HomeMy WebLinkAboutCOORDINATED HEALTH SERVICES INC $10,000 YR 2009 EMERGENCY
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AGREEMENT BETWEEN AUGUSTA, GEORGIA
AND
COORDINATED HEALTH SERVICES, INC.
FOR
YEAR 2009 EMERGENCY SHELTER GRANT (ESG) PROGRAM
This agreement made and entered into this 21st day of April, 2009, by and between Augusta, Georgia, by and
through the Augusta-Richmond County Commission, as the Implementor of the Emergency Shelter Grant Program
(hereinafter referred to as "Grantee") and Coordinated Health Services, Inc. (hereinafter referred to as the
"Subrecipient").
WHEREAS, the Grantee has made application and entered into a Agreement with the u.S. Department of Housing
and Urban Development pursuant to Title I, Housing and Community Development Act of 1974, as amended and
implementing regulations set forth in Title 24 Code of Federal Regulations (CFR) Part 576, relating to Emergency
Shelter Grants ("ESG"); and
WHEREAS, the City, 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 is 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 and of providing certain essential social services to homeless families and individuals, so that these
persons have access not only to safe and sanitary shelter, but also to the supportive services and other kinds of
assistance they need 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 the City, and in accordance with the income eligibility criteria found in the HUD
Section 8 Guidelines.
WHEREAS, the Grantee desires to engage the Subrecipient to render certain services, programs, or assistance in
connection with such undertakings of the Emergency Shelter 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 Shelter Grant (ESG) Program
The term "Emergency Shelter Grant Program" or "Program" shall mean that program administered by the Housing
and Community Development Department of the City and funded by an Emergency Shelter Grant applied for by
the City 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.
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 Emergency Shelter Grant awarded by HUD.
City
The term "City" shall mean Augusta, Georgia.
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" does 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 limit established by HUD (80% 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 Subrecipient in an amount not to exceed Ten-thousand dollars ($10.000)
(hereinafter the "Grant") to implement the following project(s):
Good Samaritan Respite Center
Subrecipient will provide respite shelter to homeless persons discharged from the hospital. Said project is more
fully set forth in Exhibit "A" attached hereto and made a part hereof.
ARTICLE III:
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.
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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
With copy to: Housing and Community Development Department
Attention: Chester A. Wheeler, III, Director
925 Laney-Walker Boulevard
Augusta, Georgia 30901
If to Subrecipient: Coordinated Health Services, Inc.
Attention: Kimberly Blanchard, Director
2110 Broad Street
Augusta, Georgia 30904
ARTICLE IV: GENERAL CONDITIONS
A. General Compliance
The Subrecipient 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 Shelter Grant (ESG)) except that (1)
the Subrecipient does not assume the Grantee's environmental responsibilities and (2) the Subrecipient does not assume
the Grantee's responsibility for initiating the review process. The Subrecipient also 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 Subrecipient shall 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 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.
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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 Subrecipient shall
comply with the insurance requirements of 24 CFR 84.31. If activity involves construction, Subrecipient shall also
comply with 84.48, Bonding and Insurance requirements.
F. Grantee's Recognition
The Subrecipient shall insure recognition of the role of the Grantee in providing services thro~gh 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 herein 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 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 Subrecipient. In the event that the Grantee approves
any modification, amendment, or alteration to the funding allocation, the Subrecipient 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 Subrecipient will 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 Subrecipient's budget as long as
such changes do not increase in the grant amount set forth in 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. 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 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 established end of grant period.
H. Suspension or Termination
1. In accordance with 24 CFR 85.43, the Grantee may suspend or terminate this Agreement 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 statutes,
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.
I. Matching Funds
The Subrecipient must match dollar-per-dollar matching of ESG funds distributed by Grantee which may be in the
form of dollars, professional services, or in-kind services. Subrecipient 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 in the information supplied with the Request for
Reimbursement. In calculating the amount of matching funds, there may be included 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
shelter programs; and the time and services contributed by volunteers to carry out the emergency shelter
program, determined at the rate of $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 beyond the amounts for which matching funds are
available.
J. 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 by
inputting client data on a regular basis into the computer information gathering system.
ARTICLE V.
ADMINISTRATIVE REQUIREMENTS
A. Financial Management
1. Accounting Standards
The Subrecipient agrees to comply with 24 CFR 84.21-28 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 Subrecipient 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.
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(a) Subrecipient 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) Subrecipient 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.
(c) All Grant funds disbursed through an Emergency Shelter 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 ESG eligible project, the Subrecipient
shall be in default. In the event of default, the Grantee may exercise any rights or remedies provided
in this Agreement.
B. Documentation and Recordkeeping
1. Records to be Maintained
The Subrecipient 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:
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;
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, if applicable;
e. Financial records as required by 24 CFR 84.21-28.
