HomeMy WebLinkAboutCOORDINATED HEALTH SERVICES $53,000
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AGREEMENT BETWEEN AUGUSTA, GEORGIA
AND
COORDINATED HEALTH SERVICES, INC.
HOMELESSNESS PREVENTION AND RAPID RE-HOUSING PROGRAM
This Agreement is made and entered into this 1st day of October, 2009, by and between Augusta,
Georgia, by and through the Augusta-Richmond County Commission, as the Implementor of the
Homelessness Prevention and Rapid Re-Housing Program (hereinafter referred to as "Grantee"t and
Coordinated Health Services, Inc., (hereinafter referred to as the "Subrecipient").
WHEREAS, the Grantee has applied for and received funds from the United States Government under
Title XII of Division A of the American Recovery and Reinvestment Act of 2009 ("Recovery Act"); and
WHEREAS, the City, as an Entitlement Grantee is responsible for the administration, implementation,
planning and evaluation within its respective jurisdiction of the HomelessneSs Prevention and Rapid Re-
Housing Program (HPRP) and for the HUD Consolidated Plan; and
WHEREAS, the purpose of the Homelessness Prevention and Rapid Re-Housing Program is to provide
homelessness prevention assistance to households who would otherwise become homeless - many due
to the economic crisis - and to provide assistance to rapidly re-house persons who are experiencing
homelessness; and
WHEREAS, the services which are funded by HPRP must benefit individuals and famifies within the
respective jurisdiction of the City and in accordance with the income eligibility criteria found in the HUD
Section 8 Guidelines; and
WHEREAS, HPRP funds will provide for a variety of assistance, including: shorHerrnorrnedium"term
rental assistance and housing relocation and stabilization services, including such activities as mediation,
credit counseling, security or utility deposits, utility payments, rnovingcest asstst:am:e-, and,case-
management; and
WHEREAS, the Grantee wishes to engage the Subrecipient to assist the Grantee in utilizing such funds;
NOW, THEREFORE, it is agreed between the parties hereto as follows:
I. DEFINITIONS AND IDENTIFICATIONS
Unless the context otherwise requires, the terms used herein and not otherwise defined shall have the
meaning assigned to them in this Section I.
Hemelessness Prevention and Rapid Re-Housing Program (HPRP)
The term "Homelessness Prevention and Rapid Re-Housing Program" or "Program" shall mean that
program administered by the Housing and Community Development Department of the City and funded
by a special Homelessness Prevention and Rapid Re-Housing grant applied for by the City and awarded
by HUD as authorized pursuant to Title XII of the American Recovery and Reinvestment Act of 2009,
Public Law 111-005.
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Department
The term "Department" shall mean the Housing and Community Development Department of the City.
Grantee
The term "Grantee" shall mean the City as Grantee of the Homelessness Prevention and Rapid Re-
Housing grant awarded by HUD.
City
The term "City" shall mean Augusta, Georgia.
Subrecipient
The term "Subrecipient" shall mean the agency receiving the HPRP grant from the City.
HUD
The term "HUD" shall mean the U. S. Department of Housing and Urban Development.
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" does not include any individual imprisoned or otherwise
detained pursuant to an Act of congress or a State law.
Low Income Household
The term "low income household" means a household having an income equal to or less than 50
percent of the Area Median Income.
Household
The term "household" in this agreement means individuals or families.
Program Participant
The term "program Participant" means an individual or family with or without chitdrenthatisprovided
HPRP financial assistance or housing relocation and stabilization services through a rapid re-housing or
prevention program.
Homeless Prevention
The term "Homeless Prevention" means activities or programs designed to prevent the incidence of
homelessness.
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Rapid Re-Housing Assistance
The term "Rapid Re-Housing Assistance" means providing assistance to the homeless to quickly obtain
and sustain stable housing.
II. PROJECT
The Grantee agrees to reimburse the Subrecipient in an amount not to exceed Fifty-Three Thousand
dollars and no cents ($53,000.00) hereinafter the "Grant" to implement the following project(s):
"Homeless Prevention Program"
Subrecipient will operate a homeless prevention program designed to provide financial assistance to
patients who are at risk of being homeless. Said project is more fully set forth in Exhibit "A" attached
hereto and made a part hereof.
III. TIME OF PERFORMANCE
Services of the Subrecipient shall start on October 1, 2009, and end on the March 31, 2012. The term of
this Agreement and the provisions herein shall be extended to cover any additional time period during
which the Subreicipient remains in control of HPRP funds.
