HomeMy WebLinkAboutPROFESSIONAL SERVIES BETWEEN AUGUSTA AND CSRA ECONOMIC OPPORTUNITY AUTHORIDY HOUSE COUNSELING AND HOMEOWNERSHIP SERVICES 1
PROFESSIONAL SERVICES AGREEMENT BETWEEN
AUGUSTA, GEORGIA AND CSRA ECONOMIC OPPORTUNITY AUTHORI ,k►
PROFESSIONAL SERVICES AGREEMENT BETWEEN
AUGUSTA, GEORGIA AND CSRA ECONOMIC OPPORTUNITY
AUTHORITY, INC.
FOR
HOUSING COUNSELING AND HOMEOWNERSHIP SERVICES
This Agreement is made and entered into this 13th day of January, 2009, by and between
Augusta, Georgia, by and through the Augusta - Richmond County Commission, (hereinafter
referred to as "Grantee "), and CSRA Economic Opportunity Authority Inc. (EOA)
(hereinafter referred to as the "Consultant ").
WITNESSETH
WHEREAS, the Grantee is undertaking certain activities related to the revitalization of certain
neighborhoods; and
WHEREAS, the Grantee desires to engage the Consultant for the purpose of administering
Housing Counseling and Homeownership Services for support of the revitalization of the
historic Laney - Walker and Bethlehem Neighborhoods; and
WHEREAS, the Grantee will utilize non - federal and federal Community Development Block
Grant and HOME Investment Partnership funds for acquisition purposes; and
WHEREAS, the Grantee requires Consultant to comply with the Community Development Block
Grant Program regulations at 24 CFR Part 57 HOME Investment Partnerships Program
regulations at 24 CFR 92 and the Uniform Relocation Assistance and Real Property Acquisition
Policies Act of 1970, as amended, at 49 CFR 24.
NOW, THEREFORE, the parties hereto do mutually agree as follows:
1. EMPLOYMENT OF CONSULTANT. Grantee agrees to engage the Consultant, and
the Consultant agrees to provide Housing Counseling and Homeownership Services
which shall support the revitalization of the historic Laney - Walker and Bethlehem
neighborhoods.
2. SCOPE OF SERVICES. The Consultant will provide the services ( "Services" set forth
in Appendix A, attached hereto and incorporated herein by reference.
It is understood and agreed by the parties that the services of the Consultant do not
include any of the following: the disbursement or account of funds distributed by the
Grantee's financial officer, legal advice, fiscal audits or assistance with activities not
related to this project.
3. LIAISON. The Grantee's designated liaison with the Consultant is Chester A.
Wheeler, III, Director of the Augusta Community Development Department. The
Consultant's designated liaison with the Grantee is Gloria B. Lewis.
4. EFFECTIVE DATE AND TIME OF PERFORMANCE. This Contract takes effect on
January 13, 2009, with the Grantee's right to renew contract terms, conditions and
Page 1 of 24 13 January 2009
PROFESSIONAL SERVICES AGREEMENT BETWEEN
AUGUSTA, GEORGIA AND CSRA ECONOMIC OPPORTUNITY AUTHORITY, INC.
compensation annually until April 30, 2010. Grantee may discontinue contract after
one year or at any time during the contract period with 3o days notice to Consultant.
5. COMPENSATION. For the satisfactory completion of the services to be provided
under this Contract, the Grantee will pay the Consultant a sum not to exceed Two
Hundred Fifty Thousand Dollars and no cents ($25o 000) annually, which the
Grantee agrees to pay as set forth in "Appendix B - Compensation /Budget ", attached
hereto and incorporated herein by reference. Compensation for services will be
provided in installments, based on actual work performed based upon the
satisfactory completion of key components of the project deliverables and weekly
status reports as stated in Appendix C.
The Consultant may submit monthly requests for payment, based on actual work
performed, which must be accompanied by an itemized invoice describing the
services furnished, the number of hours worked to accomplish each item, the amount
being billed for each item, a description of any other eligible expenses incurred
during the billing period, and the total amount being billed.
6. INDEPENDENT CONTRACTOR. It is understood by the parties hereto that the
Consultant is an independent contractor and as such, neither it nor its employees, if
any, are employees of the Grantee for purposes of tax, retirement system, or social
security (FICA) withholding. It is further understood that the Consultant will
maintain at its expense for the duration of this Contract, coverage in a workers'
compensation plan for its principles and employees for the services to be performed
hereunder.
7. ELIGIBILITY. The Consultant certifies that the Consultant's firm and the firm's
principals are not debarred, suspended, voluntarily excluded, or otherwise ineligible
for participation in federally assisted contracts under Executive Order 12549;
"Debarment and Suspension" [24 CFR 24.505].
8. CONFLICT OF INTEREST. The Consultant covenants that it presently has no
interest and will not acquire any interest, direct or indirect, in the project that would
conflict in any manner or degree with the performance of its services hereunder. The
Consultant further covenants that, in performing this Contract, it will employ no
person who has any such interest.
9. ENTIRE AGREEMENT: MODIFICATION. This Contract contains the entire
agreement between the parties, and no statements, promises or inducements made
by either party, or agents of either party, that are not contained in the written
Contract, are valid or binding. No changes, amendments or alterations shall be
effective unless in writing and signed by both parties. The Consultant specifically
acknowledges that in entering into and executing this agreement, Consultant relies
solely upon the provisions contained in this agreement and not others.