2. Retention
The 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 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 on for the final time. Notwithstanding the above, if there is
litigation, claims, audits, negotiations or other actions that involve any of the records cited that have started
before the expiration of the five-year period, then such records must be retained until completion of the actions
and resolution of all issues, or the expiration of the five-year period, whichever occurs later.
3. aient Data
The Subrecipient 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.
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4. Disclosure
The Subrecipient understands that client information collected under this Agreement is private and the use or
disclosure of such information, when not directly connected with the administration of the Grantee's or
Subrecipient's responsibilities with respect to services provided under this Agreement, is prohibited by
unless written consent is obtained from such person receiving service and, in the case of a minor, that of a
responsible parent/guardian.
5. Oose-outs
The 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. Notwithstanding the foregoing, the terms of this Agreement shall remain in
effect during any period that the Subrecipient has control over ESG 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 in its discretion reprogram the funds to another ESG eligible project.
6. Audits & Inspections
All Subrecipient 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 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. The Subrecipient hereby agrees to have an annual
agency audit conducted in accordance with current Grantee policy concerning Subrecipient audits and
OMB Circular A-133. If Subrecipient does not expend $500,000 in Federal funds within the fiscal year, then an
audited financial statement shall be submitted to Grantee.
C. Reporting and Payment Procedures
1. Program Income
The Subrecipient shall report "monthly" all program income generated by activities carried out with ESG
funds made available under this Agreement. The use of program income by the Subrecipient shall comply
with the requirements set forth at 24 CFR 84.24. By way of further limitations, the Subrecipient 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 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 $0.
2. Indirect Costs
If indirect costs are charged, the Subrecipient will develop an indirect cost allocation plan for determining
the appropriate Subrecipient's share of administrative costs and shall submit such plan to the Grantee for
approval, in a form specified by the Grantee.
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3. Invoicing and Payment Procedures
1) In order to obtain reimbursement from the Grantee in connection with the Project,
Subrecipient shall provide the following information:
a. Subrecipient shall submit Monthly Progress Reports for the Project in the form attached
hereto as Exhibit "D" detailing accomplishments for the report period and the number of
participants broken down by race, sex and female head of household. In addition, for each
Program participant, the Sub recipient shall complete a "Verification and Certification of
Homelessness" Exhibit E" and "Participant Income Eligibility Form in the form attached
hereto as Exhibit "F" and shall submit such forms with its Monthly Progress Report. The
Monthly Progress Report, Verification and Certification of Homelessness and Participant
Income Eligibility forms must 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.
b. TheSubrecipient shall submit time sheets as backup documentation for salary
reimbursement. In addition, the Subrecipient shall submit mileage, if applicable.
c. Request for reimbursement by Subrecipient shall be accompanied by invoices, cancelled
checks, receipts or other documentation evidencing funds expended by Subrecipient.
d. The Grantee agrees to reimburse costs allowable under Federal, State and Local guidelines.
2) 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. .
3) 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. 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 Subrecipient shall not claim
reimbursement from the Grantee for that portion of its obligations which has been paid by
another source of revenue.
4) The Grantee will pay to the Subrecipient 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 ofthe Subrecipient.
4. Progress Reports
The Subrecipient shall submit Monthly Progress Reports to the Grantee in the form (Exhibit D),
content, as required by the Grantee. Progress reports shall be submitted by the 15th day of each
month for prior month activities.
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5. Annual Reports
The Subrecipient shall submit an Annual Performance Report to the Grantee in the form (Exhibit G), content
as required by the Grantee. The Annual Performance Report shall be submitted to Grantee by January 15
following the year of the grant period.
D. Procurement
1. Compliance
The Subrecipient shall comply with current Grantee policy concerning the 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, property, equipment, etc.) shall 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 ~ith the Cost Principles for Non-Profit Organizations, OMS Circular A-ll0
"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 shall procure all materials, property,
or services in accordance with the requirements of 24 CFR 84.40-48.
3. Travel
The Subrecipient 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 84.32 and 84.34, as applicable. Upon expiration of this Agreement,
Subrecipient 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 on the use of program
funds:
A. Title 24, Code of Federal Regulations, Part 576;
B. 42 U.S.c. 99 11371-11378-Title IV, Subtitle B of the Stewart B. McKinney Homeless Assistance
Act.
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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 Contracting 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 implementingregulations 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;
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 CFR576.79(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;
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O. 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 Subrecipients 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."
Q. Certification Regarding Lobbying - Subrecipient 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 otherthan 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
2) It will require that the language of paragraph (d) of this certification be included in the
award documents for all subawards at all tiers (including subcontracts, subgrants, and
Agreements under grants, loans, and cooperative agreements) and that all Subrecipients shall
certify and disclose accordingly.
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.
In addition to, and not in substitution for other provisions of this Agreement regarding the use of program funds, if
the Subrecipient 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.
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SIGNATURE PAGE
IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written above.