IV. COMPENSATION
It is expressly agreed and understood that the total amount to be paid by the Grantee under this
Agreement shall not exceed $53,000.00. Draw downs for the payment of eligible expenses shall be
made against the line item budgets specified herein and in accordance with performance.
Payments may be contingent upon certification of the Subrecipient's ftrtancial management system in.
accordance with the standards specified in 24 CFR 84.21.
V. NOTICES
Subrecipient and the Grantee agree that all notices required by this Agreement shall be in writing and
delivered via mail (postage prepaid), commercial courier, or personal delivery or sent 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.
Communication and details concerning this Agreement shall be directed to the following Agreement
representatives:
Grantee:
Augusta, Georgia
Attention: David S. Copenhaver, Mayor
530 Greene Street, 8th Floor
Augusta, Georgia 30901
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, .
With copy to:
Housing and Community Development Department
Attention: Chester A. Wheeler, III, Director
925 Laney-Walker Boulevard, 2nd Floor
Augusta, Georgia 30901
If to Subrecipient:
Coordinated Health Services, Inc.
Attention: Kimberly Blanchard, Executive Director
2110 Broad Street
Augusta, Georgia 30901
VI: GENERAL CONDITIONS
A. General Compliance
The Subrecipient agrees to comply with the requirements of Title XII of the American Recovery and
Reinvestment Act of 2009 effective March 19, 2009, except that the Subrecipient does not assume the
Grantee's responsibility for initiating the review process, if applicable.
The Subrecipient agrees to comply with all other applicable federal, state and local laws, regulations and
policies governing the funds provided under this Agreement. The Subrecipient further agrees to utilize
funds available under this Agreement to supplement rather than supplant funds otherwise available.
B. Independent Contractor
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 Subretipient shaft at all' .
times remain an "Independent Contractor" 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, as the Subrecipient is
an Independent Contractor.
C. Hold Harmless
The Subrecipient shall hold harmless, defend and indemnify the Grantee from any and all claims,
actions, suits, charges and judgments whatsoever that arise out of the Subrecipient's performance or
non-performance of the services or subject matter called for in this Agreement.
D. Workers' Compensation
The Subrecipient shall provide Workers' Compensation Insurance coverage for all of its employees
involved in the performance of this Agreement.
E. Insurance & Bonding
The Subrecipient shall carry sufficient insurance coverage to protect Agreement 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
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Subrecipient shall comply with the bonding and insurance requirements of 24 CFR 84.31 and 84.48,
Bonding and Insurance.
F. Grantee's Recognition
The Subrecipient 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 Subrecipient will include a reference to the support
provided here in all publications made possible with funds made available under this Agreement.
G. Amendments
1. The Grantee or Subrecipient may amend this Agreement at any time provided that such
amendment 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 Director.
Such amendments shall not invalidate this Agreement, nor relieve or release the Grantee or
Subrecipient 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
Subrecipient. In the event that the Grantee approves any modification, amendment or
alteration to the funding allocation, the Subrecipient shall be notified pursuant to Section Vand
such notification shall constitute an official amendment to this Agreement.
3. The Department's Director shall be authorized to approve line item changes to the
Subrecipient's budget as long as such changes do not increaSl:iTTthe granrcrmountsetforthrrr
the "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. tfsl.Jch
amendments result in a change in the funding, the scope of services, or schedule ofthe activities
to be undertaken as part of this Agreement, such modifications will be iocorporatedonly by
written amendment signed by both the Grantee and Subrecipient.
6. It is further understood that the Subrecipient shall be allowed only one amendment to this
agreement. No amendment will be granted to extend the agreement beyond the estabrished
end of grant period.
H. Suspension or Termination
1. In accordance with 24 CFR 85.43, the Grantee may susperrdortermtnatethtsAgreement if the
Subrecipient 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 statues, regulations, executive orders, and HUD guidelines, policies or directives as
may become applicable at any time;
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(b) Failure, for any reason, of the Subrecipient 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 Subrecipient 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 Subrecipient, 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.
VII. SPECIAL CONDITIONS
1. Homeless Management Information System
As a provider of services for the homeless population, Subrecipient agrees to fully participate in
Pathways Community Network, Inc., the designated Homeless Management Information System, on an
ongoing basis until the expiration of this agreement by inputting client-level data on a regular basis and
reporting on outputs and outcomes as required by HUD.
