HomeMy WebLinkAboutCAG2022-069 - Amendment - #1 - Communities of Rooted Brilliance - CDBG-CV3 Funded Youth Leadership & Civic Engagement - 12/14/2022Ap
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Originator:Department:
Date Sent:Date Required:
Authorized to Sign:
Director or Designee Mayor
Date of Council Approval:
Grant? Yes No
Type:
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Date Received by City Attorney:
Comments:
Date Routed to the Mayor’s Office:
Date Routed to the City Clerk’s Office:
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Vendor Name:Category:
Vendor Number:Sub-Category:
Project Name:
Project Details:
Agreement Amount:
Start Date:
Basis for Selection of Contractor:
Termination Date:
Local Business? Yes No*
Business License Verification: Yes In-Process Exempt (KCC 5.01.045)
If meets requirements per KCC 3.70.100, please complete “Vendor Purchase-Local Exceptions” form on Cityspace.
Notice required prior to disclosure?
Yes No
Contract Number:
Agreement Routing Form
For Approvals, Signatures and Records Management
This form combines & replaces the Request for Mayor’s Signature and Contract Cover Sheet forms.
Visit Documents.KentWA.gov to obtain copies of all agreementsadccW22373_1_20
Budget Account Number:
Budget? Yes No
Dir Asst:
Sup/Mgr:
Dir/Dep:
rev. 20200218
FOR CITY OF KENT OFFICIAL USE ONLY
(Optional)
* Memo to Mayor must be attached
N/A
N/A
Brittany Gaines Parks, Recreation & Community Services
12/14/2022 Soonest possible
4 N/A
B00620.64150.6034
4
4
Federal
Contract
1380408 Amendment
0
1/1/2022
Other
3/31/2023
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AMENDMENT - 1 OF 2
AMENDMENT NO. 1
NAME OF CONSULTANT OR VENDOR: Communities of Rooted Brilliance
CONTRACT NAME & PROJECT NUMBER: Youth Leadership and Civic Engagement
CAG2022-069
ORIGINAL AGREEMENT DATE: February 24, 2022
This Amendment is made between the City and the above-referenced Consultant or Vendor
and amends the original Agreement and all prior Amendments. All other provisions of the original
Agreement or prior Amendments not inconsistent with this Amendment shall remain in full force
and effect. For valuable consideration and by mutual consent of the parties, Consultant or
Vendor’s work is modified as follows:
1. Section I of the Agreement, entitled “Description of Work,” is hereby modified to add
additional work or revise existing work as follows:
In addition to work required under the original Agreement and any prior
Amendments, the Consultant or Vendor shall:
Extend the contract duration to March 31, 2023
2. The contract amount and time for performance provisions of Section II “Time of
Completion,” and Section III, “Compensation,” are modified as follows:
Original Contract Sum,
including applicable WSST
$25,000
Net Change by Previous Amendments
including applicable WSST
$0
Current Contract Amount
including all previous amendments
$25,000
Current Amendment Sum $0
Applicable WSST Tax on this
Amendment
$0
Revised Contract Sum $25,000
AMENDMENT - 2 OF 2
Original Time for Completion
(insert date)
December 31, 2022
Revised Time for Completion under
prior Amendments
(insert date)
N/A
Add’l Days Required (±) for this
Amendment
90 calendar days
Revised Time for Completion
(insert date)
March 31, 2023
The Consultant or Vendor accepts all requirements of this Amendment by signing below, by
its signature waives any protest or claim it may have regarding this Amendment, and
acknowledges and accepts that this Amendment constitutes full payment and final settlement of
all claims of any kind or nature arising from or connected with any work either covered or affected
by this Amendment, including, without limitation, claims related to contract time, contract
acceleration, onsite or home office overhead, or lost profits. This Amendment, unless otherwise
provided, does not relieve the Consultant or Vendor from strict compliance with the guarantee and
warranty provisions of the original Agreement.
All acts consistent with the authority of the Agreement, previous Amendments (if any), and
this Amendment, prior to the effective date of this Amendment, are hereby ratified and affirmed,
and the terms of the Agreement, previous Amendments (if any), and this Amendment shall be
deemed to have applied.
The parties whose names appear below swear under penalty of perjury that they are
authorized to enter into this Amendment, which is binding on the parties of this contract.
IN WITNESS, the parties below have executed this Amendment, which will
become effective on the last date written below.