10. NON - ASSIGNMENT OF AGREEMENT. Inasmuch as this agreement is intended to
secure the specialized services of the Consultant, Consultant may not assign its
rights, including the right to compensation, transfer, delegate or subcontract any
interest herein without the prior written consent of Grantee. Any subcontractor or
assignee will be bound by all the terms and conditions of this contract.
Page 2 of 24 13 January 2009
PROFESSIONAL SERVICES AGREEMENT BETWEEN
AUGUSTA, GEORGIA AND CSRA ECONOMIC OPPORTUNITY AUTHORITY, INC.
11. ASSIGNMENT OF PERSONNEL. The Consultant shall not substitute any personnel
for those specifically named in its proposal unless personnel with substantially equal
or better qualifications and experience are provided and acceptable to Grantee, as is
evidence in writing.
12. INDEMNIFICATION. The Consultant waives any and all claims and recourse
against the Grantee, including the right of contribution for loss and damage to
persons or property arising from, growing out of, or in any way connected with or
incidental to the Consultant's performance of this contract. Further, the Consultant
will indemnify, hold harmless, and defend the Grantee against any and all claims,
demands, damages, costs, expenses, liability arising out of the Consultant's
performance of this Contract except for liability arising out of the concurrent or sole
negligence of the Grantee or its officers, agents or employees. Consultant shall also
indemnify Grantee for any adverse determination made by the Internal Revenue
Service or the State Franchise Tax Board against the Grantee with respect to
Consultant's `independent contractor' status that would establish a liability for failure
to make any social security or income tax withholding payments.
13. INSURANCE. Consultant shall have and maintain in full force and effect for the
duration of this Agreement, insurance insuring against claims for injuries to persons
or damages to property which may arise from or in connection with the performance
of the work by Consultant, its agents, representatives, employees, or sub - consultants.
14. BREACH OF CONTRACT. In the event of breach of Contract by the Consultant, the
Grantee may at its option, engage the services of another Consultant to complete the
work and deduct the cost of the completion from the amount due to the Consultant.
In the event either the Grantee or the Consultant do not fulfill performance under
this agreement, then the affected party may pursue all legal remedies available for
breach of contract.
15. TERMINATION OF CONTRACT. This Contract may be terminated as follows:
(a) Termination for cause.
(i) If the Grantee determines that the Consultant has failed to comply with
the terms and conditions of the Contract, it may terminate this Contract
in whole or in part any time before the date of completion. If the
Consultant fails to comply with any of the terms and conditions of this
Contract, the Grantee may give notice, in writing, to the Consultant of any
or all deficiencies claimed. The notice will be sufficient for all purposes if
it describes the default in general terms. If all defaults are not cured and
corrected within a reasonable period to be specified in the notice, the
Grantee may, with no further notice, declare this Contract to be
terminated. The Consultant will thereafter be entitled to receive payment
for those services reasonably performed to the date of termination, less
the amount of reasonable damage suffered by the Grantee by reason of
the Consultant's failure to comply with this Contract.
(ii) Notwithstanding the above, the Consultant is not relieved of liability to
the Grantee for damages sustained by the Grantee by virtue of any breach
of this Contract by the Consultant, and the Grantee may withhold any
Page 3 of 24 13 January 2009
PROFESSIONAL SERVICES AGREEMENT BETWEEN
AUGUSTA, GEORGIA AND CSRA ECONOMIC OPPORTUNITY AUTHORITY, INC.
payments to the Contractor for purposes of setoff until such time as the
exact amount of damages due the Grantee from the Consultant is
determined.
(iii) Grantee may terminate this contract should funding cease or be
materially decreased.
16. LEGAL FEES. In the event either party incurs legal expenses to enforce the terms
and conditions of this Contract, the prevailing party is entitled to recover reasonable
attorney's fees and other costs and expenses, whether the same are incurred with or
without suit.
17. CIVIL RIGHTS ACT OF 1964 {42 U.S.C. 2000d]. The Consultant will abide by the
provisions of the Civil Rights Act of 1964 which states that under Title VI, no person
may, on the grounds of race, color, or national origin be excluded from participation
in, be denied the benefits of, or be subjected to discrimination under any program or
activity receiving federal financial assistance.
18. NONDISCRIMINATION AND EQUAL OPPORTUNITY. The Consultant will abide
by the Federal requirements set forth in 24 CFR 5.105(a), Nondiscrimination and
Equal Opportunity, as these apply to the CDBG program and activities:
a) requirements of the Fair Housing Act [42 U.S.C. 3601 -2o] and Executive Orders
11063 and 12259 (regarding Equal Opportunity in Housing);
b) prohibitions against discrimination on the basis of age under the Age Discrimination
Act of 1 975 [4 U.S.C. 6101 -07];
c) prohibitions against discrimination against an otherwise qualified individual with a
physical or mental disability, as provided in Section 504 of the Rehabilitation Act of
1 973 [4 U.S.C. 794]; and
d) Executive Order 11246 as amended regarding Equal Employment Opportunities.