2. Continuum of Care
Subrecipient agrees to become a member of the Continuum of Care and attend all meetings and report
on progress and distribution of HPRP funds.
3. Central Contractor Registration and DUNS Number
Subrecipient shall register with Dun and Bradstreet at www.dnb.com to obtain a DUNS..FH:.Hnberaoo
complete or renew agency's registration in the Central Contractor Registration (CCR) at wWW.ccr.gov.
4. Program Participant Requirements
To receive financial assistance, Subrecipient must ensure that Program Participants:
a) Have at least an initial consultation with a case manager to determine appropriate type of
assistance required;
b) Household must be at or below 50 percent of Area Medium tncome.'tAM~);
c) Household must be either homeless or at risk of losing its housing and meet both of the
following:
i. No appropriate subsequent housing options have been identified; and
ii. The household lacks the financial resources and support networks needed to obtain
immediate housing or remain in its existing housing.
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d) For prevention assistance, assistance must be targeted to individuals and families at greatest
risk of becoming homeless.
e) Subrecipients must not make payments directly to Program Participants, but only to third
parties, such as landlords or utility companies.
5. Grantee HPRP Guidelines
Subrecipient shall comply with any requirements not specified in this agreement to Grantee's
Homelessness Prevention and Rapid Re-Housing Program Guidelines included as an attachment herein.
6. Rent Reasonableness
Subrecipient must ensure that HPRP funds used for rental assistance do not exceed the actual rentar
cost, which must be in compliance with HUD's standard of "rent reasonableness." This would include
rental payments, rental arrears, and security deposits.
"Rent reasonableness" means the total rent charged for a unit must be reasonable in relation to the
rents being charged during the same time period for comparable units in the private unassisted market
and must not be in excess of rents being charged by the owner during the same time period for
comparable non-luxury unassisted units. The location, size, type, quality, amenities, rnanagement and
maintenance of each unit should be taken into account. Rent reasonableness is determined on a
case-by-case basis.
VIII. ADMINISTRATIVE REQUIREMENTS
A. Financial Management
1. Accounting Standards
The Subrecipient agrees to comply with 24 CFR Part 84 "Uniform Administrative Requirements for
Grants and Agreements with Institutions of Higher Education, Hospitals and other Non~Profit
Organizations" and adhere to the accounting principles and procedures required therein at 84.21-
28, utilize adequate internal controls and maintain necessary source documentation for all costs
incurred.
2. Cost Principles
The Subrecipient shall administer its program in conformance with OMB Circular A-l22, "Cost
Principles for Non-Profit Organizations. These principles shall be applied for all costs incurred
whether charged on a direct or indirect basis.
a) Subrecipient gives the Grantee, HUD and the Comptroller General, through any
authorized representatives, access to and the right to examirreaUrecords,books, papers
or documents relating to this Project.
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b) Subrecipient agrees to maintain books, records and documents in accordance with
generally 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 HPRP grant shall be used only for eligible activities
specifically outlined in this Agreement. The Subrecipient shall comply with any
conditions and timetables set forth in this Agreement. In the event the Subrecipient
does not comply with the conditions and timetables, or if the Subrecipient ceases to
exist or provide the services for which the grant was made, the Subrecipient will not
carry out another HPRP eligible project, the Subrecipient shall be in default. In the
event of default, the Grantee may exercise any rightsQ( remedies provided in thi.s
Agreement.
B. Documentation and Recordkeeoing
1. Records to be Maintained
The Subrecipient shall maintain all records required as specified in HUD's HPRP Notice published
March 19, 2009, which are pertinent to the activities to be funded under this Agreement. Such
records shall include but not be limited to:
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.
b) Records required to determine the homeless eligibility of persons provided services and records
to document persons "at risk" of being homeless, client name; race, ethnicity, gender;dfsabtHty
status, address, income and description of service provided.
c) Financial records to include copies of all reimbursement requests and backup documentation
and records that disclose all costs charged.
2. Documentation Required for Homeless Prevention activities
Subrecipient shall maintain adequate and easily identifiable documentation to determine the
eligibility of program participants. A copy of the documentation for any Financial Assistance
must also be maintained in the client file. At a minimum, documentation should indude the
following:
Eviction
Eviction notice from landlord and copy of
payment made on behalf ofcltent:
Notice of termination from the utility provider
and copy of payment made on behalf of client.
Copy of payment(s) made on behalf of dient.
