HomeMy WebLinkAboutAGREEMENTS BETWEEN AUGUSTA, GA AND CSRA EOA_ CDBG GRANT #18017, CDBG GRANT #18021, CDBG GRANT #18022 AGREEMENT
Between
AUGUSTA,GEORGIA
Through
HOUSING AND COMMUNITY DEVELOPMENT DEPARTMENT
AND
CSRA ECONOMIC OPPORTUNITY AUTHORITY,INC.
For
2018 COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
This Agreement is made and entered into this 1st day of January, 2018, by and between Augusta,Georgia,
by and through the Augusta, Georgia Commission, as the Implementer of the Community Development
Block Grant Program (hereinafter referred to as "Grantee"), and CSRA Economic Opportunity Authority,
Inc., (hereinafter referred to as the "Sub-recipient").
WHEREAS,the Grantee has applied for and received funds from the United States Government under Title
I of the Housing and Community Development Act of 1974, as amended (HCD Act), Public Law 93-383;
and
WHEREAS, the Grantee wishes to engage the Sub-recipient to assist the Grantee in utilization of such
funds;
WHEREAS,the Sub-recipient acknowledges and agrees to comply with all relevant Federal and applicable
Local guidelines related to the administration of this Agreement;
NOW,THEREFORE, it is agreed between the parties hereto as follows:
ARTICLE I. DEFINITIONS AND IDENTIFICATIONS
Unless otherwise specified,the following terms used herein shall be defined as listed below in this Article
Act
Means Title I of the Housing and Community Development Act of 1974, as amended (42 U.S.C. 5301 et
seq.).
Annual Plan
The one-year portion of a Participating Jurisdiction's (PJ) Consolidated Plan (see definition of
"Consolidated Plan"). It includes the PJ's annual application for CDBG, HOME, HOPWA and ESG funding.
Business Concern
Means businesses that can provide evidence that they meet one of the following:
a) 51 percent or more owned by Section 3 residents; or
b) At least 30 percent of its full time employees include persons that are currently Section 3 residents,or
within three years of the date of first employment with the business concern were Section 3 residents.
c) Provides evidence, as required, of a commitment to subcontract in excess of 25 percent of the dollar
award of all subcontracts to be awarded to business concerns that meet the qualifications in the above
two paragraphs.
2018 CDBG AGREEMENT (CSRA EOA) Page 1
16.
1
Consolidated Plan
A document written by a State or local government describing the housing needs of the low- and
moderate-income residents, outlining strategies to meet the needs and listing all resources available to
implement the strategies. This document is required to receive HUD Community Planning and
Development funds.
Community Development Block Grant(CDBG) Program or Program
The term"Community Development Block Grant(CDBG)Program",or"Program"shall mean that program
administered by the Augusta, Georgia Housing and Community Development Department funded by a
Community Development Block Grant. Such grant shall be that which has been applied for by Augusta,
Georgia, and awarded by the U.S. Department of Housing and Urban Development (HUD) as authorized
pursuant to Title I of the Housing and Community Development Act of 1974, Public Law 93-383, as
amended.
C.F.R.
HUD's section of the Code of Federal Regulations(CFR) is Title 24 and is often referenced as 24 CFR.
Chapter IX of 24 CFR,entitled Office of Assistant Secretary for Public and Indian Housing, Department of
Housing and Urban Development, applies to programs administered by the Office of Public and Indian
Housing.
Covered Person
For purposes of 24 CFR 5,subpart I, and parts 966 and 982, means a tenant, any member of the tenant's
household,a guest or another person under the tenant's control.
Department
The term "Department" shall mean the Augusta, Georgia Housing and Community Development
Department.
Grant
A federal grant is an award of financial assistance from a federal agency to a recipient to carry out a
public purpose of support or stimulation authorized by a law of the United States. Federal grants are not
federal assistance or loans to individuals.
Grantee
The term"Grantee"shall mean Augusta,Georgia. Augusta,Georgia is a consolidated form of government,
a political subdivision of the State of Georgia. Augusta,Georgia may be reference as"Augusta".
Household
Household means all the persons who occupy a housing unit. The occupants may be a single family,one
person living alone, two or more families living together, or any other related or unrelated person who
share living arrangements.
HUD
The term "HUD" shall mean the U. S. Department of Housing and Urban Development.
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Low and Moderate Income Household
The term "Low and Moderate Income Household"shall mean a household having a total income equal to
or less than the Section 8 low income limit established by HUD.
Low and Moderate Income Person
The term "Low and Moderate Income Person" shall mean a member of a family having a total income
equal to or less than the U.S. Department of Housing and Urban Development(HUD) established Section
8 low income limit. This limit has been set as 80% of Area Median Income. Individuals not related by
birth or by marriage will be considered as one-person families for this purpose.
Participating Jurisdiction
The term given to any State or local government that HUD has designated to administer a CDBG Program.
HUD designation as a Pi occurs if a State or local government meets the funding thresholds, notifies HUD
that it intends to participate in the program,and obtains approval by HUD of a Consolidated Plan.
Personal Property
Property of any kind except real property. It may be tangible, having physical existence,or intangible,
having no physical existence, such as copyrights, patents, or securities.
Proiect
The term "Project"shall mean the objective established for the expenditure of CDBG funds as set forth in
Article III hereto entitled "Scope of Services and Timetable."
Small Business
Means a business that meets the criteria set forth in Section 3 (a) of the Small Business Act, as amended
(15 U.S. C. 632),and "Minority and Women's Business Enterprise"shall mean a business at least fifty-one
percent (51%) percent owned and controlled by minority group members or women. For the purposes
of this definition section,the following terms shall be defined as follows: "minority group members"shall
mean are African-Americans,Spanish-speaking,Spanish surnamed or Spanish-heritage Americans,Asian-
Americans and American Indians. The Sub-recipient may rely on written representations by businesses
regarding their status as Minority and Women Business Enterprises.
Sub-recipient
A public agency or nonprofit organization selected by a participating jurisdiction to administer all or a
portion of the participating jurisdiction's CDBG Program.A public agency or nonprofit organization that
receives CDBG funds solely as a developer or owner of housing is not a Sub-recipient.
U.S.C.
United States Code, "the codification by subject matter of the general and permanent laws of the United
States,"
ARTICLE II: PREAMBLE
In order to establish the background, context and frame of reference for this Agreement and to manifest
the objectives and the intentions of the respective parties herein, the following statements,
representations and explanations are set forth. Such statements, representations and explanations shall
be accepted as conditions precedent for the undertakings and commitments included within the following
2018 CDBG AGREEMENT (CSRA EOA) Page 3
provisions. These statements, representations, and explanations may be relied upon by the parties as
essential elements of the mutual considerations upon which this Agreement is based.
A. Title I of the Housing and Community Development Act of 1974, P. L. 93-383 (hereinafter the
"Act")consolidated several existing programs for Community Development into a single program
of Community Development Block Grants (hereinafter "CDBG")for the purpose of allowing local
discretion in the determination of needs and prioritization of community development. The
Mayor, Augusta, Georgia Commission and the citizens of Augusta, Georgia through citizen
participation workshops have determined the needs and prioritization of community
development in Augusta,Georgia.
B. Pursuant to HUD regulations, 24 CFR 570.200 (a), certain projects were included in Augusta's
CDBG submission to HUD, referred to as the Annual Plan. Augusta determined that each of the
individual projects included in the Annual Plan address one or more of the following three national
objectives:
1. Activities benefiting low and moderate income persons;
2. Activities which aid in the prevention or elimination of slum and/or blight;
3. Activities designed to meet community development needs having a particular urgency.
Augusta has determined that the Project is a CDBG eligible activity because it addresses one or more of
these objectives.
C. Under the rules and regulations of HUD, Augusta is administrator for the Program. Augusta is
mandated to comply with various statutes, rules and regulations of the United States, pertaining
to the allocation and expenditure of funds, as well as the protection of the interest of certain
classes of individuals residing in Augusta.
D. The Grantee is desirous of disbursing the funds to the Sub-recipient for use in the Project. Further,
as a condition precedent to the release of CDBG funds to the Sub-recipient, the Grantee, as
Administrator for the Program must obtain the assurance from the Sub-recipient of full
compliance with all applicable statutes, rules and regulations of the United States, the State of
Georgia,and/or Augusta relating to the Project and the Program.
ARTICLE III: PROJECT
The Grantee agrees to reimburse the Sub-recipient in an amount not to exceed Twenty-Four Thousand,
dollars and zero cents($24,000)(hereinafter the "Grant")to implement the following project(s):
Central Intake&Assessment—(Marion Barnes Homeless Resource Center)
The Marion Barnes Homeless Resource Center Centralized Intake & Assessment Center will provide a
central,effective and efficient point of contact for assessing individuals and families who are experiencing
a housing crisis. It will help them to identify the most appropriate housing intervention to end their
housing crisis, and for those whose housing crisis places them or results in homelessness,the center will
assist them in finding community resources to maintain housing.
Said project is more fully set forth in Exhibit"A" attached hereto and made a part hereof.
2018 CDBG AGREEMENT (CSRA EOA) Page 4
ARTICLE IV: NOTICES
Sub-recipient and the Grantee agree that all notices required by this Agreement shall be in writing and
delivered through one of the following: U.S. Mail (postage prepaid), commercial courier, personal
delivery, facsimile, or other electronic means. Any notice delivered as aforesaid shall be effective on the
date of delivery. All notices and other written communications under this Agreement shall be addressed
to the individuals in the capacities indicated below, unless otherwise modified by subsequent written
notice.
Communication and details concerning this Agreement shall be directed to the following Agreement
representatives:
Grantee: Augusta, Georgia
Attention: Hardie Davis,Jr., Mayor
535 Telfair Street,Suite 200
Augusta, Georgia 30901
With copy to: Housing and Community Development Department
Attention: Hawthorne Welcher,Jr., Director
925 Laney-Walker Boulevard, 3rd Floor
Augusta, Georgia 30901
If to Sub-recipient: CSRA Economic Opportunity Authority, Inc.
Attention: Mary Harrison, CSBG Director
1261 Greene Street
Augusta, GA 30901
Contact person: Mary Harrison
Email: mharrison@csraeoa.org
ARTICLE V: GENERAL CONDITIONS
A. General Compliance
The Sub-recipient agrees to comply with the requirements of Title 24 of the Code of Federal
Regulations, Part 570 [the U. S. Housing and Urban Development regulations concerning
Community Development Block Grants (CDBG)] including subpart K of these regulations, except
that (1) the Sub-recipient does not assume the Grantee's environmental responsibilities and (2)
the Sub-recipient does not assume the Grantee's responsibility for initiating the review process.
The Sub-recipient also agrees to comply with all other applicable Federal, state and local laws,
regulations, and policies governing the funds provided under this Agreement. The Sub-recipient
further agrees to utilize funds available under this Agreement to supplement rather than supplant
funds otherwise available.
B. Independent Contractor
Nothing in this Agreement is intended to, or shall be construed in any manner, as creating or
establishing the relationship of employer/employee between the parties. The Sub-recipient shall
at all times remain an "Independent Contractor" with respect to the services to be performed
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under this Agreement. The Grantee shall be exempt from payment of all Unemployment
Compensation; FICA; Retirement; Life and/or Medical insurance; and Workers' Compensation
Insurance, because the Sub-recipient is an Independent Contractor.
C. Construction Sites
All contracts for contractors performing demolition and/or construction projects for Augusta,
Georgia shall contain a provision requiring that all debris, trash and rubble form the project be
transported to and disposed of at the Augusta, Georgia Solid Waste Landfill in accordance with
local and state regulations. The contractor shall provide evidence of proper disposal through
manifests; which shall include the types of material disposed of, the name and location of the
disposal facility,date of disposal and all related fees.
D. Hold Harmless
The Sub-recipient shall hold harmless, defend and indemnify the Grantee,and its employees and
agents from any and all liabilities, demands, damages, losses, claims, actions, suits, charges,
judgments and expenses, including attorney's fees, that arise out of the Sub-recipient's
performance or nonperformance of the services or subject matter as required in this Agreement.
E. Workers'Compensation
The Sub-recipient shall provide Workers' Compensation Insurance coverage for all of its
employees involved in the performance of this Agreement, if applicable.
F. Insurance and Bonding
The Sub-recipient shall carry sufficient insurance coverage to protect Contract assets from loss
due to theft, fraud and/or undue physical damage, and as a minimum shall purchase a blanket
fidelity bond covering all employees in an amount equal to cash reimbursements/advances from
the Grantee.
The Sub-recipient shall, at all times that this Agreement is in effect, cause to be maintained in
force and effect an insurance policy(s)that will ensure and indemnify the Grantee against liability
or financial loss resulting from injuries occurring to persons or property or occurring as a result of
any negligent error, act, or omission of the Sub-recipient in performance of the work during the
term of this Agreement.
The Sub-recipient shall provide, at all times that this agreement is in effect, Worker's
Compensation Insurance in accordance with the laws of the State of Georgia.
The Sub-recipient shall provide,at all times that this Agreement is in effect, Insurance with limits
of not less than:
A. Workmen's Compensation Insurance—in accordance with the laws of the State
of Georgia.
B. Public Liability Insurance
C. Property Damage Insurance
D. Valuable Papers Insurance—in an amount sufficient to assure the restoration of
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any plans, drawings,field notes,or other similar data relating to the work
covered by the Project.
E. Professional Liability Insurance—
Grantee will be named as an additional insured with respect to Sub-recipient's liabilities
hereunder in insurance coverage's identified in items(b) and (c).
The policies shall be written by a responsible company(s), to be approved by the Grantee, and
shall be non-cancellable except on thirty-(30) days' written notice to the Grantee. Such policies
shall name the Grantee as co-insured,except for worker's compensation and professional liability
policies, and a copy of such policy or a certificate of insurance shall be filed with the Director at
the time of the execution of this Agreement.
G. Grantee's Recognition
The Sub-recipient shall insure recognition of the role of the Grantee in providing services through
this Agreement. All activities, facilities and items utilized pursuant to this Agreement shall be
prominently labeled as to funding source. In addition, the Sub-recipient will include a reference
to the support provided herein in all publications made possible with funds made available under
this Agreement, and shall:
a. acknowledgement of Augusta, Georgia as grantee
b.to label all assets purchased with CDBG funds as property of Augusta,Georgia,and
c. insertion of HUD and Augusta,Georgia logo on all publications relating to program funded with
CDBG funds.
H. Amendments
1. The Grantee or Sub-recipient may amend this Agreement at any time provided that such
amendments make specific reference to this Agreement; are executed in writing,signed by a
duly authorized representative of each organization; and approved by the Grantee's
governing body. Such amendments shall not cancel or invalidate this Agreement, nor relieve
or release the Grantee or Sub-recipient from its obligations under this Agreement.
2. Further it is understood that the Grantee is responsible to HUD for the administration of
funds,Grantee may consider and act upon reprogramming recommendations as proposed by
its Sub-recipient. In the event that the Grantee approves any modification, amendment, or
alteration to the funding allocation, the Sub-recipient shall be notified pursuant to Article V
and such notification shall constitute an official amendment to this Agreement.
3. The Sub-recipient shall submit to the Grantee within thirty(30)days of the completion of each
Project a complete financial accounting of all its project activities.
4. The Department's Director shall be authorized to approve line item changes to the Sub-
recipient's budget provided that such changes do not increase in the grant amount set forth
in the Project's overall Budget.
5. The Grantee may, in its discretion, amend this Agreement to conform with Federal, state or
local governmental guidelines, policies and available funding amounts, or for other reasons,
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as it deems necessary. If such amendments result in a change(i) in the funding, (ii)the scope
of services,or(iii) schedule of the activities to be undertaken as part of this Agreement,such
modifications will be incorporated only by written amendment signed by both the Grantee
and Sub-recipient.
6. The Sub-recipient shall be allowed only one amendment to this Agreement, unless otherwise
deemed necessary at the discretion of the HCD Director. No amendment will be granted to
extend the agreement beyond the established end date of the grant period.
I. Suspension or Termination
1. In accordance with 24 CFR 85.43, the Grantee may suspend or terminate this Agreement if
the Sub-recipient materially fails to comply with any terms of this Agreement, including, but
not limited to the following:
a) Failure to comply with any of the rules, regulations or provisions referred to herein, or
such statues, regulations, executive orders, and HUD guidelines, policies or directives as
may become applicable at any time;
b) Failure, for any reason, of the Sub-recipient to fulfill in a timely and proper manner its
obligations under this Agreement;
c) Ineffective or improper use of funds provided under this Agreement;or
d) Submission by the Sub-recipient, to the Grantee, of reports that are materially incorrect
or incomplete.
e) In accordance with 24 CFR 85.44,this Agreement may also be terminated for convenience
by either the Grantee or the Sub-recipient,in whole or in part,by setting forth the reasons
for such termination, the effective date, and, in the case of partial termination, the
portion to be terminated. However, if in the case of a partial termination, the Grantee
determines that the remaining portion of the award will not accomplish the purpose for
which the award was made,the Grantee may terminate the award in its entirety.
J. Liquidated Damages
For Public Facilities Projects only,the SUB-RECIPIENT agrees to pay as liquidated damages
to the Grantee the sum of$_for each consecutive calendar day after expiration of the Contract
Time of Completion Time,except for authorized extensions of time by the Grantee. This Section
is independent of the above section dealing with Suspension and Termination. The parties agree
that these provisions for liquidated damages are not intended to operate as penalties for breach
of Contract.
The liquidated damages set forth above are not intended to compensate the Grantee for
any damages other than inconvenience and loss of use or delay in services. The existence or
recovery of such liquidated damages shall not preclude the Grantee from recovering other
damages in addition to the payments made hereunder which the Grantee can document as being
attributable to the documented SUB-RECIPIENT failures. In addition to other costs that may be
2018 CDBG AGREEMENT (CSRA EOA) Page 8
recouped,the Grantee may include costs of personnel and assets used to coordinate, inspect,and
re-inspect items within this Contract as well as attorney fees if applicable.
Disclaimer: For the purposes of the Community Block Grant Program, any Public Service
functions/organizations are not bound by any language pertaining to construction related issues/topics.
ARTICLE VI: ADMINISTRATIVE REQUIREMENTS
A. Financial Management
1. Accounting Standards
The Sub-recipient agrees to comply with 24 CFR 84.21-28; Sub-recipient shall (i) adhere
to the accounting principles and procedures required therein,(ii)utilize adequate internal
controls, and (iii) maintain necessary source documentation for all costs incurred.
2. Cost Principles
The Sub-recipient shall administer its program in conformance with OMB Circulars A-122,
"Cost Principles for Non-Profit Organizations," or A-21, "Cost Principles for Educational
Institutions," as applicable. These principles shall be applied for all costs incurred
whether charged on a direct or indirect basis.
a) Sub-recipient gives the Grantee, HUD, and the Comptroller General, through any
authorized representatives, access to and the right to examine all records, books,
papers, or documents relating to the Project.
b) Sub-recipient agrees to maintain books, records, and documents in accordance with
general accepted accounting procedures and practices that sufficiently and properly
reflect all expenditures of Grant funds provided by the Grantee under this Agreement
c) All Grant funds disbursed through a Community Development Block Grant shall be
used only for eligible activities specifically outlined in this Agreement. The Sub-
recipient shall comply with any conditions and timetables set forth in this Agreement.
In the event (i) the Sub-recipient does not comply with the conditions and/or
timetables; (ii) the Sub-recipient ceases to exist; or (iii) Sub-recipient ceases to
provide the services for which the Grant was made, the Sub-recipient shall be in
default. If the Sub-recipient is deemed to be in default,the Sub-recipient will not be
authorized to carry out another CDBG eligible project. In the event of default, the
Grantee may exercise any rights or remedies provided in this Agreement.
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B. Documentation and Recordkeeping
1. Records to be Maintained
The Sub-recipient shall maintain all records required by the Federal regulations specified
in 24 CFR 570.506, which are pertinent to the activities to be funded under this
Agreement. Such records shall include, but not be limited to:
a) Records providing a full description of each activity undertaken;
b) Records demonstrating that each activity undertaken meets one of the National
Objectives of the CDBG program;
c) Records required to determine the eligibility of activities;
d) Records required to document the acquisition, improvement, use or disposition of
real property acquired or improved with CDBG assistance;
e) Records documenting compliance with the Fair Housing and Equal Opportunity
components of the CDBG program;
f) Financial records as required by 24 CFR 570.502 and 24 CFR 84.21-28; and other
records necessary to document compliance with Subpart K of 24 CFR Part 570.
2. Retention
The Sub-recipient shall retain all financial records, supporting documents, statistical
records, and all other records pertinent to the Agreement for a period of five (5) years.
The retention period begins on the submission date of the Grantee's annual performance
and evaluation report to HUD, in which the activities assisted under the Agreement are
reported on for the final time. Notwithstanding the above, in instances where involving
any type of litigation,claims, audits, negotiations or other actions that involve any of the
records cited, which have started before the expiration of the five-year period, shall be
retained until the completion of the actions and resolution of all issues,or the expiration
of the five-year period,whichever occurs later.
3. Client Data
The Sub-recipient shall maintain client data demonstrating client eligibility for services
provided. Such data shall include, but not be limited to, client name, address, income
level or other basis for determining eligibility, and description of service provided. Such
information shall be made available to Grantee's monitors or their designees for review
upon request.
Additionally, Sub-recipients providing services to homeless persons, or persons at risk
of homelessness, participation in the local HMIS in accordance with the policies
established by the local Continuum of Care is mandated as a condition of compliance
with this agreement.
4. Disclosure
The Sub-recipient understands that client information collected under this Agreement is
private and confidential. The use or disclosure of such information, when not directly
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connected with the administration of the Grantee's or Sub-recipient's responsibilities
with respect to services provided under this Agreement, is prohibited unless written
consent is obtained from such persons receiving service. In the case of information about
a minor, a responsible parent/legal guardian must provide written consent.
Additionally, Sub-recipients providing services to homeless persons, or persons at risk
of homelessness,as part of their participation in the local HMIS,agree to adhere to the
policies of the local Continuum of Care concerning Data Privacy, System Security and
Client Confidentiality.
5. Close-outs
The Sub-recipient's obligation to the Grantee shall continue until all closeout
requirements are completed. Activities during the closeout period shall include, but are
not limited to: making final payments and disposing of program assets. Notwithstanding
the foregoing, the terms of this Agreement shall remain in effect during any period that
the Sub-recipient has control over CDBG funds, including program income.
Any Grant funds remaining at the end of the Agreement period shall be returned to the
Grantee, and the Grantee may at its discretion reprogram the funds to another CDBG
eligible project.
