health
education program is provided at Birch Creek for refugee and immigrant seniors.
tp 3417/15
FIRST AMENDMENT TO
CDBG AGREEMENT
BETWEEN THE CITY OF KENT
AND
REFUGEE WOMEN'S ALLIANCE
CASE MANAGEMENT AND EMERGENCY ASSISTANCE PROJECT
SENIOR NUTRITION AND WELLNESS PROJECT
This Agreement, entered into this 5th day of December, 2016 between the City of Kent, a
Washington municipal corporation (hereinafter the "City") and Refugee Women's Alliance
(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:
INDEX To AGREEMENT
PART I - GENERAL CONDITIONS .....................-...........................................................................
...1
1. Scope Of Agreement.................................................................................................................................. 1
2. Scope Of Project.....-.................................................................................................................................. 1
3. Purpose and primary objective - 42 U.S.C. § 530(c), 24 C.F.R. § 570,200(a)(3). .................... 1
4. Commencement And Termination Of Project(s)..................................................................................2
5. Administration............................................................................................................................................. 3
6. Compensation And Method Of Payment................................................................................................ 3
7. Eligible Costs................................................................................................................................................4
8. Operating Budget..............................................................................:....................................:................... 5
9. Funding Alternatives, Future Support, and Limited Release ............................................................ 5
10. Amendments......................................................................................................:........................................ 5
11. Assignment And Subcontracting............................................................................................................. 5
12. Hold Harmless And Indemnification....................................................................................................... 5
13. Project Close-Out.......................................................................................................................:...............6
.14. Insurance.....................................................................................................................................................6
15. Conflict Of Interest ....................................................................................................................................6
16. Suspension And Termination Of Agreement........................................................................................ 6
17. Safeguarding Of Client Information....................................................................................................... 7
PART II - FEDERAL, STATE, AND LOCAL PROGRAM REQUIREMENTS .......................................8
1. Nondiscrimination....................................................................................................................................... 8
2. Section 504 And Americans With Disabilities Act.............................................................................. 10
3. Financial Management And Procurement Standards........................................................................ 10
4. Uniform Administrative Requirements And Cost Principles And Recordkeeping - 2 CFR Part
200, 24 CFR §§ 570.502, and 570.610. ............................................................................................. 11
5. Data Universal Numbering System
6. Lobbying.....................................................................................................................................................................12
7. Program Income - 24 CFR § 570.504................................................................................................. 12
8. Public Information.................................................................................................................................... 13
9. Other Federal And State Requirements............................................................................................... 13
10. Local Requirements ................................................................................................................................. 13
Public service programs must comply with sections 10 and 11:....................................................... --- 13
11. Non-Substitution For Local Funding...............-..............................-.................................................... 13
12. Faith-based activities - 24 CFR § 570.200(j).................................................................................... 14
Acguisition or improvement of real property projects must comply with sections 12 through 19:15
13. Accessibility.......... ......................................................................................................................
14. Environmental Review.... ....................................................................................................................... 15
15. Labor Standards - 24 CFR § 570.603 ..............-................................................................................. 16
16. Volunteers 24 CFR § 70.......................................................................................................................... 17
17. Acquisition And Relocation..................................................................................................................... 17
18. Public Ownership...................................................................................................................................... 17
19. Reversion Of Assets - 24 CFR § 570.505........................................................................................... 18
20. Property Management Standards......................................................................................................... 18
21. Additional Local Requirements.............................................................................................................. 18
PART III - MONITORING & REPORTING REQUIREMENTS..........................................................19
1. Monitoring.................................................................................................................................................. 19
2. Program Reporting................................................................................................................................... 19
3. Fiscal Reporting Responsibilities........................................................................................................... 19
4. Audits..................................................................................................................................._-----_-------------20
PART IV - RECORDKEEPING REQUIREMENTS.............................................................................20
1. Program Records and Inspections...........................................:............................................................20
2. Program Benefit Records - 24 CFR § 570.506(b). ...........................................................................21
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3. Financial Records...................................................................................................................................... 22
4. Records Of Program Operations, Management And Evaluation..................................................... 22
5. Property Records...................................................................................................................................... 23
6. Nondiscrimination And Equal-Opportunity Records - 24 CFR § 570.506(g). .............................23
7. Conflict Of Interest .................................................................................................................................. 23
S. Verification Of Subcontractor's Eligibility - 24 CFR § 5...................................................................24
9. Additional Requirements for Acquisition or Improvement of Real PROPERTY PROJECTS........ 24
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PART I - GELS 1 C®NDITIONS
I. 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 recordkeeping 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. It is the
intent of the parties that all applicable federal regulations and requirements are
incorporated herein, including, but not limited to, 24 CFR § 570, 2 CFR § 200, and
24 CFR § 570.
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, a draft of which is attached as First Amendment to Exhibit A and
incorporated by this reference. Because this Agreement is executed prior to funds
being allocated to the City through federal appropriations, the City will forward to
Agency a final First Amendment to Exhibit A that the City will create if federal
appropriations are awarded to the City for Agency's services, and that final First
Amendment to Exhibit A, which may include adjustments in allocations or scope
imposed as a condition of the final federal appropriations, shall relate back to and
be incorporated into this Agreement. 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. PURPOSE AND PRIMARY OBJECTIVE - 42 U.S.C. § 530(C), 24 C.F.R. § 570.200(a)(3).
"The primary objective of this chapter and of the community development program
of each grantee under this chapter is the development of viable urban communities,
by providing decent housing and a suitable living environment and expanding
economic opportunities, principally for persons of low and moderate income.
Consistent with this primary objective, not less than 70 percent of the aggregate of
the Federal assistance provided to States and units of general local government [of
CDBG expenditures].under section 5306 of this title and, if applicable, the funds
received as a result of a guarantee or a grant under section 5308 of this title, shall
be used for the support of activities that benefit persons of low and moderate
income ..." 42 U.S.C. § 5301(c), 24 C.F.R. § 570.200(c).
Income limits for persons eligible to be served by these activities are outlined in
Exhibit B, which is attached and incorporated by this reference. The income
guidelines attached as Exhibit B at the time this Agreement is executed shall be in
draft form if federal income guidelines for the contract year have not been released
and posted to The Department of Housing and Urban Development's web site prior
to the execution of this Agreement. If federal income guidelines are in draft form,
the City will forward to Agency a final Exhibit B, including any adjustments imposed
by the federal government once it is generated by the federal government at the
time it finalizes its appropriations, and that final Exhibit B shall relate back to and
be incorporated into this Agreement.
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.
4. COMMENCEMENT AND TERMINATION OF PROJECT(S)
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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. Agency shall take
all necessary precautions and shall be responsible for the safety of its employees,
agents, and subcontractors in the performance of the contract work and shall utilize
all protection necessary for that purpose. 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
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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, 2015 through
December 31, 2016, this Agreement, however, is contingent upon the availability of
funds to be allocated through federal appropriations. Therefore, should funds to
support Agency's services not be made available through anticipated federal
appropriations, this Agreement shall immediately terminate without risk or liability
to the City and without obligation to disburse funds or to reimburse Agency any
funds expended in anticipation of funding availability. All work shall be done at
Agency's own risk, and Agency shall be responsible for all losses associated with
services provided before the City issues its written notice to proceed. 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.
S. 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 First Amendment to Exhibit C, which is attached and incorporated by
this reference. The Agency shall also designate one or more representatives who
shall be authorized to submit the Billing Voucher and Service Report, and Final
Service Report, which are attached as First Amendment to Exhibit D and D-1,
respectively. The name of the liaison person and representative shall be specified
in the Exhibit.
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 First Amendment to 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 Billing Voucher and Service
Report, which shall be submitted to the City by the Agency's authorized
representative.
B. The City of Kent uses a variety of measures as indicators of satisfactory contract
performance. The Agency will be expected to meet 100% of the performance
measures as defined in First Amendment to Exhibit A. Exceptions may be made in
cases where circumstances beyond the Agency's control impact their ability to meet
their units of service and the Agency has shown reasonable effort to overcome
those circumstances. Exceptions are made at the discretion of the City's Human
Services Manager.
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C. If the Agency does not meet performance goals, payment for services rendered
under the agreement will be reduced by the rate calculated for each service unit.