CONSULTANT/VENDOR:
By:
Print Name:
Its
DATE:
CITY OF KENT:
By:
Print Name:
Its
DATE:
ATTEST:
___________________________
Kent City Clerk
[In this field, you may enter the electronic filepath where the contract has been saved]
Mona T. Han
Executive Director
12/14/22
Merina Hanson (Dec 14, 2022 09:08 PST)
Merina Hanson
Human Services Manager
13/14/2022
CRB CDBG-CV3 Project Scope of Services: Agreement with City of Kent - Page 1
First Amendment to
EXHIBIT A
CDBG-CV3 PROJECT SCOPE OF SERVICES
COMMUNITIES OF ROOTED BRILLIANCE (CRB)
Project Title: Youth Leadership and Civic Engagement Start Date: 1/1/2022
Project No.: BGCV30-Ro3-2022 End Date: 3/31/2023
City of Kent Federal Award Identity Numbers (FAIN) B-20-MW-53-001
This project will increase COVID-19 awareness and resources
to prevent the spread of COVID-19 among Kent youth (age
14-24) and their communities. Educational presentations and
workshops about COVID-19 will be provided in Kent to
decrease vaccine fear and hesitancy. It will also provide a
platform for youth, via civic engagement and advocacy for
sustainable solutions, to highlight COVID-related challenges
facing their communities within Kent.
Grant
Amount:
$25,000.00
Funding
Budget
CDBG-CV3
Total City
of Kent
Funds:
$25,000.00
Project Manager: Mutende Katambo, Youth Program Manager
Telephone: 206.863.5939 E-mail: mutendek@rootedbrilliance.org
City Contact: Brittany Gaines, Sr. CDBG Coordinator
Telephone: 253.856.5076 Fax: 253.856.6070 E-mail: bgaines@kentwa.gov
Communities of Rooted Brilliance (hereinafter referred to as "the Agency") shall
utilize City of Kent CARES Act funds (hereinafter referred to as CDBG-CV3) 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 Line-Item
Budget Summary:
LINE-ITEM BUDGET BUDGET AMOUNT
Youth Meeting Budget (i.e., food & food-
related supplies, transportation-bus
passes), etc. (attach receipts-items should
be purchased in Kent)1
$9,500.00
Sub-contracts with Speakers (attach
speaker invoice)
$5,000.00
Covid-Related PPE Products (attach
receipts; items must be purchased by CRB)
$5,000.00
Operating Expenses (rent, accounting,
utilities, office supplies)
$3,000.00
1 Contact city contract manager before purchases if there are questions about whether
items fit within this line-item. Items must be reasonably related to the project.
CRB CDBG-CV3 Project Scope of Services: Agreement with City of Kent - Page 2
Administrative Costs (may include staff
time to oversee project)
$2,500.00
TOTAL $25,000.00
2) Performance Measures
A. Number Served
The Agency agrees to serve, at minimum, the following unduplicated number of persons
during the term of the CDBG-CV3 Agreement:
Reporting Periods 1st
Quarter
JAN –
MARCH
2nd
Quarter
APRIL –
JUNE
3rd
Quarter
JULY –
SEPT
4th
Quarter
OCT –
DEC
Total
Number of unduplicated
persons 5 5 5 5 20
B. Units of Service
The Agency agrees to provide, at minimum, the following units of service by quarter:
Reporting Periods 1st
Quarter
JAN –
MARCH
2nd
Quarter
APRIL –
JUNE
3rd
Quarter
JULY –
SEPT
4th
Quarter
OCT –
DEC
Total
Per
Year
Community Meetings
0 2 2 1 5
C. Definition of Services
Community Meetings: Gatherings between youth and the community to discuss the
impact of the pandemic on youth and their families and where youth advocate for solutions
rooted in youth voice.
Emergency Payments: CRB may provide food assistance by purchasing a at a dedicated
grocery store in Kent, e.g., WinCo, Safeway, or a community grocery, on behalf of a youth
and his household. Direct payment to individuals is prohibited. (See Conflict of Interest
restrictions in CDBG Agreement, Part I, General Conditions, Paragraph 15.)
Unduplicated Count of Households/Persons Assisted/Units of Service: This is 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. Calendar year is from January 1st to December 31st.
Duplication of benefits (DOB) is prohibited. “Duplication of benefits occurs when
Federal financial assistance is provided to a person or entity through a program to address
losses resulting from a Federally-declared emergency or disaster, and the person or entity
has received (or would receive, by acting reasonably to obtain available assistance) financial
CRB CDBG-CV3 Project Scope of Services: Agreement with City of Kent - Page 3
assistance for the same costs from any other source (including insurance), and the total
amount received exceeds the total need for those costs.”