19. MINORITY AND WOMEN'S BUSINESS ENTERPRISES f Executive Orders 11625,
12432, 12138 and 112461. The Consultant will take affirmative steps to assure that
minority and women -owned businesses are used when possible as sources of
supplies, equipment, construction and services. Additionally, the Consultant must
document all affirmative steps taken to solicit the participation of minority and
women -owned businesses and will forward this documentation (along with the
names of the minority subcontractors and suppliers) to the Grantee.
20. NONDISCRIMINATION. The Consultant will not discriminate against any employee
or applicant for employment on the basis of race, color, religion, creed, political
ideas, gender, age, marital status, physical or mental disability, or national origin.
21. LOBBYING PROVISIONS. The Consultant certifies that no Federal appropriated
funds have been paid or will be paid, by or on behalf of the undersigned, 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
Page 4 of 24 13 January 2009
PROFESSIONAL SERVICES AGREEMENT BETWEEN
AUGUSTA, GEORGIA AND CSRA ECONOMIC OPPORTUNITY AUTHORITY, INC.
a Member of Congress in connection with the awarding of any Federal contract, 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 contract, grant, loan or cooperative agreement.
22. OWNERSHIP AND PUBLICATION OF MATERIALS. All reports, information, data,
and other materials prepared by the Consultant pursuant to this contract are to be
the property of the Grantee, which have nonexclusive and unrestricted authority to
release, publish or otherwise use, in whole or in part, information relating thereto.
Any reuse without written verification or adaptation by Consultant for the specific
purpose intended will be at the Owner's sole risk and without liability or legal
exposure to the Consultant. No material produced in whole or in part under this
Contract may be subject to copyright or patent in the United States or in any other
country without the prior written permission of the Grantee.
23. REPORTS AND INFORMATION. The Consultant will maintain accounts and
records, including personnel, property and financial records, which are adequate to
identify and account for all costs pertaining to this Contract; and such other records
as may be deemed necessary by the Grantee to assure proper accounting for all
project funds, both federal and non - federal shares. These records will be made
available for audit purposes to the Grantee or its authorized representative, and will
be retained by the Consultant for five (5) years after the expiration of this Contract,
unless permission to destroy them is granted by the Grantee.
The Consultant, at such times and in such forms as the Grantee may require, shall
furnish Grantee monthly progress reports in accordance with the outline indicated
in Appendix C.
24. ACCESS TO RECORDS. It is expressly understood that the Consultant records
relating to this Contract will be available during normal business hours for inspection
by the Grantee, the Housing and Community Development Department, the U.S.
Department of Housing and Urban Development and the U.S. Comptroller General.
Page 5 of 24 13 January 2009
PROFESSIONAL SERVICES AGREEMENT BETWEEN
AUGUSTA, GEORGIA AND CSRA ECONOMIC OPPORTUNITY AUTHORITY, INC.
IN WITNESS WHEREOF, the parties hereto have executed this Contract as of the date first
written above.
ATTEST:
AUGUSTA, GEORGIA
(Grantee)
SEAL
By:
David S. C enhaver
As its Mayor (1
1 /
Lena I oimer
Clerk o ` Commission
Frederick L. Russell
City Administrator
JIrvd-zity:Lfr ---- -
Chester A. Wheeler, III, Director
Augusta Housing & Community Development
Department
ATTEST:
CSRA ECONOMIC OPPORTUNITY AUTHORITY, INC.
(Consultant)
SEAL 1
ByJ! .
Gloria B. Lewis
As its Executive Director
7 7 , /
As its Cciorate ecre .
dells
(Plain Witness)
Page 6 of 24 13 January 2009
PROFESSIONAL SERVICES AGREEMENT BETWEEN
AUGUSTA, GEORGIA AND CSRA ECONOMIC OPPORTUNITY AUTHORITY, INC.
APPENDIX A
SCOPE OF SERVICES
The Consultant will be responsible for administering the Housing Counseling and
Homeownership Services Center, (hereinafter referred to as "Center "), on behalf of the Grantee.
This Center shall operate in accordance with all state and federal laws and regulations for
providing Housing Counseling and Homeownership services.
I. SCOPE OF SERVICES
A. Activity: Homeownership Center
The Home Ownership Center will be a "one- stop" housing shopping center that allows
customers to learn about affordable homes in the community developed by local
government and other non - profit housing developers that are eligible for subsidies and
down payment assistance. This center will provide the following services:
a. Outreach
b. Orientation
c. Fast Track Classes or Home Buyer Club (short term or intermediate /long term)
d. Homebuyer Education Workshop
e. Home Tours
f. Developer Presentations
g. Information on Home Buyer Financial Assistance Programs
h. One -on -One Pre - Purchase Counseling
i. Post - purchase counseling
j. Default/Delinquency /Foreclosure Prevention
The Consultant will provide homeownership counseling, homebuyer education, linkage
to mortgage products, and education that increases the customer's ability to purchase
homes in targeted communities. These services are designed to target working moderate -
income residents within the Augusta/Richmond County limits, and assist in teaching the
necessary steps required to obtain and maintain a home.
The Consultant will assist in the marketing and sales of new and future housing that are
being developed in Community Development Block Grant targeted communities by the
Augusta Housing and Community Development Department.
Page 7 of 24 13 January 2009
PROFESSIONAL SERVICES AGREEMENT BETWEEN
AUGUSTA, GEORGIA AND CSRA ECONOMIC OPPORTUNITY AUTHORITY, INC.