For example if an Agency contracted to provide 100 bed-nights a quarter for
$5,000.00 and only provide 75 bed-nights, payment would be $3,750.00 instead of
$5,000.00.
D. The Agency shall submit a Billing Voucher and Service Report on a quarterly basis.
Billing Vouchers and Service Reports are due in accordance with the schedule and
budget incorporated as First Amendment to 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, Billing Vouchers and Service Reports are due the next working day
following the holiday. The Final Service Report is due in accordance with the
schedule listed in First Amendment to Exhibit A. If the Agency's line item budget
includes personnel services costs, the Agency shall submit a CDBG Public Services
Project Time Sheet (attached as Exhibit G if applicable) with the Billing Voucher and
Service Report. The City will make payment to the Agency not more than forty-five
(45) days after said Billing Voucher and Service Report 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 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 Agreement 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 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 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.
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S. OPERATING BUDGET
The Agency shall apply the funds received from the City under this Agreement in
accordance with the Budget Summary found in First Amendment to Exhibit A. No
line-item expense therein shall cause 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, FUTURE SUPPORT, AND LIMITED RELEASE
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 in that event, Agency fully releases City from any claims,
damages, or liability, related to lack of funding, the amount funded, or uncertainty
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 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 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 officiafs, agents, and employees, while acting within the scope of their
- duties as such, harmless from and against all claims, demands, and causes of
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action of any kind or character, including the cost of defense thereof, arising 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 E,
which is attached and incorporated by this reference.
15. CONFLICT OF INTEREST
A. Interest of Officers, Employees, or Agents - The Agency shall abide by and enforce
the conflict of interest requirement set forth in 24 CFR 570.611, 2 CFR 200.112,
and 2 CFR 200.318. No employee, agent, consultant, officer, or elected official or
appointed official of the City, or of any designated public agencies, or of
subrecipients that are receiving CDBG funds shall have any personal financial
interest, direct or indirect, in the Agreement, and the City and Agency shall take
appropriate steps to assure compliance. 24 CFR 570.611
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
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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 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 fails 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 by the Agency to the City in the event that:
(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.
1.7. 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.
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PART XI - FEIDE
9RAL, STATE AND LOCAL PROGRAM RE MEBv EN TS
1. NO NDISCREMINA71ON
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 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
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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 (42 U.S.C.
3601-19) and implementing regulations at 24 CFR part 100 et seq.; Executive
Order 11063, as amended by Executive Order 12259 (3 CFR, 1959-1963 Comp., p.
652 and 3 CFR, 1980 Comp., p. 307) (Equal Opportunity in Housing Programs) and
implementing regulations at 24 CFR part 107. The Agency shall also administer
programs related to housing and urban development in a manner to affirmatively
further fair housing. 24 CFR Parts 5, 91, 92, 570, 574, 576, and 903.
D. EmploV ent :
(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).
(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. § 1701u, 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
- - 9 - --
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 sub-recipient
during any period of debarment, suspension, or placement in ineligibility status
under the provisions of 2 CFR § 2424. The Agency shall certify that it and all
subconsultants and subcontractors are not listed on the government-wide
Excluded Parties List System in the System for Award Management (SAM), in
accordance with OMB guidelines at 2 CFR 180 that implement Executive Orders
12549 and 12689, 'Debarment and Suspension," as set forth at 2 CFR 2424.
Additional policies concerning debarment and suspension are found at 2 CFR
Part 180 and 2 CFR Part 2424.
F. Notice:
(1)The Agency shall include the provisions of the appropriate subsections A, B, C,
D, and E of this Part II, 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 504/ADA Disability Assurance of Compliance, which is attached as
Exhibit H and incorporated by this reference, and shall submit it to the City.
3. FINANCIAL MANAGEMENT AND PROCUREMENT STANDARDS
The Agency shall comply with, and shall require any sub-contractor funded in whole
or in part with CDBG funds to comply with the following financial and program
management and procurement standards:
10 -- -- -
A. Agency shall adhere to the principles and standards governing federal grant
distribution set forth in the "Uniform Administrative Requirements, Cost
Principles, and Audit Requirements for Federal Awards" (2 CFR Part 200).
B. 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.
39A2 RCW, and Ch. 39.04 RCW). In addition, the Agency shall comply with
the requirements of 2 CFR § 200.318 (General procurement standards) through
200.326 (Contract provisions).Where federal standards differ from local or state
standards, the stricter standards shall apply.
C. Agency shall comply with 24 CFR Part 570 and 2 CFR Part 200 regarding the
management and disposition of cash and real and personal property acquired
with CDBG funds.
D. Agency shall comply with -24 CFR 570.489, Program and Administrative
Requirements.
E. Agency shall comply with 24 CFR 570.490.
4. UNIroRM ADMINISTRATIVE REQuiRENENTs AND COST PRINCIPLES AND REC®RDKEEPING -
2 CFR Part 200, 24 CFR §§ 570.502, and 570.610.
A. Agency shall comply with 2 CFR Part 200, "Uniform Administrative Requirements,
Cost Principles, and Audit Requirements for Federal Awards", except that:
(1)Section 200,305 "Payment" is modified for lump sum drawdown for
financing of property rehabilitation activities, in accordance with § 570.513.
(2) Section 200.306 "Cost sharing or matching" does not apply.
(3) Section 200.307 "Program income" does not apply. Program income is
governed by § 570.504.
(4)Section 200.308 "Revisions of budget and program plans" does not apply.
(5) Section 200.311 `Real property" does not apply, except as provided in §
570.200(j). Real property is governed by § 570.505,
(6) Section 200.313 "Equipment" applies, except that when the equipment is
sold, the proceeds shall be program income. Equipment not needed by the
subrecipient for CDBG activities shall be transferred to the recipient for the
CDBG program or shall be retained after compensating the recipient.
Records to be maintained include:
01 Contract and Amendments - A complete copy of this
Agreement and all amendments thereto and notices there
under.
ii Records of City Approvals - Copies of all requests for
amendments or revisions to this Agreement and the City's
p
i
subsequent approval or denial of such requests as are
required under this Agreement.
Ll H1 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.
iv) Records identifying the assisted activity - A complete description of each activity
assisted, in whole or in part, with CDBG funds under this Agreement, including:
(a)Location(s), organization, operating hours, qualifications for service _ or
participation, etc.;
(b)Fees or charges for services, fee waivers, or fee scales for CDBG-assisted
participants.
B. Section 200.343 "Closeout" applies to closeout of subrecipients.
C. 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.
S. DATA UNIVERSAL NUMBERING SYSTEM
Pursuant to 2 C.F.R. §25.100(a), the City is required to establish a Dun and
Bradstreet (D & B) Data Universal Numbering System (DUNS) as a universal
identifier in order to receive federal financial assistance. In addition, programs or
sub-recipients receiving sub-awards from the City shall establish a DUNS. 2 C.F.R.
§ 25.200(c)(1). The Agency shall provide its DUNS to the City.
6. LOBBYING
In accordance with 2 CFR 200.450, the Agency shall not use CDBG funds for
lobbying purposes.
7. 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.
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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); 2 CFR § 200.307Program Income. Proceeds from the sale of real
property, equipment, or supplies are not program income; such proceeds will be
handled in accordance with the requirements of Subpart D--Post Federal Award
Requirements of 2 CFR § 200, Property Standards §§ 200.311 Real property,
200.313 Equipment, and 200.314 Supplies, or as specifically identified in Federal
statutes, regulations, or the terms and conditions of the Federal award. 2 CFR §
200.307(d).
8. 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 project(s) described in the Exhibit(s), are
subject to the Washington State Public Disclosure Act, Chapter 42.56 RCW, except
to the extent specifically exempted from disclosure therein.
9. 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.).
10. 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 11-12:
11. 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.
i
12. FAITH-BASED ACTIVITIES - 24 CFR § 570.200(j).
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 proselytism,
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 proselytism.
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.
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AngRgMtio_q or amorovement of reu9 ra ert ro.ects must campily w t&1 sections
13 through 20-
13.- AcCESSIBYLITY
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 §
100.1, et seq., as amended.
14. 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 §
58.1, 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 §
58.1, et seq. The Agency shall meet the historic preservation requirements of
Pub. L. No. 89-665 (16 U.S.C. § 470(i)), 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.C. §§ 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: §§ 4001-4128).