6. Audits and Inspections
All Sub-recipient records with respect to any matters covered by this Agreement shall be
made available to the Grantee, HUD,and the Comptroller General of the United States or
any of their authorized representatives, at any time during normal business hours, as
often as deemed necessary, to audit, examine, and make excerpts or transcripts of all
relevant data. Any deficiencies noted in audit reports must be fully explained and
corrected by the Sub-recipient within 30 days after receipt by the Sub-recipient. Failure
of the Sub-recipient to comply with the above audit requirements will constitute a
violation of this Agreement and may result in the withholding of future payments. The
Sub-recipient hereby agrees to have an annual agency audit conducted in accordance
with current Grantee policy concerning Sub-recipient audits and OMB Circular A-133, if
applicable. If Sub-recipient does not expend $500,000 in Federal funds within the fiscal
year,then a financial statement audit-shall be submitted to Grantee.
C. Reporting and Payment Procedures
1. Program Income
The Sub-recipient shall provide "monthly" reports on all program income [as defined at
24 CFR 570.500 (a)] generated by activities carried out with CDBG funds made available
under this Agreement. The use of program income by the Sub-recipient shall comply with
the requirements set forth at 24 CFR 570.504. By way of further limitations, the Sub-
recipient may use such income during the Agreement period for activities permitted
under this Agreement, and shall reduce requests for additional funds by the amount of
any such program income balances on hand. All unexpended program income shall be
2018 CDBG AGREEMENT (CSRA EOA) Page 11
returned to the Grantee at the end of the Agreement period. Any interest earned on cash
advances from the U. S.Treasury and from funds held in a revolving fund account is not
program income and shall be remitted promptly to the Grantee.
Program income anticipated to be generated from the use of CDBG funds for this project
is approximately Zero Dollars($0).
2. Indirect Costs
If indirect costs are charged, the Sub-recipient will develop an Indirect Cost Allocation
Plan for determining the Sub-recipient's appropriate share of administrative costs. Sub-
recipient shall submit such plan to the Grantee for approval, by using a form to be
specified by the Grantee.
3. Invoicing and Payment Procedures
a) In order to obtain reimbursement from the Grantee in connection with the Project,
Sub-recipient shall provide the following information:
(1) Sub-recipient shall submit Monthly Progress Reports for the Project by using the
form attached hereto as Exhibit "E", detailing accomplishments for the report
period and the number of participants, which will be listed separately according
to race, sex and female head of household. Additionally, for each Program
participant, the Sub-recipient shall utilize the Income Calculator to assess the
participants' income eligibility, which can be found at
https://www.hudexchange.info/incomecalculator/which shall be submitted with
Sub-recipient's Monthly Progress Report. The Monthly Progress Report and
Income Calculation worksheet must be included with all requests for payment
until all funds have been expended. In the event that all funds are expended prior
to the expiration of the agreement period,reports must continue to be submitted
throughout the twelve-month period of the grant cycle.
(2) The Sub-recipient shall submit time signed sheets as backup documentation for
salary reimbursement. In addition, the Sub-recipient shall submit mileage, if
applicable.
(3) Request for reimbursements by Sub-recipient shall have the following attached:
invoices, cancelled checks, receipts or other documentation evidencing funds
expended by Sub-recipient.
(4) The Grantee agrees to reimburse costs allowable under Federal, State and Local
laws and guidelines.
b) Upon receiving the invoices, reports and other material, the Department shall audit
such documentation to determine whether the items invoiced are eligible for
reimbursement under applicable Federal,State and Local laws and regulations.
2018 CDBG AGREEMENT (CSRA EOA) Page 12
c) The Department shall authorize the Grantee's Financial Officer to reimburse the Sub-
recipient for all costs it determines are eligible for reimbursement, pursuant to the
audit. Payments will be made on a monthly basis with a 30-day turnaround period by
Grantee. Requests for payments must be received by Grantee not later than the 15th
day of each calendar month for work performed during the preceding calendar
month. The Sub-recipient shall not claim reimbursement from the Grantee for
portions of its obligations which have been paid by another source of revenue.
d) The Grantee will pay the Sub-recipient funds available under this Agreement based
upon information submitted by the Sub-recipient, which is consistent with any
approved budget and the Grantee policy concerning payments. The Grantee reserves
the right to liquidate funds available under this Agreement for costs incurred by the
Grantee on behalf of the Sub-recipient.
e) The terms of this agreement supersede any and all provisions of the Georgia Prompt
Pay Act.
4. Progress Reports
The Sub-recipient shall submit Monthly Progress Reports to the Grantee by using the form
attached (Exhibit E) as required by the Grantee. Progress reports shall be submitted by
the 15th day of the month following prior month activities.
5. Annual Reports
The Sub-recipient shall submit an Annual Performance Report to the Grantee by using
the form Exhibit F; complete content as required by the Grantee. The Annual
Performance Report shall be submitted to Grantee by January 15 of the year following
the grant period.
D. Procurement
1. Compliance
The Sub-recipient shall comply with current Grantee's policy concerning the purchase of
equipment.Sub-recipient shall maintain inventory records of all non-expendable personal
property, as defined by such policy that may be procured with funds provided herein.
Personal property means property of any kind except Real Property. All program assets
(unexpended program income and/or property) shall revert to the Grantee upon
termination of this Agreement.
a) All procurement transactions, regardless of dollar amount, whether negotiated or
advertised, shall be conducted in a manner consistent with the Cost Principles for
Non-Profit Organizations, OMB Circular A-110 "Procurement Standards", which
provides maximum open free competition.
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b) To the extent that the pricing provided by the Sub-recipient/Contractor is erroneous
and defective, the parties may, by agreement, correct pricing errors to reflect the
intent of the parties.
c) Sub-recipient shall make positive efforts to utilize small business and minority owned
business sources, as well as women-owned businesses, for supplies and services, as
required by Federal guidelines.
Augusta enforces DBE requirements and/or DBE goals set by Federal and/or State
Agencies in accordance with State and Federal laws. The U.S. District Court for the
Southern District of Georgia has entered an Order enjoining the Race-Based portion of
Augusta, Georgia's DBE Program. (A copy of this Order may be obtained at:
http://www.augustaga.gov/index.aspx?NID=1448). Thus, Augusta, Georgia does not
have or operate a Disadvantaged Business Enterprise (DBE),Minority Business Enterprise
(MBE) or Women owned Business Enterprise (WBE) program for projects (or portions of
projects) having Augusta, Georgia as the source of funding.
2. OMB Standards
Unless specified otherwise within this agreement, the Sub-recipient shall procure all
materials, property,or services in accordance with the requirements of 24 CFR 84.40-48.
3. Travel
The Sub-recipient shall obtain written approval from the Grantee for any travel outside
the metropolitan area with funds provided under this Agreement.
E. Use and Reversion of Assets
The use and disposition of real property and equipment under this Agreement shall be in
compliance with the requirements of 24 CFR Part 84 and 24 CFR 570.502, 570.503, and
570.504, as applicable,which include but are not limited to the following:
1. The Sub-recipient shall transfer to the Grantee any CDBG funds on hand,and any accounts
receivable attributable to the use of the funds under this Agreement at the time of
expiration, cancellation,or termination.
2. Real property under the Sub-recipient's control which was acquired or improved,in whole
or in part,with the funds under this Agreement in excess of$25,000 shall be used to meet
one of the CDBG National Objectives pursuant to 24 CFR 570.208 until five (5)years after
expiration of this Agreement, or such longer period of time as the Grantee deems
appropriate.
2018 CDBG AGREEMENT (CSRA EOA) Page 14
3. If the Sub-recipient fails to use CDBG-assisted real property in a manner that meets a
CDBG National Objective for the prescribed period of time,the Sub-recipient shall pay the
Grantee an amount equal to the current fair market value of the property,less any portion
of the value attributable to expenditures of non-CDBG funds for acquisition of or
improvement to the property. Such payment shall constitute program income to the
Grantee. The Sub-recipient may retain real property acquired or improved under this
Agreement after the expiration of the five-year period or such longer period of time as
the Grantee deems appropriate.
4. In all cases in which equipment acquired, in whole or in part, with funds under this
Agreement are sold,the proceeds shall be program income(prorated to reflect the extent
to that funds received under this Agreement were used to acquire the equipment).
Equipment not needed by the Sub-recipient for activities under this Agreement shall be:
a) Transferred to the Grantee for the CDBG program, or
b) Retained after compensating the Grantee for an amount equal to the current fair
market of the equipment.
ARTICLE VII: RELOCATION REAL PROPERTY ACQUISITION AND ONE-FOR-ONE HOUSING
REPLACEMENT
The Sub-recipient agrees to comply with each of the following (i) the Uniform Relocation Assistance and
Real Property Acquisition Policies Act of 1970,as amended(URA),and implementing regulations at 49 CFR
Part 24 and 24 CFR 570.606(b); (ii)the requirements of 24 CFR 570.606(c)governing the Residential Anti-
Displacement and Relocation Assistance Plan under section 104(d) of the HCD Act; and (iii) the
requirements in 24 CFR 570.606 (d) governing optional relocation policies. (The Grantee shall have the
authority to preempt the optional policies.) The Sub-recipient shall provide relocation assistance to
displaced persons as defined by 24 CFR 570.606 (b)(2)that are displaced as a direct result of acquisition,
rehabilitation, demolition or conversion for a CDBG-assisted project. The Sub-recipient also agrees to
comply with applicable Grantee ordinances, resolutions, and policies concerning the displacement of
persons from their residences.
ARTICLE VIII: PERSONNEL&PARTICIPANT CONDITIONS
A. Civil Rights
1. Compliance
a) The Sub-recipient agrees to comply with the following: Title VI of the Civil Rights Act of
1964 as amended;Title VII of the Civil Rights Act of 1968 as amended;Section 104(b)and
Section 109 of Title I of the Housing and Community Development Act of 1974 as
amended; Section 504 of the Rehabilitation Act of 1973; the Americans with Disabilities
Act of 1990; the Age Discrimination Act of 1975; Executive Order 11063; and Executive
Order 11246, as amended by Executive Orders 11375, 11478, 12107,and 12086.
b) In compliance with Executive Order 11246 and Section 3 of the 1968 Housing and Urban
Development Act regarding Equal Employment Opportunity,the Sub-recipient agrees and
2018 CDBG AGREEMENT (CSRA EOA) Page 15
understands that no person shall be discriminated against on the grounds of race, color,
national origin, age, familial status, handicap, or sex. Further, the Sub-recipient
understands and agrees that it will immediately take any measures necessary to
effectuate this policy. For the benefit of interested parties, all subcontractors will be
notified of the policy provisions. Notice of the policy will be placed in plain sight at the
Project location.
2. Nondiscrimination
The Sub-recipient agrees to comply with the Non-discrimination in Employment and
Contracting Opportunities laws, regulations, and executive orders referenced in 24 CFR
570.607, as revised by Executive Order 13279. The applicable Non-discrimination provisions
in Section 109 of the Housing and Community Development Act also apply.
3. Land Covenants
This Agreement is subject to the requirements of Title VI of the Civil Rights Act of 1964 (P. L.
88-352), 24 CFR 570.601 and 24 CFR 570.602. In regard to the sale, lease,or other transfer of
land acquired,cleared, or improved with assistance provided under this Agreement,the Sub-
recipient shall cause or require a covenant running with the land to be inserted in the deed
or lease for such transfer,which prohibits discrimination as herein defined, in the sale, lease,
rental, use, or occupancy of such land, or in any improvements erected or to be erected
thereon. Such covenant shall provide that the Grantee and the United States are beneficiaries
of such covenant and are entitled to enforce such. The Sub-recipient, in undertaking its
obligation to carry out the program assisted hereunder,agrees to take such measures,as are
necessary to enforce such covenant, and agree it will not so discriminate.
4. Section 504
The Sub-recipient agrees to comply with all Federal regulations issued pursuant to compliance
with Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794), which prohibits
discrimination against individuals with disabilities or handicaps in any Federally Assisted
Program. The Grantee shall provide the Sub-recipient with all applicable guidelines necessary
for compliance with said section throughout the term of this Agreement.
B. U.S. President Executive Order 11246
1. Approved Plan
The Sub-recipient agrees that pursuant to the Grantee's specification, it shall be committed
to carry out the principles provided in President's Executive Order 11246 of September 24,
1965. The Grantee shall provide program guidelines to the Sub-recipient to assist in the
formulation of such program, and the Sub-recipient shall submit a plan for approval prior to
the award of funds.
2018 CDBG AGREEMENT (CSRA EOA) Page 16
2. Women-and Minority-Owned Businesses(W/MBE) (24 CFR 570.610& Part 84 applies)
In accordance with 24 C.F.R. 570.610 and Part 84,the Sub-recipient will use its best efforts to
afford Small Businesses, Minority Business Enterprises and Women's Business Enterprises the
maximum practicable opportunity to participate in the performance of this Agreement. As
used in this Agreement, the terms "Small Business" shall mean a business that meets the
criteria set forth in section 3 (a) of the Small Business Act, as amended (15 U.S. C. 632), and
"Minority and Women's Business Enterprise" shall mean a business at least fifty-one percent
(51%) owned and controlled by minority group members or women. For purposes of this
section,the following terms shall be defined as follows:"minority group members"shall mean
African-Americans, Spanish-speaking, Spanish surnamed or Spanish-heritage Americans,
Asian-Americans and American Indians. The Sub-recipient may rely on written
representations by businesses regarding their status as Minority and Women Business
Enterprises, in lieu of an independent investigation.
Disclaimer: Augusta enforces DBE requirements and/or DBE goals set by Federal and/or State
Agencies in accordance with State and Federal laws.The U.S. District Court for the Southern
District of Georgia has entered an Order enjoining the Race-Based portion of Augusta,
Georgia's DBE Program. (A copy of this Order may be obtained at:
http://www.augustaga.gov/index.aspx?NID=1448). Thus,Augusta, Georgia does not have or
operate a Disadvantaged Business Enterprise (DBE), Minority Business Enterprise (MBE) or
Women owned Business Enterprise (WBE) program for projects (or portions of projects)
having Augusta, Georgia as the source of funding.
3. Access to Records
The Sub-recipient shall furnish and cause each of its own subcontractors to furnish all
information and reports required hereunder. Sub-recipient will permit access to its books,
records,and accounts to the Grantee,HUD and its agent,or other authorized Federal officials,
for purposes of investigation to determine and ensure compliance with the rules, regulations,
and provisions stated herein.
4. Notifications
The Sub-recipient will provide a notice to each Labor Union or representative of workers with
which it has a collective bargaining agreement, other agreement, and/or understanding,
which advises the Labor Union or worker's representative of the Sub-recipient's
commitments contained herein and requiring the posting of copies of the notice in
conspicuous places available to employees and applicants for employment. Such notice shall
be provided by the Agency Contracting Officer.
5. Equal Employment Opportunity(EEO)Statement
The Sub-recipient shall state that it is an Equal Opportunity employer in all solicitations or
advertisements for employees posted and/or advertised by or on behalf of the Sub-recipient.
2018 CDBG AGREEMENT (CSRA EOA) Page 17
6. Subcontract Provisions
The Sub-recipient shall include, specifically or by reference, the provisions of the Civil Rights
Act, Paragraphs VIII. A and B, in every contract or purchase order making such provisions
binding upon each of its own subcontractors and/or if its other type of subcontractor.
C. Employment Restrictions
1. Prohibited Activity
The Sub-recipient is prohibited from using funds provided herein or personnel employed in
the administration of the Program for any of the following activities: political, inherently
religious, lobbying, political patronage and/or nepotism.
2. Labor Standards
The Sub-recipient agrees to comply with the requirements of the Secretary of Labor in
accordance with the following:Davis-Bacon Act,as amended;the provisions of Contract Work
Hours and Safety Standards Act (40 U.S.C. 327 et seq.); and all other applicable Federal State
and Local laws and regulations pertaining to labor standards insofar as those acts apply to the
performance of this Agreement. Further, the Sub-recipient agrees to comply with the
Copeland Anti-Kick Back Act (18 U.S.C. 8864 et seq.) and its implementing regulations of the
U.S. Department of Labor at 29 CFR Part 5. The Sub-recipient shall maintain documentation
that demonstrates compliance with the Hour and Wage requirements of said part. Such
documentation shall be made available to the Grantee, upon request,for review.
The Sub-recipient agrees that, except with respect to the rehabilitation or construction of
residential property containing less than eight (8) units, all Contractors engaged under
contracts in excess of$2,000.00 for construction,renovation or repair work financed in whole
or in part, with assistance provided under this Agreement, shall comply with Federal
requirements adopted by the Grantee pertaining to such contracts. Further,said contractors
shall comply with applicable requirements of the regulations of the Department of Labor,
under 29 CFR Parts 1, 3, 5, and 7, governing the payment of wages and ratio of apprentices
and trainees to journey workers, provided that, if wage rates higher than those required
under the regulations are imposed by State or Local law, nothing hereunder is intended to
relieve the Sub-recipient of its obligation, if any,to require payment of the higher wage. The
Sub-recipient shall cause or require to be inserted provisions meeting the requirements of
this paragraph in all such contracts subject to such regulations.
3. "Section 3" Clause
a) Compliance
Compliance with each of the following shall be a condition of the Federal financial
assistance provided under this Agreement and binding upon the Grantee, Sub-recipient
and any of the Sub-recipient's subcontractors and:the provisions of Section 3 of the HUD
Act of 1968,as amended, and as implemented by the regulations set forth in 24 CFR 135,
and all applicable rules and orders issued hereunder prior to the execution of this
Agreement. Failure to fulfill these requirements shall subject the Grantee, the Sub-
2018 CDBG AGREEMENT (CSRA EOA) Page 18
recipient and any of the Sub-recipient's subcontractors and,their successors and assigns,
to sanctions specified by the agreement through which Federal assistance is provided.
The Sub-recipient certifies and agrees that no contractual or other disability exists that
would prevent compliance with these requirements.
The Sub-recipient further agrees to comply with the "Section 3" requirements and to
include the following language in all subcontracts executed under this Agreement.
"The work to be performed under this Agreement is a project assisted under a program
providing direct Federal financial assistance from HUD and is subject to the requirements
of Section 3 of the Housing and Urban Development Act of 1968, as amended(12 U.S.C.
1701). Section 3 requires that to the greatest extent feasible, opportunities for training
and employment be given to low and very low income residents of the project area, and
that contracts for work in connection with the project be awarded to business concerns
that provide economic opportunities for low and very low income persons residing in the
metropolitan area in which the project is located."
The Sub-recipient further agrees to ensure that opportunities for training and
employment arising in connection with a Housing Rehabilitation (including reduction and
abatement of lead-based paint hazards), Housing Construction, or other Public
Construction Project are given to low and very low income persons residing within the
metropolitan area in which the CDBG-funded project is located. Where feasible, priority
should be given to low and very low income persons within the service area of the project
or the neighborhood in which the project is located, and to low and very low income
participants in other HUD programs. Sub-recipient further agrees, where feasible to
award contracts for work undertaken in connection with a Housing Rehabilitation
(including reduction and abatement of lead-based paint hazards), Housing Construction,
or other Public Construction Project to business concerns that provide economic
opportunities for low and very low income persons residing within the metropolitan area
in which the CDBG-funded project is located. Where feasible, priority should be given to
business concerns that provide economic opportunities to low and very low income
residents within the service area or the neighborhood in which the project is located and
to low and very low income participants in other HUD programs.
The Sub-recipient certifies and agrees that no contractual or other legal incapacity exists
that would prevent compliance with these requirements.
b) Notifications
The Sub-recipient agrees to send a Notice to each labor organization or representative of
workers with which it has a collective bargaining agreement, other agreement and/or
understanding, if any, advising said labor organization or worker's representative of its
commitments under this Section 3 clause, and shall post copies of the notice in
conspicuous places available to employees and applicants for employment or training.
2018 CDBG AGREEMENT (CSRA EOA) Page 19
c) Subcontracts
The Sub-recipient will include this Section 3 clause in every subcontract and will take
appropriate action in accordance with the subcontract, upon a finding that the
subcontractor is in violation of regulations issued by the grantor agency. The Sub-
recipient will not enter into any subcontract with any entity that it has notice or
knowledge that the subcontractor (the latter) has been found to be in violation of
regulations under 24 CFR Part 135, nor will not let any subcontract, unless and until, the
entity has first provided a preliminary statement of ability to comply with the
requirements of these regulations.
D. Conduct
1. Assignability
The Sub-recipient shall not assign or transfer any interest in this Agreement, without prior
written consent of the Grantee thereto provided. However, claims for money due or to
become due to the Sub-recipient from the Grantee under this Agreement may be assigned to
a bank, trust company, or other financial institution without such approval. Notice of any
such assignment or transfer shall be furnished promptly to the Grantee.
2. Subcontracts
a) Approvals
The Sub-recipient shall not enter into any subcontracts with any agency or individual in
the performance of this Agreement without the prior written consent of the Grantee.
b) Monitoring
The Sub-recipient shall monitor all subcontracted services on a regular basis to assure
Agreement compliance. Results of monitoring efforts shall be summarized in written
reports and supported with documented evidence of follow-up actions taken to correct
areas of noncompliance.
c) Content
The Sub-recipient shall cause all of the provisions of this Agreement in its entirety to be
included in and made a part of any subcontract executed in the performance of this
Agreement.
d) Selection Process
The Sub-recipient shall undertake to ensure that all subcontracts let in the performance
of this Agreement shall be awarded on a fair and open competition basis in accordance
with applicable procurement requirements. Executed copies of all subcontracts shall be
forwarded to the Grantee, along with documentation concerning the selection process.
2018 CDBG AGREEMENT (CSRA EGA) Page 20
E. Hatch Act
The Sub-recipient agrees that no funds provided, nor personnel employed under this Agreement,
shall be in any way or to any extent engaged in the conduct of political activities in violation of
Chapter 15 of Title V of the U.S.C.
F. Conflict of Interest
The Sub-recipient agrees to abide by the provisions of 24 CFR 84.42 and 570.611, which include,
but are not limited to,the following:
1. The Sub-recipient shall maintain a written code or standards of conduct that shall govern the
performance of its officers,employees or agents engaged in the award and administration of
Agreements supported by Federal funds.
2. No employee,officer or agent of the Sub-recipient shall participate in the selection,award,or
administration of an Agreement supported by Federal funds if an actual or apparent conflict
of interest would be involved.
3. No covered persons who exercise or have exercised any functions or responsibilities with
respect to CDBG-assisted activities; who are in a position to participate in a decision-making
process;or who are in a position to gain inside information with regard to such activities, may
obtain a financial interest in any Agreement. Nor shall any such person have a financial
interest in any contract,subcontract,or agreement with respect to the CDBG-assisted activity.