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-CV budget. If clients are not presumed eligible, e.g.,
homeless, #16 client income must be documented):
1. Notice of Grant Award.
2. CDBG-CV Agreement and all contract exhibits.
3. Motions, resolutions, or minutes documenting Board or Council actions.
4. A copy of this Scope and the City’s Notice to Proceed on this project.
5. Correspondence regarding budget revision requests.
6. Copies of all invoices and reports submitted to the City for this project.
7. Bills for payment.
8. Lease agreement with client name; Agency/Client/Landlord Assistance
Agreement with monthly rent, amount owed, amount paid, client signature,
landlord name/address and signature; assessment of whether the use of
CDBG-CV3 funds will duplicate financial assistance that is already received or is
likely to be received by evaluating the need and the resources available to
meet that need; and a client statement certifying that if duplicative assistance
was received it will be repaid.
9. Utility bill with client name; Agency/Client/Utility Company Agreement with
monthly charge, amount owed, amount paid, client signature, utility company
name/address and signature; assessment of whether the use of CDBG-CV3
funds will duplicate financial assistance that is already received or is likely to be
received by evaluating the need and the resources available to meet that need;
and a client statement certifying that if duplicative assistance was received it
will be repaid.
10. Copies of approved invoices and warrants.
11. 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.
12. 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.
13. 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.
14. Documentation of the solicitation process used to select vendors and
subcontractors with original purchase orders and subcontracts.
15. Documentation required by Part IV, Paragraph 5, if any funds provided under
this Scope are used to acquire equipment.
16. 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.
CRB CDBG-CV3 Project Scope of Services: Agreement with City of Kent - Page 4
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 specified
in the Agreement - Part IV. The period 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
bgaines@kentwa.gov in accordance with the schedule outlined in Paragraph 4.B below.
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.2
B. Invoicing and Reporting Schedule
The Agency shall submit Billing Vouchers and Service Reports to the City in accordance with
the following schedule:
1st 2nd & 3rd Quarter Billing Voucher &
Service Report (Exhibit D)
15th day following each quarter
CDBG Public Services Project Time
Sheet
(Exhibit G, if applicable)
15th day following each quarter
4th Quarter Billing Voucher & Service
Report
December 10, 2022
Final Service Report for 2022 (Exhibit
D-1)
January 6, 20233
Final Billing Voucher & Service Report
for 2023 (Exhibit D)
April 15th, 2023
2 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.
3 These funds may be spent before the Agreement end date.
Page 1 of 5
First Amendment to
Exhibit D
COMMUNITIES OF ROOTED BRILLIANCE (CRB)
Billing Voucher & Service Report
2022-2023
To: Brittany Gaines, Sr. CDBG Coordinator
Human Services Division
Parks, Recreation & Community Services
220 4th Ave. South, Kent, WA 98032
bgaines@kentwa.gov
Phone: 253.856.5076
From: Mutende Katambo, Youth Program Manager
Agency: Communities of Rooted Brilliance
mutendek@rootedbrilliance.org
Phone: 206.863.5939
Reporting
Period Program Amount
Requested
Youth Leadership and Civic Engagement $
SEC. 1: BUDGET SUMMARY
For Department Use Only Total Contract Amount $ 25,000.00
Amount Requested This Qtr. $
Amount Requested YTD $
Amount Remaining (subtract
amount requested YTD from
total contract amount)
$
SEC.2: LINE-ITEM BUDGET SUMMARY
COST CATEGORIES
ORIGINAL
BUDGET
TOTAL
REQUESTED
REVISED
BUDGET
CUMULATIVE
TO DATE
1 Youth Meeting Budget
(i.e., food & food-
related supplies,
transportation-bus
passes), etc. (attach
receipts-items should be
purchased in Kent)1
$9,500.00
2 Sub-contracts with
Speakers (attach
speaker invoice)
$5,000.00
3 Covid-Related PPE
Products (attach
$5,000.00
1 Contact city contract manager before purchases if there are questions about whether items fit within
this line-item. Items must be reasonably related to the project.
CDBG-CV3
Page 2 of 5
receipts; items must be
purchased by CRB)
4 Operating Expenses
(rent, accounting,
utilities, office supplies)
$3,000.00
5 Administrative Costs
(may include staff time
to oversee project)
$2,500.00
GRAND TOTAL
$25,000.00
SEC. 3: PERSONNEL FUNDED IN WHOLE OR IN PART BY CDBG GRANT
SEC. 4: PERFORMANCE MEASURES 2022– 2023 KENT FUNDED SERVICE UNITS
Note: Unduplicated client counts must be reported both quarterly and year-to-date
Service Unit Description Contracted to
Serve
Clients Actually
Served
Year to Date
Total
Service Unit/Performance
Measure 1st 2nd 3rd 4th
Total
Contracted
to Serve
1st 2nd 3rd 4th
Unduplicated # of Kent clients
(persons) served 5 5 5 5 20
Community Meetings
0 2 2 1 5
Sec. 5: NARRATIVE
Provide a narrative explanation if you are behind in either progress toward meeting performance
measures or projected expenditure rate.