(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
_ 15_ -- -
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.C. §§ 1367, et seq., as amended; Environmental Protection
Agency regulations, 40 CFR §§ 1.1, et seq.
C. State Environmental Policy Act - Agencies which are branches of government under
RCW 43.21C.030 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
43.21C.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
(1) Limitations on Activities Pending Clearance - Per 24 CFR § 58.22(a). The
Agency shall not commit assistance under this Agreement until HUD has approved
the City's Request for Release of Funds (RROF) and the related certification from
the City. In addition, until the RROF has been approved by HUD, neither the City
nor the Agency may commit non-HUD funds on or undertake an activity or project
under a program listed in § 58.1(b) if the activity or project would have an adverse
environmental impact or limit the choice of reasonable alternatives. Provided;
however, that an option agreement, self-Help Homeownership Opportunity Program
funds, and relocation assistance may be excluded from the limitation above per 24
CFR § 58.22(d), (e) and (f) respectively.
(2) Notice to Proceed - '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.
15. LABOR STANDARDS - 24 CFR § 570.603
A. The Agency 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 se ; provided that this section shall not
16
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 Agency 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 Agency shall require that project construction contractors and subcontractors
comply Mth.Federal Labor Standards Provisions (HUD form 4010) and the Davis-
Bacon wage determinations (attached as Exhibits I and 3, 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.
16. VOLUNTEERs 24 CFR § 70
If the Agency 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.
17. ACQUISITION ARID 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.
18. PUBLIC OWNEPSHIP
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.
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1% REVERSION Or 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. For Acquisition or improvement of
real property projects, the Agency and the City shall execute a Community Facility
Covenant Agreement.
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.
20. 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.
21. 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.
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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 ® M NIT®&ING & REPORTING_RE UIREPAEN` S
3. 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 Billing Voucher and Service Report shall be
submitted at least quarterly, evens if no reimbursement is requested. The
report is due on in accordance with the schedule listed in First Amendment to First
Amendment to Exhibit A. If the due date falls on a Saturday or Sunday, the Billing
Voucher and Service Report is due on the prior Friday. If the due date falls on a
City holiday, the Billing Voucher and Service Report is due the next working day
following the holiday. The report shall detail information on service units or
steps/milestones accomplished during the months/quarters as outlined in First
Amendment to Exhibit A. The Final Service Report Form is provided by the City and
is attached as First Amendment to Exhibit D-1 to this Agreement; it is also due in
accordance with the schedule listed in First Amendment to Exhibit A.
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.
3. FISCAL REPORTING RESPONSIBILIITIES
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.
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I
I
4. AUDITS
A. If the Agency is a nonprofit corporation and expends a total of $750,000 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 2
CFR Part 200, Uniform Administrative Requirements, Cost Principles, and Audit
Requirements for Federal Awards.
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 — RECORDKEEPING 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 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 there under.
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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.
F'. 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)(ii).
21
C
3. FINANCIAL RECORDS
Agency shall maintain a financial management system in accordance with 2 CFR §
200.302 and 24 CFR 570.506(h). Agency shall maintain all accounting records that
accurately record the source and application of all funds. The records must contain
information pertaining to Federal awards, authorizations, obligations, unobligated
balances, assets, expenditures, income and interest and be supported by source
documentation.
Agency shall maintain evidence to support how the CDBG funds provided to such
entities are expended. Such documentation must include, to the extent applicable,
invoices, schedules containing comparisons of budgeted amounts and actual
expenditures, construction progress schedules signed by appropriate parties (e.g.,
general contractor and/or a project architect), and/or other documentation appropriate
to the nature of the activity. Agency records pertaining to obligations, expenditures,
and drawdowns must be able to relate financial transactions to either a specific origin
year grant or to program income received during a specific program year.
Financial records, supporting documents, statistical records, and all other records
pertinent to a Federal award shall be retained for a period of three years from the date
of submission of the final expenditure report or, for Federal awards that are renewed
quarterly or annually, from the date of the submission of the quarterly or annual
financial report, respectively, as authorized by the Federal awarding agency. The only
exceptions are the following:
A. If any litigation, claim, or audit is started before the expiration of the three-year
period, the records shall be retained until all litigation, claims, or audit findings
involving the records have been resolved and final action taken.
B. Records for real property and equipment acquired with Federal funds shall be
retained for three years after final disposition.
C. When records are transferred to or maintained by the Federal awarding agency, the
three-year retention requirement is not applicable to the recipient.
D. This section does not apply to records maintained by contractors or subcontractors.
2 CFR § 200.333.
4. RECORDS OE 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.
22
�. 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 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 Agreement, a record of the total purchase cost of all
remaining unused expendable personal property.
E. Agency shall submit reports at least annually on the status of real property in which the
Federal government retains an interest, unless the Federal interest in the real property
extends 15 years or longer (2 CFR 200.329).
Cs. 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.
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.
7. 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).
23
i
8. VERIFICATION OF SUBCONTRACTOR'S ELIcIEILITY — 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. Verification of eligibility shall be accomplished by signing the
Certification Regarding Debarment and Suspension, which is attached and
incorporated as Exhibit F .
�o ADDITI®YaLAL 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.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 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.
24
REFUGEE WOMEN'S ALLIANCE: CITE' OF DENT,
an in bbVue or b@aek ink only
Print Name: Mahnaz Kourourian Eshetu P inte a Suzette Cooke
Title: Executive Director Ma or
DATE: 12/ JG/ I G DATE: / 3® /
l
NOTICES TO BE SENT TO: NOTICES TO BE SENT TO:
Mahnaz Kourourian Eshetu, Executive Director Dinah Wilson, CDBG Coordinator
Refugee Women's Alliance City of Kent
220 Fourth Avenue South
4008 Martin Luther Jr. Way South
Ken
Seattle, WA 98108 Kent, WA 98032
P Phone: 253.856.5076
hone: 206,721.8440
Fax: 253.856.6070
APPR )VED AS TO FORM:
Kent Law Department
__ . 25
1.
71
rKKFENT FIRST AMENDMENT TO
WASNiNOTON EXHIBIT A
PARKS, RECREATION A 2O15-2016 C®BG PROJECT SCOPE OF SERVICES
COMMUNITY SERVICES Refugee Wo men's Alliance (ReWA)
Project Title: Case Management and Emergency Assistance Start Date: 1/1 15
Project No.: BG1517-1617 End ®ate: 12/31/16
Funding will provide linguistically/culturally appropriate case 2015 $16,182
management and emergency assistance grants to immigrant and Funding:
refugee clients residing in Kent. 2016 $18,182
Funding
Total City $34,364
of Kent
Funds:
Project Manager: Gizachew Manahle
Telephone: 206.957.2029, Ext. 223 Fax: 206.957.2030
E-mail: izachew rewa.or
C®BG Coordinator/City Contact: Dinah Wilson
Telephone: 253.856.5076 Fax: 253.856.6070 E-mail: drwilson@kentwa.gov
Refugee Women's Alliance (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 Budget
The Agency shall apply the following funds to the project in accordance with the Biennium
Line Item Budget Summary below:
Line Item Budget
Personnel Services $20,000.00 10,000 annually)
Office or Operating Supplies
Consultant or Purchased Services $
Construction Contracts $
Communications $
Travel and Training $
Grants $14,364.00 ($6,182/2015;
8 182 2016
Total City of Kent Funds: $34 364.00
2015-2016 Is'Amendment ReWA CDBG Project Scope of Services: Agreement with City of Kent- p. 1
2) Performance Measures
A. Number Served
The Agency agrees to serve, at minimum,the following unduplicated number of persons
each year of the CDBG Agreement:
Reporting Periods Ist 2wd 3rd 4th
Quarter Quarter Quarte Quarter Total
APRIL o r OCT. ® Per
MARCH
CH
JAR — JUNE JULY® DEC. Year
SEPT.
Number of unduplicated
persons assisted 2 2 2 2 8
B. units of Service
The Agency agrees to provide, at minimum, the following units of service by quarter:
Reporting Periods ls` 2" 3rd 4th
Quarter Quarter Quarter carter Total
JAN. to April to JULY to Q Tuneer
DEC.00T.o
MARCH SEPT. DE
Year
Financial Aid (# of
Emergency Assistance 2 2 2 2 8
Grants
Case Management Hours
[ 13 13 13 14 53
C. .Definition of Services
Case Management: Case management is defined as providing culturally/linguistically
appropriate systems navigation and coordination of services for immigrant/refugees residing
in Kent. It includes assessment, planning, facilitation, advocacy, access to basic needs, and
connection to appropriate services for successful integration. This service is measured per
hour under this agreement.