Further, such persons shall not have a financial interest in any contracts, subcontracts, or
agreement with respect to the proceeds from the CDBG-assisted activity, either for
themselves or those with whom they have business or immediate family ties, during their
tenure or for a period of one (1)year thereafter. For purposes of this paragraph, a "covered
person" includes any person who is an employee, agent, consultant, officer, or elected or
appointed official of the Grantee,the Sub-recipient,or any designated public agency.
4. The Sub-recipient/Contractor warrants that no person or selling agency has been employed
or retained to solicit or secure this Agreement upon an agreement or understanding for a
commission,percentage,brokerage,or contingent fee,excepting bona fide employees or bon
fide established commercial or selling agencies maintained by the Sub-recipient or Contractor
for the purpose of securing business and that the Sub-recipient or Contractor has not received
any non-CITY fee related to this Agreement without the prior written consent of the CITY. For
breach or violation of this warranty, the City shall have the right to annul this Agreement
without liability or at its discretion to deduct from the Agreement Price of consideration the
full amount of such commission percentage, brokerage or contingent fee.
G. Lobbying
The Sub-recipient hereby certifies that:
1. No Federal appropriated funds have been paid or will be paid, by or on behalf of it, to any
person for influencing or attempting to influence any of the following persons: (i) an officer
2018 CDBG AGREEMENT (CSRA EOA) Page 21
or employee of any agency,(ii)a Member of Congress,(iii)an officer or employee of Congress,
or an employee of a Member of Congress in connection with the awarding of any of the
following: (a) Federal contract, (b) the making of any Federal grant, (c) the making of any
Federal loan, the entering into of any cooperative agreement, and (d) the extension,
continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or
cooperative agreement;
2. If any funds other than Federal appropriated funds have been paid or will be paid to any
person for the purpose of influencing or attempting to influence any of the following persons:
(i) an officer or employee of any agency, (ii) a Member of Congress, (iii) an officer or (iv)
employee of Congress, or an employee of a Member of Congress in connection with this
Federal contract, grant, loan, or cooperative agreement, there shall be completed and
submitted a Standard Form-LLL,"Disclosure Form to Report Lobbying," in accordance with its
instructions; and
3. There shall be language of paragraph(4)of this certification included in the award documents
for all sub-awards at all tiers (including each of the following: subcontracts, sub-grants and
Agreements under grants, loans and cooperative agreements), and that all Sub-recipients
shall certify and disclose accordingly.
4. Lobbying Certification
This certification is a material representation of fact, upon which reliance was placed when
this transaction was made or entered into. Submission of this certification is a prerequisite
for making or entering into this transaction imposed by Section 1352, Title 31, U.S.C. Any
person who fails to file this required certification shall be subject to a civil penalty of not less
than $10,000 and not more than $100,000 for each such failure.
H. Copyright
If this Agreement results in any copyrightable material or inventions,the Grantee and/or grantor
agency reserves the right to royalty-free, non-exclusive and irrevocable license to reproduce,
publish or otherwise use and to authorize others to use,the work or materials for governmental
purposes.
I. Religious Activities
The Sub-recipient agrees that funds provided under this Agreement will not be utilized for
inherently religious activities prohibited by 24 CFR 570.200 (j), to include, but not limited to,
worship, religious instruction,or proselytization.
ARTICLE IX: ENVIRONMENTAL CONDITIONS
A. Air and Water
The Sub-recipient agrees to comply with the following requirements, insofar as they apply to the
performance of this Agreement:
2018 CDBG AGREEMENT (CSRA EOA) Page 22
- Clean Air Act,42 U.S.C., 7401,et seq.;
- Federal Water Pollution Act, as amended, 33 U.S.C., 1251 et seq., as amended, 1318 relating
to inspection, monitoring, entry, reports and information, as well as other requirements
specified in said Section 114 and Section 308, and all regulations and guidelines issued
thereunder;
- Environmental Protection Agency(EPA) regulations pursuant to 40 CFR Part 50,as amended.
B. Flood Disaster Protection
In accordance with the requirements of the Flood Disaster Protection Act of 1973(42 U.S.C.4001),
the Sub-recipient shall assure that for activities located in an area identified by the Federal
Emergency Management Agency (FEMA) as having special flood hazards, flood insurance, under
the National Flood Insurance Program, is obtained and maintained as a condition of financial
assistance for acquisition or construction purposes(including rehabilitation).
C. Lead-Based Paint
The Sub-recipient agrees that any construction or rehabilitation of residential structures with
assistance provided under this Agreement shall be subject to HUD Lead-Based Paint regulations
at 24 CFR 570.608, and 24 CFR Part 35, Subpart B. Such regulations pertain to all CDBG-assisted
housing and require that all owners, prospective owners and tenants of properties constructed
prior to 1978 be properly notified that such properties may include lead-based paint. Such
notification shall list the hazards of lead-based paint and explain the following: (1) symptoms, (2)
treatment and(3)precautions that should be taken when dealing with lead-based paint poisoning
and (4) the advisability and availability of blood lead level screening for children under the age
seven (7). The notice should also state that if lead-based paint is found on the property, that
abatement measures may be undertaken. The regulations further require that,depending on the
amount of Federal funds applied to a property, the following may be conducted: paint testing,
risk assessment,treatment and/or abatement.
D. Historic Preservation
The Sub-recipient agrees to comply with the Historic Preservation requirements as set forth in
the National Historic Preservation Act of 1966, as amended (16 U.S.C. 470), and the procedures
set forth in 36 CFR Part 800, Advisory Council on Historic Preservation Procedures for Protection
of Historic Properties, insofar as they apply to the performance of this agreement.
In general, this requires concurrence from the State Historic Preservation Officer for all
rehabilitation and demolition of historic properties that are fifty years (50) old or older, or that
are included on a Federal, state or local historic property list.
ARTICLE X: SEVERABILITY
If any provision of this Agreement is held invalid, the remainder of the Agreement shall not be
affected thereby,and all other parts of this Agreement shall nevertheless remain in full force and
effect.
2018 CDBG AGREEMENT (CSRA EOA) Page 23
ARTICLE XI: SECTION HEADINGS AND SUBHEADINGS
The section headings and subheadings contained in this Agreement are included only for convenience and
shall not limit or otherwise effect the terms of this Agreement.
ARTICLE XII: WAIVER
The Grantee's failure to act upon a breach by the Sub-recipient does not waive the Grantee's right to act
upon any subsequent or similar breach of this Agreement by Sub-recipient. The failure of the Grantee to
exercise or enforce any right or provision shall not constitute a waiver of such right or provision as
provided for in this Agreement.
ARTICLE XIII: GOVERNING LAW AND VENUE
The law of the State of Georgia shall govern this Agreement between Grantee and Sub-recipient with
regard to its interpretation and performance, and any other claims related to this agreement, which are
not specifically governed by Federal Law.
All claims, disputes and other matters in question between Grantee and Sub-recipient arising out of or
relating to this Agreement, or the breach thereof, shall be decided in the Superior Court of Richmond
County, Georgia, if not specifically governed by Federal Law. The Sub-recipient, by executing this
Agreement, specifically consents to jurisdiction and venue in Richmond County and waives any right to
contest the jurisdiction and venue in the Superior Court of Richmond County, Georgia.
ARTICLE XIV: ENTIRE AGREEMENT
This Agreement constitutes the entire agreement between the Grantee and the Sub-recipient for the use
of funds received under this Agreement,and it supersedes all prior or contemporaneous communications
and proposals, whether electronic, oral, or written between the Grantee and the Sub-recipient with
respect to this Agreement.
ARTICLE XV: SUB-RECIPIENT ACKNOWLEDGEMENT
"Sub-recipient acknowledges that this contract and any changes to it by amendment, modification,
change order or other similar document may have required or may require the legislative authorization
of the Board of Commissioners and approval of the Mayor. Under Georgia law,Sub-recipient is deemed
to possess knowledge concerning Augusta, Georgia's ability to assume contractual obligations and the
consequences of Sub-recipient's provision of goods or services to Augusta, Georgia under an
unauthorized contract, amendment, modification, change order or other similar document, including
the possibility that the Sub-recipient may be precluded from recovering payment for such unauthorized
goods or services. Accordingly, Sub-recipient agrees that if it provides goods or services to Augusta,
Georgia under a contract that has not received proper legislative authorization or if the Sub-recipient
provides goods or services to Augusta, Georgia in excess of the contractually authorized goods or
services, as required by Augusta, Georgia's Charter and Code,Augusta, Georgia may withhold payment
for any unauthorized goods or services provided by Sub-recipient.Sub-recipient assumes all risk of non-
payment for the provision of any unauthorized goods or services to Augusta, Georgia, and it waives all
claims to payment or to other remedies for the provision of any unauthorized goods or services to
Augusta, Georgia,however characterized, including, without limitation, all remedies at law or equity."
This acknowledgement shall be a mandatory provision in all Augusta, Georgia contracts for goods and
services, except revenue producing contracts
2018 CDBG AGREEMENT (CSRA EOA) Page 24
ARTICLE XVI: E-VERIFY
All contractors and subcontractors entering into contracts with Augusta, Georgia for the physical
performance of services shall be required to execute an Affidavit verifying its compliance with 0.C.G.A. §
13-10-91,stating affirmatively that the individual,firm, or corporation which is contracting with Augusta,
Georgia has registered with and is participating in a federal work authorization program. All contractors
and subcontractors must provide their E-Verify number and must be in compliance with the electronic
verification of work authorized programs operated by the United States Department of Homeland Security
or any equivalent federal work authorization program operated by the United States Department of
Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform
and Control Act of 1986(IRCA), P.L. 99-603, in accordance with the applicability provisions and deadlines
established in 0.C.G.A. §13-10-91 and shall continue to use the federal authorization program throughout
the contract term. All contractors shall further agree that, should it employ or contract with any
subcontractor(s) in connection with the physical performance of services pursuant to its contract with
Augusta, Georgia the contractor will secure from such subcontractor(s) each subcontractor's E-Verify
number as evidence of verification of compliance with 0.C.G.A. §13-10-91 on the subcontractor affidavit
provided in Rule 300-10-01-.08 or a substantially similar form. All contractors shall further agree to
maintain records of such compliance and provide a copy of each such verification to Augusta, Georgia at
the time the subcontractor(s)is retained to perform such physical services
[SIGNATURES ON THE FOLLOWING PAGE]
2018 CDBG AGREEMENT (CSRA EOA) Page 25
ARTICLE XVII:COUNTERPARTS
This Agreement is executed in two (2) counterparts — each of which shall be deemed an original and
together shall constitute one and the same Agreement with one counterpart being delivered to each party
hereto.
IN WITNESS WHEREOF,the parties have set their hands and seals as of the date first written above.
ATTEST: AUGUSTA,GEORGIA
(Grantee)
By: 4• ifigleiff,,,e y: 1\1:e7, "Andrew Mackenzie,asGeneral Counsel Mayor Ham- ,* , r.as its Mayor
/
Date: 3 , I -t Da e:
4 PENA 1131trt •
__,Mk_ -
e All n Jackson, i S Its Alinistrator Ha t •rn Welcher,Jr. :s i Director
D 3 5 . ._ x. Date: �.',..:2 . \C;
44'' ,,, Affix Se 1 19?+
By: f//J, 4.V,/1 i//,t1
Lena J. Bo fr,a . rk of Commission i tj* -4,, 4,'"/ i F. ,
%4 i;
ATTEST: CSRA Economic Op�c ymAUthority, Inc. I
Sub-recipient
,p
By. 4,zk s � ,, ' Date. 11 J 1
M rion E. Barnes, As its President ///
By: a ,, �� Date: ,.:;,-;1',714// il
I. Angel Little,,As„its Corporate Secretary
By:f z y`� G�� !J Date: 2/4/16)
Wit ess
SEAL
2018 CDBG AGREEMENT (CSRA EGA) Page 26
EXHIBIT"A"
SCOPE OF SERVICES AND TIMETABLE
The Sub-recipient will be responsible for administering the Centralized Intake,Assessment and Referral
services in a manner satisfactorily to the Grantee,according to and consistent with any standards required
as a condition of providing these funds. Such program will include the following activities eligible under
the Community Development Block Grant Program:
K. SCOPE OF SERVICES
A. Activities
The Sub-recipient (Marion Barnes Homeless Resource Center for Centralized Intake and
Assessment)will provide an effective and efficient process for assessing individuals/families who
are experiencing a housing crisis. Will assist and help to identify the most appropriate housing
intervention to prevent an episode of homelessness, by referring to appropriate community
resources for assistance for ESG eligible clients.
Program Delivery
Sub-recipient will provide intake and assessment at our central office located at 730 E. Boundary
St.,Augusta GA 30901. The hours of operation will be Monday through Friday 8:30AM to 5PM.
General Administration
The Board of Directors manages the Sub-recipient; the ExecutiGe Director'manages the agency,
finances, and programs;Volunteers support the agency and clients.
B. National Objectives
The Sub-recipient certifies that the activity/activities carried out under this Agreement will meet
the National Objective to benefit low and moderate income persons
LOW MOD LIMITED CLIENTELE
Sub-recipient will meet the requirements provided for in the regulations by requiring information
on family size and income. This information will be used to ensure that clients are low to
moderate income.
2018 CDBG AGREEMENT (CSRA EOA) Page 27
C. LEVELS OF ACCOMPLISHMENT—Goals and Performance Measures
The Sub-recipient agrees to provide the following levels of program services:
Activity Clients per Month Total Clients/Year
Clients provided Intake and 25 individuals/families 300
Referral Service
Reduce average length of 2-3 individuals/families 25
shelter stay
Refer individual/family to 5 individuals/families 50
Mainstream benefits
D. Staffin
Maria Beard -Case Manager-37.5hrs/week-66%of salary reimbursed
Performance Monitoring
The Sub-recipient agrees that the Department may carry out periodic monitoring activities, as
determined necessary by the Department. At a minimum, monitoring shall occur annually, but it
may occur more frequently if the Department deems it necessary. The Department will provide
the Sub-recipient advance written notice prior to any monitoring activities. Such monitoring shall
consist of (i) evaluating the Sub-recipient's compliance with the terms and conditions of this
Agreement,and(ii)comparing the Sub-recipient's projected Project schedule,budget,and output
with its actual performance.For Sub-recipients providing services to homeless persons,or persons
at risk of homelessness, participation in the local HMIS will be monitored in accordance with the
policies established by the local Continuum of Care. Upon request,the Sub-recipient shall furnish
the Department, the Grantee, or its designee copies of such records and information, as the
Department or the Grantee deems necessary. In addition,the Sub-recipient shall submit monthly
progress reports, as required by this Agreement, and shall prepare other such reports as may be
required by the Department,the Grantee,and/or HUD.
The Grantee will monitor the performance of the Sub-recipient in accordance with the goals and
performance standards as stated above. Substandard performance as determined by the Grantee
will constitute noncompliance with this Agreement. If Sub-recipient does not take corrective
action to address such substandard performance within a reasonable period of time after being
notified by the Grantee,Agreement suspension or termination procedures will be initiated.
2018 CDBG AGREEMENT (CSRA EOA) Page 28
II. TIME OF PERFORMANCE
Services of the Sub-recipient shall start on January 1,2018 and end December 31,2019. The term
of this Agreement and the provisions herein shall be extended to cover any additional time period
during which the Sub-recipient remains in control of CDBG funds or other CDBG assets, including
program income.
III. BUDGET
UPDATE
Line item Amount
Staff Salary $16,000.00
Fringe Benefits $8000.00
Total
$24,000.00
Any amendments to the budget must be in writing and approved, in writing,by the Grantee's Director
of Housing and Community Development Department.
IV. PAYMENT
It is expressly agreed and understood that the total amount to be paid by the Grantee under this
Agreement shall not exceed Twenty Four Thousand dollars and Zero cents($24,0000.00). Drawdowns
for the payment of eligible expenses shall be made against the line item budgets specified in Paragraph III
herein, and in accordance with performance. Expenses for general administration shall also be paid
against the line item budgets specified in Paragraph III, and in accordance with performance.
Payments may be contingent upon certification of the Sub-recipient's financial management system in
accordance with the standards specified in 24 CFR 84.21.
Sub-recipient is also responsible for submitting to the Grantee each of the following: (i) monthly progress
reports, (ii) time sheets (if applicable), (iii) mileage (if applicable), (iv) invoices and any other
documentation deemed necessary by the monitoring official during the funding cycle. These records shall
be retained up to five (5)years after the Agreement expires.
2018 CDBG AGREEMENT (CSRA EOA) Page 29
EXHIBIT"B"
PROGRAM REQUIREMENTS
Sub-recipient shall operate this project funded through the Augusta Georgia's Community Development
Block Grant Program according to the following guidelines:
1. At a minimum,Accounting and related records of Sub-recipient shall be comprised of the
following:
a. Voucher System-All supporting documentation, including, but not limited to, purchase
order, invoices, receiving reports,and requisitions.
b. Books of Original Entry-Cash receipts, disbursements journal, and general ledger.
c. Chart of Accounts-Listing of accounts must be maintained in an accounting system.
d. Personnel Records - Separate personnel files shall be maintained for each project
employee. At a minimum, the file shall contain the following: (i) a resume of the
employee,(ii)a description of duties assigned,(iii)a record of the date employed,(iv)rate
of pay at the time of employment, (v) subsequent pay adjustments, and (vi)
documentation supporting leave taken by the employee.
e. Attendance Record -Attendance records shall be maintained for all personnel paid with
CDBG funds. This shall apply to part-time and full-time personnel. In addition to
accounting for daily attendance,the type of leave taken (i.e. annual, sick,or other), shall
be disclosed and documented. Daily attendance records must support budgetary changes
for payroll purposes.
f. Payroll Records - Formal payroll records supporting cash disbursements to employees
shall be maintained. Such records shall disclose the following information for each
employee: (i) name,(ii)job title,(iii)social security number,(iv)date hired, (v)rate of pay,
and (vi) all required deductions for tax purposes. Timely quarterly payment of taxes,
which are withheld from employees for the Federal Government,and required matching
costs,shall be documented in payroll records. In addition,all charges for payroll purposes
shall be made and documented in accordance with the budget submitted to the Grantee.
g. Checking Accounts- Monthly bank reconciliation shall be conducted by Sub-recipient.All
checks, including voided checks, stubs, etc. shall be pre-numbered and accounted for,
including voided checks. Check stubs,cancelled checks,and deposit slips must be readily
available for audit purposes.
h. Petty Cash - Sub-recipient is encouraged to use an imprest or cash advance system and
adhere to a monthly, or if necessary, more frequent reimbursement procedure if any
CDBG funds are used as petty cash.
Purchasing Practices - HUD considers State-purchasing regulations to be an acceptable
standard for purchasing practices. Local purchasing practices and other procedures shall
prevail unless State and/or Federal practices and procedures are more stringent.
Therefore, Sub-recipient is obligated to conform to the more restrictive practices and
2018 CDBG AGREEMENT (CSRA EOA) Page 30
procedures. It is recommended that Sub-recipient use a formal pre-numbered purchase
order system where possible and applicable.
j. Inventories - Sub-recipient is advised to maintain adequate safeguards against loss by
theft or physical deterioration of any inventories of office supplies, equipment, or other
items purchased with CDBG funds.
k. Property Records - Sub-recipient is required to maintain formal subsidiary records to
control all project property and equipment. Such records shall disclose the acquisition.
and subsequent disposition of all property. An annual inventory should be conducted,
and the books shall reflect the actual value of property held at the end of the fiscal year.
2. All project accounting records and supporting documents shall be maintained for a period of at
least five (5)years after termination of the Grantee's award. The records shall be made available
to the Grantee, HUD and/or any of their authorized representatives.
3. Sub-recipient should maintain records in an orderly manner, with systematic identification for
different federal time periods. Records must be protected from fire or other perils. If records are
stored in a location other than the project site, they shall be readily accessible to the Grantee's
staff, HUD officials,and others who may be authorized to examine such records.
4. Report Schedule
REPORT DUE DATE PERIOD COVERED
Monthly Progress Report 15th day of each month (Jan. — For Prior Months'Activities
Dec.)
Annual Performance Report January 15, after year of grant Grant Period (Jan 1—Dec 31)
period
Audit or Financial Statement 30 days after receipt of Audit Sub-recipient's audit period
Report
2018 CDBG AGREEMENT (CSRA EOA) Page 31
Milk
ATTACHMENTS:
Regulations,Circulars& Local Procurement Policy
1. Community Development Block Grant Entitlement Program 24 CFR 570
2. OMB Circular A-122
"Cost Principles for Non-Profit Organizations"
3. OMB Circular A-110(Part 84)—Uniform Administrative Requirements
"Grants and Agreements with Institutions of Higher Education, Hospitals,&Other Non-
Profit Organizations"
4. OMB Circular A-133, "Audits of Institutions of Higher Education and Other Non-Profit
Institutions"
5. The Augusta, Georgia Procurement Code is available on the Augusta, Georgia website,
www.augustaga.gov.All Sub-recipients shall be responsible for reviewing and/or obtaining a
copy of such Code. Sub-recipients should contact the Augusta, Georgia Housing and
Community Development Department with any questions and/or concerns regarding the
Procurement Code.
6. Executive Orders
Forms
1. Reimbursement Request,Checklist& Itemization
2. Participant Income Eligibility"Exhibit D"
3. Monthly Progress Report"Exhibit E"
4. Annual Performance Report "Exhibit F"
5. Income Eligibility Calculation Worksheet
(https://www.hudexchange.info/incomecalculator/)
6. FY 2018 Income Limits
7. Time Sheet(Use if applicable)
8. Bid Tabulation (Use if applicable)
9. Quote Tabulation (Use if applicable)
10. Travel Log(Use if applicable)
11. Inventory Form (Use if applicable)
2018 CDBG AGREEMENT (CSRA EOA) Page 32
AGREEMENT
Between
AUGUSTA,GEORGIA
Through
HOUSING AND COMMUNITY DEVELOPMENT DEPARTMENT
AND
CSRA ECONOMIC OPPORTUNITY AUTHORITY,INC.
For
2018 COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
This Agreement is made and entered into this 1st day of January,2018, by and between Augusta,Georgia,
by and through the Augusta, Georgia Commission, as the Implementer of the Community Development
Block Grant Program (hereinafter referred to as "Grantee"), and CSRA Economic Opportunity Authority,
Inc., (hereinafter referred to as the "Sub-recipient").
WHEREAS,the Grantee has applied for and received funds from the United States Government under Title
I of the Housing and Community Development Act of 1974, as amended (HCD Act), Public Law 93-383;
and
WHEREAS, the Grantee wishes to engage the Sub-recipient to assist the Grantee in utilization of such
funds;
WHEREAS,the Sub-recipient acknowledges and agrees to comply with all relevant Federal and applicable
Local guidelines related to the administration of this Agreement;
NOW,THEREFORE, it is agreed between the parties hereto as follows:
ARTICLE I. DEFINITIONS AND IDENTIFICATIONS
Unless otherwise specified,the following terms used herein shall be defined as listed below in this Article
Act
Means Title I of the Housing and Community Development Act of 1974, as amended (42 U.S.C. 5301 et
seq.).