B. Program Marketing and Promotion
Scope of Marketing and Promotion Services
a) Utilize resources to present to potential homebuyers, houses that are available for sale.
b) Arrange and set up staging for scheduled open house events.
c) Develop marketing collateral which may include:
1) DVD Showcase
2) Provide printed materials on each house (floor plans, brochures etc.)
3) Offer class tours to home sites
4) Develop and implement media campaign
d) Arrange for costs saving bundled services such as:
1) Inspections
2) Homeowners Insurance
3) Down Payment Assistance
4) Closing Costs
e) Provide post - purchase counseling and follow -up
f) Make corporate presentations and community outreach
g) Provide weekly and monthly status reports as stated in APPENDIX C.
h) Consultant will obtain a suitable location for the Center. The grantee will have final approval
on this location and rent/cost.
i) The Center will participate with the Housing and Community Development Department
during Fair Housing Month in April, 2009.
j) The Center will host a major event celebrating Homeownership month in June 2009.
k) The Center will support the Laney-Walker/Bethlehem Auction by providing pre- approved
buyers for the auction event.
Page 8 of 24 13 January 2009
PROFESSIONAL SERVICES AGREEMENT BETWEEN
AUGUSTA, GEORGIA AND CSRA ECONOMIC OPPORTUNITY AUTHORITY, INC.
C. Program Delivery
Levels of Accomplishment - Goals and Projected Performance
AC II'V T IM P O I:C`I,l*,D l?`f 3 i c Ely!
e - , C` ED-UI t UT� 3 F 7,4
Orientation 12 /yr (meetings) 4/09 — 4/10 240 people attending
Interest Group
meeting
Community Outreach 24 /yr (meetings) 4/09 — 4/10 24 Community
Activity presentations to city
groups /organizations
Home Buyer Education 12 /yr (seminars) 4/09 — 4/10 200 Homebuyer
Classes Certificates
Homebuyer's Club 12 /yr (meetings) 4/09 — 4/10 72 Long Term
Clients needing long-
term support
Fast -Track Housing 30 /yr (individual) 4/09 — 4/10 10 fast -track
Counseling/Homebuyers mortgages closed per
Club year with clients in
the target area.
Mortgage counseling for 30 /yr (individuals) 4/09 — 4/10 10 mortgages closed
Long Track Buyers for tier 2 clients in 1
year.
Page 9 of 24 13 January 2009
PROFESSIONAL SERVICES AGREEMENT BETWEEN
AUGUSTA, GEORGIA AND CSRA ECONOMIC OPPORTUNITY AUTHORITY, INC.
D. General Administration
Staffing To Be Provided
a. Program Manager- Administration and Oversight (One)
The Program Manager will be a Certified Professional Housing Counselor and will be
responsible for managing all aspects of the organization including human resources,
payroll, financial reporting, and programmatic and organizational development. This
individual will have non- profit management and development experience and be able to
establish relationships within community at the local, state and federal levels. This person
will have successful grant writing experience and be able to manage the development and
implementation of housing related programs.
b. Mortgage Counselor and Financial Advisor (One) — BONUS Based Position
The Mortgage Counselor and Financial Advisor will be responsible for managing all
aspects of the counseling process and will serve as supervisor for the general counseling
staff. This individual will serve as the lead counselor for the organization focusing on
strategy development for those with financial challenges. This counselor will be certified
as a Professional Housing Counselor and will have significant business, finance and
mortgage experience. This person will be responsible for mortgage pre - qualification,
contract reviews, mortgage product analysis and recommendation, and a strong emphasis
on getting clients to move toward closing. This person will develop counseling plans
and strategies for Track 2 Pre - Purchase Clients and are also capable of counseling on
foreclosure, defaults and reverse equity mortgages.
This will be a bonus based position. This person will be required to spend a minimum of
20 hours per week counseling. This time will be documented on a daily log and
calculated per month. A bonus of $5,000 will be divided equally over a 12 month period.
The person will obtain the first 1/12 at the end of the first month. For months 2 -12, the
person must show verification through company logs that they spent a minimum of 20
hours per week in counseling sessions. This verification will be included in the monthly
invoice.
c. Housing and Marketing Coordinator (One)
This person will be experienced in marketing, business, real estate, banking or mortgage
services and will be responsible for developing and implementing marketing plan and
strategies for the organization. This person will recruit, train and organize ambassadors
and volunteers. This individual will establish relationships with other non - profit housing
organizations and affordable housing developers. They will be responsible for property
sales and marketing, contract negotiations and review, basic housing counseling,
Page 10 of 24 13 January 2009
PROFESSIONAL SERVICES AGREEMENT BETWEEN
AUGUSTA, GEORGIA AND CSRA ECONOMIC OPPORTUNITY AUTHORITY, INC.
education awareness, outreach and marketing, fast track counseling. They will be
responsible for counseling Track I Pre - Purchase Clients and providing general client
services.
d. Administrative Counselor and Trainer (One) — BONUS Based Position
This counselor will be responsible for the coordination of all training which includes
coordination of homebuyer education classes, managing the homebuyer's club and
administering the IDA (Individual Development Account) Program. They will be
responsible for all clerical and administrative functions by providing administrative
assistance which include reception, answering the telephone, taking and distributing
messages, providing information about agency services and programs, word processing,
spreadsheets, record keeping, following up on registration and workshop attendees,
setting up client workshop and counseling files and reviewing for proper documentation,
preparing workshop certificates, managing organizations client management system and
updating agency client database and other duties as assigned. This person must be a
certified housing counselor.