Emergency Assistance Grants: One-time payment made to the provider of services on
behalf of City of Kent residents for housing or utility costs to prevent eviction or
homelessness; repayment by the household is not expected. PAYMENT SHALL NOT BE
MADE DIRECTLY T® THE CLIENT. The Agency shall not provide assistance for
security deposits or other assistance that could be returned to residents or the
Agency. (Attachment 1 provides guidelines for assistance. Verification of payment
shall be submitted to the City. See Conflict of Interest restrictions in CDBG Agreement,
Part I, General Conditions, Paragraph 15.)
2015-2016 1s'Amendment ReWA CDBG Project Scope of Services: Agreement with City of Kent-p. 2
f-
3) Records
A. Project Mies
The Agency shall maintain files for this project containing the following items (all Agency
files must conta"an ¢terms 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),
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 confirming amount of rent or utilities for payment.
8. Copy of agency check made out to vendor.
9. Client ID verification.
10. Verification of client address.
11. Copies of approved invoices and warrants.
12. 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.
13. 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,
14. 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.
15. Documentation of the solicitation process used to select vendors and
subcontractors with original purchase orders and subcontracts.
16. Documentation required by Part IV, Paragraph 5, if any funds provided under
this Scope are used to acquire equipment.
17. 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.
2015-2016 18t Amendment ReWA CDBG Project Scope of Services: Agreement with City of Kent-p. 3
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.
4) Reports, Ynvoicing and Reporting Schedule
A. Reports
The Agency shall collect and report client information to the City quarterly on the Service
Units section of Exhibit D (Billing Voucher and Service Report) to be provided by the City.
Exhibits D and D-1 (including backup documents) shall be submitted electronically to
drwilson@kentwa.gov in accordance with the schedule outlined in Paragraph 3.13. below.
Copies of supporting documents shall he emalled as well, or sent via the MS.
Postal Services and postmarked within two days of the due dates listed below.' In
addition, quarterly reports shall be submitted through SharelApp:
http•///sharelapp culturegrants org/index/login .
B. %nvoicing and Reporting Schedule
The Agency shall submit Billing Vouchers and Service Reports to the City in accordance with
the following schedule:
1st 2nd & 3ra Quarter Billing Voucher & 15'h day following each quarter
Service Report Exhibit D
4th Quarter Billing Voucher & Service December 15, 2016
Report
CDBG Public Services Project Time 151h day following each quarter
Sheet
Exhibit G if applicable)
Final Service Report (Exhibit D-1) January 15, 2016
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, Billing Vouchers and Service Reports are due the next working day following
the holiday.
2015-2016 15t Amendment ReWA CDBG Project Scope of Services: Agreement with City of Kent-p. 4
Y
(
ATTACHMENT 1
Rental Assistance Project Guidelines
1. Only current Kent residents are eligible for assistance
2. Emergency rental assistance may be paid to a third party landlord on behalf of an
individual for a period of up to three consecutive months
3. Direct assistance is not allowed
4. Rent/expenses must be less than income
S. Tenants must provide evidence of source of income, identification, current
lease/rental agreement/eviction notice
6. Assistance provided when no other financial options exist
7. Any exceptions to above guidelines are considered on a case by case basis as
approved by City of Kent CDBG Coordinator and ReWA Program Director
8. No cash assistance given to residents
Utility Assistance Project Guidelines (heat gas water, sewer, garbage)
1. Only current Kent residents are eligible for assistance
2. Resident/household can only be assisted once
3. Funds not for utility hook up costs
4. Tenants must provide evidence of source of income, identification, and
delinquent/shut off notice
S. Assistance provided when no other financial options exist
6. Financial assistance must be mailed directly to utility provider
7. Any exceptions to above guidelines are considered on a case by case basis as
approved by City of Kent CDBG Coordinator and ReWA Program Director
8. No cash assistance given to residents
Guidelines for Motel Vouchers
1. Only current Kent residents are eligible for assistance
2, Last known permanent address must be Kent in order to be eligible
3. Resident/household can only be assisted once
4. Checks must be made out to the resident hotel
S. No more than two-night stay
6. Verification/id of all household members (full name, date of birth, sex)
7. Any exceptions to above guidelines are considered on a case by case basis as
approved by City of Kent CDBG Coordinator and ReWA Program Director
8. No cash assistance given to residents
Backup documentation that Must be Submitted with Quarterly Reports
1. Bills confirming amount of rent or utilities for payment
2. Verification of client address
3. Copy of agency check made out to vendor
4. Copies of approved invoices and warrants
2015-2016 13t Amendment ReWA CDBG Project Scope of Services: Agreement with City of Kent- p. 5
i
KENT
FIRST AMENDMENT TO
WASHtN6*Ox EXHIBIT A '..
PARKS, RECREATION & 2015-2016 CDBG PROJECT SCOPE OF SERVICES
COMMUNITY SERVICES Refugee Women's Alliance (ReWA)
Project Title: Senior Nutrition and Wellness Program Start Date: 1/1/15
Project No.: BG1520-1620 End Date: 12/31/16
Funding will provide ethnically appropriate and nutritious 2015 $11,182
congregate meals and health education for refugee and Funding:
immigrant seniors residing in Kent, Seniors will also be 2016 $13,182
connected to services. Meals shall be provided monthly. Seniors Funding
are defined as persons 62 years of age or older. Total City $24,364
Certification of age must be provided in client files and of Kent
information must be maintained showing that the program Funds:
is designed for seniors,
Project Manager: Gizachew Manahle
Telephone: (206) 957-2029 Ext. 223 Fax: (206) 957-2030
E-mail: izachew(cbrewa.or
CDBG Coordinator/City Contact: Dinah Wilson
Telephone: 253.856.5076 Fax: 253.856.6070 E-mail: drwilson@kentwa.gov
Refugee Women's Alliance (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 Budget
The Agency shall apply the following funds to the project in accordance with the Biennium
Line Item Budget Summary below:
Line Item Budget
Personnel Services $16,364.00 ($8,182/2015;
9,182 2016
Food &Supplies $ 6,000.00 ($3,000/2015;
4 000/2016
Consultant or Purchased Services $
Construction Contracts
Communications $
Travel and Training
Grants $
Total City of Kent Funds: $24 364.00
15t Amendment 2015-2016 ReWA-SRs CDBG Project Scope of Services: Agreement with COK- Page 1
2) Performance Measures
A. Number Served
The Agency agrees to serve, at minimum, the following unduplicated number of persons
each year of the CDBG Agreement:
Reporting Periods ist 2"d 3rd 4th
Quarter Quarter Quarter Quarter Total
JAN. — APRIL— JULY— OCT. — Per
MARCH JUNE SEPT. DEC. Year
Number of persons assisted
6 6 7 6 25
B. Units of Service
The Agency agrees to provide, at minimum, the following units of service by quarter:
Reporting Periods ist 2 nd 3rd 4th
Quarter Total
Quarter April to Quarter Quarter
JAN. to June JULY to OCT. to Per
MARCH SEPT. DEC. Year
Food
3 3 3 3 12
Training Education Classes
1 1 1 1 1 4
C. Definition of Services
Food: Defined as ethnically appropriate, nutritious meals served in a congregate setting to
seniors on a monthly basis. This service is measured per meal served.
Training Education Classes: Defined as health education information provided to teach
people about health and wellness and how to improve their health. Seniors will also be
connected to services. This service is measured per session.
3) 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 budget. If clients are not presumed eligible; e.g.,
homeless, #13 client income must be documented):
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.
1s`Amendment 2015-2016 ReWA-SRs CDBG Project Scope of Services: Agreement with COK- Page 2
i
7. Bills confirming amount of rent or utilities for payment.
S. Copy of agency check made out to vendor.
9. Client ID verification.
10. Verification of client address.
11. Copies of approved invoices and warrants.
12. 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.
13. 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.
14. 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.
15. Documentation of the solicitation process used to select vendors and
subcontractors with original purchase orders and subcontracts.
16. Documentation required by Part IV, Paragraph 5, if any funds provided under
this Scope are used to acquire equipment.