Annual Plan
The one-year portion of a Participating Jurisdiction's (PJ) Consolidated Plan (see definition of
"Consolidated Plan"). It includes the PJ's annual application for CDBG, HOME, HOPWA and ESG funding.
Business Concern
Means businesses that can provide evidence that they meet one of the following:
a) 51 percent or more owned by Section 3 residents; or
b) At least 30 percent of its full time employees include persons that are currently Section 3 residents,or
within three years of the date of first employment with the business concern were Section 3 residents.
c) Provides evidence, as required, of a commitment to subcontract in excess of 25 percent of the dollar
award of all subcontracts to be awarded to business concerns that meet the qualifications in the above
two paragraphs.
2018 CDBG AGREEMENT (CSRA EOA-Sibley) Page 1
Consolidated Plan
A document written by a State or local government describing the housing needs of the low- and
moderate-income residents, outlining strategies to meet the needs and listing all resources available to
implement the strategies. This document is required to receive HUD Community Planning and
Development funds.
Community Development Block Grant(CDBG) Program or Program
The term"Community Development Block Grant(CDBG)Program",or"Program"shall mean that program
administered by the Augusta, Georgia Housing and Community Development Department funded by a
Community Development Block Grant. Such grant shall be that which has been applied for by Augusta,
Georgia, and awarded by the U.S. Department of Housing and Urban Development (HUD) as authorized
pursuant to Title I of the Housing and Community Development Act of 1974, Public Law 93-383, as
amended.
C.F.R.
HUD's section of the Code of Federal Regulations(CFR) is Title 24 and is often referenced as 24 CFR.
Chapter IX of 24 CFR,entitled Office of Assistant Secretary for Public and Indian Housing, Department of
Housing and Urban Development,applies to programs administered by the Office of Public and Indian
Housing.
Covered Person
For purposes of 24 CFR 5,subpart I, and parts 966 and 982, means a tenant,any member of the tenant's
household,a guest or another person under the tenant's control.
Department
The term "Department" shall mean the Augusta, Georgia Housing and Community Development
Department.
Grant
A federal grant is an award of financial assistance from a federal agency to a recipient to carry out a
public purpose of support or stimulation authorized by a law of the United States. Federal grants are not
federal assistance or loans to individuals.
Grantee
The term"Grantee"shall mean Augusta,Georgia. Augusta,Georgia is a consolidated form of government,
a political subdivision of the State of Georgia. Augusta, Georgia may be reference as"Augusta".
Household
Household means all the persons who occupy a housing unit. The occupants may be a single family, one
person living alone, two or more families living together, or any other related or unrelated person who
share living arrangements.
HUD
The term "HUD" shall mean the U. S. Department of Housing and Urban Development.
2018 CDBG AGREEMENT (CSRA EOA-Sibley) Page 2
Low and Moderate Income Household
The term "Low and Moderate Income Household"shall mean a household having a total income equal to
or less than the Section 8 low income limit established by HUD.
Low and Moderate Income Person
The term "Low and Moderate Income Person" shall mean a member of a family having a total income
equal to or less than the U.S. Department of Housing and Urban Development (HUD) established Section
8 low income limit. This limit has been set as 80% of Area Median Income. Individuals not related by
birth or by marriage will be considered as one-person families for this purpose.
Participating Jurisdiction
The term given to any State or local government that HUD has designated to administer a CDBG Program.
HUD designation as a Pi occurs if a State or local government meets the funding thresholds, notifies HUD
that it intends to participate in the program, and obtains approval by HUD of a Consolidated Plan.
Personal Property
Property of any kind except real property. It may be tangible, having physical existence,or intangible,
having no physical existence,such as copyrights, patents, or securities.
Project
The term "Project" shall mean the objective established for the expenditure of CDBG funds as set forth in
Article III hereto entitled "Scope of Services and Timetable."
Small Business
Means a business that meets the criteria set forth in Section 3 (a) of the Small Business Act, as amended
(15 U.S.C. 632),and "Minority and Women's Business Enterprise" shall mean a business at least fifty-one
percent (51%) percent owned and controlled by minority group members or women. For the purposes
of this definition section,the following terms shall be defined as follows: "minority group members"shall
mean are African-Americans,Spanish-speaking,Spanish surnamed or Spanish-heritage Americans,Asian-
Americans and American Indians. The Sub-recipient may rely on written representations by businesses
regarding their status as Minority and Women Business Enterprises.
Sub-recipient
A public agency or nonprofit organization selected by a participating jurisdiction to administer all or a
portion of the participating jurisdiction's CDBG Program.A public agency or nonprofit organization that
receives CDBG funds solely as a developer or owner of housing is not a Sub-recipient.
U.S.C.
United States Code, "the codification by subject matter of the general and permanent laws of the United
States,"
ARTICLE II: PREAMBLE
In order to establish the background, context and frame of reference for this Agreement and to manifest
the objectives and the intentions of the respective parties herein, the following statements,
representations and explanations are set forth. Such statements, representations and explanations shall
be accepted as conditions precedent for the undertakings and commitments included within the following
2018 CDBG AGREEMENT (CSRA EOA-Sibley) Page 3
provisions. These statements, representations, and explanations may be relied upon by the parties as
essential elements of the mutual considerations upon which this Agreement is based.
A. Title I of the Housing and Community Development Act of 1974, P. L. 93-383 (hereinafter the
"Act")consolidated several existing programs for Community Development into a single program
of Community Development Block Grants (hereinafter"CDBG") for the purpose of allowing local
discretion in the determination of needs and prioritization of community development. The
Mayor, Augusta, Georgia Commission and the citizens of Augusta, Georgia through citizen
participation workshops have determined the needs and prioritization of community
development in Augusta,Georgia.
B. Pursuant to HUD regulations, 24 CFR 570.200 (a), certain projects were included in Augusta's
CDBG submission to HUD, referred to as the Annual Plan. Augusta determined that each of the
individual projects included in the Annual Plan address one or more of the following three national
objectives:
1. Activities benefiting low and moderate income persons;
2. Activities which aid in the prevention or elimination of slum and/or blight;
3. Activities designed to meet community development needs having a particular urgency.
Augusta has determined that the Project is a CDBG eligible activity because it addresses one or more of
these objectives.
C. Under the rules and regulations of HUD, Augusta is administrator for the Program. Augusta is
mandated to comply with various statutes, rules and regulations of the United States, pertaining
to the allocation and expenditure of funds, as well as the protection of the interest of certain
classes of individuals residing in Augusta.
D. The Grantee is desirous of disbursing the funds to the Sub-recipient for use in the Project. Further,
as a condition precedent to the release of CDBG funds to the Sub-recipient, the Grantee, as
Administrator for the Program must obtain the assurance from the Sub-recipient of full
compliance with all applicable statutes, rules and regulations of the United States, the State of
Georgia,and/or Augusta relating to the Project and the Program.
ARTICLE III: PROJECT
The Grantee agrees to reimburse the Sub-recipient in an amount not to exceed Twenty- Two Thousand,
Five Hundred and Sixty dollars and zero cents($22,560.00) (hereinafter the "Grant") to implement the
following project(s):
Permanent Housing for Persons with Disabilities Program
Sub-recipient will provide 7 individuals with disabilities with permanent housing and services.
Said project is more fully set forth in Exhibit"A" attached hereto and made a part hereof.
2018 CDBG AGREEMENT (CSRA EOA-Sibley) Page 4
ARTICLE IV: NOTICES
Sub-recipient and the Grantee agree that all notices required by this Agreement shall be in writing and
delivered through one of the following: U.S. Mail (postage prepaid), commercial courier, personal
delivery, facsimile, or other electronic means. Any notice delivered as aforesaid shall be effective on the
date of delivery. All notices and other written communications under this Agreement shall be addressed
to the individuals in the capacities indicated below, unless otherwise modified by subsequent written
notice.
Communication and details concerning this Agreement shall be directed to the following Agreement
representatives:
Grantee: Augusta, Georgia
Attention: Hardie Davis,Jr., Mayor
535 Telfair Street,Suite 200
Augusta, Georgia 30901
With copy to: Housing and Community Development Department
Attention: Hawthorne Welcher,Jr., Director
925 Laney-Walker Boulevard, 3rd Floor
Augusta, Georgia 30901
If to Sub-recipient: CSRA Economic Opportunity Authority, Inc.
Attention: Mary Harrison, CSBG Director
1261 Greene Street
Augusta, GA 30901
Contact person: Mary Harrison
Email: mharrison@csraeoa.org
ARTICLE V: GENERAL CONDITIONS
A. General Compliance
The Sub-recipient agrees to comply with the requirements of Title 24 of the Code of Federal
Regulations, Part 570 [the U. S. Housing and Urban Development regulations concerning
Community Development Block Grants (CDBG)] including subpart K of these regulations, except
that (1) the Sub-recipient does not assume the Grantee's environmental responsibilities and (2)
the Sub-recipient does not assume the Grantee's responsibility for initiating the review process.
The Sub-recipient also agrees to comply with all other applicable Federal, state and local laws,
regulations, and policies governing the funds provided under this Agreement. The Sub-recipient
further agrees to utilize funds available under this Agreement to supplement rather than supplant
funds otherwise available.
B. Independent Contractor
Nothing in this Agreement is intended to, or shall be construed in any manner, as creating or
establishing the relationship of employer/employee between the parties. The Sub-recipient shall
at all times remain an "Independent Contractor" with respect to the services to be performed
2018 CDBG AGREEMENT (CSRA EOA-Sibley) Page 5
under this Agreement. The Grantee shall be exempt from payment of all Unemployment
Compensation; FICA; Retirement; Life and/or Medical insurance; and Workers' Compensation
Insurance, because the Sub-recipient is an Independent Contractor.
C. Construction Sites
All contracts for contractors performing demolition and/or construction projects for Augusta,
Georgia shall contain a provision requiring that all debris, trash and rubble form the project be
transported to and disposed of at the Augusta, Georgia Solid Waste Landfill in accordance with
local and state regulations. The contractor shall provide evidence of proper disposal through
manifests; which shall include the types of material disposed of, the name and location of the
disposal facility, date of disposal and all related fees.
D. Hold Harmless
The Sub-recipient shall hold harmless, defend and indemnify the Grantee, and its employees and
agents from any and all liabilities, demands, damages, losses, claims, actions, suits, charges,
judgments and expenses, including attorney's fees, that arise out of the Sub-recipient's
performance or nonperformance of the services or subject matter as required in this Agreement.
E. Workers' Compensation
The Sub-recipient shall provide Workers' Compensation Insurance coverage for all of its
employees involved in the performance of this Agreement, if applicable.
F. Insurance and Bonding
The Sub-recipient shall carry sufficient insurance coverage to protect Contract assets from loss
due to theft, fraud and/or undue physical damage, and as a minimum shall purchase a blanket
fidelity bond covering all employees in an amount equal to cash reimbursements/advances from
the Grantee.
The Sub-recipient shall, at all times that this Agreement is in effect, cause to be maintained in
force and effect an insurance policy(s)that will ensure and indemnify the Grantee against liability
or financial loss resulting from injuries occurring to persons or property or occurring as a result of
any negligent error, act, or omission of the Sub-recipient in performance of the work during the
term of this Agreement.
The Sub-recipient shall provide, at all times that this agreement is in effect, Worker's
Compensation Insurance in accordance with the laws of the State of Georgia.
The Sub-recipient shall provide,at all times that this Agreement is in effect, Insurance with limits
of not less than:
A. Workmen's Compensation Insurance—in accordance with the laws of the State
of Georgia.
B. Public Liability Insurance
C. Property Damage Insurance
D. Valuable Papers Insurance—in an amount sufficient to assure the restoration of
2018 CDBG AGREEMENT (CSRA EOA-Sibley) Page 6
any plans, drawings,field notes, or other similar data relating to the work
covered by the Project.
E. Professional Liability Insurance—
Grantee will be named as an additional insured with respect to Sub-recipient's liabilities
hereunder in insurance coverage's identified in items (b) and (c).
The policies shall be written by a responsible company(s), to be approved by the Grantee, and
shall be non-cancellable except on thirty-(30) days' written notice to the Grantee. Such policies
shall name the Grantee as co-insured,except for worker's compensation and professional liability
policies, and a copy of such policy or a certificate of insurance shall be filed with the Director at
the time of the execution of this Agreement.
G. Grantee's Recognition
The Sub-recipient shall insure recognition of the role of the Grantee in providing services through
this Agreement. All activities, facilities and items utilized pursuant to this Agreement shall be
prominently labeled as to funding source. In addition, the Sub-recipient will include a reference
to the support provided herein in all publications made possible with funds made available under
this Agreement, and shall:
a. acknowledgement of Augusta, Georgia as grantee
b.to label all assets purchased with CDBG funds as property of Augusta, Georgia,and
c. insertion of HUD and Augusta,Georgia logo on all publications relating to program funded with
CDBG funds.
H. Amendments
1. The Grantee or Sub-recipient may amend this Agreement at any time provided that such
amendments make specific reference to this Agreement; are executed in writing,signed by a
duly authorized representative of each organization; and approved by the Grantee's
governing body. Such amendments shall not cancel or invalidate this Agreement, nor relieve
or release the Grantee or Sub-recipient from its obligations under this Agreement.
2. Further it is understood that the Grantee is responsible to HUD for the administration of
funds,Grantee may consider and act upon reprogramming recommendations as proposed by
its Sub-recipient. In the event that the Grantee approves any modification, amendment, or
alteration to the funding allocation, the Sub-recipient shall be notified pursuant to Article V
and such notification shall constitute an official amendment to this Agreement.
3. The Sub-recipient shall submit to the Grantee within thirty(30)days of the completion of each
Project a complete financial accounting of all its project activities.
4. The Department's Director shall be authorized to approve line item changes to the Sub-
recipient's budget provided that such changes do not increase in the grant amount set forth
in the Project's overall Budget.
5. The Grantee may, in its discretion, amend this Agreement to conform with Federal, state or
local governmental guidelines, policies and available funding amounts, or for other reasons,
2018 CDBG AGREEMENT (CSRA EOA-Sibley) Page 7
as it deems necessary. If such amendments result in a change (i) in the funding, (ii)the scope
of services,or(iii) schedule of the activities to be undertaken as part of this Agreement, such
modifications will be incorporated only by written amendment signed by both the Grantee
and Sub-recipient.
6. The Sub-recipient shall be allowed only one amendment to this Agreement, unless otherwise
deemed necessary at the discretion of the HCD Director. No amendment will be granted to
extend the agreement beyond the established end date of the grant period.
I. Suspension or Termination
1. In accordance with 24 CFR 85.43, the Grantee may suspend or terminate this Agreement if
the Sub-recipient materially fails to comply with any terms of this Agreement, including, but
not limited to the following:
a) Failure to comply with any of the rules, regulations or provisions referred to herein, or
such statues, regulations, executive orders, and HUD guidelines, policies or directives as
may become applicable at any time;
b) Failure, for any reason, of the Sub-recipient to fulfill in a timely and proper manner its
obligations under this Agreement;
c) Ineffective or improper use of funds provided under this Agreement; or
1 d) Submission by the Sub-recipient, to the Grantee, of reports that are materially incorrect
or incomplete.
e) In accordance with 24 CFR 85.44,this Agreement may also be terminated for convenience
by either the Grantee or the Sub-recipient,in whole or in part,by setting forth the reasons
for such termination, the effective date, and, in the case of partial termination, the
portion to be terminated. However, if in the case of a partial termination, the Grantee
determines that the remaining portion of the award will not accomplish the purpose for
which the award was made,the Grantee may terminate the award in its entirety.
J. Liquidated Damages
For Public Facilities Projects only,the SUB-RECIPIENT agrees to pay as liquidated damages
to the Grantee the sum of$_for each consecutive calendar day after expiration of the Contract
Time of Completion Time, except for authorized extensions of time by the Grantee. This Section
is independent of the above section dealing with Suspension and Termination. The parties agree
that these provisions for liquidated damages are not intended to operate as penalties for breach
of Contract.
The liquidated damages set forth above are not intended to compensate the Grantee for
any damages other than inconvenience and loss of use or delay in services. The existence or
recovery of such liquidated damages shall not preclude the Grantee from recovering other
damages in addition to the payments made hereunder which the Grantee can document as being
attributable to the documented SUB-RECIPIENT failures. In addition to other costs that may be
2018 CDBG AGREEMENT (CSRA EOA-Sibley) Page 8
recouped,the Grantee may include costs of personnel and assets used to coordinate,inspect,and
re-inspect items within this Contract as well as attorney fees if applicable.
Disclaimer: For the purposes of the Community Block Grant Program, any Public Service
functions/organizations are not bound by any language pertaining to construction related issues/topics.
ARTICLE VI: ADMINISTRATIVE REQUIREMENTS
A. Financial Management
1. Accounting Standards
The Sub-recipient agrees to comply with 24 CFR 84.21-28; Sub-recipient shall (i) adhere
to the accounting principles and procedures required therein,(ii)utilize adequate internal
controls, and (iii) maintain necessary source documentation for all costs incurred.
2. Cost Principles
The Sub-recipient shall administer its program in conformance with OMB Circulars A-122,
"Cost Principles for Non-Profit Organizations," or A-21, "Cost Principles for Educational
Institutions," as applicable. These principles shall be applied for all costs incurred
whether charged on a direct or indirect basis.
a) Sub-recipient gives the Grantee, HUD, and the Comptroller General, through any
authorized representatives, access to and the right to examine all records, books,
papers, or documents relating to the Project.
b) Sub-recipient agrees to maintain books, records, and documents in accordance with
general accepted accounting procedures and practices that sufficiently and properly
reflect all expenditures of Grant funds provided by the Grantee under this Agreement
c) All Grant funds disbursed through a Community Development Block Grant shall be
used only for eligible activities specifically outlined in this Agreement. The Sub-
recipient shall comply with any conditions and timetables set forth in this Agreement.
In the event (i) the Sub-recipient does not comply with the conditions and/or
timetables; (ii) the Sub-recipient ceases to exist; or (iii) Sub-recipient ceases to
provide the services for which the Grant was made, the Sub-recipient shall be in
default. If the Sub-recipient is deemed to be in default,the Sub-recipient will not be
authorized to carry out another CDBG eligible project. In the event of default, the
Grantee may exercise any rights or remedies provided in this Agreement.
B. Documentation and Recordkeeping
2018 CDBG AGREEMENT (CSRA EOA-Sibley) Page 9
1. Records to be Maintained
The Sub-recipient shall maintain all records required by the Federal regulations specified
in 24 CFR 570.506, which are pertinent to the activities to be funded under this
Agreement. Such records shall include, but not be limited to:
a) Records providing a full description of each activity undertaken;
b) Records demonstrating that each activity undertaken meets one of the National
Objectives of the CDBG program;
c) Records required to determine the eligibility of activities;
d) Records required to document the acquisition, improvement, use or disposition of
real property acquired or improved with CDBG assistance;
e) Records documenting compliance with the Fair Housing and Equal Opportunity
components of the CDBG program;
f) Financial records as required by 24 CFR 570.502 and 24 CFR 84.21-28; and other
records necessary to document compliance with Subpart K of 24 CFR Part 570.
2. Retention
The Sub-recipient shall retain all financial records, supporting documents, statistical
records, and all other records pertinent to the Agreement for a period of five (5) years.
The retention period begins on the submission date of the Grantee's annual performance
and evaluation report to HUD, in which the activities assisted under the Agreement are
reported on for the final time. Notwithstanding the above, in instances where involving
any type of litigation,claims, audits, negotiations or other actions that involve any of the
records cited, which have started before the expiration of the five-year period, shall be
retained until the completion of the actions and resolution of all issues,or the expiration
of the five-year period,whichever occurs later.
3. Client Data
The Sub-recipient shall maintain client data demonstrating client eligibility for services
provided. Such data shall include, but not be limited to, client name, address, income
level or other basis for determining eligibility, and description of service provided. Such
information shall be made available to Grantee's monitors or their designees for review
upon request.
Additionally, Sub-recipients providing services to homeless persons, or persons at risk
of homelessness, participation in the local HMIS in accordance with the policies
established by the local Continuum of Care is mandated as a condition of compliance
with this agreement.
4. Disclosure
The Sub-recipient understands that client information collected under this Agreement is
private and confidential. The use or disclosure of such information, when not directly
connected with the administration of the Grantee's or Sub-recipient's responsibilities
2018 CDBG AGREEMENT (CSRA EOA-Sibley) Page 10
with respect to services provided under this Agreement, is prohibited unless written
consent is obtained from such persons receiving service. In the case of information about
a minor, a responsible parent/legal guardian must provide written consent.
Additionally, Sub-recipients providing services to homeless persons, or persons at risk
of homelessness,as part of their participation in the local HMIS,agree to adhere to the
policies of the local Continuum of Care concerning Data Privacy, System Security and
Client Confidentiality.
5. Close-outs
The Sub-recipient's obligation to the Grantee shall continue until all closeout
requirements are completed. Activities during the closeout period shall include, but are
not limited to: making final payments and disposing of program assets. Notwithstanding
the foregoing, the terms of this Agreement shall remain in effect during any period that
the Sub-recipient has control over CDBG funds, including program income.
Any Grant funds remaining at the end of the Agreement period shall be returned to the
Grantee, and the Grantee may at its discretion reprogram the funds to another CDBG
eligible project.
6. Audits and Inspections
All Sub-recipient records with respect to any matters covered by this Agreement shall be
made available to the Grantee, HUD,and the Comptroller General of the United States or
any of their authorized representatives, at any time during normal business hours, as
often as deemed necessary, to audit, examine, and make excerpts or transcripts of all
relevant data. Any deficiencies noted in audit reports must be fully explained and
corrected by the Sub-recipient within 30 days after receipt by the Sub-recipient. Failure
of the Sub-recipient to comply with the above audit requirements will constitute a
violation of this Agreement and may result in the withholding of future payments. The
Sub-recipient hereby agrees to have an annual agency audit conducted in accordance
with current Grantee policy concerning Sub-recipient audits and OMB Circular A-133, if
applicable. If Sub-recipient does not expend $500,000 in Federal funds within the fiscal
year,then a financial statement ashall be submitted to Grantee.
