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HomeMy WebLinkAboutResolution - 2015-R0070 - TDHCA For CEAP - 02/26/2015No. 2015-R0070 iary 26, 2015 No. 6.2.1 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock is hereby authorized and directed to execute for and on behalf of the City of Lubbock, a Contract, by and between the City of Lubbock and Texas Department of Housing and Community Affairs (TDHCA), for the Comprehensive Energy Assistance Program (CEAP), and all related documents. Said Contract is attached hereto and incorporated in this resolution as if fully set forth herein and shall be included in the minutes of the City Council. Passed by the City Council this 26th day of February 2015. ATTEST: -r'441 G C. ERTSON, MAYOR Rebec Gazza, City Secretary APPROVED AS TO CONTENT: Bill How on, Assistant 11ty Manager AS TO FORM: gs/RES..CDBG-TDHCA-Comprehensive Energy Assist Prog.1.20.15 Resolution No. 2015-R0070 TEXAS DEPARTMENT OF HOUSING AND COMMUNITI" AFFAIRS CONTRACT NUMBER 58150002098 FOR THE FY 2015 COMPREHENSIVE ENERGY ASSISTANCE PROGRAM (CEAP) (CFDA N 93.568) SECTION 1. PARTIES TO THE CONTRACT This Comprehensive Energy Assistance Program Contract Number 58150002098 ("Contact') is made by. and between the Texas Department of Housing and Community Affairs. a public and official agency of the State of Texas ("Department"), and City of Lubbock a political subdivision of the State of Texas ("Subrecipient"), hereinafter the "Parties". SECTION 2. CONTRACT TERM This Contact shall commence on January 01, 2015, and, unless earlier terminated, shall end on December 31, 2015 ("Contract Term"). SEC ION 3. SLBRECIPIENT PERFOIRMAN'CE Subrecipient shall, in accordance with this Contract throughout its service area, operate a Comprehensive Energy Assistance Program. ("CEAP"), in accordance with the Economic Opportunity Act of 1964 (Public Law 88-452), the Law -Income Home Energy Assistance Act of 1981 as amended (42 U.S.C. Sec 8621 et seq.) (Title XXVI of the Omnibus Budget Reconciliation Act of 1981, Public Lac 97-35, as amended) ("LIHEAP Act"), Chapter 2306 of the Texas Government Code ("State Act"), the implementing State regulations under Title 10, Part I, Chapter I and Chapter 5, Subchapters A and D of the Texas Administrative Code, as amended or supplemented from time to time ("State Rules"). the LIHEAP State Plan, any applicable Office of Management and Budget ("01,111") Circulars, Subrecipient's "Service Delivery Plan" in accordance with Section 5.408of the State Rules, the Departmenfs guidance related to CEAP, all applicable state and federal regulations and the terms of this Contract. Subrecipient shall assist "Households" as defined in Section 5.2 of the State Rules ("Households") that arc "Lose -Income" as defined in Section 52of the State Rules ("I.ow-Income") with priority being given in no particular order to "Elderly Persons" as defined in Section 52of the State Rules ("Elderly Persons"), "Persons with Disabilities" as defined in Section 52of the State Rules ("Persons with Disabilities"), Households with a young child 5years of age or under. Households with "High Energy Burden" as defined in Section 52of the State Rules ("High Energy Burden") and Households with "High Energy Consumption" as defined in Section 52of die State Rules ("High Energy Consumption"). Subrecipient shall further implement the CEAP in accordance with the Certifications attached hereto as Addendums A, B, C and D and incorporated herein for all relevant purposes; the Budget attached hereto as Exhibit A and incorporated herein for all relevant purposes, the Personal Responsibility and Work Opportunin Act of 1996("PRWORA") Requirements for the CEAP attached hereto as Exhibit B and incorporated herein for all relevant purposes, the assurances, certifications, and all other statements made by Subrecipient in it, application funding under this Contact; and with all other terms, provisions, and requirements herein set forth. SECTION4. DEPARTNIENTOBLIGATIONS A. In consideration of Subrecipient's satisfacton performance of this Contract. Department shall reimburse Subrecipient for the actual allowable costs incurred by Subrecipient during the Contract Term for administrative expenditures and program services costs and direct services expenditures in accordance with Section 5430of the State Rules. , in the amounts) specified in the Budget attached as Exhibit A to this Contrac4 incorporated herein for all relevant purposes. B. Any decision to obligate additional funds or deobligate funds shall be made in writing by Department in its sole discretion based upon factors including, but not limited to, the status of funding under grunts to Department, the ate of Subrecipient's utilization of funds under this or previous contacts, the existence of questioned or disallowed costs under this or other contacts between the Parties, and Subrecipienfs overall compliance with the terms of this Contact C. Department's obligations under this Contract are contingent upon the actual receipt of 2015 funds from the U.S. Department of Health and Human Services If sufficient funds are not available to make payments under this Contact, Department shall notify Subrecipient in writing within a reasonable time after such fact is determined. Department shall then terminate this Contract and will not be liable for the failure