This will be a bonus based position. This person will be required to spend a minimum of
20 hours per week counseling. This time will be documented on logs and calculated per
month. A bonus of $5,000 will be divided equally over a 12 month period. The person
will obtain the first 1/12 at the end of the first month. For months 2 -12, the person must
show verification through company logs that they spent a minimum of 20 hours per week
in counseling sessions. This verification will be included in the monthly invoice.
II. TIME OF PERFORMANCE
Services of the Contractor shall start on January 13, 2009 and end on April 30, 2010. The
term of this Agreement and the provisions herein shall be extended to cover any additional time
period during which the Contractor remains in control of grant funds or other assets, including
program income.
Page 11 of 24 13 January 2009
PROFESSIONAL SERVICES AGREEMENT BETWEEN
AUGUSTA, GEORGIA AND CSRA ECONOMIC OPPORTUNITY AUTHORITY, INC.
APPENDIX B
COMPENSATION /BUDGET
Compensation requests for payment may be submitted monthly and must be accompanied by a
written report which describes and documents the work performed. Total payments for the
services rendered under this Contract will not exceed $250,000. A detailed project budget will
be delivered with the first monthly status report. The estimated area breakout for this contract is
as follows:
Staffing $
Operations 55 ,493.
Direct Services 3,000.00
Marketing 30,000.00
Administration 7,000.00
Total $25o,000.00
Each request for payment invoice will provide a detailed explanation of the costs as they relate to
each cost category in the approved budget.
Th C onsu lt an t w ill prov a M P Report utilizing the Standard Monthly Progress
Report found in Exhibit "A ".
The Consultant will provide an Annual Performance Report utilizing the Standard Annual Report
format found in Exhibit "B ".
The consultant will provide a Monthly Invoice with the following attached documentation when
applicable to substantiate the line items in the invoice:
EXHIBIT A - MONTHLY PROGRESS REPORT
EXHIBIT B — ANNUAL PERFORMANCE REPORT
EXHIBIT C — REIMBURSEMENT CHECKLIST
EXHIBIT D — REIMBURSEMENT REQUEST
EXHIBIT E — TIMESHEET
EXHIBIT F — REIMBURSEMENT ITEMIZATION
EXHIBIT G — TRIP LOG
Page 12 of 24 13 January 2009
PROFESSIONAL SERVICES AGREEMENT BETWEEN
AUGUSTA, GEORGIA AND CSRA ECONOMIC OPPORTUNITY AUTHORITY, INC.
DETAILED BUDGET
HOMEOWNERSHIP CSRA EOA, INC. HOMEFIRST
BUDGET
SALARIES $ 27,000 Adm /Couns/Training $ 35,000 Mortgage Advisor * **
(Base Salary - $5,000 bonus (Base salary - $5,000 bonus potential)
potential)
$ 37,500 Program Mgmt
(See note below for * * *)
$ 35,000 Hsg /Mkt Coord * **
(See note below for * * *)
PAYROLL TAXES $ 2,242.27 $ 7,764.64
SUBTOTAL $ 34,242.27 $120,264.64
OPERATIONS
Rent 31,596.00 0
Office Supplies 3,000.00 0
Travel 0 8,000.00
Training 0 5,500.00
Telephone 3,000.00 0
Internet 897.00 0
Janitorial 2,500.00 0
Computer Service 1,000.00 0
SUBTOTAL 0 $41,993.00 $13,500.00
Direct Services $ 3,000.00
Marketing $30,000 0
Administration $ 7,000 0
BUDGET TOTAL: $250,000 $113,235.27 $136,764.64
Page 13 of 24 13 January 2009
4 4
PROFESSIONAL SERVICES AGREEMENT BETWEEN
AUGUSTA, GEORGIA AND CSRA ECONOMIC OPPORTUNITY AUTHORITY, INC.
* ** The Mortgage Counselor and Financial Advisor and Administrative Counselor and
Trainer positions will be bonus based with $5,000 bonus potential in addition to the base
salary state above. This person will be required to spend a minimum of 20 hours per week
counseling. This time will be documented on logs and calculated per month. A bonus of
$5,000 will be divided equally over a 12 month period. The person will obtain the first 1/12
at the end of the first month. For months 2 -12, the person must show verification through
company logs that they spent a minimum of 20 hours per week in counseling sessions. This
verification will be included in the monthly invoice in order for the bonus to be paid.
Page 14 of 24 13 January 2009
ti
PROFESSIONAL SERVICES AGREEMENT BETWEEN
AUGUSTA, GEORGIA AND CSRA ECONOMIC OPPORTUNITY AUTHORITY, INC.
APPENDIX C
PROJECT MONITORING
A. Performance Monitoring
The Consultant agrees that the Grantee may carry out periodic monitoring activities as
determined necessary. At a minimum, monitoring shall occur annually, and it may occur more
frequently if deemed necessary. The Grantee will provide the Consultant with advance notice in
writing prior to any monitoring activities. Such monitoring shall consist of evaluating the
Consultant's compliance with the terms and conditions of this Agreement, and comparing the
Consultant's projected Project schedule, budget and output with actual performance.