ATTEST:
SEAL
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ATTEST:
SEAL
By:
AUGUSTA, GEORGIA
(Grantee)
cY~A.~
Davidjf. Copenhaver
As its Mayor
Chester A. Wheeler, III
Director AHCDO
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EXHIBIT "A"
SCOPE OF SERVICES AND TIMETABLE
The Sub recipient will be responsible for administering the "Good Samaritan Respite Center 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 Emergency Shelter Grant Program:
I. SCOPE OF SERVICES
A. Activities
Good Samaritan Respite Center is a health recovery residence that will provide a safe, supportive environment for
homeless individuals recovering from an illness, injury or surgery.
Program Delivery
Subrecipient will provide a health recovery residence for 20 homeless individuals in need of recuperation following
an illness, injury or surgery. The respite center will provide medications as well as follow~up care. Individuals will
be connected with other community resources which support general wellness and provide linkage to support
systems that will help to avoid homelessness after discharge. Services are provided 24 hours a day, 7 days a week
at the facility located at 2110 Broad Street, Augusta, Georgia.
General Administration
The Board of Directors provides overall management of the Subrecipient. The Executive Director, Kimberly
Blanchard manages daily operations of the Subrecipient. Donna Moore serves as the on-site director of the center
and is responsible for the operation of the center and its programs, as well as the supervision of the other clinic
staff. Donna Moore is also the LPN at the center and provides the primary health care services to the clients as
well as the Certified Nursing Assistants. Mary Allen, the Board Treasurer manages the agency's finances.
B. lEVELS OF ACCOMPLISHMENT - Goals and Performance Measures
The Subrecipient agrees to provide the following levels of program services:
Activity
Essential Services & Operating Costs
Units per Month
20 units of Medical Care
Total Persons/Year
20 persons
C. Staffing
Kimberly Blanchard, the Executive Director is responsible for the daily operation of the Subrecipient - Salary
employee
Donna Moore, Director of clinic is responsible for the operation of the project and Licensed Nurse Practitioner that
oversees client's primary health and supervises staff - Salary employee
Mary Allen, Board Treasurer and Finance Officer - Volunteer
Certified Nursing Assistants (eNA's) responsible in providing health care services to clients - 4 Full-time and 4 Part-
time hourly employees .
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D. . Performance Monitoring
The Subrecipient agrees that the Department may carry out periodic monitoring activities as determined
necessary by the Department. At a minimum, monitoring shall occur annually, and it may occur more
frequently if the Department deems it necessary. The Department will provide the Subrecipient with
advance notice in writing prior to any monitoring activities. Such monitoring shall consist of evaluating
the Subrecipient's compliance with the terms and conditions of this Agreement, and comparing the
Subrecipient's projected Project schedule, budget and output with its actual performance. Upon request,
the Subrecipient 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 Subrecipient 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 Subrecipient 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 Subrecipient
within a reasonable period of time after being notified by the Grantee, Agreement suspension or
termination procedures will be initiated.
II. TIME OF PERFORMANCE
Services of the Subrecipient shall start on April 21, 2009 and end on April 20, 2010. The term of this
Agreement and the provisions herein shall be extended to cover any additional time period during which
the Subrecipient remains in control of ESG funds or other ESG assets, including program income.
III. BUDGET
Unettem
Amount
~Costs
Equipment (Wall mounted hand sanitizer.;, soap and shampoo)
Fumishings (Back porch fumiture, Storage dosets and dient privacy screens in c:flel1ts rooms)
I:ssentiaI Services
Food
lOTAl
$fa)
$6,824
$2,576
$10,000
Any amendments to the budget must be in writing and approved 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 $10,000. Draw downs 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 Subrecipient's financial management system in accordance
with the standards specified in 24 CFR 84.21.
Subrecipient is also responsible for submitting to the Grantee, monthly progress reports, time sheets (if
applicable), mileage (if applicable), 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.
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EXHIBIT "B"
PROGRAM REQUIREMENTS
Subrecipient shall operate this project funded through the City's Emergency Shelter Grant 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 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 Record - Attendance records shall be maintained for all personnel paid with ESG
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 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 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 system and adhere to a monthly, or if
necessary, more frequent reimbursement procedure if any ESG 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
Subrecipient use a formal pre-numbered purchase order system where possible and applicable.
j. Inventories c 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 ESG 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.
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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 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.
EXHIBIT "C"
REPORT SCHEDULE
REPORT DUE
PERIOD COVERED
Monthly Progress Report & 15th day of each month (Jan-Dec)
ESG Match Log
For prior month activities
Annual Performance Report
Audit
30 days after receipt of Audit Report
April 21, 2009 - December 31, 2009
January 1, 2010 - April 20, 2010
Grant Period
. (April 21, 2009 - April 20, 2010)
Subrecipient's audit period
January 15, 2010 r:r
& May 15, 2010 r:r
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