Utility shut off
Individual or family leaving shelter and
needing any combination of first/last month
rent, security deposit, screening fee
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3. Documentation for Homelessness or At Risk of Homelessness Verification
a) Maintain adequate documentation of homelessness to determine the eligibility of persons
served. A copy of the documentation must be maintained in the client file. Documentation
should be as follows:
Persons living on the street or
in short-term emergency
shelter
Persons coming from
transitional housing for
homeless persons
Persons being evicted from a
private dwelling
Persons being released from
jailor prison, or leaving an
inpatient mental health facility
or chemical-dependency
treatment facility
Persons fleeing domestic
violence
Information should be obtained to indicate that the participant is living on the
street or in short-term emergency shelter. This may include names of
organizations or outreach workers who have assisted them in the past,
whether the client receives any general assistance checks and where the
checks are delivered, or. any other information regarding the participant's
activities in the recent past that might provide documentation. If unable to
verify that the person is living on .the street or. in . short-term . emerg.ency
shelter, the participant or a staff person may prepare a short written
statement about the participant's previous living place. The participant should
sign the statement and date it.
Obtain written verification from the transitional housing staff that the
participant has been residing at the transitional housing facility. The
verification should be signed and dated by the referring agency personnel.
Obtain evidence of formal evictiorTnotice'mctrcatirTgthattlTepcrrticipant was-
being evicted within a week befG/'e receiving homeless assistance.
If the participant's friends or family is evicting, a statement describing the
reason for eviction must be signed by the friend or family member and dated.
In other cases where there is no formaf eviction process, persons are
considered evicted when they are forced out of the dwelling unit by
circumstances beyond their control. ~n these instances, o0tain- 3 signed and
dated statement from the participant describing the situation. Subrecipient
must make efforts to confirm that thesecifcumstanceS-3fetrue and have..
written verification describing the efforts and attesting to their validity. The
verification should be signed and dated.
Obtain evidence from the referring facility's case manager or other authorized
staff that the participant is being or was released/exited and has no identified
housing option.
Obtain written verification from the participant that he/she is fleeing. a
domestic violence situation. If a participant is unable to prepare verification,
the case manager may prepare a written statement about the participant's
previous living situation for the participant to sign and date.
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4. Retention
Subrecipient 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 October 1,2012 and ends September 30,2017.
5. Confidentiality
Subrecipient must develop and implement procedures to ensure: 1) the confidentiality of
records pertaining to any individual provided assistance; and 2) that the address or location of
any assisted housing not be made public, except to the extenubaUhis"prohibitioocantradicts a
pre-existing privacy policy of Subrecipient.
6. Closeouts
Subrecipient'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: making
final payments and disposing of program assets. Not withstanding the foregoing, the terms of
this Agreement shall remain in effect during any period that the Subrecipient has control over
HPRP funds.
7. Audits
All Subrecipient records with respect to any matters covered by this Agreementsfiartbemade
available to the Grantee, HUD, and the Comptroller General of the United States or any of their
authorized representatives, at any time during normal busifless OOu.rsra&,"of:t.e~as,deemect.
necessary, to audit, examine and make excerpts or transcripts of all relevant data.
Subrecipient hereby agrees to have an annual agency audit conducted in accordance with
current Grantee policy concerning Subrecipient audits. In.the-eveffl,Stt&ree~e)4f)e~,.
$500,000 in federal funds, Subrecipient shall also comply with U.S. Government federal audit
requirements including the requirements contained in OMB Circular A-133. Subrecipient shall
submit to the Grantee one copy of the annual independent audit covering the Agreement
period, together with any accompanying management letters 30 days after completion of audit.
Such audit shall be completed by an independent auditor in accordance with generally accepted
accounting and auditing standards (GAAP) governing financial amtccrmpHance-audtts:
Any deficiencies noted in audit reports must be fully cleared by the Subrecipient within 30 days
after receipt by the Subrecipient. Failure of the Subrecipient to comply with the above audit
requirements will constitute a violation of this Agreement and may result in the withholding of
future payments.
Subrecipient shall be liable to Grantee for any costs disallowed pursuant to finance and
compliance audit(s) of funds received under this Agreement. Reimbursement to Grantee of
such disallowed costs shall be paid by Subrecipient from funds which were not provided or
otherwise made available to Subrecipient under this Agreement.