17. 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.
4) Reports, Invoicing and Reporting Schedule
A. Reports
The Agency shall collect and report client information to the City quarterly on the Service
Units section of Exhibit D (Billing Voucher and Service Report) to be provided by the City.
Exhibits D and D-1 (including backup documents) shall be submitted electronically to
drwilsonnkentwa.gov in accordance with the schedule outlined in Paragraph 3.B. below.
let Amendment 2015-2016 ReWA-SRs CDBG Project Scope of Services: Agreement with COK- Page 3
Copies of supporting documents shall be emailed as well, or sent via the U.S.
Postal Services and postmarked within two days of the due dates listed below., In
addition, quarterly reports shall be submitted through SharelApp:
htto://share la op.cu Itu reg ra nts.org/index/ic)ciin .
B. Invoicing and Reporting Schedule
The Agency shall submit Billing Vouchers and Service Reports to the City in accordance with
the following schedule:
1st 2"d & 3rd Quarter Billing Voucher & 15th day following each quarter
Service Report Exhibit D
4th Quarter Billing Voucher & Service December 15, 2016
Report
CDBG Public Services Project Time 151" day following each quarter
Sheet
Exhibit G if applicable)
Final Service Report (Exhibit D-1) January 15, 2017
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,Billing Vouchers and Service Reports are due the next working day following
the holiday.
1 s'Amendment 2015-2016 ReWA-SRs CDBG Project Scope of Services: Agreement with COK- Page 4
First Amendment To
EXHIBIT C
APPOINTMENT OF LIAISON &
AUTHORIZATION TO SIGN BILLING VOUCHERS & SERVICE REPORTS
2016 CDBG AGREEMENT
Appointment oaf 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. Gfzac ew Manahle Interim Family Support Manager
(title)
Authorization to Sign Billing Vouchers service Reports
The Agency authorizes the following individual(s) to sign Billing Vouchers &
Service Reports for costs incurred and services provided pursuant to the
CDBG Agreement between the Agency and the City; billing vouchers shall
not be processed for payment unless they are signed by an authorized
individual(s):
Authorized
Endividuai(s):
Mahnaz Kourourian Eshetu, Executive Director
(Type!Name) (title)
(Signature)
Additional Authorized Individual (if applicable):
Gizachew Manahle, Interim Famlly Support Manager
(Type Name) (title)
rgti'ature)� �— (Date)
ForstAn�endnla�lt to
L��'P ;4�llti G
APPJDXHTFjYfiE a OF MAX-SON
Eat h E1 �R� s`iS .fit' -ro szaN S L IFU G VOUCHERSS Q, SEINVUUCE REPORi:u S
2016 CIDO G ACGREEMENTi
App®iwtr ant of aiaigour
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:
Uaisan-. Gizachew Manahle Interim Family Support Manag_er
(title)
Authorization to Sign SHIM g Vaucherq & Service R81P r S
The Agency authorizes the following individual(s) to sign Billing Vouchers &
Service Reports for costs incurred and services provided pursuant to the
CDBG Agreement between the Agency and the City; billing vouchers shah
not be processed for payment unless they are signed by an authorized
individual(s):
Authorized
Individual(s):
Mahnaz Kourourian Eshetu Executive Director
(TYPne iv me) (title)
la 12i1��1C
(�mgnat�re) '
Additional Authorized lndMdual (if applicable):
Gizachew Manahle Interim Family Support Manager
(Type Name) (Ode)
(veto)
(Signature)
First Amendment To CDBG
NT Exhibit D
W ASHIN GTOH Billing Voucher & Service Report
PARKS, RECREATION S 2016
COMMUNITY SERVICES
Agency: Refugee Women's Alliance
City Dinah Wilson Kent Office: 1 24 4th Ave. S., Suite 270
zHiusing`&Duman Services
Kent, WA 98032
Parr " Recreation'& m Comunity Services
220'4t"Ave. South, Kent, VUA 98032 Program Contact: Gizachew Manahfe.
tlrwilson@kentwa.gov Telephone: (206) 957-2029, Ext. 223
Phone: (253) 856-5076 E-mail: gizachew(a rewa.org
°xP taw' <j r
}2eportmgeriod .r Program `' ' x Amount Requested-
Case Management & Emergency
Assistance Project
Lei-
All epartmen Use Only ' 3 Total Contract Amount $ 34,364.00
,�_ t a t
4 e ` a
" r r 2016 Contract Amount $ 18,182.00
' t # Amount Requested This Qtr. $
,��*ai xaA a'uSs� ,v•.�w � a..„. -�f�..athws ."�. 3..'. «, s.i.
y x y Amount Requested YTD $
t faa fz, F x: ro° c
Amount Remaining (subtract
"z ,} amount requested YTD from 2016
r six , t r
contract amount
SEC. 2: 2016 LINE ITEM BUDGET SUMMARY
011
kj6 `'a 4 ", C ORIGINALI TOE AL . I
COST`CATEGO�RIES;=x". .; .. � '. _� ;,
RE1lISED� CUMULATIUP ;
�� BUDG77,
ET' , REQUESTED „:, BUDGET r; T,.ODATE
1 Personnel Costs
Attach Time Sheets $10,000.00
2 Grants $ 8,182.00
GRAND TOTAL
$18,182.00
1gtAmendment 2015-2016 ReWA CM/EMS Assistance CDBG Project Scope of Services - Page 1 of 6
311 FUNDID
SEC. 4: PERFORMANCE MEASURES - 2016 KENT FUNDED SERVICE UNITS
Note: Unduplicated client counts must be reported both quarterly and year-to-date
Senricel�ri t=D scriptiop Contractetl fo' Total Clients Actually Yea[to
Service Unit/Performance st �a rd th Total
Measure 1 2 3 4 Contracted to 1st 2nd 3rd 4th
Serve
Unduplicated #of Kent clients
(persons) served 2 2 2 2 8
Financial Aid (#of Emergency
Assistance Grants)
2 2 2 2 8
Case Management Hours 13 13 13 14 53
Sec. 5: NARRATIVE
Provide a narrative explanation if you are behind in either progress toward meeting performance
measures or projected expenditure rate.
1st Amendment 2015-2016 ReWA CM/EMS Assistance CDBG Project Scope of Services - Page 2 of 6
Sec. 6: DEMOGRAPHIC INFORMATION
Number of Households or Persons Assisted (please specify "H" or "P");
" UnSiuplicatetl Quarjer llnduplicatd6Quarter Untlup? Urftluphca#ed'
dace ; /
(All) His anic Year#o' YeaCtoClatei
y9j-
t n �`5±.;,.
1Mr U111
y ,'°yrr-�.*„k✓' Sxs°•gj'q# z'Nq^` aa4.,.