Unscheduled visits may occur in an effort to observe agency activities and /or programs when
deemed necessary. Upon request, the Consultant shall furnish the Grantee, or its designee copies
of such records and information, as the Grantee deems necessary.
B. Weekly Status Report
The Consultant shall submit a weekly status report to the Grantee each Monday by 10:00 am.
Weekly reporting shall include the following:
• Results of each marketing and /or promotions effort as outlined in Appendix A;
• Full disclosure of marketing efforts to reach client pool (low to moderate income
persons and /or households) including total cost of such efforts and cost analysis of
effort effectiveness; and
• Completion of Activity Analysis Chart (see section E below for sample chart) ,
categorizing monthly efforts to reach Levels of Accomplishment as outlined in
Scope of Services, Appendix A.
The Grantee will monitor the performance of the Consultant against goals and performance
standards as stated in Appendix A. 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 Consultant within a reasonable period of time after being
notified by the Grantee, contract suspension or termination procedures will be initiated.
C. Monthly Progress Report
The Consultant will be responsible for providing a Monthly Progress Report that includes a
detailed summation of participating activities that summarizes totals to date for the activities
stated in Appendix A, and discusses any impending issues or concerns. A current project budget
shall also be submitted with the monthly report showing actual money expended year -to -date.
Page 15 of 24 13 January 2009
PROFESSIONAL SERVICES AGREEMENT BETWEEN
AUGUSTA, GEORGIA AND CSRA ECONOMIC OPPORTUNITY AUTHORITY, INC.
The format for the Monthly Status Report can be found in Exhibit "A ". The Monthly Activity
Analysis Chart will be included in the Monthly Status Report.
Reports shall be delivered to Augusta Housing and Community Development Department by
Monday at 10:00 am, the last week of the month.
D. Annual Performance Report
The Consultant will be responsible for providing an Annual Performance Report that includes a
detailed summation of participating activities that summarizes totals to date for the activities
stated in Appendix A, and discusses any impending issues or concerns. A current project budget
shall also be submitted with the monthly report showing actual money expended year -to -date.
The format for the Annual Performance Report can be found in Exhibit "B ". The Annual
Activity Analysis Chart will be included in the Annual Performance Report showing year -to -date
totals.
The Annual Performance Report will be delivered to Augusta Housing and Community
Development Department by May 30, 2010.
D. Activity Analysis Chart
The consultant will keep records of each employee's weekly activities on the Weekly Activity
Analysis Chart. This chart will be provided on a weekly basis with a brief overview paragraph.
This weekly Status will be presented at the weekly project status meeting on Monday, from 2:00
— 5:OOpm. A monthly version of the Chart will be provided with the detailed Monthly Status
Report.
Activity Analysis Chart — Weekly /Monthly/To -Date
*Activity description should include location, time, staff attendance and all such pertinent
information as to detail activities performed.
Activity Actyvity Activity Date Actuai'Units Actual Units Total To Cast
Category Description Per Week Peronth Date Expended to
Date
Orientation
Community
Outreach
Activity
Homebuyer
Education
Classes
Fast Track
Counseling —
Tier 1 Clients
Long -Term
Track
Counseling —
Tier 2
Clients
Page 16 of 24 13 January 2009
PROFESSIONAL SERVICES AGREEMENT BETWEEN
AUGUSTA, GEORGIA AND CSRA ECONOMIC OPPORTUNITY AUTHORITY, INC.
EXHIBITS
EXHIBIT A - MONTHLY PROGRESS REPORT
EXHIBIT B — ANNUAL PERFORMANCE REPORT
EXHIBIT C — REIMBURSEMENT CHECKLIST
EXHIBIT D — REIMBURSEMENT REQUEST
EXHIBIT E — TIMESHEET
EXHIBIT F — REIMBURSEMENT ITEMIZATION
EXHIBIT G — TRIP LOG
Page 17 of 24 13 January 2009
PROFESSIONAL SERVICES AGREEMENT BETWEEN
AUGUSTA, GEORGIA AND CSRA ECONOMIC OPPORTUNITY AUTHORITY, INC.
EXHIBIT A - MONTHLY PROGRESS REPORT
Page 18 of 24 13 January 2009
EXHIBIT A
MONTHLY PROGRESS REPORT
Program Year Month
SUBRECIPIENT
Address
Contact Person Phone #
Project Name Project #
PART I. ACTIVITY STATUS FOR MONTH
Progress Achieved in Accomplishing Project Goals and Objectives
(Goals and objectives should correspond to the goals and objectives in the approved grant
application). Indicate measurable units (e.g. # of clients served this reporting period, # of clients
low and moderate income persons, or # of brochures distributed, etc.)