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C. Reporting
Subrecipient must track and report HPRP activities, program participant data and spending separate
from other activities. Minimum reporting requirements include monthly progress, monthly HMIS,
quarterly and annual reports. Subrecipient will report on outputs, such as the number of persons
served and the demographic characteristics of persons served, HPRP funds expended by activity
type and the number of jobs created and/or retained, as well as outcomes related to housing
stability. It is anticipated that one job will be created as a Case M~nager.
D. Invoicing and Payment Procedures
Payment will be made on a reimbursement basis monthly with a 15-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.
Subrecipient is expected to request grant funds monthly according to schedule provided by Grantee.
70 percent ($37,100) of grant funds must be drawn down by June 30, 2011, and 100 percent
($53,000) of the award must be drawn down by March 31, 2012. If Subrecipient does not meet the
70 percent goal, the balance of funds will be recaptured and reallocated.
In order to obtain reimbursement from the Grantee in connection with the Project, Subrecipient
shall provide the following information:
1. Subrecipient shall submit Monthly Progress Reports for the Project detailing
accomplishments for the report period and the number of participants broken down by
race, ethnicity, elderly, disability, veteran and female head of household.
In addition, for each Program Participant, the Subrecipient shall complete and submit a
Participant Income Eligibility form, Verification and Certification of Homelessness and any
other forms indicated on the Reimbursement Checklist Which document eligtbility of
Program Participant.
2. Subrecipient shall submit time sheets as backup documentation for salary reimbursement.
3. Request for reimbursement by Subrecipient shall be accompanied by invoices, cancelled
checks, receipts or other documentation evidencing funds expended by Subrecipient.
4. The Grantee agrees to reimburse costs allowable under Federal, State andLo.caLguidelines..~.
5. Upon receiving the invoices, reports and other material, the Department shall audit such
documentation to determine whether the items invoiced are eHg~blefOf reimbursement
under applicable Federal, State and local laws and regulations.
6. The Department shall authorize the Grantee's Financial Officer to reimburse the
Subrecipient for all costs it determines are eligible for reimbursement, pursuant to the
audit.
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7. The Grantee will pay to theSubrecipient funds available under this Agreement based upon
information submitted by the Subrecipient and 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
Subrecipient.
E. Procurement
1. Compliance
Subrecipient shall comply with current Grantee policy concerningthe purchase of equipment and
shall maintain inventory records of all non-expendable personal property as defined by such policy as
may be procured with funds provided herein. Personal property means property of any kind except
real property. All program assets (unexpended program income,propertr;equrpment;etc:t'shatl"
revert to the Grantee upon termination of this Agreement.
a) All procurement transactions regardless of whether negotiated or advertised and
without regard to dollar value, shall be conducted in a manner so as to provide maximum
open free competition consistent with 24 CFR 84 "Procurement Standards."
b) Subrecipient shall make positive efforts to utilize small business and minority owned
business sources, as well as women-owned businesses, for supplies and services.
2. OMB Standards
Unless specified otherwise within this agreement, the Subrecipient ~hall procure all materials,
property, or services in accordance with the requirements of 24 CFR 84.40-48.
3. Travel
Subrecipient shall obtain written approval from the Grantee for any traveroutsid~ the"
metropolitan area with funds provided under this Agreement.
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 8434, as~ieaele:
IX. OTHER FEDERAL REQUIREMENTS
A. Conflicts of Interest
Subrecipient shall comply with 24 CFR 84.42 with respect to procuring services, equipment supplies or
other property. The following restriction shall apply:
No person who is an employee, agent, consultant, officer or elected appointed official of the
Subrecipient who exercises or has exercised any functions or responsibilities with respect to assisted
activities, or who is in a position to participate in a decision-making process or gain inside information
with regard to HPRP activities, may obtain a personal or financial interest or benefit from the activity, or
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have an interest in any contract, subcontract or agreement with respect thereto or the proceeds
hereunder, either for himself/herself of for those with whom he/she has family or business ties, during
his/her tenure or for one year thereafter.
B. Habitabilitv Standards
If rental assistance is provided, Subrecipient shall conduct initial and any appropriate follow-up Housing
Quality Standards (HQS) inspections of housing units into which a program participant will be moving.
New of different housing units shall be inspected before occupancy, on an annual basis and upon
change of tenancy. A copy of a completed HQS inspection form shall be maintained in program
participant files.
C. Nondiscrimination and Equal Opportunity
Subrecipient shall comply will all applicable fair housing and civil rights requirements in 24 CFR 5.105(a).