White
Black/African American
Asian
American Indian or Alaska Native
Native Hawaiian or Other Pacific Islander
American Indian or Alaska Native AND White
Asian AND White
Black/African American AND White
American Indian /Alaska Native AND
Black/African American
Other Multi-Racial
GRAND TOTAL CLIENTS
a v �Undupkcated Quarter Unduplicated Year`
Income Levet ,i6p fir a, �
Extremely Low Income 0 30%0 of MFI
Low Income 31-50% of MFI
Moderate Income 51-80% of MFI
Above Moderate Income 81% + of MFI
GRAND TOTAL CLIENTS
15t Amendment 2015-2016 ReWA CM/EMS Assistance CDBG Project Scope of Services - Page 3 of 6
gialNegried Households k tUrdupticpted Quarter �Upduplicated Fear
�s v 3 x h�. s t0 D`dte lA k bg
4, j'
Total Female Headed Households
° te ,Goplete only for lndivNduals&families who have Unduplicated Quarter f npa elicated Year
beet assisfed'wl�h fransitOnaf and ermapenf houslp
y
� r � a r
Individuals
Families
Total Homeless
By signing this report, I certify to the best of my knowledge and belief that the report is true, complete,
and accurate, and the expenditures, disbursements and cash receipts are for the purposes and objectives
set forth in the terms and conditions of the Federal award. Y am aware that any false, fictitious, or
fraudulent information, or the omission of any material fact, may subject me to criminal, civil
or administrative penalties for fraud, false statements, false claims or otherwise. (U.S. Code Title
18, Section 1001 and Title 31, Sections 3729-3730 and 3801-3812)
Agency Authorized Signature Date
, Z„Pa itient�Authorization'' fhts section to be,com leted�b' CI `v of Kent onl 4
a-
y
,S
-
�Entertiy'otesa3if�' ehcy tlncjerperformed � �a x � � , �iR
ro A � p h as
•Y
e,3 5 r L't,+�` 74` "~=M r'ce•.F st as a i x
�
���m��s�df �. s3 `" 3 { s •1 r 4 s Y- =' x s s a rx k ; o V11
v t N
Vt Amendment 2015-2016 ReWA CM/EMS Assistance CDBG Project Scope of Services - Page 4 of 6
ATTACHMENT
Rental Assistance Proiect Guidelines
1. Only current Kent residents are eligible for assistance
2. Resident/household can only be assisted once
3. Rent/expenses must be less than income
4. Tenants must provide evidence of source of income, identification, current lease/rental agreement/eviction notice
5. Rental assistance must go directly to property manager
6. Acceptance will be made only when no other financial options exist
7. Any exceptions to above guidelines are considered on a case by case basis as approved by City of Kent CDBG
Coordinator and ReWA Program Director
8. No cash assistance given to residents
Utility Assistance Project Guidelines (heat gas water, sewer, garbage)
1. Only current Kent residents are eligible for assistance
2. Resident/household can only be assisted once
3. Funds not for utility hook up costs
4. Tenants must provide evidence of source of income, identification, and delinquent/shut off notice
5. Acceptance will be made only when no other financial options exist
6. Financial assistance must be mailed directly to utility provider
7. Any exceptions to above guidelines are considered on a case by case basis as approved by City of Kent CDBG
Coordinator and ReWA Program Director
8. No cash assistance given to residents
Guidelines for Motel Vouchers
1. Only current Kent residents are eligible for assistance
2. Last known permanent address must be Kent in order to be eligible
3. Resident/household can only be assisted once
4. No more than two-night stay
5. Verification/id of all household members (full name, date of birth, sex)
6. Any exceptions to above guidelines are considered on a case by case basis as approved by City of Kent CDBG
Coordinator and ReWA Program Director
7. No cash assistance given to residents
Backup documentation that Must be Submitted with Quarterly Reports or Kept in Client File
1. Client Requisition Request/Voucher with client name, address, reason for payment, & payment amount-submit
with report
2. Verification of client address; e.g., driver's license or other document-keep on file
3. Copy of agency check made out to vendor-keep on file
4. Copies of approved invoices and warrants-keep on file
15t Amendment 2015-2016 ReWA CM/EMS Assistance CDBG Project Scope of Services - Page 5 of 6
Instructions
Refer to:Accomplishments by Performance Measures in your CDBG Contract.
Sec. 1: BUDGET SUMMARY
Enter the amount requested this quarter,Year to Date(YTD)and the budget balance.
SEC. 2: LINE ITEM BUDGET SUMMARY
Enter the amount requested by budget line item quarterly and YTD.
SEC.3: PERSONNEL FUNDED IN WHOLE OR IN PART BY CDBG GRANT
Enter the names and titles of personnel being charged to the CDBG grant. Remember all hours charged to CDBG must be tracked and
a timesheet certifying the hours worked were to directly support the CDBG funded program must be signed by the employee and
supervisor and submitted to the City with the request for reimbursement.
SEC.4: PERFORMANCE MEASURES
Unduplicated Count of Households/Persons Assisted
Projections: Circle either persons or households according to the method of counting clients specified in your CDBG Contract Scope.
Insert the projected number of clients to be served as specified in your CDBG Contract Scope.
Achievements: Insert the unduplicated number of clients served during the reporting period. Unduplicated number means that a
person or a household served by your agency may be counted only once during the calendar year. You may report only those persons
or households for which you maintain written records.This record must be established at the time the person or household is first
served by your agency.
Year to Date: Insert the total unduplicated number of clients served to date.
Service Units
Insert the service unit measures specified in your CDBG Contract Scope. Insert the projected number of service units for the reporting
period. Insert the actual number of service units provided during the Reporting Period.The actual number of service units provided may
be duplicated counts. Duplicated means that a client served by your agency may receive service one or more times during the calendar
year in one or more of the service unit categories.
SEC.5: NARRATIVE EXPLANATION
You must provide a narrative explanation if your agency is behind in meeting either performance measures specified in your CDBG
Contract Scope or your expenditure rate.Your expenditure rate should equal approximately one quarter of your HHS contract amount
per quarter.
SEC. 6: DEMOGRAPHIC INFORMATION
Race:You are required to collect racial and ethnic information for the clients served.There are 10 race categories to select from. Each
client should select one of these categories. Clients identifying themselves as
Hispanic also need to select from the race categories.
Example:A client selects Hispanic as his ethnicity and white as his race.The grand total in the first column will not match the grand
total in the second column. You may only have a few clients who identify as Hispanic.
Female Head of Household: Insert the unduplicated number of single female head of households with dependents served during the
reporting period.
Income Only for Non-presumed Benefit Projects which require income screening: Insert the unduplicated clients served who are
Low Income(51-80%), Very Low-Income(31-50%)and Extremely Low-income(0-30%). You do not have to complete if your
CDBG project directs services toward the following clients:abused children, elderly persons, DV victims, homeless persons,those
meeting the federal definition of severely disabled persons, illiterate adults,persons living with aids, or migrant farm workers.
Homeless: For programs providing transitional and permanent housing insert the unduplicated clients served.
1"Amendment 2015-2016 ReWA CM/EMS Assistance CDBG Project Scope of Services - Page 6 of 6
First Amendment To CDRG
® Exhibit D
O" Biiiing Voucher Service Report
�
WA9HINGTON
PARKS. RECREATION & 2016
COMMUNITY SERVICES
Ager cy Refugee Women's Alliance
City Dmah.Wdson Kent Office: 124 4th Ave S.,.Suite 270
Hou'sing.&Human Services Kent; WA 9,8032
P,aks♦Recreation;& Community Services
220 , Ave South, Kent WA 98032
Program Contact Gi�bchew Manahle
dnrui)son@kentyva gov?. Telephone; (206) 957=2029 1 xt 223
Phone'(253)856 5076 E mail, oizachew(a�rewa.org
R Ortin9�P@rlOr� ��-x �� C PI Ogram r h ,. Arnbllnt RCCIUOSt@ '
p N _ r ., „ vt,
Senior Nutrition & Wellness Program
.tBUDGETuSCIMI111ARY CAL`GULATCQNS'B/15Ep OIVsI'E4RiY.BUDGE71',,. r v
�Fo''Deparren't�Ue"E)nly, Total Contract Amount $ 24,364.00
I N t 1 ♦ _
2016 Contract Amount $ 13,182.00
Amount Requested This Qtr. $
Amount Requested YTD $
5 5 , s Amount Remaining (subtract
� '� amount requested YTD froth 2016
contract amount
SEC. 2: 2016 LINE ITEM BUDGET SUMMARY (ANNUAL)
,-"• -_ :i _ t 1 , a. Y S it rc ' ♦ it k
ORIGINAL' TOTALS REVISED 4 CUMULATIVE L
� BUDGET M , t REQC1E5T1 b BUDGET,': Ea, TO DATEi! =A' z
CSOST CATEGORIESu.. 4. ,: _.
1 Personnel Costs
(Attach Time Sheets) $ 9,182.00
2 Food & Supplies $4,000.00
GRAND TOTAL
$13,182.00
Page 1 of 5
SEC 3: PERSONNEL,FVNDED;INV WIIOLE OR IN,PART By CDDG GRANT.,'
SEC. 4: PERFORMAMCE MEASURES - 2016 KENT CUNDED SERVICE UNITS
Note: Unduplicated client counts must be reported both quarterly and year-to-date
:v x-7.r4l-PE�T 'drf, yT�tal C, e '+ 9 Year t®
�. . �i" i �rkr i SiC�a �OntYacteCl t0 l rr Clients Actually s -
SericellniescYsptionx Contracted Date
aS®Ned r Totaly.
Total
Service Unit/Performance sc a m
Measure 1 2 3 4 . Contracted to 1 st 2nd 3rd 4th
Serve
## of Kent clients served-persons
(unduplicated count)
6 6 7 6 25
Food (#of meals served)
3 3 3 3 9
Training Education Classes (#health'
education sessions) 1 1 4
Sec. 5: NARRATIVE
Provide a narrative explanation if you are behind in either progress toward meeting performance
measures or projected expenditure rate.