A. ACTIVITIES (Goals /Objectives)
#1 Planned:
Actual:
#2 Planned:
Actual:
#3 Planned:
Actual:
#4 Planned:
Actual:
B. Percentage of Project Completed to Date:
(If not on schedule, please explain in "C. Difficulties Encountered ")
C. DIFFICULTIES ENCOUNTERED
(As applicable, should include information on specific reasons why goals and objectives were not met)
ACTIVITY
Problem(s):
Resolutions /Corrective Action Plan and Schedule:
D. ACTIVITY ANTICIPATED NEXT REPORTING PERIOD
(Should correspond to the "Planned" entries under Progress Achieved in the next report)
Goal /Objective 1:
Goal /Objective 2:
Goal /Objective 3:
Goal /Objective 4:
PART II. MONTHLY SERVICE STATISTICS
(1st Report should list all clients beginning January 1, thereafter list only new clients.)
1. Number of all pe seared this Month:
(NEW means never served and /or reported before)
2. Income of Clients Served this Month:
a. Number of Low & Moderate (UM) Income Persons
b. Number of all Others (not low mod)
c. Total (should be same as #1 above)
d. Number of Low Income Persons (Of the total UM persons in item a, how many
are low income ?)
e. Number of Extremely Low Income Persons (Of the total LIM persons in item a,
how many are extremely low income ?)
3. Race /Ethnicity of Clients this Month:
RACE *Ethnicity
Of the number of persons served in #1, how many are: # Total # Hispanic
White
Black/African American
Asian
American Indian /Alaskan Native
Native Hawaiian /Other Pacific Islander
American Indian /Alaskan Native & White
Asian & White
Black/African American & White
Am. Indian /Alaskan Native & Black/African American
Other Multi - Racial
TOTAL
* Of the race identified in 2 column, how many are of Hispanic origin.
4. Number of Female Headed Households Served
5. Number of Persons who are 62 or older
6. Number of Persons Disabled
7. Cumulative Number of Persons Served to Date
Signature of Director Date
Year 2008 Income Limits
Family Size Extremely Low Low Income Low/Moderate Income Not LM
(persons) Income (31 % -50% of Median) (51 % -80% of Median)
(0 % -30% of Median)
1 $0 - 11,400 $0 - 19,000 $0 - 30,400 $30,401+
2 $0 - 13,050 $0 - 21,700 $0 - 34,750 $34,751+
3 $0 - 14,650 $0 - 24,450 $0 - 39,100 $39,101+
4 $0 - 16,300 $0 - 27,150 $0 — 43,450 $43,451+
5 $0 - 17,600 $0 - 29,300 $0 - 46,950 $46,951+
6 $0 - 18,900 $0 - 31,500 $0 - 50,400 $50
7 $0 — 20,200 $0 - 33,650 $0 - 53,900 $53,901+
8 $0 - 21,500 $0 - 35,850 $0 - 57,350 $57,351+
PROFESSIONAL SERVICES AGREEMENT BETWEEN
AUGUSTA, GEORGIA AND CSRA ECONOMIC OPPORTUNITY AUTHORITY, INC.
EXHIBIT B — ANNUAL PERFORMANCE REPORT
Page 19 of 24 13 January 2009
EXHIBIT B
ANNUAL PERFORMANCE REPORT (APR)
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
PROGRAM YEAR
January 1 - December 31
SUBRECIPIENT:
ADDRESS:
PHONE #:
CONTACT PERSON:
PROJECT NAME: PROJECT #
PROJECT DESCRIPTION:
Amount Expended Amount of Unliquidated
Project Budget During Program Year Obligation as of 12/31
$ $ $
A. ACCOMPLISHMENT NARRATIVE: Describe Accomplishments during this
reporting period as specified in your Agreement. If you did not meet your
anticipated goals, please provide explanation.
(This narrative should not be left blank.)
B. BENEFICIARIES - INCOME
1. Total number of Households (H) or Persons (P) assisted
(Specify Household or Person)
2. Total of #1 who are Extremely Low Income Persons
3. Total of #1 who are Low Income
4. Total of #1 who are Moderate Income
5. Total of #1 who ARE NOT LOW -TO- MODERATE Income
6. Total of #2, 3, 4 & 5 (should equal #1 above).
C. BENEFICIARIES — RACE /ETHNICITY
RACE *Ethnicity
Of the number of persons served in #1, how many are: # Total # Hispanic
White
Black/African American
Asian
American Indian /Alaskan Native
Native Hawaiian /Other Pacific Islander
American Indian /Alaskan Native & White
Asian & White
Black /African American & White
Am. Indian /Alaskan Native & Black /African American
Other Multi - Racial
TOTAL
* Of the race identified in 2 column, how many are of Hispanic origin.
D. Total of #1 who are FEMALE HEADED of HOUSEHOLD
E. Total of #1 who are 62 or older
F. Total of #1 who are disabled
G. REPORTS (Attach any other reports due per agreement.)
Signature of Director Date
PROFESSIONAL SERVICES AGREEMENT BETWEEN
AUGUSTA, GEORGIA AND CSRA ECONOMIC OPPORTUNITY AUTHORITY, INC.