Subrecipient must make known that HPRP rental assistance and services are available to all on a
nondiscriminatory basis and ensure that all citizens have equal access to information about HPRP and
equal access to the financial assistance and services provided under this program. Subrecipient must
take reasonable steps to ensure meaningful access to programs to persons with limited English
proficiency (LEP), pursuant to Title VI of the Civil Rights Act of 1964. In addition, all notices and
communications shall be provided in a manner that is effective for persons with hearing, visual and
other communication related disabilities consistent with Section 504 of the Rehabilitation Act of 1973
and implementing regulations at 24 CFR 8.6.
If Subrecipient procedures used to make known the availability of rental assistance and services are
unlikely to reach persons of any particular race, color, religioll, sex, age; nationatorigtrt,famHfatstatosor
disability who may qualify for such rental assistance and services, Subrecipient must establish additional
procedures that will ensure that such persons are made aware of tnerefttalasststance aooservtces,
D. Affirmativelv Furthering Fair Housing
Subrecipient shall affirmatively further fair housing opportunities for classes protected uooer tile Faif
Housing Act. Protected classes include race, color, national origin, religion, sex, disability and familial
status. Examples of affirmatively furthering fair housing include: 1) marketing the program to all eligible
persons, including persons with disabilities and persons with limited English proficiency; 2) making
buildings and communications that facilitate applications and service delivery accessible to persons with
disabilities; 3) providing fair housing counseling services or referrals to fair housing agencies; 4)
informing participants on how to file a housing discrimination complaint, indudingp.rov.idingthe.toU-
free number for the Housing Discrimination Hotline; and 5) recruiting landlords and service providers in
areas that expand housing choice.
E. Lead-Based Paint
Subrecipient shall comply with the Lead-Based Paint Poisoning Prevention Act (42 U.S.c. 4801 et seq.L
as amended by the Residential Lead-Based Paint Hazard Reduction Act of 1992 (42 U.S.c. 4851 et seq.)
and implementing regulations at 24 CFR part 35, subparts A, B, M and R shall apply to housing occupied
by families receiving HPRP assistance. These regulations apply to the unit and to common areas
servicing the unit when HPRP assistance is provided to a unit in which a child under the age of six (6), or
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a lead-based paint inspection has been conducted in accordance with HUD regulations and found not to
have lead-based paint, or if the property has had all lead-based paint identified and removed in
accordance with HUD regulations, or it meets any of the other exemptions described in 24 CFR part
35.115(a).
An initial visual assessment and periodic inspections are required for as long as HPRP funds are being
used to assist the family in the unit. Both must meet HUD's standards described in applicable
regulations. If a new family assisted with HPRP funds moves in unit, the clock for periodic inspections is
reset. The property owner must provide a notice to occupants if an evaluation and hazard reduction
activities have taken place, in accordance with 24 CFR Part 35.125. A completed HQS inspection form
must be maintained in program participant's file.
F. Equal Participation of Religious Organizations
Religious organizations that are directly funded under HPRP may not engage in inherently religious
activities, such as worship, religious instruction, or proselytization as part of the programs or serviceS
funded under HPRP.
Subrecipient shall not, in providing program assistance, discriminate against a program participant or
prospective program participant on the basis of religion or religious belief.
G. Lobbying and Disclosure
Subrecipient must comply with the disclosure requirements and- prohibitions of section 319 of the
Department of the Interior and Related Agencies Appropriations Act for Fiscal Year 1990 (31 U.5.c.
1352) (the Byrd Amendment), and implementing regulations at 2'4 CFR part 87; AppticaTTts must
disclose, using Standard Form LLL (SF-LLLL "Disclosure of Lobbying Activities," any funds, other than
federally appropriated funds, that will be or have been used to inHuertce federiM- emp+oyees, members
of Congress, or congressional staff regarding specific grants or contracts.
H. Drug-Free Workplace
Subrecipient must comply with the Drug-Free Workplace Act of 1988 (41 U.S.c. 701, et seq.)
and HUD's implementing regulations at 24 CFR Part 21.
I. Procurement of Recovered Materials
HUD funds used for procurement by Subrecipient and any person contractingwithsu.b.redpjentw~th
respect to work performed under an assisted contract, must comply with the requirements of Section
6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. In
accordance with Section 6002, agencies and persons must procure itemsc:tesigrrate'dmgtJ-rdelinesof the
Environmental Protection Agency (EPA) at 40 CFR Part 247 that contain the highest percentage of
recovered materials practicable, consistent with maintaining a satisfactory level of competition, where
the purchase price of the item exceeds $10,000 or the value ofthequant.ty acqu.red in the preceding
fiscal year exceeded $10,000; must procure solid waste management services in a manner that
maximizes energy and resource recovery; and must have established an affirmative procurement
program for procurement of recovered materials identified in the EPA guidelines.