Sec. 6: DEMOGRAPHIC INFORMATION
Page 2 of 5
L
Number of Households or Persons Assisted (please specify "H" or "P"):
ace, duplicated Quarter Unduplicated Quarter` uaidup [Unduplicated'-
_ Year to }Year to Dale:
(All) .- (Hrspamc)
' '` , i " Dale°. ;(H ISpaOIG)i,:
�aRII
3t 4. 1 2 t3
White
Black/African American
Asian
American Indian or Alaska Native
Native Hawaiian or Other Pacific Islander, .
American Indian or Alaska Native AND White
Asian AND White
Black/African American AND White
American Indian /Alaska Native AND
Black/African American
Other Multi-Racial
GRAND TOTAL CLIENTS
, _ �,t �a y,;; ,, a; �y ,�,,,, r �`� � , Unduphca4edlQuarter E: Undu�licatedYear;
II1COrT�7@ L@Vea+n la *. . � c v Ed *� �!y s2 c i ,r yi , j �r -;ir a rc• r} +?7y ti•i -
Extremely Low Income 0-30% of MFI
Low Income 31-50% of MFI
Moderate Income 51-80% of MFI
Above Moderate Income 81% + of MFI
GRAND TOTAL CLIENTS
Undu licated Quarter Untlu Ica edaYeat '`
Pemale Headedlt[ouseholds
� IISr ff.a 7, v ,t is�x � 1
ri FED 'i.JY i° f3i 'fir+ �4➢'4 R {
� .�_ ,t ,"a ,r
Total Female Headed Households
Page 3 of 5
LM7��7�7T"
mplete only for individuals &families wf o have , Unduplicated,Quarter Untluplicated Year
ifftran's.itionaG'and ernianept,housin ' to Gate1 2 3 4.;s
By signing this report, I certify to the best of my knowledge and belief that the report is true, complete,
and accurate, and the expenditures, disbursements and cash receipts are for the purposes and objectives
set forth in the terms and conditions of the Federal award. X am aware that any false, fictitious, or
fraudulent information, or the omission of any material fact, may subject me to criminal, civil
or administrative penalties for fraud, false statements, false claims or otherwise. (U.S. Code Title
18, Section 1001 and Title 31, Sections 3729-3730 and 3801-3812).
Agency Authorized Signature Date
St. 7777HET7777
r t`".nL , rp
Paymen t AuthoFizafronl; th OWisssectior� todfp; coinpleted by Gtt of Kent only)� e+
Gontr-ctual' igat�on Met?
�"`�� �� � 3'� >s RV -� ''4 )°2 e- h ti �..yi 5� �1 r r:b� � f^ �`�! y� • � � s§'-F +k��'�i ii Y r
�r�ter rlot�sf Agen�y'untlerpeFformed � w� 9
t �lr `} g � x Y � `` ✓t:J r " y i t x `"
z t Tr a yt
Authorized
'` � } Z �✓ s T< Y f 4 �1
t
Page 4 of 5
Instructions
Refer to:Accomplishments by Performance Measures in your CDBG Contract.
Sec. 1: BUDGET SUMMARY
Enter the amount requested this quarter, Year to Date (YTD)and the budget balance.
SEC.2: LINE ITEM BUDGET SUMMARY
Enter the amount requested by budget line item quarterly and YTD.
SEC. 3: PERSONNEL FUNDED IN WHOLE OR IN PART BY CDBG GRANT
Enter the names and titles of personnel being charged to the CDBG grant. Remember all hours charged to CDBG must be tracked and
a timesheet certifying the hours worked were to directly support the CDBG funded program must be signed by the employee and
supervisor and submitted to the City with the request for reimbursement.
SEC.A: PERFORMANCE MEASURES
Unduplicated Count of Households/Persons Assisted
Projections: Circle either persons or households according to the method of counting clients specified in your CDBG Contract Scope.
Insert the projected number of clients to be served as specified in your CDBG Contract Scope.
Achievements: Insert the unduplicated number of clients served during the reporting period. Unduplicated number means that a
person or a household served by your agency may be counted only once during the calendar year. You may report only those persons
or households for which you maintain written records.This record must be established at the time the person or household is first
served by your agency.
Year to Date: Insert the total unduplicated number of clients served to date.
Service Units
Insert the service unit measures specified in your CDBG Contract Scope. Insert the projected number of service units for the reporting
period. Insert the actual number of service units provided during the Reporting Period. The actual number of service units provided may
be duplicated counts. Duplicated means that a client served by your agency may receive service one or more times during the calendar
year in one or more of the service unit categories.
SEC.5: NARRATIVE EXPLANATION
You must provide a narrative explanation if your agency is behind in meeting either performance measures specified in your CDBG
Contract Scope or your expenditure rate. Your expenditure rate should equal approximately one quarter of your HHS contract amount
per quarter.
SEC. 6: DEMOGRAPHIC INFORMATION
Race:You are required to collect racial and ethnic information for the clients served.There are 10 race categories to select from. Each
client should select one of these categories. Clients identifying themselves as
Hispanic also need to select from the race categories.
Example:A client selects Hispanic as his ethnicity and white as his race.The grand total in the first column will not match the grand
total in the second column. You may only have a few clients who identify as Hispanic.
Female Head of Household: Insert the unduplicated number of single female head of households with dependents served during the
reporting period.
Income Only for Non-presumed Benefit Projects which require income screening: Insert the unduplicated clients served who are
Low Income(51 —80%), Very Low-Income(31-5D%)and Extremely Low-Income(0-30%). You do not have to complete if your
CDBG project directs services toward the following clients: abused children,elderly persons, DV victims, homeless persons,those
meeting the federal definition of severely disabled persons, illiterate adults,persons living with aids, or migrant farm workers.
Homeless: For programs providing transitional and permanent housing insert the unduplicated clients served.
Page 5 of 5
Final Exhibit D-1 CDBO
® T Service Report-Re WA
WASHINGTON 2016
PARKS, RECREATION &
COMMUNITY SERVICES
.City: Dinah Wilson, CDBG Coordinator Agency: Refugee Women's Alliance
Housing & Human Services, Kent:Office:;124 4th Ave. S. Suite 270
Parks Recreation & Community Services
th Kent WA 98032
220 4 Ave_1South' Kent WA.98U32
Protam Contact Giza chew Manahle
Contact Information-drwilson@kentwa.goy Telephone: (206) 957-2629'Ext 223
Phone: 253 855 5076 E-mail: gizachewna rewa.org`
r' ' ✓<�ep01"tEKl yi I?erl0( 5� »y�,; - �'PrOg� am h.. i;;. -�F `F. �.S
Final Q4 Senior Nutrition & Wellness Program
SEC. 1: PERFORMANCE MEASURES - 2016 KENT FUNDED SERVICE UNITS
Note: Unduplicated client counts must be reported both quarterly and year-to-date
r"= a , ' _ tConntractedsto Clients Actually s Year to Date
Service Unit Descri�itlon y f rT S`ervesr F xx " fotal'.c,,_ n5erved
Service Unit/Performance Measure 1st 2nd 3`d 4th 1st 2nd 3rd 4th
I
#.of Kent clients served (unduplicated 5 6 7 6
persons)
Food (# Congregate Meals Served). 3 3 3 3
Training Education Classes (# of Health 1 1 1 1
Education Classes)
Sec. 2: NARRATIVE - Provide a narrative explanation if you did not meet performance measures
for the contract year
Page 1 of 3
Sec. 3. DEMOGRAPHIC INFORMATION
Number of Households or Persons AssWed (please specify "H" or "P"):
ace'' U9 yplicated-Ouarter Unduplicated.Quarter tJndup. unduplicated
(/III) (Haspamc) Yeartq Y artoDgtp
x Date (Hispamc)A
White
Black/African American
Asian
American Indian or Alaska Native
Native Hawaiian or Other Pacific Islander
American Indian or Alaska Native AND White
Asian AND White
Black/Afdcan American AND White
American Indian/Alaska Native AND
Black/African American
Other Multi-Racial
GRAND TOTAL CLIENTS
x Unduplicated Quarter Unduplicated Year?