C. Reporting and Payment Procedures
1. Program Income
The Sub-recipient shall provide "monthly" reports on all program income [as defined at
24 CFR 570.500 (a)] generated by activities carried out with CDBG funds made available
under this Agreement. The use of program income by the Sub-recipient shall comply with
the requirements set forth at 24 CFR 570.504. By way of further limitations, the Sub-
recipient may use such income during the Agreement period for activities permitted
under this Agreement, and shall reduce requests for additional funds by the amount of
any such program income balances on hand. All unexpended program income shall be
returned to the Grantee at the end of the Agreement period. Any interest earned on cash
2018 CDBG AGREEMENT (CSRA EOA-Sibley) Page 11
advances from the U. S.Treasury and from funds held in a revolving fund account is not
program income and shall be remitted promptly to the Grantee.
Program income anticipated to be generated from the use of CDBG funds for this project
is approximately Zero Dollars($0).
2. Indirect Costs
If indirect costs are charged, the Sub-recipient will develop an Indirect Cost Allocation
Plan for determining the Sub-recipient's appropriate share of administrative costs. Sub-
recipient shall submit such plan to the Grantee for approval, by using a form to be
specified by the Grantee.
3. Invoicing and Payment Procedures
a) In order to obtain reimbursement from the Grantee in connection with the Project,
Sub-recipient shall provide the following information:
(1) Sub-recipient shall submit Monthly Progress Reports for the Project by using the
form attached hereto as Exhibit "E", detailing accomplishments for the report
period and the number of participants, which will be listed separately according
to race, sex and female head of household. Additionally, for each Program
participant, the Sub-recipient shall utilize the Income Calculator to assess the
participants' income eligibility, which can be found at
www.hudexchange.info/incomecalculator/ which shall be submitted with Sub-
recipient's Monthly Progress Report. The Monthly Progress Report and Income
Calculation worksheet must be included with all requests for payment until all
funds have been expended. In the event that all funds are expended prior to the
expiration of the agreement period, reports must continue to be submitted
throughout the twelve-month period of the grant cycle.
(2) The Sub-recipient shall submit time signed sheets as backup documentation for
salary reimbursement. In addition, the Sub-recipient shall submit mileage, if
applicable.
(3) Request for reimbursements by Sub-recipient shall have the following attached:
invoices, cancelled checks, receipts or other documentation evidencing funds
expended by Sub-recipient.
(4) The Grantee agrees to reimburse costs allowable under Federal, State and Local
laws and guidelines.
b) Upon receiving the invoices, reports and other material, the Department shall audit
such documentation to determine whether the items invoiced are eligible for
reimbursement under applicable Federal,State and Local laws and regulations.
c) The Department shall authorize the Grantee's Financial Officer to reimburse the Sub-
recipient for all costs it determines are eligible for reimbursement, pursuant to the
2018 CDBG AGREEMENT (CSRA EOA-Sibley) Page 12
audit. Payments will be made on a monthly basis with a 30-day turnaround period by
Grantee. Requests for payments must be received by Grantee not later than the 15th
day of each calendar month for work performed during the preceding calendar
month. The Sub-recipient shall not claim reimbursement from the Grantee for
portions of its obligations which have been paid by another source of revenue.
d) The Grantee will pay the Sub-recipient funds available under this Agreement based
upon information submitted by the Sub-recipient, which is consistent with any
approved budget and the Grantee policy concerning payments. The Grantee reserves
the right to liquidate funds available under this Agreement for costs incurred by the
Grantee on behalf of the Sub-recipient.
e) The terms of this agreement supersede any and all provisions of the Georgia Prompt
Pay Act.
4. Progress Reports
The Sub-recipient shall submit Monthly Progress Reports to the Grantee by using the form
attached (Exhibit E) as required by the Grantee. Progress reports shall be submitted by
the 15th day of the month following prior month activities.
5. Annual Reports
The Sub-recipient shall submit an Annual Performance Report to the Grantee by using
the form Exhibit F; complete content as required by the Grantee. The Annual
Performance Report shall be submitted to Grantee by January 15 of the year following
the grant period.
D. Procurement
1. Compliance
The Sub-recipient shall comply with current Grantee's policy concerning the purchase of
equipment.Sub-recipient shall maintain inventory records of all non-expendable personal
property, as defined by such policy that may be procured with funds provided herein.
Personal property means property of any kind except Real Property. All program assets
(unexpended program income and/or property) shall revert to the Grantee upon
termination of this Agreement.
a) All procurement transactions, regardless of dollar amount, whether negotiated or
advertised, shall be conducted in a manner consistent with the Cost Principles for
Non-Profit Organizations, OMB Circular A-110 "Procurement Standards", which
provides maximum open free competition.
2018 CDBG AGREEMENT (CSRA EOA-Sibley) Page 13
b) To the extent that the pricing provided by the Sub-recipient/Contractor is erroneous
and defective, the parties may, by agreement, correct pricing errors to reflect the
intent of the parties.
c) Sub-recipient shall make positive efforts to utilize small business and minority owned
business sources, as well as women-owned businesses, for supplies and services, as
required by Federal guidelines.
Augusta enforces DBE requirements and/or DBE goals set by Federal and/or State
Agencies in accordance with State and Federal laws. The U.S. District Court for the
Southern District of Georgia has entered an Order enjoining the Race-Based portion of
Augusta, Georgia's DBE Program. (A copy of this Order may be obtained at:
http://www.augustaga.gov/index.aspx?NID=1448). Thus, Augusta, Georgia does not
have or operate a Disadvantaged Business Enterprise (DBE), Minority Business Enterprise
(MBE) or Women owned Business Enterprise (WBE) program for projects (or portions of
projects) having Augusta, Georgia as the source of funding.
2. OMB Standards
Unless specified otherwise within this agreement, the Sub-recipient shall procure all
materials, property,or services in accordance with the requirements of 24 CFR 84.40-48.
3. Travel
The Sub-recipient shall obtain written approval from the Grantee for any travel outside
the metropolitan area with funds provided under this Agreement.
E. Use and Reversion of Assets
The use and disposition of real property and equipment under this Agreement shall be in
compliance with the requirements of 24 CFR Part 84 and 24 CFR 570.502, 570.503, and
570.504,as applicable,which include but are not limited to the following:
1. The Sub-recipient shall transfer to the Grantee any CDBG funds on hand,and any accounts
receivable attributable to the use of the funds under this Agreement at the time of
expiration,cancellation,or termination.
2. Real property under the Sub-recipient's control which was acquired or improved,in whole
or in part,with the funds under this Agreement in excess of$25,000 shall be used to meet
one of the CDBG National Objectives pursuant to 24 CFR 570.208 until five (5)years after
expiration of this Agreement, or such longer period of time as the Grantee deems
appropriate.
2018 CDBG AGREEMENT (CSRA EOA-Sibley) Page 14
3. If the Sub-recipient fails to use CDBG-assisted real property in a manner that meets a
CDBG National Objective for the prescribed period of time,the Sub-recipient shall pay the
Grantee an amount equal to the current fair market value of the property,less any portion
of the value attributable to expenditures of non-CDBG funds for acquisition of or
improvement to the property. Such payment shall constitute program income to the
Grantee. The Sub-recipient may retain real property acquired or improved under this
Agreement after the expiration of the five-year period or such longer period of time as
the Grantee deems appropriate.
4. In all cases in which equipment acquired, in whole or in part, with funds under this
Agreement are sold,the proceeds shall be program income(prorated to reflect the extent
to that funds received under this Agreement were used to acquire the equipment).
Equipment not needed by the Sub-recipient for activities under this Agreement shall be:
a) Transferred to the Grantee for the CDBG program, or
b) Retained after compensating the Grantee for an amount equal to the current fair
market of the equipment.
ARTICLE VII: RELOCATION REAL PROPERTY ACQUISITION AND ONE-FOR-ONE HOUSING
REPLACEMENT
The Sub-recipient agrees to comply with each of the following (i) the Uniform Relocation Assistance and
Real Property Acquisition Policies Act of 1970,as amended(URA),and implementing regulations at 49 CFR
Part 24 and 24 CFR 570.606(b); (ii)the requirements of 24 CFR 570.606(c)governing the Residential Anti-
Displacement and Relocation Assistance Plan under section 104(d) of the HCD Act; and (iii) the
requirements in 24 CFR 570.606 (d) governing optional relocation policies. (The Grantee shall have the
authority to preempt the optional policies.) The Sub-recipient shall provide relocation assistance to
displaced persons as defined by 24 CFR 570.606 (b)(2) that are displaced as a direct result of acquisition,
rehabilitation, demolition or conversion for a CDBG-assisted project. The Sub-recipient also agrees to
comply with applicable Grantee ordinances, resolutions, and policies concerning the displacement of
persons from their residences.
ARTICLE VIII: PERSONNEL&PARTICIPANT CONDITIONS
A. Civil Rights
1. Compliance
a) The Sub-recipient agrees to comply with the following: Title VI of the Civil Rights Act of
1964 as amended;Title VII of the Civil Rights Act of 1968 as amended;Section 104(b)and
Section 109 of Title I of the Housing and Community Development Act of 1974 as
amended; Section 504 of the Rehabilitation Act of 1973; the Americans with Disabilities
Act of 1990; the Age Discrimination Act of 1975; Executive Order 11063; and Executive
Order 11246, as amended by Executive Orders 11375, 11478, 12107, and 12086.
b) In compliance with Executive Order 11246 and Section 3 of the 1968 Housing and Urban
Development Act regarding Equal Employment Opportunity,the Sub-recipient agrees and
2018 CDBG AGREEMENT (CSRA EOA-Sibley) Page 15
understands that no person shall be discriminated against on the grounds of race, color,
national origin, age, familial status, handicap, or sex. Further, the Sub-recipient
understands and agrees that it will immediately take any measures necessary to
effectuate this policy. For the benefit of interested parties, all subcontractors will be
notified of the policy provisions. Notice of the policy will be placed in plain sight at the
Project location.
2. Nondiscrimination
The Sub-recipient agrees to comply with the Non-discrimination in Employment and
Contracting Opportunities laws, regulations, and executive orders referenced in 24 CFR
570.607, as revised by Executive Order 13279. The applicable Non-discrimination provisions
in Section 109 of the Housing and Community Development Act also apply.
3. Land Covenants
This Agreement is subject to the requirements of Title VI of the Civil Rights Act of 1964 (P. L.
88-352), 24 CFR 570.601 and 24 CFR 570.602. In regard to the sale, lease,or other transfer of
land acquired,cleared,or improved with assistance provided under this Agreement,the Sub-
recipient shall cause or require a covenant running with the land to be inserted in the deed
or lease for such transfer,which prohibits discrimination as herein defined, in the sale, lease,
rental, use, or occupancy of such land, or in any improvements erected or to be erected
thereon. Such covenant shall provide that the Grantee and the United States are beneficiaries
of such covenant and are entitled to enforce such. The Sub-recipient, in undertaking its
obligation to carry out the program assisted hereunder,agrees to take such measures, as are
necessary to enforce such covenant, and agree it will not so discriminate.
4. Section 504
The Sub-recipient agrees to comply with all Federal regulations issued pursuant to compliance
with Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794), which prohibits
discrimination against individuals with disabilities or handicaps in any Federally Assisted
Program. The Grantee shall provide the Sub-recipient with all applicable guidelines necessary
for compliance with said section throughout the term of this Agreement.
B. U.S. President Executive Order 11246
1. Approved Plan
The Sub-recipient agrees that pursuant to the Grantee's specification, it shall be committed
to carry out the principles provided in President's Executive Order 11246 of September 24,
1965. The Grantee shall provide program guidelines to the Sub-recipient to assist in the
formulation of such program, and the Sub-recipient shall submit a plan for approval prior to
the award of funds.
2018 CDBG AGREEMENT (CSRA EOA-Sibley) Page 16
2. Women-and Minority-Owned Businesses(W/MBE) (24 CFR 570.610& Part 84 applies)
In accordance with 24 C.F.R. 570.610 and Part 84,the Sub-recipient will use its best efforts to
afford Small Businesses, Minority Business Enterprises and Women's Business Enterprises the
maximum practicable opportunity to participate in the performance of this Agreement. As
used in this Agreement, the terms "Small Business" shall mean a business that meets the
criteria set forth in section 3 (a) of the Small Business Act, as amended (15 U.S. C. 632), and
"Minority and Women's Business Enterprise" shall mean a business at least fifty-one percent
(51%) owned and controlled by minority group members or women. For purposes of this
section,the following terms shall be defined as follows:"minority group members"shall mean
African-Americans, Spanish-speaking, Spanish surnamed or Spanish-heritage Americans,
Asian-Americans and American Indians. The Sub-recipient may rely on written
representations by businesses regarding their status as Minority and Women Business
Enterprises, in lieu of an independent investigation.
Disclaimer: Augusta enforces DBE requirements and/or DBE goals set by Federal and/or State
Agencies in accordance with State and Federal laws.The U.S. District Court for the Southern
District of Georgia has entered an Order enjoining the Race-Based portion of Augusta,
Georgia's DBE Program. (A copy of this Order may be obtained at:
http://www.augustaga.gov/index.aspx?NID=1448). Thus,Augusta, Georgia does not have or
operate a Disadvantaged Business Enterprise (DBE), Minority Business Enterprise (MBE) or
Women owned Business Enterprise (WBE) program for projects (or portions of projects)
having Augusta, Georgia as the source of funding.
3. Access to Records
The Sub-recipient shall furnish and cause each of its own subcontractors to furnish all
information and reports required hereunder. Sub-recipient will permit access to its books,
records,and accounts to the Grantee,HUD and its agent,or other authorized Federal officials,
for purposes of investigation to determine and ensure compliance with the rules,regulations,
and provisions stated herein.
4. Notifications
The Sub-recipient will provide a notice to each Labor Union or representative of workers with
which it has a collective bargaining agreement, other agreement, and/or understanding,
which advises the Labor Union or worker's representative of the Sub-recipient's
commitments contained herein and requiring the posting of copies of the notice in
conspicuous places available to employees and applicants for employment. Such notice shall
be provided by the Agency Contracting Officer.
5. Equal Employment Opportunity(EEO)Statement
The Sub-recipient shall state that it is an Equal Opportunity employer in all solicitations or
advertisements for employees posted and/or advertised by or on behalf of the Sub-recipient.
2018 CDBG AGREEMENT(CSRA EOA-Sibley) Page 17
6. Subcontract Provisions
The Sub-recipient shall include, specifically or by reference, the provisions of the Civil Rights
Act, Paragraphs VIII. A and B, in every contract or purchase order making such provisions
binding upon each of its own subcontractors and/or if its other type of subcontractor.
C. Employment Restrictions
1. Prohibited Activity
The Sub-recipient is prohibited from using funds provided herein or personnel employed in
the administration of the Program for any of the following activities: political, inherently
religious, lobbying, political patronage and/or nepotism.
2. Labor Standards
The Sub-recipient agrees to comply with the requirements of the Secretary of Labor in
accordance with the following: Davis-Bacon Act,as amended;the provisions of Contract Work
Hours and Safety Standards Act(40 U.S.C. 327 et seq.); and all other applicable Federal State
and Local laws and regulations pertaining to labor standards insofar as those acts apply to the
performance of this Agreement. Further, the Sub-recipient agrees to comply with the
Copeland Anti-Kick Back Act (18 U.S.C. 8864 et seq.) and its implementing regulations of the
U.S. Department of Labor at 29 CFR Part 5. The Sub-recipient shall maintain documentation
that demonstrates compliance with the Hour and Wage requirements of said part. Such
documentation shall be made available to the Grantee, upon request,for review.
The Sub-recipient agrees that, except with respect to the rehabilitation or construction of
residential property containing less than eight (8) units, all Contractors engaged under
contracts in excess of$2,000.00 for construction,renovation or repair work financed in whole
or in part, with assistance provided under this Agreement, shall comply with Federal
requirements adopted by the Grantee pertaining to such contracts. Further,said contractors
shall comply with applicable requirements of the regulations of the Department of Labor,
under 29 CFR Parts 1, 3, 5, and 7, governing the payment of wages and ratio of apprentices
and trainees to journey workers, provided that, if wage rates higher than those required
under the regulations are imposed by State or Local law, nothing hereunder is intended to
relieve the Sub-recipient of its obligation, if any,to require payment of the higher wage. The
Sub-recipient shall cause or require to be inserted provisions meeting the requirements of
this paragraph in all such contracts subject to such regulations.
3. "Section 3" Clause
a) Compliance
Compliance with each of the following shall be a condition of the Federal financial
assistance provided under this Agreement and binding upon the Grantee, Sub-recipient
and any of the Sub-recipient's subcontractors and:the provisions of Section 3 of the HUD
Act of 1968,as amended, and as implemented by the regulations set forth in 24 CFR 135,
and all applicable rules and orders issued hereunder prior to the execution of this
Agreement. Failure to fulfill these requirements shall subject the Grantee, the Sub-
2018 CDBG AGREEMENT (CSRA EOA-Sibley) Page 18
recipient and any of the Sub-recipient's subcontractors and,their successors and assigns,
to sanctions specified by the agreement through which Federal assistance is provided.
The Sub-recipient certifies and agrees that no contractual or other disability exists that
would prevent compliance with these requirements.
The Sub-recipient further agrees to comply with the "Section 3" requirements and to
include the following language in all subcontracts executed under this Agreement.
"The work to be performed under this Agreement is a project assisted under a program
providing direct Federal financial assistance from HUD and is subject to the requirements
of Section 3 of the Housing and Urban Development Act of 1968, as amended(12 U.S.C.
1701). Section 3 requires that to the greatest extent feasible, opportunities for training
and employment be given to low and very low income residents of the project area, and
that contracts for work in connection with the project be awarded to business concerns
that provide economic opportunities for low and very low income persons residing in the
metropolitan area in which the project is located."
The Sub-recipient further agrees to ensure that opportunities for training and
employment arising in connection with a Housing Rehabilitation (including reduction and
abatement of lead-based paint hazards), Housing Construction, or other Public
Construction Project are given to low and very low income persons residing within the
metropolitan area in which the CDBG-funded project is located. Where feasible, priority
should be given to low and very low income persons within the service area of the project
or the neighborhood in which the project is located, and to low and very low income
participants in other HUD programs. Sub-recipient further agrees, where feasible to
award contracts for work undertaken in connection with a Housing Rehabilitation
(including reduction and abatement of lead-based paint hazards), Housing Construction,
or other Public Construction Project to business concerns that provide economic
opportunities for low and very low income persons residing within the metropolitan area
in which the CDBG-funded project is located. Where feasible, priority should be given to
business concerns that provide economic opportunities to low and very low income
residents within the service area or the neighborhood in which the project is located and
to low and very low income participants in other HUD programs.
The Sub-recipient certifies and agrees that no contractual or other legal incapacity exists
that would prevent compliance with these requirements.
b) Notifications
The Sub-recipient agrees to send a Notice to each labor organization or representative of
workers with which it has a collective bargaining agreement, other agreement and/or
understanding, if any, advising said labor organization or worker's representative of its
commitments under this Section 3 clause, and shall post copies of the notice in
conspicuous places available to employees and applicants for employment or training.
2018 CDBG AGREEMENT (CSRA EOA-Sibley) Page 19
c) Subcontracts
The Sub-recipient will include this Section 3 clause in every subcontract and will take
appropriate action in accordance with the subcontract, upon a finding that the
subcontractor is in violation of regulations issued by the grantor agency. The Sub-
recipient will not enter into any subcontract with any entity that it has notice or
knowledge that the subcontractor (the latter) has been found to be in violation of
regulations under 24 CFR Part 135, nor will not let any subcontract, unless and until, the
entity has first provided a preliminary statement of ability to comply with the
requirements of these regulations.
D. Conduct
1. Assignability
The Sub-recipient shall not assign or transfer any interest in this Agreement, without prior
written consent of the Grantee thereto provided. However, claims for money due or to
become due to the Sub-recipient from the Grantee under this Agreement may be assigned to
a bank, trust company, or other financial institution without such approval. Notice of any
such assignment or transfer shall be furnished promptly to the Grantee.
2. Subcontracts
a) Approvals
The Sub-recipient shall not enter into any subcontracts with any agency or individual in
the performance of this Agreement without the prior written consent of the Grantee.
b) Monitoring
The Sub-recipient shall monitor all subcontracted services on a regular basis to assure
Agreement compliance. Results of monitoring efforts shall be summarized in written
reports and supported with documented evidence of follow-up actions taken to correct
areas of noncompliance.
c) Content
The Sub-recipient shall cause all of the provisions of this Agreement in its entirety to be
included in and made a part of any subcontract executed in the performance of this
Agreement.
d) Selection Process
The Sub-recipient shall undertake to ensure that all subcontracts let in the performance
of this Agreement shall be awarded on a fair and open competition basis in accordance
with applicable procurement requirements. Executed copies of all subcontracts shall be
forwarded to the Grantee,along with documentation concerning the selection process.
2018 CDBG AGREEMENT (CSRA EGA-Sibley) Page 20
E. Hatch Act
The Sub-recipient agrees that no funds provided, nor personnel employed under this Agreement,
shall be in any way or to any extent engaged in the conduct of political activities in violation of
Chapter 15 of Title V of the U.S.C.
F. Conflict of Interest
The Sub-recipient agrees to abide by the provisions of 24 CFR 84.42 and 570.611, which include,
but are not limited to,the following:
1. The Sub-recipient shall maintain a written code or standards of conduct that shall govern the
performance of its officers,employees or agents engaged in the award and administration of
Agreements supported by Federal funds.
2. No employee,officer or agent of the Sub-recipient shall participate in the selection,award,or
administration of an Agreement supported by Federal funds if an actual or apparent conflict
of interest would be involved.
3. No covered persons who exercise or have exercised any functions or responsibilities with
respect to CDBG-assisted activities; who are in a position to participate in a decision-making
process;or who are in a position to gain inside information with regard to such activities, may
obtain a financial interest in any Agreement. Nor shall any such person have a financial
interest in any contract,subcontract,or agreement with respect to the CDBG-assisted activity.
Further, such persons shall not have a financial interest in any contracts, subcontracts, or
agreement with respect to the proceeds from the CDBG-assisted activity, either for
themselves or those with whom they have business or immediate family ties, during their
tenure or for a period of one (1)year thereafter. For purposes of this paragraph, a "covered
person" includes any person who is an employee, agent, consultant, officer, or elected or
appointed official of the Grantee,the Sub-recipient,or any designated public agency.
4. The Sub-recipient/Contractor warrants that no person or selling agency has been employed
or retained to solicit or secure this Agreement upon an agreement or understanding for a
commission,percentage,brokerage,or contingent fee,excepting bona fide employees or bon
fide established commercial or selling agencies maintained by the Sub-recipient or Contractor
for the purpose of securing business and that the Sub-recipient or Contractor has not received
any non-CITY fee related to this Agreement without the prior written consent of the CITY. For
breach or violation of this warranty, the City shall have the right to annul this Agreement
without liability or at its discretion to deduct from the Agreement Price of consideration the
full amount of such commission percentage, brokerage or contingent fee.