Page 14 of 22
_ ,J
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 be in full force and effect.
XI: 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.
XII: WAIVER
The.Grantee's failure to act with respect to a breach by the Subrecipient does notwaive'rts rightt,<,aetwttn-
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.
XIII: ENTIRE AGREEMENT
This agreement constitutes the entire agreement between the Grantee and the Subrecipientfor 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 Granteeandtht?'Subreetpientwt'fft.fespeā¬t
to this Agreement.
(INTENTIONAllY lEFT BLANK)
Page 15 of 22
SIGNATURE PAGE
IN WITNESS WHEREOF, the Parties have executed this Agreement as ofthe date first written above.
ATTEST:
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ATTEST:
SEAL
{k~e~ltJ~
As its Corporate Secretary
~
AUGUSTA, GEORGIA
(Gra ntee)
By:
C9-~A ~ -'
Da S.Copenhaver
As its Mayor
c%
q/3/Df
rick L. Russell
City Administrator
~/'
-
Chester A. Wheeler, III
Director AHCD
Page 16 of 22
EXHIBIT "A"
SCOPE OF SERVICES AND TIMETABLE
The Subrecipient will be responsible for administering the Homeless Prevention Program 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 Homelessness Prevention
and Rapid Re-Housing Program:
I. SCOPE OF SERVICES
A. Activity
1. Homeless Prevention - The program is designed to provide homeless prevention assistance to
homeless individuals. The individuals are patients in the respite center recovering their -heafth,after
hospitalization release.
Assistance will be targeted and prioritized to serve households that are most in need of temporary
assistance and are most likely to achieve stable housing, whether subsidized orunsubsidized,after
temporary assistance expires.
Assistance will be provided in the form of financial assistance for short-term (3 months) needs to include
rental assistance and utility payments. In addition, securitlf deposits for rent and u.tllities.. c.ase
management, mediation/outreach, housing search and placement, and legal services will be provided to
program participants. Payment of assistance will be made directLy to the rental or utility company
and/or other third-party vendors.
Any program participants receiving short-term rental assistance andneectaddittcmat financial ass rstance ,
to remain housed will be evaluated for eligibility to receive up to 15 additional months of medium-term
rental assistance.
For every program participant being assisted, a comprehens.veassessmentw.IU)e,perfGrmeoto,indude
an individual housing and services plan which will be developed within 30 days upon admission in the
program. The plan will be designed to support the program participants in maintaining his/her housing
and will contain clearly stated goals and outcomes.
In consultation with each client, case management, public benefits and entitlement advocacy and any
other services in support of housing stability will be pro.vided to program participants. Program
participants receiving medium-term assistance will be evaluated every 3 months. Additionally, aftercare
follow-up tracking of program participants will be performed 6 months after departure from the
program.
Program Delivery
The program will operate at 2110 Broad Street, Augusta, Georgia, Monday through Sunday 24 hours a
day. Housing related services will be provided annually to 75 eligible program participants with
incomes at or below 50% of the area median income.
Page 17 of 22
. "
General Administration
The Board of Directors manages the Subrecipient and the Executive Director manages the agency's
programs.
B. LEVELS OF ACCOMPLISHMENT - Goals and Performance Measures
The Subrecipient agrees to provide the following levels of program services:
Homeless Prevention
15-20
Total Units
Year 1
Ending
09/30/10
75
Total Units
Year 2
Ending
09/30/11
75
Total Units
Year 3
Ending
03/31/12
35'':40
.
Activity
Units per
Quarter
(# to be served)
C. Staffing
Kimberly Blanchard, Executive Director is responsible for oversight and management of the project.
The Case Manager is responsible for determining eligibilitv af homeless individuals/families,
recruitment of program participants, providing admission procedures, monitoring progress and needs,
accessing and linking participants to resources, discharge plan and follow-up tracking.