Extremely Low Income 0-30% of MFI
Low Income 31-50% of MFI
Moderate Income 51-80% of MFI
Above Moderate Income 81% + of MFI
GRAND TOTAL CLIENTS
Fenial� Headed Households a a + f Untluplrcated Quarter h; Unduplicatetl Year
rbP v; n r Wiz` n k r t
Total Female Headed Households
Page 2 of 3
Flo neless* Complete only for mtlivid1 &families who have., Unduplicgtetl Qua ter Unduplicated Year;;
been assisted with transitiona(and`pe'6arjenth'using to Date ?
Individuals
Families
Total Homeless
I
L{
F c�'bn,to hie corn�peted by;Cmt$� og FCen�only), t
iyl Service �e ort Reieoew; 4hls se
Cont[4jctlal��CJhgat�os
�
/tt
�3(Cilf Cle on
�$o]y�ii F� i fft �: 0 >•d� '. t. !S aA7 ri c H I t . �'
!t 3 �'�-� 4 t 47^�., r�� h��1�1y,'t Y��'I <,,. t L� ! ri i � t l s 't� 1t a t .! r c i 5�`g� ♦A _ .a�t
3`w•�-� x}�St f � ! _� i t t �.� n t rt 'i e j b� tt +"4'.
iN s.
Eeexplanatton7rf Agency untlerperformed and paid m dull r ,t , �. .
�
t h F p
r$`i " �!
Ryyweyyed pate t
Page 3 of 3
Fiat Amendment To -CDBG
W ASHIN®T<� Final Exhibit D®1
Service Report-ReA
PARKS, RECREATION S 2016
COMMUNITY SERVICES -
To: Dinah Wilson, CDBG Coordinator Agency: Refugee Women's Alliance
Housing & Human Services
Parks,, Recreation &Community Services Program Contact: Gizachew Manahle
220 4 Ave. South, Kent, WA'98032 Telephone:(206) 957-2029, Ext. 223
drwilson@kentwa.gov Phone: (253) 856-5076 (a E-mail: gizachew �rewa.orq
Reporting Period Program
Final Q4 Case Management & Emergency Assistance
SEC. 1: PERFORMANCE MEASURES - 2016 KENT FUNDED SERVICE UNITS
Note: Unduplicated client counts must be reported both quarterly and year-to-date
Service Unit Description contracted to ' Clients Actually Year to Date
Serve Served Total
Service Unit/Performance Measure 1st 2nd 3rd 4th 1st 2nd 3rd 4th
Unduplicated # of Kent clients (persons) 2 3 2 2
served
Case Management Hours 13 13 13 14
Financial Aid (#of Emergency Assistance 2 2 2 2
Grants)
Sec. 2: NARRATIVE - Provide a narrative explanation if you did not meet performance measures
for the contract year
Page 1 of 3
Sec. 3: DEMOGRAPHIC INFORMATION
Number of Households or Persons Assisted (please specify "H" or "P"):
dace Unduplicated Quarter Uriduptcatetl Quarter L)ndup. Urtduglicated'
�Ap} ' (F�fspanfc�`7 YeaYta Year_toDate
Dale .(HisPanIr)
All
1 2 ' 3 4;
White
Black/African American
Asian
American Indian or Alaska Native
Native Hawaiian or Other Pacific Islander
American Indian or Alaska Native AND White
Asian AND White
Black/African American AND White
American Indian /Alaska Native AND
Black/African American
Other Multi Racial
GRAND TOTAL CLIENTS
Income Level - Unduplicated Quarter Unduplicated Year
to(late'
1 2 3 4
Extremely Low Income 0-30% of MFI
Low Income 31-500/6 of MFI
Moderate Income 51-80% of MFI
Above Moderate Income 81% + of MFI
GRAND TOTAL CLIENTS
Female Headed Households Unduplicated Quarter Unduplicated Year
to Date -
2 3 4_
Total Female Headed Househ olds
Page 2 of 3
NIA to this Contract
Homeless* Complete only for individuals&`families who have Unduplicated Quarter Unduplicated Year
been assisted with transitional and permanent housing to Date
9 Z 3 4
Individuals
Families
Total Homeless
Final Service Report Review (this section to,be completed by City of Kent only).
Contractual Obligations Met? i
YES NO f (Circle one)
Agency Paid in Full?:.
YES NO- (Circle one)
Enter explanation if-Agency underperformed and paid in'full:
Reviewed Date:
By:
Page 3 of 3
i
REQUEST FOR MAYOR'S SEGNA URE /J
` ® Please fill in all applicable boxes
Director Reviewed
Pouting Information (ALL REQUESTS.MUST FIRST BE ROUTED THROUGH THE LARK.DEPAR71 MEl\I a)
Originator: Dinah Wilson-Parks/Human Services Phone (Originator): x5076_
Date Sent: 12/28/16 Date Required: ASAP
Return Signed Document to: Dinah Contract Termination Date: 12/31/16
VENDOR NAME.- CDBG Contracts (see Comer Date Finance Notified:
sheets) (Only required on contracts $10,000 and over or on any Gra
DATE OF COUNCIL APPROVAL: Nov. 3, 201S Date Risk Manager Notified:amendments-ins sti
current
Has this Document been Specifically count N ber:
Authorized in the Budget? YES NO UO ! ; �� �g
Brief Explanation of Document: I worked with the Legal Department to make several changes to
the CDBG boilerplate to comply with revised federal regulations. The major changes are
associated with changes in Uniform Administrative Requirements, cost principles, & audit
requirements. The amendment is so late in the year because of a delay to receiving notice of
our CDBG allotment and this was a relatively complex amendment. Organizations are being
paid out for the year with this amendment. The boilerplates and pertinent exhibits are attached
(YWCA, REWA, & MSC).
All Contracts Must Be Routed Through The Law Department
(This area to be completed by the Law Department)
Received: i,z— - 1
Approval of Law Dept.:
Law Dept. Comments:
Date Forwarded to Mayor:
Shaded Areas To Be Completed By Administration Staff
Received: -
Recommendations and Comments:
of ?0'i6
Disposition:
Date Returned
L 10
�E IV A BEN'I�
Agenda Item: Consent
TO: City Council
DATE: November 3, 2015
SUBJECT: 2016 Community Development Block Grant Annual Action
Plan - Approve
MOTION: Approve the proposed Community Development Block Grant
2016 Annual Action Plan, including funding allocations and
contingency plans, and authorize the Mayor to execute the
appropriate certifications and agreements.
SUMMARY: The City of Kent receives Community Development Block Grant
(CDBG) funds from the U.S. Department of Housing and Urban' Development
(HUD) as an Entitlement City. To receive this funding, the City is required to
submit a Five-Year Consolidated Plan for Housing & Community
Development. The City's Consolidated Plan is in effect from 2015-2019.
Prior to the beginning of each year of the Consolidated Plan, the City must
inform HUD and the community of the specific actions that the City will
execute to implement the objectives and strategies of the Consolidated Plan;
this is outlined in the 2016 Action Plan. The Action Plan also includes the
allocation of estimated resources that will be used to carry out the objectives
and strategies, and a description of each program that will receive funds.
The City recommended that a major portion of CDBG funds be used to
support the City's Home Repair Program. This program serves many low-
income, disabled and senior homeowners in Kent by providing needed
repairs. The program also ensures that a portion of Kent's low/moderate-
income housing stock is maintained and preserved.
Citizen Participation: On October 1, 2015, the City of Kent published a
public notice on its website and informed the community, organizations, and
stakeholders that the Draft 2016 CDBG Annual Action Plan was available for
review and comment for a period of thirty (30) days. On October 15, 2015,
the Human Services Commission held a public hearing for the purpose of
taking comments on the 2016 Annual Action Plan.
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Human Services Commission Recommendations: The Human Services
Commission reviewed and approved recommendations for CDBG funding for
2016.
EXHIBITS:
• City of Kent 2016 Annual Action Plan
• Application for Federal Assistance
• CDBG Certifications
RECOMMENDED BY: Parks and Human Services Committee
YEA: Ranniger - Fincher - Boyce NAY:
BUDGET IMPACT: The estimate of $969,886.00 may increase or decrease
depending upon the final federal appropriations bill Congress passes.
Therefore, the recommended funding includes a contingency plan to address
any potential fund changes that may occur when Congress adopts the 2016
budget.
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