G. Lobbying
The Sub-recipient hereby certifies that:
1. No Federal appropriated funds have been paid or will be paid, by or on behalf of it, to any
person for influencing or attempting to influence any of the following persons: (i) an officer
2018 CDBG AGREEMENT (CSRA EOA-Sibley) Page 21
or employee of any agency,(ii)a Member of Congress,(iii)an officer or employee of Congress,
or an employee of a Member of Congress in connection with the awarding of any of the
following: (a) Federal contract, (b) the making of any Federal grant, (c) the making of any
Federal loan, the entering into of any cooperative agreement, and (d) the extension,
continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or
cooperative agreement;
2. If any funds other than Federal appropriated funds have been paid or will be paid to any
person for the purpose of influencing or attempting to influence any of the following persons:
(i) an officer or employee of any agency, (ii) a Member of Congress, (iii) an officer or (iv)
employee of Congress, or an employee of a Member of Congress in connection with this
Federal contract, grant, loan, or cooperative agreement, there shall be completed and
submitted a Standard Form-LLL,"Disclosure Form to Report Lobbying," in accordance with its
instructions; and
3. There shall be language of paragraph(4)of this certification included in the award documents
for all sub-awards at all tiers (including each of the following: subcontracts, sub-grants and
Agreements under grants, loans and cooperative agreements), and that all Sub-recipients
shall certify and disclose accordingly.
4. Lobbying Certification
v �
This certification is a material representation of fact, upon which reliance was placed when
this transaction was made or entered into. Submission of this certification is a prerequisite
for making or entering into this transaction imposed by Section 1352, Title 31, U.S.C. Any
person who fails to file this required certification shall be subject to a civil penalty of not less
than $10,000 and not more than$100,000 for each such failure.
H. Copyright
If this Agreement results in any copyrightable material or inventions,the Grantee and/or grantor
agency reserves the right to royalty-free, non-exclusive and irrevocable license to reproduce,
publish or otherwise use and to authorize others to use, the work or materials for governmental
purposes.
I. Religious Activities
The Sub-recipient agrees that funds provided under this Agreement will not be utilized for
inherently religious activities prohibited by 24 CFR 570.200 (j), to include, but not limited to,
worship, religious instruction,or proselytization.
ARTICLE IX: ENVIRONMENTAL CONDITIONS
A. Air and Water
The Sub-recipient agrees to comply with the following requirements, insofar as they apply to the
performance of this Agreement:
2018 CDBG AGREEMENT (CSRA EOA-Sibley) Page 22
- Clean Air Act,42 U.S.C., 7401,et seq.;
- Federal Water Pollution Act, as amended, 33 U.S.C., 1251 et seq., as amended, 1318 relating
to inspection, monitoring, entry, reports and information, as well as other requirements
specified in said Section 114 and Section 308, and all regulations and guidelines issued
thereunder;
- Environmental Protection Agency(EPA) regulations pursuant to 40 CFR Part 50,as amended.
B. Flood Disaster Protection
In accordance with the requirements of the Flood Disaster Protection Act of 1973(42 U.S.C.4001),
the Sub-recipient shall assure that for activities located in an area identified by the Federal
Emergency Management Agency (FEMA) as having special flood hazards, flood insurance, under
the National Flood Insurance Program, is obtained and maintained as a condition of financial
assistance for acquisition or construction purposes(including rehabilitation).
C. Lead-Based Paint
The Sub-recipient agrees that any construction or rehabilitation of residential structures with
assistance provided under this Agreement shall be subject to HUD Lead-Based Paint regulations
at 24 CFR 570.608, and 24 CFR Part 35, Subpart B. Such regulations pertain to all CDBG-assisted
housing and require that all owners, prospective owners and tenants of properties constructed
prior to 1978 be properly notified that such properties may include lead-based paint. Such
notification shall list the hazards of lead-based paint and explain the following: (1) symptoms, (2)
treatment and(3)precautions that should be taken when dealing with lead-based paint poisoning
and (4) the advisability and availability of blood lead level screening for children under the age
seven (7). The notice should also state that if lead-based paint is found on the property, that
abatement measures may be undertaken. The regulations further require that,depending on the
amount of Federal funds applied to a property, the following may be conducted: paint testing,
risk assessment,treatment and/or abatement.
D. Historic Preservation
The Sub-recipient agrees to comply with the Historic Preservation requirements as set forth in the
National Historic Preservation Act of 1966, as amended (16 U.S.C. 470), and the procedures set
forth in 36 CFR Part 800, Advisory Council on Historic Preservation Procedures for Protection of
Historic Properties, insofar as they apply to the performance of this agreement.
In general, this requires concurrence from the State Historic Preservation Officer for all
rehabilitation and demolition of historic properties that are fifty years (50) old or older, or that
are included on a Federal, state or local historic property list.
ARTICLE X: SEVERABILITY
If any provision of this Agreement is held invalid, the remainder of the Agreement shall not be
affected thereby,and all other parts of this Agreement shall nevertheless remain in full force and
effect.
2018 CDBG AGREEMENT (CSRA EOA-Sibley) Page 23
ARTICLE XI: SECTION HEADINGS AND SUBHEADINGS
The section headings and subheadings contained in this Agreement are included only for convenience and
shall not limit or otherwise effect the terms of this Agreement.
ARTICLE XII: WAIVER
The Grantee's failure to act upon a breach by the Sub-recipient does not waive the Grantee's right to act
upon any subsequent or similar breach of this Agreement by Sub-recipient. The failure of the Grantee to
exercise or enforce any right or provision shall not constitute a waiver of such right or provision as
provided for in this Agreement.
ARTICLE XIII: GOVERNING LAW AND VENUE
The law of the State of Georgia shall govern this Agreement between Grantee and Sub-recipient with
regard to its interpretation and performance, and any other claims related to this agreement, which are
not specifically governed by Federal Law.
All claims, disputes and other matters in question between Grantee and Sub-recipient arising out of or
relating to this Agreement, or the breach thereof, shall be decided in the Superior Court of Richmond
County, Georgia, if not specifically governed by Federal Law. The Sub-recipient, by executing this
Agreement, specifically consents to jurisdiction and venue in Richmond County and waives any right to
contest the jurisdiction and venue in the Superior Court of Richmond County, Georgia.
ARTICLE XIV: ENTIRE AGREEMENT
This Agreement constitutes the entire agreement between the Grantee and the Sub-recipient for the use
of funds received under this Agreement,and it supersedes all prior or contemporaneous communications
and proposals, whether electronic, oral, or written between the Grantee and the Sub-recipient with
respect to this Agreement.
ARTICLE XV: SUB-RECIPIENT ACKNOWLEDGEMENT
"Sub-recipient acknowledges that this contract and any changes to it by amendment, modification,
change order or other similar document may have required or may require the legislative authorization
of the Board of Commissioners and approval of the Mayor. Under Georgia law,Sub-recipient is deemed
to possess knowledge concerning Augusta, Georgia's ability to assume contractual obligations and the
consequences of Sub-recipient's provision of goods or services to Augusta, Georgia under an
unauthorized contract, amendment, modification, change order or other similar document, including
the possibility that the Sub-recipient may be precluded from recovering payment for such unauthorized
goods or services. Accordingly, Sub-recipient agrees that if it provides goods or services to Augusta,
Georgia under a contract that has not received proper legislative authorization or if the Sub-recipient
provides goods or services to Augusta, Georgia in excess of the contractually authorized goods or
services,as required by Augusta,Georgia's Charter and Code,Augusta, Georgia may withhold payment
for any unauthorized goods or services provided by Sub-recipient.Sub-recipient assumes all risk of non-
payment for the provision of any unauthorized goods or services to Augusta, Georgia, and it waives all
claims to payment or to other remedies for the provision of any unauthorized goods or services to
Augusta, Georgia, however characterized, including, without limitation, all remedies at law or equity."
This acknowledgement shall be a mandatory provision in all Augusta, Georgia contracts for goods and
services, except revenue producing contracts
2018 CDBG AGREEMENT (CSRA EOA-Sibley) Page 24
ARTICLE XVI: E-VERIFY
All contractors and subcontractors entering into contracts with Augusta, Georgia for the physical
performance of services shall be required to execute an Affidavit verifying its compliance with 0.C.G.A. §
13-10-91,stating affirmatively that the individual,firm, or corporation which is contracting with Augusta,
Georgia has registered with and is participating in a federal work authorization program. All contractors
and subcontractors must provide their E-Verify number and must be in compliance with the electronic
verification of work authorized programs operated by the United States Department of Homeland Security
or any equivalent federal work authorization program operated by the United States Department of
Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform
and Control Act of 1986(IBCA), P.L. 99-603, in accordance with the applicability provisions and deadlines
established in 0.C.G.A. §13-10-91 and shall continue to use the federal authorization program throughout
the contract term. All contractors shall further agree that, should it employ or contract with any
subcontractor(s) in connection with the physical performance of services pursuant to its contract with
Augusta, Georgia the contractor will secure from such subcontractor(s) each subcontractor's E-Verify
number as evidence of verification of compliance with 0.C.G.A. §13-10-91 on the subcontractor affidavit
provided in Rule 300-10-01-.08 or a substantially similar form. All contractors shall further agree to
maintain records of such compliance and provide a copy of each such verification to Augusta, Georgia at
the time the subcontractor(s)is retained to perform such physical services
[SIGNATURES ON THE FOLLOWING PAGE]
2018 CDBG AGREEMENT (CSRA EOA-Sibley) Page 25
Elk
ARTICLE XVII:COUNTERPARTS
This Agreement is executed in two (2) counterparts — each of which shall be deemed an original and
together shall constitute one and the same Agreement with one counterpart being delivered to each party
hereto.
IN WITNESS WHEREOF,the parties have set their hands and seals as of the date first written above.
ATTEST: AUGUSTA,GEORGIA
(Grantee)
By: A iitdeld,,Ge By:
Andrew Mackenzie,as its General Counsel Mayor Hardie Davis,Jr.as' ayor
Date: . I M` Date
By: t IA, _ •`` ,II _
ib.— i
J• e Allen ack •n,As It• Ad inistrator a th. n Welcher,Jr. :. its Dir- tor
Dat Date:—,,—.. - 1 i q
AfPk. re
r ;,
By. a0iii # 'dmii
Lena J. Bonn as its Clerk of Commission > g ® s
u „ a
ar
ATTEST: C A EconomidCT.l thority Inc.
tka • tis
Sub-recipient
( s „w .
By: 4 ,,,,.,,,,a- -r;-"*,-1w Date: 3/11/ '
Marion E. Barnes, sits President
I
4/ii
By: l----- Date: 3/4
I. Angel Littl: As its Corporate Secretary
,% 9
BY: / . .` / / Date: l4--//
Witness
SEAL
2018 CDBG AGREEMENT (CSRA EOA-Sibley) Page 26
EXHIBIT"A"
SCOPE OF SERVICES AND TIMETABLE
The Sub-recipient will be responsible for administering the Permanent Housing for Persons with
Disabilities Program in a manner satisfactorily to the Grantee,according to and consistent with any
standards required as a condition of providing these funds. Such program will include the following
activities eligible under the Community Development Block Grant Program:
K. SCOPE OF SERVICES
A. Activities
The Sub-recipient (CSRA - EOA) will manage Sibley Street Permanent Housing program and will
provide housing to seven (7)special needs individuals and/or families who are homeless and have
a documented disability. Sibley Street Permanent Housing program will also be layered with
supportive services that will assist the clients in addressing medical needs, learning life skills,and
building/increasing self-sufficiency in order to give them the best opportunity to remain housed.
Program Delivery
The Sibley Street Permanent Housing Program is located on Sibley Street,Augusta GA 30901.
Case Manager will be available Monday through Friday 8:30AM to 5PM, and for emergencies as
needed.
General Administration
The Board of Directors manages the Sub-recipient; the Executive Director manages the agency,
finances, and programs;Volunteers support the agency and clients.
B. National Objectives
The Sub-recipient certifies that the activity/activities carried out under this Agreement will meet
the National Objective to benefit low and moderate income persons
LOW MOD LIMITED CLIENTELE
Sub-recipient will meet the requirements provided for in the regulations by requiring information
on family size and income. This information will be used to ensure that clients are low to
moderate income.
2018 CDBG AGREEMENT (CSRA EOA-Sibley) Page 27
C. LEVELS OF ACCOMPLISHMENT—Goals and Performance Measures
The Sub-recipient agrees to provide the following levels of program services:
Activity Clients per Month Total Clients/Year
Provide housing to 7 special 0-1 7
needs individuals
80%of clients will remain in 0-1 6
housing for 6 months
70%of clients will adhere to 0-1 5
case plan for services
80%of clients will increase 0-1 6
self sufficiency
D. Staffing
Maria Beard -Case Manager-37.5hrs/week-66%of salary reimbursed
Performance Monitoring
The Sub-recipient agrees that the Department may carry out periodic monitoring activities, as
determined necessary by the Department. At a minimum, monitoring shall occur annually, but it
may occur more frequently if the Department deems it necessary. The Department will provide
the Sub-recipient advance written notice prior to any monitoring activities. Such monitoring shall
consist of (i) evaluating the Sub-recipient's compliance with the terms and conditions of this
Agreement,and (ii)comparing the Sub-recipient's projected Project schedule,budget,and output
with its actual performance.For Sub-recipients providing services to homeless persons,or persons
at risk of homelessness, participation in the local HMIS will be monitored in accordance with the
policies established by the local Continuum of Care. Upon request,the Sub-recipient shall furnish
the Department, the Grantee, or its designee copies of such records and information, as the
Department or the Grantee deems necessary. In addition,the Sub-recipient shall submit monthly
progress reports, as required by this Agreement, and shall prepare other such reports as may be
required by the Department,the Grantee,and/or HUD.
The Grantee will monitor the performance of the Sub-recipient in accordance with the goals and
performance standards as stated above. Substandard performance as determined by the Grantee
will constitute noncompliance with this Agreement. If Sub-recipient does not take corrective
action to address such substandard performance within a reasonable period of time after being
notified by the Grantee,Agreement suspension or termination procedures will be initiated.
2018 CDBG AGREEMENT (CSRA EOA-Sibley) Page 28
II. TIME OF PERFORMANCE
Services of the Sub-recipient shall start on January 1,2018 and end December 31,2019. The term
of this Agreement and the provisions herein shall be extended to cover any additional time period
during which the Sub-recipient remains in control of CDBG funds or other CDBG assets, including
program income.
III. BUDGET
UPDATE
Line item Amount
Staff Salary $17,560.00
Fringe Benefits $5000.00
Total $22,560.00
Any amendments to the budget must be in writing and approved, in writing, by the Grantee's Director
of Housing and Community Development Department.
IV. PAYMENT
It is expressly agreed and understood that the total amount to be paid by the Grantee under this
Agreement shall not exceed Twenty - Two Thousand, Five Hundred and Sixty dollars and zero cents.
Drawdowns for the payment of eligible expenses shall be made against the line item budgets specified in
Paragraph III herein,and in accordance with performance. Expenses for general administration shall also
be paid against the line item budgets specified in Paragraph III,and in accordance with performance.
Payments may be contingent upon certification of the Sub-recipient's financial management system in
accordance with the standards specified in 24 CFR 84.21.
Sub-recipient is also responsible for submitting to the Grantee each of the following: (i) monthly progress
reports, (ii) time sheets (if applicable), (iii) mileage (if applicable), (iv) invoices and any other
documentation deemed necessary by the monitoring official during the funding cycle. These records shall
be retained up to five (5)years after the Agreement expires.
EXHIBIT"B"
PROGRAM REQUIREMENTS
Sub-recipient shall operate this project funded through the Augusta Georgia's Community Development
Block Grant Program according to the following guidelines:
1. At a minimum,Accounting and related records of Sub-recipient shall be comprised of the
following:
a. Voucher System-All supporting documentation, including, but not limited to, purchase
order, invoices, receiving reports, and requisitions.
b. Books of Original Entry-Cash receipts, disbursements journal, and general ledger.
2018 CDBG AGREEMENT (CSRA EOA-Sibley) Page 29
c. Chart of Accounts- Listing of accounts must be maintained in an accounting system.
d. Personnel Records - Separate personnel files shall be maintained for each project
employee. At a minimum, the file shall contain the following: (i) a resume of the
employee,(ii)a description of duties assigned,(iii)a record of the date employed,(iv)rate
of pay at the time of employment, (v) subsequent pay adjustments, and (vi)
documentation supporting leave taken by the employee.
e. Attendance Record -Attendance records shall be maintained for all personnel paid with
CDBG funds. This shall apply to part-time and full-time personnel. In addition to
accounting for daily attendance,the type of leave taken (i.e. annual, sick,or other), shall
be disclosed and documented. Daily attendance records must support budgetary changes
for payroll purposes.
f. Payroll Records - Formal payroll records supporting cash disbursements to employees
shall be maintained. Such records shall disclose the following information for each
employee:(i) name,(ii)job title,(iii)social security number,(iv)date hired,(v)rate of pay,
and (vi) all required deductions for tax purposes. Timely quarterly payment of taxes,
which are withheld from employees for the Federal Government, and required matching
costs,shall be documented in payroll records. In addition,all charges for payroll purposes
shall be made and documented in accordance with the budget submitted to the Grantee.
g. Checking Accounts-Monthly bank reconciliation shall be conducted by Sub-recipient.All
checks, including voided checks, stubs, etc. shall be pre-numbered and accounted for,
including voided checks. Check stubs, cancelled checks,and deposit slips must be readily
available for audit purposes.
h. Petty Cash - Sub-recipient is encouraged to use an imprest or cash advance system and
adhere to a monthly, or if necessary, more frequent reimbursement procedure if any
CDBG funds are used as petty cash.
Purchasing Practices - HUD considers State-purchasing regulations to be an acceptable
standard for purchasing practices. Local purchasing practices and other procedures shall
prevail unless State and/or Federal practices and procedures are more stringent.
Therefore, Sub-recipient is obligated to conform to the more restrictive practices and
procedures. It is recommended that Sub-recipient use a formal pre-numbered purchase
order system where possible and applicable.
j. Inventories - Sub-recipient is advised to maintain adequate safeguards against loss by
theft or physical deterioration of any inventories of office supplies, equipment, or other
items purchased with CDBG funds.
k. Property Records - Sub-recipient is required to maintain formal subsidiary records to
control all project property and equipment. Such records shall disclose the acquisition
and subsequent disposition of all property. An annual inventory should be conducted,
and the books shall reflect the actual value of property held at the end of the fiscal year.
2018 CDBG AGREEMENT (CSRA EOA-Sibley) Page 30
2. All project accounting records and supporting documents shall be maintained for a period of at
least five(5)years after termination of the Grantee's award. The records shall be made available
to the Grantee, HUD and/or any of their authorized representatives.
3. Sub-recipient should maintain records in an orderly manner, with systematic identification for
different federal time periods. Records must be protected from fire or other perils. If records are
stored in a location other than the project site, they shall be readily accessible to the Grantee's
staff, HUD officials, and others who may be authorized to examine such records.
4. Report Schedule
REPORT DUE DATE PERIOD COVERED
Monthly Progress Report 15th day of each month (Jan. — For Prior Months'Activities
Dec.)
Annual Performance Report January 15, after year of grant Grant Period (Jan 1—Dec 31)
period
Audit or Financial Statement 30 days after receipt of Audit Sub-recipient's audit period
Report
2018 CDBG AGREEMENT (CSRA EOA-Sibley) Page 31
ATTACHMENTS:
Regulations,Circulars& Local Procurement Policy
1. Community Development Block Grant Entitlement Program 24 CFR 570
2. OMB Circular A-122
"Cost Principles for Non-Profit Organizations"
3. OMB Circular A-110(Part 84)—Uniform Administrative Requirements
"Grants and Agreements with Institutions of Higher Education, Hospitals,&Other Non-
Profit Organizations"
4. OMB Circular A-133, "Audits of Institutions of Higher Education and Other Non-Profit
Institutions"
5. The Augusta, Georgia Procurement Code is available on the Augusta, Georgia website,
www.augustaga.gov.All Sub-recipients shall be responsible for reviewing and/or obtaining a
copy of such Code. Sub-recipients should contact the Augusta, Georgia Housing and
Community Development Department with any questions and/or concerns regarding the
Procurement Code.
6. Executive Orders
Forms
1. Reimbursement Request,Checklist& Itemization
2. Participant Income Eligibility"Exhibit D"
3. Monthly Progress Report"Exhibit E"
4. Annual Performance Report"Exhibit F"
5. Income Eligibility Calculation Worksheet
6. FY 2018 Income Limits
7. Time Sheet(Use if applicable)
8. Bid Tabulation (Use if applicable)
9. Quote Tabulation (Use if applicable)
10. Travel Log (Use if applicable)
11. Inventory Form (Use if applicable)
2018 CDBG AGREEMENT (CSRA EOA-Sibley) Page 32
AGREEMENT
Between
AUGUSTA,GEORGIA
Through
AUGUSTA HOUSING AND COMMUNITY DEVELOPMENT
And
CENTRAL SAVANNAH RIVER AREA ECONOMIC OPPORTUNITY AUTHORITY,INC.
For
YEAR 2018 EMERGENCY SOLUTIONS GRANT(ESG) PROGRAM
This Agreement made and entered into this 1ST day of January, 2018, by and between Augusta, Georgia,
by and through the Augusta, Georgia Commission, as the Implementer of the Emergency Solutions Grant
Program (hereinafter referred to as "Grantee" or"Augusta") and Central Savannah River Area Economic
Opportunity Authority(CSRA EOA), Inc. (hereinafter referred to as the "Sub-recipient").
WHEREAS, the Grantee has applied for and received funds from the United States Government under
Title I of the Housing and Community Development Act of 1974, as amended (AHCD Act), Public Law 93-
383 and implementing regulations set forth in Title 24 Code of Federal Regulations(CFR) Part 576,relating
to Emergency Solutions Grants ("ESG"); and
WHEREAS,Augusta,as an Entitlement Grantee for the ESG Program is responsible for the administration,
implementation, planning and evaluation within its respective jurisdiction of the ESG Program and for the
HUD Consolidated Plan; and
WHEREAS,the purpose of the ESG Program includes the following: to help improve the quality of existing
Emergency Shelters for the homeless;to help make available additional Emergency Shelters;to help meet
the cost of operating Emergency Shelters; to help meet the costs of providing certain essential social
services to homeless families and individuals, to ensure these persons have access to safe and sanitary
shelter,supportive services and other kinds of assistance needed to attain self-sufficiency; and
WHEREAS, the services which are funded by the ESG Program must benefit homeless individuals and
families within the respective jurisdiction of Augusta,and in accordance with the income eligibility criteria
provided for in the HUD Section 8 Guidelines; and
WHEREAS, the Grantee desires to engage the Sub-recipient to render certain services, programs, or
assistance in connection with the aforementioned undertakings of the Emergency Solutions Grant
Program;
NOW,THEREFORE, it is agreed between the parties hereto as follows:
ARTICLE I. DEFINITIONS AND IDENTIFICATIONS
Unless the context otherwise requires,the capitalized terms used herein,and not otherwise defined,shall
have the meaning assigned to them in this Article I
Emergency Solutions Grant(ESG)Program
The term "Emergency Solutions Grant Program" or "Program" shall mean that program administered by
Augusta Housing and Community Development and funded by an Emergency Solutions Grant applied for
by Augusta, and awarded by HUD as authorized pursuant to Subtitle B of title IV of the McKinney-Vento
Homeless Assistance Act and HUD's regulations at 24 CFR Part 576, as amended.