Page 3 of 5
Sec. 6: DEMOGRAPHIC INFORMATION
Number of Households or Persons Assisted (please specify "H" or "P"):
Race Unduplicated
Quarter
(All)
Unduplicated
Quarter
(Hispanic)
Undup.
Year to
Date
(All)
Unduplicated
Year to Date
(Hispanic)
1 2 3 4 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 Date
1 2 3 4
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
Homeless * Complete only for individuals & families
who have been assisted with transitional and
permanent housing
Unduplicated Quarter Unduplicated
Year to Date
1 2 3 4
Individuals
Families
Total Homeless
Page 4 of 5
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. I 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
____________________________________
Print Name
Date
Payment Authorization (this section to be completed by City of Kent only)
Contractual Obligations Met?
YES NO (Circle one)
Enter notes if Agency underperformed:
Authorized
By:
Date:
Page 5 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. 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.
Signature:
Email:
Melissa McCormick (Dec 15, 2022 09:08 PST)
Melissa McCormick
cityclerk@kentwa.gov
Amd1 - CDBG-CV3 - CRB - Youth Leadership
and Civic Engagement
Final Audit Report 2022-12-15
Created:2022-12-14
By:KateLynn Jennings (kjennings@kentwa.gov)
Status:Signed
Transaction ID:CBJCHBCAABAA3DcrgjqCfEnTfSkV8wCFMwUFbpKKr3IP
"Amd1 - CDBG-CV3 - CRB - Youth Leadership and Civic Engag
ement" History
Document created by KateLynn Jennings (kjennings@kentwa.gov)
2022-12-14 - 5:01:58 PM GMT- IP address: 146.129.252.126
Document emailed to monahan@rootedbrilliance.org for signature
2022-12-14 - 5:03:25 PM GMT
Email viewed by monahan@rootedbrilliance.org
2022-12-14 - 5:03:46 PM GMT- IP address: 38.103.136.12
Signer monahan@rootedbrilliance.org entered name at signing as Mona T. Han
2022-12-14 - 5:05:07 PM GMT- IP address: 38.103.136.12
Document e-signed by Mona T. Han (monahan@rootedbrilliance.org)
Signature Date: 2022-12-14 - 5:05:09 PM GMT - Time Source: server- IP address: 38.103.136.12
Document emailed to mhanson@kentwa.gov for signature
2022-12-14 - 5:05:10 PM GMT
Email viewed by mhanson@kentwa.gov
2022-12-14 - 5:07:28 PM GMT- IP address: 174.231.145.236
Signer mhanson@kentwa.gov entered name at signing as Merina Hanson
2022-12-14 - 5:08:01 PM GMT- IP address: 174.231.145.236
Document e-signed by Merina Hanson (mhanson@kentwa.gov)
Signature Date: 2022-12-14 - 5:08:03 PM GMT - Time Source: server- IP address: 174.231.145.236
Document emailed to Kim Komoto (kkomoto@kentwa.gov) for signature
2022-12-14 - 5:08:05 PM GMT
Email viewed by Kim Komoto (kkomoto@kentwa.gov)
2022-12-14 - 5:13:15 PM GMT- IP address: 146.129.252.126
Document e-signed by Kim Komoto (kkomoto@kentwa.gov)
Signature Date: 2022-12-14 - 5:14:52 PM GMT - Time Source: server- IP address: 146.129.252.126
Document emailed to cityclerk@kentwa.gov for signature
2022-12-14 - 5:14:54 PM GMT
Email viewed by cityclerk@kentwa.gov
2022-12-15 - 5:07:29 PM GMT- IP address: 146.129.252.126
Signer cityclerk@kentwa.gov entered name at signing as Melissa McCormick
2022-12-15 - 5:08:49 PM GMT- IP address: 146.129.252.126
Document e-signed by Melissa McCormick (cityclerk@kentwa.gov)
Signature Date: 2022-12-15 - 5:08:51 PM GMT - Time Source: server- IP address: 146.129.252.126
Agreement completed.
2022-12-15 - 5:08:51 PM GMT