EXHIBIT C — REIMBURSEMENT CHECKLIST
Page 20 of 24 13 January 2009
EXHIBIT C
REIMBURSEMENT CHECKLIST
SALARY & /OR FRINGE BENEFITS INDIRECT COSTS
El Time Sheets 0 Approved A -122 Cost Plan
O Canceled Check(s) O Invoice
O Payroll Report 0 Canceled Check(s)
EQUIPMENT AUDIT
O 3 Bids /Quotes 0 Completed Audit Report
O Invoice 0 Invoice /Bill
O Canceled Check(s) 0 Canceled Check(s)
O Fixed Asset Numbers
SCHOLARSHIPS
SUPPLIES
O List of Recipients
O 3 Bids /Quotes 0 Income Verifications
0 Invoice 0 Costs Charged
O Canceled Check(s)
SEMINAR EXPENSES
TRAVEL 0 Registration w /participant names
O Income Verification
O Prior Approval 0 Invoice
0 Mileage Log (for car) 0 Canceled Check(s)
O Hotel Bill /Receipt
O Parking Receipts EMERGENCY ASSISTANCE
O Canceled Check(s)
O Documentation of Emergency (eviction
CONSTRUCTION notice, utilities cut -off, etc.)
O Income Verification
O Application for Payment with A/E or 0 Invoice /Bill
Inspector Approval 0 Canceled Check(s)
O Inspection Report
O Federal Payrolls ESSENTIAL SERVICES (food, ESG
O Contractor & Subcontractor's homeless)
Certifications
0 Need Assessment/Service provided
GAS 0 Income Verification
O Invoice /Receipt
O Mileage/Trip Log 0 Quotes
O Invoice /Bill 0 Canceled Check(s)
O Canceled Check(s)
OTHER SPECIAL SERVICES
(counseling, fitness, health, etc.)
INSURANCE
O Insurance Policy 0 Certificate or license of provider
O Invoice /Bill 0 Invoice /Bill
O Canceled Checks(s) 0 Canceled Check(s)
Comments:
PROFESSIONAL SERVICES AGREEMENT BETWEEN
AUGUSTA, GEORGIA AND CSRA ECONOMIC OPPORTUNITY AUTHORITY, INC.
EXHIBIT D — REIMBURSEMENT REQUEST
Page 21 of 24 13 January 2009
m
c
ca
�a
00
in-
L
a
as
0
1
al) to co
it , co
Cr Z
n co
CD Q
o.
Ce I—
N Q� / cn
, E
V
d
d
Q
Q Q
a) =
(— w Q ..,
m O
. a) .-. x c 14. Q
� L
W w
L to III
M
co
Ts
u)
E EA- 11
._
E
list .
ep
c
E
to C m _ -I
'a U) t, d s r.+ i
o w L 7 a p, y
L H w 11= a> a.) o
v, a > w O 1— . S / _ ccI
w I'_
-- d a) c.) w Fij N a�
o. C3 W .a o + , a L 0 I— vs ' v i U = _ x. ce a� o ■
0 N mo� w M o M C 1) � a / > - w v d j
L L L ' W uj C PP — g L co al . d 3
L L. L
7 0 y w ° ^n r,„ Q =. > 0
CO < LL 0- C d C ^ a ›, d
d O 0 a V
a
Ce
H� h a) 0 Q.
a) U a
.-ti N M d' L Q 2
PROFESSIONAL SERVICES AGREEMENT BETWEEN
AUGUSTA, GEORGIA AND CSRA ECONOMIC OPPORTUNITY AUTHORITY, INC.
EXHIBIT E - TIMESHEET
Page 22 of 24 13 January 2009
a>
I cn E
r
a)
0 o
—� _ J =
0
H I— 0
II
C to
cn o L E
= L
O Y d am+ ag
6 =
C 3
w CU
H _ CC
U.1
a T d
cgi:} I o 0 i aS ca
°' p0== x
>+ Oppwcn
cI = pm
a c) 0
1
W w
I— z
CO 1
= 1 cn
X a
W a 1 0
O w
1 5
w 0
5 z
O O
1 cn
w
w
w 0
w m
O 0
p J
O a
1 1—
cn O
Y i —
v )
a
H m
L d
L
�= CO O a co
To'
a C
c ) ca ci °' N
L z E w >, `o CO
+� ca N w o
U • z F- a d
E . Q d E 0 w p
. 2 >' U o w _1
Q
• E o o ° .
cn w 1-
PROFESSIONAL SERVICES AGREEMENT BETWEEN
AUGUSTA, GEORGIA AND CSRA ECONOMIC OPPORTUNITY AUTHORITY, INC.
EXHIBIT F — REIMBURSEMENT ITEMIZATION
Page 23 of 24 13 January 2009
u)
H
Z
W
2 �O
O •Q.
U U
Q)
N
U
0
Y
U 1 ca
WO a
U Q °,
O °- 0
H Q a
N_
U 0
W
4., 1_- = a.
0
;4 Z L
W W o _
a
UWM
•Q.
m 500 cb
Z�Q o
w o
Ce U
o O
H W
• Z
I - 6
Om tn
a W
CC Z
o
Z
03
a)
U
C - z
a) _ 2 E
. o. W N
1 O-0
z.-
(1) o
PROFESSIONAL SERVICES AGREEMENT BETWEEN
AUGUSTA, GEORGIA AND CSRA ECONOMIC OPPORTUNITY AUTHORITY, INC.
EXHIBIT G — TRIP LOG
Page 24 of 24 13 January 2009
EXHIBIT G
TRIP LOG
For
Month Ending:
Subrecipient:
Odometer Odometer
Date Origin of Destination Purpose of Trip Beginning Ending Total
Trip Miles
Director's Signature:
Total miles x $ .405
NOTE: Attach list of Riders for each Trip