2018 ESG Agreement(CSRA EOA, Inc.) Page 1
Department
The term "Department" shall mean the Augusta Housing and Community Development.
Grantee
The term "Grantee" shall mean Augusta, Georgia as Grantee of the Emergency Solutions Grant awarded
by HUD.
HUD
The term "HUD" shall mean the U.S. Department of Housing and Urban Development.
Project
The term "Project" shall mean the project or projects set forth in Exhibit A hereto entitled "Scope of
Services and Timetable."
Homeless
The term "Homeless" or"homeless individual or homeless person" shall mean:
(1) an individual who lacks a fixed, regular,and adequate nighttime residence; and
(2) an individual who has a primary nighttime residence that is—
(a) a supervised publicly or privately operated shelter designed to provide temporary
living accommodations (including welfare hotels, congregate shelters and
transitional housing for the mentally ill);
(b) an institution that provides a temporary residence for individuals intended to be
institutionalized; or
(c) a public or private place not designed for, or ordinarily used as, a regular sleeping
accommodation for human beings.
The term "homeless" or "homeless individual" shall not include any individual imprisoned or otherwise
detained pursuant to an Act of Congress or a State law.
Low-and Moderate-Income Person
The term "Low-and Moderate-Income Person" shall mean a member of a family having an income equal
to or less than the Section 8 Low-Income. For the purpose of ESG funding, this limit has been set as 30%
of Area Median Income. Unrelated individuals will be considered as one-person families for this purpose.
ARTICLE II: PROJECT
The Grantee agrees to reimburse the Sub-recipient in an amount not to exceed Twenty-Five Thousand
dollars and 00 cents($25,000.00)(hereinafter the "Grant")to implement the following project(s):
Rapid Re-Housing Program.
Sub-recipient will Rapid Re-Housing services for Eleven (11)families and individuals at-risk of
homelessness in order to stabilize their household moving forward.
Said project is more fully set described in Exhibit"A" attached hereto and made a part hereof.
ARTICLE III: NOTICES
Sub-recipient and the Grantee agree that all notices required by this Agreement shall be in writing and
delivered via one of the following means: mail (postage prepaid); commercial courier; personal delivery;
by facsimile;or other electronic means.Any notice delivered or sent as aforesaid shall be effective on the
date of delivery or sending. All notices and other written communications under this Agreement shall be
addressed to the individuals in the capacities indicated below, unless otherwise modified by subsequent
written notice.
2018 ESG Agreement(CSRA EGA,Inc.) Page 2
Communication and details concerning this Agreement shall be directed to the following Agreement
Representatives:
Grantee: Augusta,Georgia
Attention: Hardie Davis,Jr., Mayor
535 Telfair Street,Suite 200
Augusta,Georgia 30901
With copy to: Housing and Community Development Department
Attention: Hawthorne Welcher,Jr., Director
925 Laney-Walker Boulevard
Augusta, Georgia 30901
If to Sub-recipient: CSRA EOA, Inc.
Attention: Mary Harrison,CSBG Director
1261 Greene Street
Augusta, Georgia 30901
Email: mharrisonPcsraeoa.org
(706)-722-0493
ARTICLE IV: GENERAL CONDITIONS
A. General Compliance
The Sub-recipient agrees to comply with the requirements of Title 24 of the Code of Federal Regulations,
Part 576 (the U.S. Housing and Urban Development regulations concerning Emergency Solutions Grant
(ESG))except that(1)the Sub-recipient does not assume the Grantee's environmental responsibilities nor does
(2) the Sub-recipient assume the Grantee's responsibility for initiating the review process. The Sub-recipient
agrees to comply with all other applicable Federal,State,and Local laws, regulations,and policies governing the
funds provided under this Agreement.The Sub-recipient further agrees to utilize funds available under this
Agreement to supplement rather than supplant funds otherwise available.
B. Independent Sub-recipient
Nothing contained in this Agreement is intended to or shall be construed in any manner, as creating or
establishing the relationship of employer/employee between the parties. The Sub-recipient shall at all
times remain an "Independent Sub-recipient" with respect to the services to be performed under this
Agreement.The Grantee shall be exempt from payment of all Unemployment Compensation, FICA, Retirement,
Life and/or Medical Insurance and Workers' Compensation Insurance, due to the fact that the Sub-
recipient is an Independent Contractor.
C. Hold Harmless
The Sub-recipient shall hold harmless, defend, and indemnify the Grantee from any and all claims, actions,
suits, charges, and judgments whatsoever that arise out of the Sub-recipient's performance or
nonperformance of the services or subject matter called for in this Agreement.
D. Workers'Compensation
The Sub-recipient shall provide Workers' Compensation Insurance coverage for all of its employees
involved in the performance of this Agreement, if applicable.
2018 ESG Agreement(CSRA EOA, Inc.) Page 3
E. Insurance& Bonding
The Sub-recipient shall carry sufficient insurance coverage to protect the Grantee's assets under this
Agreement from loss due to theft, fraud and/or undue physical damage, and as a minimum shall
purchase a blanket fidelity bond covering all employees in an amount equal to cash
reimbursements/advances from the Grantee. The Sub-recipient shall comply with the bonding and
insurance requirements of 24 CFR 84.31 and 84.48, Bonding and Insurance.
F. Grantee's Recognition
The Sub-recipient shall ensure recognition of the role of the Grantee in providing services through this
Agreement. All activities, facilities, and items utilized pursuant to this Agreement shall be prominently
labeled as to funding source. In addition, the Sub-recipient will include a reference to the support
provided herein in all publications made possible with funds made available under this Agreement.
• Acknowledgement of Augusta,Georgia as grantee
• To label all assets purchased with ESG funds as property of Augusta,Georgia,and
• Insertion of HUD and Augusta,Georgia logo on all publications relating to program funded with ESG
funds.
• All publications used in programs funded by ESG funds must be submitted to the Department before
printing and disseminating to ensure accurate acknowledgment have been made.
G. Amendments
1. The Grantee or Sub-recipient may amend this Agreement at any time provided that such amendments
make specific reference to this Agreement, and are executed in writing, signed by a duly authorized
representative of each organization, and approved by the Grantee's governing body. Such
amendments shall not invalidate this Agreement, nor relieve or release the Grantee or Sub-recipient
from its obligations under this Agreement.
2. It is further understood that the Grantee is responsible to HUD for the administration of funds and may
consider and act upon reprogramming recommendations as proposed by its Sub-recipient. In the event
that the Grantee approves any modification,amendment,or alteration to the funding allocation,the Sub-
recipient shall be notified pursuant to Article III and such notification shall constitute an official amendment
to this Agreement.
3. It is further agreed that the Sub-recipient shall submit to the Grantee within thirty (30) days of the
completion of each Project a complete financial accounting of all its project activities.
4. The Department's Director shall be authorized to approve line item changes to the Sub-recipient's budget
provided that such changes do not increase the grant amount set forth in the"Budget".
5. The Grantee may, at its discretion, amend this Agreement to conform with Federal, state or local
governmental guidelines, policies and available funding amounts, or for other reasons. If such
amendments result in a change in the funding,the scope of services,or schedule of the activities to be
undertaken as part of this Agreement, such modifications will be incorporated only by written
amendment signed by both the Grantee and Sub-recipient.
6. It is further understood that the Sub-recipient shall be allowed only one amendment to this agreement;
unless deemed necessary by the Director of AHCD. No amendment will be granted to extend the agreement
beyond the established end of the grant period, unless a waiver has been issued by HUD officials prior to
the request from the sub-recipient.
2018 ESG Agreement(CSRA EGA, Inc.) Page 4
H. Suspension or Termination
1. In accordance with 24 CFR 85.43, the Grantee may suspend or terminate this Agreement if the
Sub-recipient materially fails to comply with any terms of this Agreement,which include,but are not
limited to the following:
a) Failure to comply with any of the rules, regulations or provisions referred to herein, or such
statutes,regulations,executive orders,and HUD guidelines,policies or directives as may become
applicable at any time;
b) Failure,for any reason,of the Sub-recipient to fulfill in a timely and proper manner its obligations
under this Agreement;
c) Ineffective or improper use of funds provided under this Agreement;or
d) Submission by the Sub-recipient to the Grantee reports that are incorrect or incomplete in any
material respect.
2. In accordance with 24 CFR 85.44,this Agreement may also be terminated for convenience by either
the Grantee or the Sub-recipient,in whole or in part,by setting forth the reasons for such termination,
the effective date,and, in the case of partial termination,the portion to be terminated. However, if
in the case of a partial termination,the Grantee determines that the remaining portion of the award
will not accomplish the purpose for which the award was made,the Grantee may terminate the award
in its entirety.
Matching Funds
The Sub-recipient will provide dollar-per-dollar matching of ESG funds distributed by Grantee in any of
the following forms: dollars, professional services, or in-kind services. Sub-recipient shall, no less
frequently than monthly during the term of this Agreement, provide adequate documentation to Grantee
of matching funds or in-kind services obtained. Such information shall be included with the Request for
Reimbursement. In the calculation of the amount of matching funds, the following may be included in
the value of any donated material or building: the value of any lease on a building;any salary paid to staff
in carrying out the Emergency Solutions Programs; and the time and services contributed by volunteers
to carry out the Emergency Solutions Program, to be determined at the rate of Ten Dollars ($10.00) per
hour. The Grantee shall determine the value of any donated material or building or any lease using any
method reasonably calculated to establish a fair market value.
Failure to obtain such matching funds or in-kind services shall be declared a breach of this Agreement and
result in the denial of payment or reimbursement from ESG funds in excess of the amounts for which
matching funds are available. Match must be recorded on the ESG Match Log supplied by the Department.
It must include the source,amount, description of use, match value, and proper documentation.
J. Homeless Management Information System
As a provider of services for the homeless population,Sub-recipient agrees to fully participate in Homeless
Management Information System (Client Track), the designated Homeless Management Information
System, on a continual basis by regularly inputting client data into the computer information gathering
system.
2018 ESG Agreement(CSRA EGA, Inc.) Page 5
ARTICLE V: ADMINISTRATIVE REQUIREMENTS
A. Continuum of Care Participation(24§576.400)
As mandated by HUD, sub-recipients must be a member of the local Continuum of Care (CoC)to
ensure proper coordination of services and service providers. New members must have applied
for membership and be actively participating in the monthly CoC meetings and CoC subcommittee
meetings.
B. Financial Management
1. Accounting Standards
The Sub-recipient agrees to comply with 24 CFR 84.21 through 28 and agrees to adhere to the accounting
principles and procedures required therein, utilize adequate internal controls, and maintain necessary
source documentation for all costs incurred.
2. Cost Principles
The Sub-recipient shall administer its program in conformance with OMB Circulars A-122, "Cost
Principles for Non-Profit Organizations," or A-21, "Cost Principles for Educational Institutions," as
applicable.These principles shall be applied for all costs incurred whether charged on a direct or indirect
basis.
(a) Sub-recipient agrees to maintain books, records, and documents in accordance with
general accepted accounting procedures and practices that sufficiently and properly reflects
all expenditures of Grant funds provided by the Grantee under this Agreement.
(b) Sub-recipient gives the Grantee, HUD, and the Comptroller General, through any authorized
representatives,access to and the right to examine all records,books,papers,or documents relating
to the Project.
(c) All Grant funds disbursed through an Emergency Solutions Grant shall be used only for
eligible activities as specifically outlined in this Agreement. The Sub-recipient shall comply
with any conditions and timetables set forth in this Agreement. In the event the Sub-recipient
does not comply with the conditions and timetables, or if the Sub-recipient ceases to exist or
provide the services for which the Grant was made, the Sub-recipient shall not be eligible to
participate" or "shall not be allowed to be responsible for" another ESG eligible project, and
the Sub-recipient shall be in default. In the event of default, the Grantee may exercise any
rights or remedies provided in this Agreement, or available under applicable Federal, State of
Local law.
C. Documentation and Recordkeeping
1. Records to be maintained
The Sub-recipient shall maintain all records required by the Federal regulations specified in 24 CFR 576.65,
which are pertinent to the activities to be funded under this Agreement.Such records shall include but not
be limited to the following:
a. All accounts,property and personnel records as deemed necessary by Grantee to ensure
proper accounting of all project funds and compliance with this Agreement.
2018 ESG Agreement(CSRA EOA,Inc.) Page 6
b. Records required to determine the homeless eligibility of persons provided services;
c. For Homeless Prevention activities, records to document persons"at risk" of being
homeless;
d. Records required to document the acquisition,improvement, use or disposition of real
property acquired or improved with ESG assistance;
e. Financial records as required by 24 CFR 84.21 through 28.
2. Retention
The Sub-recipient shall retain all financial records, supporting documents, statistical records, and all
other records pertinent to this Agreement for a period of five(5)years.The retention period begins
on the date of the submission of the Grantee's annual performance and evaluation report to HUD
in which the activities assisted under the Agreement are reported upon for the final time.
Notwithstanding the above, if there is litigation, claims, audits, negotiations,or other actions that
involve any of the records cited,which have commenced prior to the expiration of the five-year period,
such records shall be retained until completion of the actions and resolution of all issues, or the
expiration of the five-year period,whichever occurs later.
3. Client Data
The Sub-recipient shall maintain client data demonstrating client eligibility for services provided
and certification of"homelessness".Such data shall include,but not be limited to,client name,address,
income level or other basis for determining eligibility, and description of service provided. Such
information shall be made available to Grantee monitors or their designees for review upon request.
Homelessness certifications must be well documented and all income information must be provided.If
it is found that proper documentation is not provided,the sub-recipient may face repayment penalties.
Additionally, for sub-recipients providing services to homeless persons or persons at risk of
homelessness, participation in the local HMIS in accordance with the policies established by the local
Continuum of Care is mandated as a condition of compliance with this agreement.
4. Disclosure
The Sub-recipient understands that client information collected under this Agreement is private and
confidential,and the use or disclosure of such information,when not directly connected with the
administration of the Grantee's or Sub-recipient's responsibilities with respect to services
provided under this Agreement, is prohibited unless written consent is obtained from such persons
receiving service and,in the case of a minor,that of a responsible parent/guardian.
Additionally, Sub-recipients providing services to homeless persons or persons at risk of
homelessness, agree to adhere to the policies of the local Continuum of Care concerning Data
privacy, System security, and Client confidentiality as part of their participation in the local
HMIS.
5. Close-outs
The Sub-recipient's obligation to the Grantee shall not end until all Closeout requirements are
completed.Activities during this closeout period shall include, but are not limited to the following:
making final payments and disposing of program assets. Notwithstanding the foregoing,the terms
of this Agreement shall remain in effect during any period that the Sub-recipient has control over ESG
funds,including program income.
2018 ESG Agreement(CSRA EOA, Inc.) Page 7
Any Grant funds remaining at the end of the Agreement period shall be returned to the Grantee,and the
Grantee may in its discretion reprogram the funds to another ESG eligible project.
6. Audits&Inspections
All Sub-recipient records with respect to any matters covered by this Agreement shall be made
available to the Grantee, HUD, and the Comptroller General of the United States or any of their
authorized representatives, at any time during normal business hours, as often as deemed
necessary, to audit, examine, and make excerpts or transcripts of all relevant data. Any
deficiencies noted in audit reports must be fully corrected by the Sub-recipient within thirty(30)
days after receipt of notice by the Sub-recipient. Failure of the Sub-recipient to comply with the
above audit requirements shall constitute a violation of this Agreement, and may result in the
withholding of future payments. The Sub-recipient hereby agrees to have an annual agency
audit conducted in accordance with current Grantee policy concerning Sub-recipient audits and
OMB Circular A-133.
All Shelters must provide inspection reports at the time of contract execution to show compliance
with 24§576.500(j)-Shelter and Housing Standards.
D. Reporting and Payment Procedures
1. Program Income
The Sub-recipient shall provide "monthly" reports regarding all program income generated by
activities carried out with ESG funds made available under this Agreement.The use of program
income by the Sub-recipient shall comply with the requirements set forth at 24 CFR 84.24. The
Sub-recipient may use such income during the Agreement period for activities permitted under
this Agreement and shall reduce requests for additional funds by the amount of any such program
income balances available. All unexpended program income shall be returned to the Grantee at
the end of the Agreement period. Any interest earned on cash advances from the U.S.Treasury
and from funds held in a revolving fund account is not program income and shall be remitted
promptly to the Grantee.
Program income anticipated to be generated from the use of ESG funds for this project is
approximately Zero Dollars($0).
2. Indirect Costs
If indirect costs are charged, the Sub-recipient will develop an indirect cost allocation plan for
determining the Sub-recipient's appropriate share of administrative costs and shall submit such
plan to the Grantee for approval, in a form specified by the Grantee.
(Indirect costs are costs that are not directly accountable to a cost object,such as a particular project,
facility, function or product. Indirect costs may be either fixed or variable. Indirect costs include
administration, personnel and security costs. These are those cost which are not directly related to
production.Some indirect costs may be overhead.But some overhead costs can be directly attributed
to a project and are direct costs.)
3. Invoicing and Payment Procedures
a) In order to obtain reimbursement from the Grantee regarding the Project,Sub-recipient
shall provide the following information:
2018 ESG Agreement(CSRA EOA,Inc.) Page 8
(1) Sub-recipient shall submit Monthly Progress Reports for the Project (Exhibit C)
detailing accomplishments for the report period. In addition, for each Program
participant, the Sub-recipient shall complete a Verification and Certification of
Homelessness (Exhibit A) and printout of HUD Income Calculator income
eligibility verification from https://www.hudexchange.info/incomecalculator/,
and shall submit such forms with its Monthly Progress Report. The Monthly
Progress Report,Verification and Certification of Homelessness,and Participant
Income Eligibility forms shall accompany all requests for payment until all funds
have been expended. In the event that all funds are expended prior to the
expiration of the agreement period, reports must continue to be submitted
throughout the twelve-month period. If it is found that the sub-recipient has
falsified any documents and/or has not provided the correct documentation to
verify the homeless status of its clients, the sub-recipient may be subject to the
repayment of all grant funds.
(2) The Sub-recipient shall submit signed time certifications (executed by employee
and his or her supervisor), a copy of the bank statement showing payroll
disbursement, and rate of pay documentation detailing the amount to be
reimbursed as backup documentation for salary reimbursement. It is not
permissible to self-certify timesheets. In addition,the Sub-recipient shall submit
mileage, if applicable.
(3) Request for reimbursement by Sub-recipient shall include invoices, cancelled
checks, receipts or other documentation evidencing funds expended by Sub-
recipient.
(4) The Grantee agrees to reimburse costs allowable under Federal, State and Local
guidelines.
b) Upon receiving the invoices,reports and other material,the Department shall audit such
documentation to determine whether the items invoiced are eligible for reimbursement
under applicable Federal,State and Local laws and regulations.
c) The Department shall authorize the Grantee's Financial Officer to reimburse the Sub-
recipient for all costs determined to be eligible for reimbursement, pursuant to the
audit. Payments will be made on a monthly basis with a Thirty (30) day return period
by Grantee. Requests for payments must be received by Grantee no later than the 15th
day of each calendar month for work performed during the preceding calendar month.
The Sub-recipient shall not claim reimbursement from the Grantee for that portion of
its obligations which has been paid by another source of revenue.
d) The Grantee will pay to the Sub-recipient funds available under this Agreement based
upon information submitted by the Sub-recipient, and consistent with both approved
budget and the Grantee policy concerning payments. The Grantee reserves the right to
liquidate funds available under this Agreement for costs incurred by the Grantee on
behalf of the Sub-recipient. If it is found that the sub-recipient has falsified documents or
provided incorrect information,the sub-recipient may be subject to repayment of all grant
funds.
2018 ESG Agreement(CSRA EGA, Inc.) Page 9
4. Progress Reports
The Sub-recipient shall submit Monthly Progress Reports to the Grantee in the form attached
hereto as Exhibit C,as required by the Grantee. Progress reports shall be submitted by the 15th day
of each month for prior month activities.Monthly progress reports should be submitted with monthly
reimbursement requests.
5. Annual Reports
The Sub-recipient shall submit an Annual Performance Report, also known as the ESG Caper. The
ESG Caper shall be submitted to Grantee by January 15 following the year of the grant period.The
ESG Caper should consist of information maintained with the Client Track HMIS system. In addition
to the ESG CAPER, the sub-recipients funded for housing-related activities shall submit a System
Utilization Report Summary covering the entire FY (Jan. 1- Dec. 31) from the Client Track HMIS
system.
E. Procurement
1. Compliance
The Sub-recipient shall comply with the Grantee's current policy concerning the purchase of
equipment,and shall maintain inventory records of all non-expendable personal property,as defined
by such policy,and will be procured with funds provided herein. The current procurement policy is
to obtain at least three quotes for all items/orders under $10,000.00. Personal property means
property of any kind, except real property. All program assets (unexpended program income,
property,equipment,etc.)shall revert to the Grantee upon termination of this Agreement.
a) All procurement transactions regardless of dollar value and whether negotiated or
advertised, shall be conducted in a manner so as to provide maximum open free
competition consistent with the Cost Principles for Non-Profit Organizations,OMB Circular
A-110"Procurement Standards."
b) Sub-recipient shall make positive efforts to utilize Small Business and Minority Owned
Business sources,as well as Women-Owned Businesses,for supplies and services.
Disclaimer: Augusta enforces DBE requirements and/or DBE goals set by Federal and/or
State Agencies in accordance with State and Federal laws. The U.S. District Court for the
Southern District of Georgia has entered an Order enjoining the Race-Based portion of
Augusta, Georgia's DBE Program. (A copy of this Order may be obtained at:
http://www.augustaga.gov/index.aspx?NID=1448). Thus,Augusta,Georgia does not have
or operate a Disadvantaged Business Enterprise(DBE),Minority Business Enterprise(MBE)
or Women owned Business Enterprise(WBE)program for projects(or portions of projects)
having Augusta, Georgia as the source of funding.