(INTENTIONALLY LEFT BLANK)
Page 18 of 22
8000 0 8,000
2,000 0 2,000
4,000 0 4,000
2,000 0 2,000
0 0 0
0 0 0
18,000 0 18,000
5,000 0 5,000
3,000 0 3,000
1,000 0 1,000
0 0 0
53,000 0 53,000
II. BUDGET
(a)
Homelessness
Prevention
(b)
Rapid Re-
housing
Short-term Rental Assistance to prevent eviction (up to 3
mos.)/Medium-term Rental Assistance (4 to 18 mos.)
including 6 months for arrears (back rent owed)
Security Deposits & first month's Rent
Rental Assistance for last month's Rent
Utility Payments (up to 18 mos. or 6 mos. of payments in
arrears)
Utility Deposits
Moving Costs
Motel/Hotel Vouchers
10,000
Case Management
Mediation Services/Outreach (with property owners)
Housing Search & Placement Services
(tenant counseling, securing utilities, etc.)
Legal Services
Credit Repair
TOTAL
(a+b)
Total HPRP
Requested
o
10,000
Any amendments to the budget must be in writing and approved by the Grantee's Director of Housing and
Community Development Department.
III. DRAW DOWN SCHEDULE
Funds shall be drawn down in accordance with the schedule below:
Quarter 1 2 3 4 5
Time Period 10/01/09- 01/01/10- 04/01/10- 07/01/10- 10/01/10-
12/31/09 03/31/10 06/30/10 09/30/10 12/31/10
Draw down $5,300 $5,300 $5,300 $5,300 $5,300
(minimum)
Quarter
Time Period
6
01/01/11-
03/31/11
$5,300
8
07/01/11-
09/30/11
$5,300
9
10/01/11-
12/31/11
$5,300
7
04/30/11-
06/30/11
$5,300
Draw down
(minimum)
Mandatory
Drawdown %
$37,100
70%
Page 19 of 22
10
01/01/12-
03/31/12
$5,300
$53,000
100%
. , -
EXHIBIT "B"
PROGRAM REQUIREMENTS
Subrecipient shall operate this project funded through the City's Homelessness Prevention and Rapid
Re-Housing Program according to the following guidelines:
1. Accounting and related records of Subrecipient shall comprise the following as a minimum:
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 theacco.unting.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 Record - Attendance records shall be maintained for all personnel paid with
HPRP funds. 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 emf}~oyeesfo+. the Feder,al.
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 Subrecipient. 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.
h. Petty Cash - Subrecipient is encouraged to use an imprest systemartd adhere to a
monthly, or if necessary, more frequent reimbursement procedure if any HPRP funds
are used as petty cash.
i. 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, Subrecipient is obligated to conform to the more restrictive practices and
procedures. It is recommended that Sub recipient use a formal prenumbered purchase
order system where possible and applicable.
Page 20 of 22
j. Inventories - Subrecipient 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 HPRP funds.
k. Property Records - Subrecipient 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 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: Tfle records sharrbe made
available to the Grantee, HUD and/or any of their authorized representatives.
3. Subrecipient 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 sychrecords.
EXHIBIT "c"
REPORT SCHEDULE
Annual Performance Report
1 styear-October 15,2010
2nd year - October 15, 2011
3rd year - April 15, 2012
30 days after receipt of Audit Report
PERIOD COVERED
For prior month activities
For prior month activities
Forprtefqttarte-ractiv-itje.s.
Grant Period
Y.ear1: 1Q/01j09.- 09./30/10
Year 2: 10/01/10 - 09/30/11
Year 3:-10!Otj:tl- 03f3l:ftz
Subrecipient audit period
REPORT
Monthly Progress Report
Monthly HMIS Report
Quarterly Performance Report
DUE
5th day of month
5th day of month
5th day of quarter
Audit
Page 21 of 22
, .
, '
.,. 0"
ATTACHMENTS
1. HUD HPRP FR-S307-N-01, March 19, 2009 Notice
2. Augusta Homelessness Prevention and Rapid Re-Housing Guidelines
3. 24 CFR Part 84 - Uniform Administrative Requirements for Grants and Agreements with
Institutions of Higher Education, Hospitals and other Non-Profit Organizations
4. OM B A-122 Circular - Cost Principles for Non-Profit Organizations
s. OMB A-133 - Audits of States, Local Governments and Non-Profit Organizations
6. Fair Market Rents for Year 2009
7. City Procurement Policy
FORMS
1. Verification and Certification of Homelessness
2. Participant Income Eligibility
3. Reimbursement Request and Checklist
4. Rent Reasonableness Checklist
s. Report - Monthly Progress
6. Report - Quarterly Performance
7. Report - Annual Performance
8. Time Sheet
Page 22 of 22