2. OMB Standards
Unless specified otherwise within this agreement,the Sub-recipient shall procure all materials,
property, or services in accordance with the requirements of 24 CFR 84.40 through 48.
3. Travel
The Sub-recipient shall obtain written approval from the Grantee for any travel outside the
metropolitan area with funds provided under this Agreement.
2018 ESG Agreement(CSRA EGA, Inc.) Page 10
F. Use and Reversion of Assets
The use and disposition of real property and equipment under this Agreement shall be in
compliance with the requirements of 24 CFR Part 84.32 and 84.34,as applicable. Upon expiration of
this Agreement,Sub-recipient shall transfer to Grantee any remaining HUD/ESG funds and any accounts
receivable attributable to the use of HUD/ESG funds distributed pursuant to this Agreement.
ARTICLE VI: OTHER FEDERAL PROVISIONS
Sub-recipient agrees to comply with the following requirements imposed by HUD regarding the
use of program funds:
A. Federal regulations for the Emergency Solutions Grant, as revised by the HEARTH Act in
24 CFR part 576;Title 24,Code of Federal Regulations, Part 576;
B. 42 U.S.C. §§ 11371-11378-Title IV, Subtitle B of the Stewart B. McKinney Homeless
Assistance Act;
C. Any building used for emergency shelter must meet local housing, safety and sanitation
codes;
D. The requirements of the Fair Housing Act (42 U.S.C. 3601-20) and implementing
regulations at 24 CFR Part 100,as the same may be amended from time to time;Executive
Order 11063 and implementing regulations at 24 CFR Part 107, as may be amended; and
Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d-4) and implementing regulations
issued at 24 CFR Part 1, as the same may be amended;
E. The prohibitions against discrimination on the basis of age under the Age Discrimination
Act of 1975 (42 U.S.C. 6101-07) and implementing regulations at 24 CFR Part 146, as the
same may be amended, and the prohibitions against discrimination against otherwise
qualified individuals with handicaps under Section 504 of the Rehabilitation Act of 1973
(29 U.S.C. 794), implementing regulations at 24 CFR Part 8 (for the purposes of this
Program,the term "dwelling units" shall include sleeping accommodations), as the same
may be amended, and the Americans with Disabilities Act of 1990 (Public Law 101-336)
and implementing regulations,as the same may be amended;
F. The requirements at 24 CFR 576.23 concerning Faith-based activities;
G. The requirements of Section 3 of the Housing and Urban Development Act of 1968, 12
U.S.C. 1701(u), and implementing regulations at 24 CFR Part 135, as the same may be
amended, and the requirements of the Employment and Agreement Opportunities
provisions set forth in 24 CFR Part 576,as the same may be amended;
H. The requirements of Executive Orders 11625, 12432 and 12138 which require that an
effort be made to encourage the use of Minority and Women's Business Enterprises in
connection with the project for which program funds have been awarded;
I. The requirement that the project for which program funds have been awarded hereunder
make known that use of the facility and services is available to all on a nondiscriminatory
basis; regardless of race, color, religion, sex, age, national origin, handicap or disability;
J. The requirements of Executive Order 12372 and the implementing regulations at 24 CFR
Part 52, as the same may be amended, (relating to intergovernmental review) to the
extent provided by the Federal Register Notice in accordance with 24 CFR 52.3;
2018 ESG Agreement(CSRA EOA, Inc.) Page 11
K. The applicable requirements of the Uniform Relocation Assistance and Real Property
Acquisition Policies Act of 1970(42 U.S.C.4601-4655),as the same may be amended,and
the implementing regulations in 49 CFR Part 24, as the same may be amended, and the
Relocation and Acquisition provisions set forth in 24 CFR 576.80, as the same may be
amended;
L. The requirements of the Drug Free Workplace Act of 1988 and the implementing
regulations in 24 CFR 24,subpart F, as the same may be amended;
M. The requirements of the Conflict of Interest provisions set forth in 24 CFR 576.79(d), as
the same may be amended, and the Use of Debarred,Suspended or Ineligible Contractor
provisions set forth in 24 CFR 576.79(e), as the same may be amended;
N. The Environmental Review provisions set forth in 24 CFR Part 576, as the same may be
amended, and the Flood Insurance provisions set forth in 24 CFR 576.79(f), as the same
may be amended;
0. The applicable requirements of the Lead Based Paint Poisoning Prevention Act(42 U.S.C.
4821-4846),and the implementing regulations in 24 CFR Part 35,and the Lead Based Paint
provisions set forth in 24 CFR Part 576,as the same may be amended;
P. The requirements of the National Affordable Housing Act(Pub. L. 101-625, November 28,
1990) contained in Section 832(e)(2)(c) that Sub-recipients develop and implement
procedures to ensure the confidentiality of records pertaining to any individual provided
family violence prevention or treatment services under any project assisted under the
ESG Program and "that the address or location of any family violence shelter project
assisted" under the ESG Program "Will, except with written authorization of the person
or persons responsible for the operation of such shelter, not be made public"; and
Q. Certification Regarding Lobbying —Sub-recipient hereby certifies that to the best of its
knowledge and belief:
1) No Federal appropriated funds have been paid or will be paid, by or on behalf of it,
to any person for influencing or attempting to influence an officer or employee of
any agency, a Member of Congress, an officer or employee of Congress, or an
employee of a Member of Congress in connection with the awarding of any Federal
Agreement, the making of any Federal grant, the making of any Federal loan, the
entering into of any cooperative agreement, and the extension, continuation,
renewal, amendment, or modification of any Federal Agreement, grant, loan, or
cooperative agreement;
2) If any funds other than Federal appropriated funds have been paid or will be paid
to any person for influencing or attempting to influence an officer or employee of
any agency, a Member of Congress, an officer or employee of Congress, or an
employee of a Member of Congress in connection with this Federal Agreement,
grant, loan,or cooperative agreement, it will complete and submit Standard Form-
LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions; and
3) It will require that the language of paragraph (d) of this certification be included in
the award documents for all sub-awards at all tiers (including subcontracts, sub-
grants, and Agreements under grants, loans, and cooperative agreements)and that all
2018 ESG Agreement(CSRA EOA, Inc.) Page 12
Sub-recipients shall certify and disclose accordingly.
R. Lobbying Certification - This certification is a material representation of fact upon which
reliance was placed when this transaction was made or entered into. Submission of this
certification is a prerequisite for making or entering into this transaction imposed by section
1352,title 31, U.S.C. Any person who fails to file the required certification shall be subject to
a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
S. Access to Records- the Sub-recipient shall furnish and cause each of its own subcontractors
to furnish all information and reports required hereunder. The Sub-recipient will permit
access to its books, records, and accounts to the Grantee, HUD and its agent, or other
authorized Federal officials, for purposes of investigation to determine and ensure
compliance with the rules, regulations,and provisions stated herein.
In addition to, but not in substitution for other provisions of this Agreement regarding the use of program
funds, if the Sub-recipient is deemed to be a religious or denominational institution or organization,or an
organization operated for religious purposes which is supervised or controlled by a religious or
denominational institution or organization, Sub-recipient agrees that, in connection with the use of the
program funds: (1)it will not discriminate against any employee or applicant for employment on the basis
of race, color, creed, religion, except as allowed by Executive Order 13279, sex, age, handicap, disability,
ancestry, national origin, marital status, familial status, or any other basis prohibited by applicable law,
(2)it will not discriminate against any persons applying for housing,shelter,services or any eligible activity
under the program on the basis of religion and will not limit such housing or other eligible activities or
give preference to persons on the basis of religion; and (3) it will provide no religious instruction or
counseling, conduct no religious worship or services, engage in no religious proselytizing, and exert no
other religious influence in the provision of housing, shelter, services, or other eligible activity under the
program.
ARTICLE VII: SEVERABILITY
If any provision of this Agreement is held invalid, the remainder of the Agreement shall not be affected
thereby and all other parts of this Agreement shall nevertheless be in full force and effect.
ARTICLE VIII: SECTION HEADINGS AND SUBHEADINGS
The section headings and subheadings contained in this Agreement are included for convenience only and
shall not limit or otherwise affect the terms of this Agreement.
ARTICLE IX: WAIVER
The Grantee's failure to act with respect to a breach by the Sub-recipient does not waive its right to act with
respect to subsequent or similar breaches.The failure of the Grantee to exercise or enforce any right or provision
shall not constitute a waiver of such right or provision.
ARTICLE X: GOVERNING LAW AND VENUE
The law of the State of Georgia shall govern this Agreement between Grantee and Sub-recipient with regard to its
interpretation and performance, and any other claims related to this agreement, which are not specifically
governed by Federal Law.
All claims,disputes and other matters in question between Grantee and Sub-recipient arising out of or relating to
this Agreement,or the breach thereof,shall be decided in the Superior Court of Richmond County,Georgia,if not
specifically governed by Federal Law. The Sub-recipient, by executing this Agreement, specifically consents to
2018 ESG Agreement(CSRA EOA, Inc.) Page 13
jurisdiction and venue in Richmond County and waives any right to contest the jurisdiction and venue in the
Superior Court of Richmond County,Georgia.
ARTICLE XI: ENTIRE AGREEMENT
This agreement constitutes the entire agreement between the Grantee and the Sub-recipient for the use of
funds received under this Agreement and it supersedes all prior or contemporaneous communications and
proposals,whether electronic,oral,or written between the Grantee and the Sub-recipient with respect to
this Agreement.
ARTICLE XII: SUB-RECIPIENT ACKNOWLEDGEMENT
"Sub-recipient acknowledges that this contract and any changes to it by amendment, modification,
change order or other similar document may have required or may require the legislative authorization
of the Board of Commissioners and approval of the Mayor. Under Georgia law,Sub-recipient is deemed
to possess knowledge concerning Augusta, Georgia's ability to assume contractual obligations and the
consequences of Sub-recipient's provision of goods or services to Augusta, Georgia under an
unauthorized contract, amendment, modification, change order or other similar document, including
the possibility that the Sub-recipient may be precluded from recovering payment for such unauthorized
goods or services. Accordingly, Sub-recipient agrees that if it provides goods or services to Augusta,
Georgia under a contract that has not received proper legislative authorization or if the Sub-recipient
provides goods or services to Augusta, Georgia in excess of the contractually authorized goods or
services, as required by Augusta,Georgia's Charter and Code,Augusta, Georgia may withhold payment
for any unauthorized goods or services provided by Sub-recipient.Sub-recipient assumes all risk of non-
payment for the provision of any unauthorized goods or services to Augusta,Georgia,and it waives and
all claims to payment or to other remedies for the provision of any unauthorized goods or services to
Augusta, Georgia, however characterized, including, without limitation, all remedies at law or equity."
This acknowledgement shall be a mandatory provision in all Augusta, Georgia contracts for goods and
services, except revenue producing contracts
ARTICLE XIII: E-VERIFY
All contractors and subcontractors entering into contracts with Augusta, Georgia for the physical
performance of services shall be required to execute an Affidavit verifying its compliance with 0.C.G.A. §
13-10-91,stating affirmatively that the individual,firm, or corporation which is contracting with Augusta,
Georgia has registered'with and is participating in a federal work authorization program. All contractors
and subcontractors must provide their E-Verify number and must be in compliance with the electronic
verification of work authorized programs operated by the United States Department of Homeland Security
or any equivalent federal work authorization program operated by the United States Department of
Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform
and Control Act of 1986(IRCA), P.L. 99-603, in accordance with the applicability provisions and deadlines
established in 0.C.G.A. §13-10-91 and shall continue to use the federal authorization program throughout
the contract term. All contractors shall further agree that, should it employ or contract with any
subcontractor(s) in connection with the physical performance of services pursuant to its contract with
Augusta, Georgia the contractor will secure from such subcontractor(s) each subcontractor's E-Verify
number as evidence of verification of compliance with 0.C.G.A. § 13-10-91 on the subcontractor affidavit
provided in Rule 300-10-01-.08 or a substantially similar form. All contractors shall further agree to
maintain records of such compliance and provide a copy of each such verification to Augusta, Georgia at
the time the subcontractor(s)is retained to perform such physical services.
[SIGNATURES ON THE FOLLOWING PAGE]
2018 ESG Agreement(CSRA EOA, Inc.) Page 14
ARTICLE XVII: COUNTERPARTS
This Agreement is executed in two (2) counterparts — each of which shall be deemed an original and
together shall constitute one and the same Agreement with one counterpart being delivered to each party
hereto.
IN WITNESS WHEREOF, the parties have set their hands and seals as of the date first written above.
ATTEST:
AUGUSTA,GEORGIA
(Grantee)
Approved s to Form by(please initial here): ti
By: , i'I?f1 By: �-
Andrew MacKenzie as its General Counsel Mayor Hardie Davis,uIts Mayor
Date: 3/,2,,/iq Date:
1
OA \ i I Af
By: 4 i /4 Ad W. & By:
ice Allen Jackso s City AdministratorilF
Ha ho e Welcher,J� as its irector
D.te: �Il Date: 1
�f eil/4, Affix Seal Here:
By %l 4 �/
ena B n /as i Clerk of Commission
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ATTEST: CSRA EOA, Inc.
�.— ---- Sub-recipient
igio
By: /. _ "L.-• ,-- Date:
arion E. Barnes,As its President
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By: ' V / Date:
I. Angel Littl i As its Corporate Secretary
,
By' I Date:
fitness
SEAL
2018 ESG Agreement(CSRA EOA, Inc.) Page 15
EXHIBIT"A"
SCOPE OF SERVICES AND TIMETABLE
The Sub-recipient will be responsible for administering the CSRA EOA,Inc.will provide Homelessness
Prevention Services in a manner satisfactory to the Grantee and consistent with any standards required
as a condition of providing these funds. Such program will include the following activities eligible under
the Emergency Solutions Grant Program:
I. SCOPE OF SERVICES
A. Activities
CSRA EOA, Inc.will provide an efficient process for assessing individuals and families who are
experiencing a housing crisis that has or will end with an episode of homelessness. Central Intake
is the first point of contact in the Augusta/Richmond County Continuum of Care. CSRA EOA, Inc.
will provide deposit and short-term rental assistance for 11 individuals and families who meet
the HUD definition of homeless.
B. Program Delivery
Sub-recipient will provide case management in the provision of Rapid Rehousing for eligible
clients in Augusta-Richmond County.Sub-recipient will provide such service,as appropriate and
in compliance with ESG and CoC Orders of Priority, based off of referrals to CSRA EOA, Inc.'s
Rapid Rehousing Program.This program shall have hours of operation as follows: Monday
through Friday SAM to 5PM,and shall be located at 1200 Nellyville Road Augusta GA 30901.
C. General Administration
The Board of Directors manages the Sub-recipient;The Chief Executive Officer manages the
agency,finance,and programs;Volunteers support the agency and clients.
II. LEVELS OF ACCOMPLISHMENT-Goals and Performance Measures
The Sub-recipient agrees to provide the following levels of program services:
Activity Clients per Month Clients per Year
RRH Program 1-2 11
Reduce average length of
shelter stay for homeless 1-2 11
and at risk
Linked to mainstream
benefits 1-2 11
A. Staffin
Case Manager- 37.5/week
B. Performance Monitoring
The Sub-recipient agrees that the Department may carry out periodic monitoring activities as
determined necessary by the Department. At a minimum, monitoring shall occur annually, but it
may occur more frequently if the Department deems it necessary. The Department will provide
the Sub-recipient with advance notice in writing prior to any monitoring activities. Such
monitoring shall consist of evaluating the Sub-recipient's compliance with the terms and
2018 ESG Agreement(CSRA EOA, Inc.) Page 16
conditions of this Agreement, and comparing the Sub-recipient's projected Project schedule,
budget and output with its actual performance. Upon request,the Sub-recipient shall furnish the
Department, the Grantee, or its designee copies of such records and information as the
Department or the Grantee deems necessary. In addition,the Sub-recipient shall submit monthly
progress reports as required by this Agreement, and shall prepare such other reports as may be
required by the Department,the Grantee and/or HUD.
The Grantee will monitor the performance of the Sub-recipient against goals and performance
standards as stated above. Substandard performance as determined by the Grantee will
constitute noncompliance with this Agreement. If action to correct such substandard
performance is not taken by the Sub-recipient within a reasonable period of time after being
notified by the Grantee,Agreement suspension or termination procedures will be initiated.
III. TIME OF PERFORMANCE
Services of the Sub-recipient shall start on January 1, 2018 and end on December 31, 2019. The
term of this Agreement and the provisions herein shall be extended to cover any additional time
period during which the Sub-recipient remains in control of ESG funds or other ESG assets,
including program income.
IV. BUDGET
Line Item Amount
RRH deposits and rental/utilities $17,500.00
Case Management $7,500.00
TOTAL $25,000.00
Any amendments to the budget must be in writing and approved by the Grantee's Director of
Housing and Community Development Department.
V. PAYMENT
It is expressly agreed and understood that the total amount to be paid by the Grantee under this
Agreement shall not exceed$25,000.00. Draw downs(expenditure of funds)for the payment of eligible
expenses shall be made against the line item budgets specified in Paragraph IV herein and in accordance
with performance. Expenses for general administration shall also be paid against the line item budgets
specified in Paragraph IV and in accordance with performance.Salaries will be limited to 40%of the grant
amount unless the activity is legal assistance.
Payments may be contingent upon certification of the Sub-recipient's financial management system in
accordance with the standards specified in 24 CFR 84.21.
Sub-recipient is also responsible for submitting to the Grantee, monthly progress reports, invoices,time
sheets (if applicable), mileage (if applicable), and any other documentation deemed necessary by the
Monitoring Official during the funding cycle. These records shall be retained up at least five(5)years after
the Agreement expires.
EXHIBIT"B"
PROGRAM REQUIREMENTS
2018 ESG Agreement(CSRA EOA, Inc.) Page 17
Augusta Sub-recipient shall operate this project funded through g usta Geor iag 's Emergency g Y Solutions Grant
Program according to the following guidelines:
1. Accounting and related records of Sub-recipient shall at a minimum include the following:
a. Voucher System-All supporting documentation,such as purchase order, invoices,
receiving reports and requisitions.
b. Books of Original Entry-Cash receipts and disbursements journal,general ledger.
c. Chart of Accounts- Listing of accounts must be maintained in the accounting system.
d. Personnel Records - Separate personnel file shall be maintained for each project
employee. As a minimum,the file shall contain a resume of the employee, a description
of duties assigned, and a record of the date employed, rate of pay at the time of
employment, subsequent pay adjustments, and documentation supporting leave taken
by the employee.
e. Attendance Certification -Attendance records shall be maintained for all personnel paid
with ESG funds. Attendance and Pay shall be certified by both the employee and their
immediate supervisor.This applies to part-time as well as full-time personnel. In addition
to accounting for daily attendance, the type of leave taken (annual, sick, or other), shall
be disclosed. Daily attendance records must support budgetary changes for payroll
purposes.
f. Payroll Records - Formal payroll records supporting cash disbursements to employees
shall be maintained. Such records shall disclose each employee's name,job title, social
security number, date hired, rate of pay, and all required deductions for tax purposes.
Timely quarterly payment of taxes withheld from employees for the Federal Government,
along with required matching costs, are required. In addition, all charges for payroll
purposes shall be in accordance with the budget submitted to the Grantee.
g. Checking Accounts- Monthly bank reconciliation shall be conducted by Sub-recipient.All
checks, stubs, etc. shall be pre-numbered and accounted for, including voided checks.
Check stubs, cancelled checks, and deposit slips must be readily available for audit
purposes. Bank statements showing the disbursement of payroll shall be added to all
salary pay requests.
h. Petty Cash - Sub-recipient is encouraged to use an impress or cash advance system and
adhere to a monthly,or if necessary,more frequent reimbursement procedure if any ESG
funds are used as petty cash.
Purchasing Practices - HUD considers State-purchasing regulations to be an acceptable
standard for purchasing practices. Local purchasing practices and other procedures shall
prevail unless State and/or Federal practices and procedures are more stringent.
Therefore, Sub-recipient is obligated to conform to the more restrictive practices and
procedures. It is recommended that Sub-recipient use a formal pre-numbered purchase
order system where possible and applicable.
j. Inventories - Sub-recipient is advised to maintain adequate safeguards against loss by
theft or physical deterioration of any inventories of office supplies, equipment, or other
items purchased with ESG funds.
2018 ESG Agreement(CSRA EOA, Inc.) Page 18
k. Property Records - Sub-recipient is required to maintain formal subsidiary records to
control all project property and equipment. Such records shall disclose the acquisition
and subsequent disposition of all property. An annual inventory should be conducted,
and the books shall reflect the actual value of property on hand at the end of the fiscal
year.
2. All projects accounting records and supporting documents shall be maintained for a period of at
least five (5)years after termination of the Grantee's award. The records shall be made available
to the Grantee, HUD and/or any of their authorized representatives.
3. Sub-recipient should maintain records in an orderly manner, with separate identification for
different federal time periods. Records must be protected from fire or other perils, and if stored
in a location other than the project site, shall be readily accessible to the Grantee's staff, HUD
officials and others who may be authorized to examine such records.
4. REPORT SCHEDULE
Reports are to be mailed or emailed to the project Coordinator by the 15th of the month in which
it is due
REPORT DUE PERIOD COVERED
Monthly Progress Report 15th day of each month (Jan-Dec) For Prior month activities
Annual Performance Grant Period
Report January 15 after year of grant period (January 1—December 31)
Grant Period
ESG Match Log Report Monthly with Reimbursement (January 1—December 31)
Audit 30 days after receipt of Audit Report Sub-recipient's audit period
The applicant's assistance
Self Sufficiency Plan When applicant leaves the program period
Monthly, if applicant is terminated The applicant's assistance
Termination Notice from program period
2018 ESG Agreement(CSRA EGA, Inc.) Page 19
ESG AGREEMENT ATTACHMENTS
REGULATIONS,CIRCULARS&LOCAL PROCUREMENT POLICY
• Emergency Solutions Grant Entitlement Program 24 CFR 576
• OMB Circular A-122, "Cost Principles for Non-Profit Organizations"
• OMB Circular A-110, "Grants and Agreements with Institutions of Higher Education,
Hospitals, &Other Non-Profit Organizations"
• OMB Circular A-133, "Audits of Institutions of Higher Education and Other Non-
profit Institutions"
• Augusta-Richmond County Procurement Policy
FORMS
• Verification &Certification of Homelessness"Exhibit A"
• Income Calculator- https://www.hudexchange.info/incomecalculator/
• Monthly Progress Report"Exhibit C"
• Reimbursement Request
• Reimbursement Checklist
• Reimbursement Itemization
• ESG Match Log
• Time Sheet(Use if applicable)
• Travel Log (Use if applicable)
• Inventory
2018 ESG Agreement(CSRA EOA, Inc.) Page 20