to make any payment to Subrecipient under this Contact Department acknowledges that it has received obligations from those sources which. if paid, will be sufficient to paw the allowable costs incurred by Subrecipient under this Contact D. Department is not liable for any cost incurred by Subrecipient which' I. is subject to reimbursement by a source other than Department, 2. is for performance of services or activities not authorized by the LIHEAP ACL or which is not in accordance with the terms of this Contract; Page I of 22 3. is not incurred during the Contract Term, 4. is not reported to Department on a monthly expenditure or performance report within forty five (45) days following the end of the Contract Term. or 3. is incurred for the purchase or permanent improvement of real propem E. Subrecipient shall refund, within fifteen (15) days of the Department's request. any sum of money paid to Subrecipient which Department determines has resulted in an overpayment or has not been spent in accordance with the terms of this Contract. F. Notwithstanding any other provision of this Contract, the total of all payments and other obligations incurred by Department under this Contract shall not exceed the sum of 5969,170.00. SECTIONS. METHOD OF PAYDIENT/CASH BALANCES A. Each month, Subrecipient may request an advance payment of CEAP funds under this Contract. As per the state Uniform Grant Management Standards, Subchapter 1, Chapter 20, Part Iof Title 34of the Texas Administrative Code, in effect on October I, 2014 ( "UGMS'), Subrecipient's requests for advances shall be limited to the amount needed and be timed to be in accordance with actual immediate cash requirements of the Subrecipient in carrying out the purpose of this Contract B. Subrecipient shall establish procedures to minimize the time elapsing between the disbursement of funds from Department to Subrecipient and the expenditure of such funds by Subrecipient. C Subrecipient must request an advance payment by% submitting a properlc completed monthly expenditure report to the Department through the electronic reporting system no later than the fifteenth (15th) day of the month prior to the month for which advance payment is sought. D. Subsection 4(A) notwithstanding. Department reserves the right to utilize a modified cost reimbursement method of payment whereby reimbursement of costs incurred by a Subrecipient is made only after the Department has reviewed and approved backup documentation provided by the Subrecipient to support such costs for all funds if (1) Subrecipient maintains excessive cash balances or requests advance payments in excess of thirty (30) days need, (2) Department identifies any deficiency in the internal controls or financial management system used by Subecipient (3) Subrecipient violates any of the terms of this Contact: (4) Department's funding sources require the use of a cost reimbursement method of payment or (5) Subrecipient owes the Department funds. E. Department may offset or withhold any amounts odtetwise owed to Subrecipient under this Contract against any amount owed by Subrecipient to Department arising under this Contract. F. All funds paid to Subrecipient under this Contract are paid in lust for the exclusive benefit of the eligible clients of the CEAP and for allowable administrative expenditures and program services costs incurred during the Contract Tem in accordance with Section 5.430 of the State Rules. SECTION 6- COST PRINCIPLES AND ADMINISTRATIVE REQUIREMENTS A. Except as expressly modified by law or the terms of this Contract, Subrecipient shall comply with the cost principles and uniform administrative requirements set forth in the UGMS in effect on October I. 2014. All references therein to "local government" shall be construed to mean Subrecipiem B. Uniform cost principles for political subdivisions are set forth in Ob1B Circular A-87, "Cost Principles for State. Local, and Indian Tribal Governments", as implemented by 2C.F.R. Pan 225 ("OMB Circular A-87") Uniform administrative requirements for political subdivisions are set forth in OMB Circular A-102, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments ("OMB Circular A-102"). ONIB Circular A-133 "Audits of States. Local Governments, and Non -Profit Organizations" issued June 30, 1997("ONIB Circular A-133"), sets forth audit standards for governmental organizations and other organizations expending Federal funds The expenditure threshold requiring an audit under OhIB Circular A-133 is $500,000.00. C Notwithstanding any other provision of this Contract, Department shall only be liable to Subrecipient for costs incurred m performances rendered for activities specified in the LDIEAP Act D. Subrecipient may incur costs for activities associated with the closeout of the LEAP Contract for a period not to exceed forty-five (45) days from the end of the Contract Term defined in Section 2 of this Contract. Page 2 of 22 SECTION 7. TERMINATION AND SL SPESSION A. Pursuant to Section 5.17 of the State Rules. Department may terminate this Contract, in whole or in part, at any time Department determines that there is cause for termination. Cause for termination includes, but is not limited to, Subrecipient's failure to comply with any temi of this Contract or reasonable belief that Subrecipient cannot or will not comply with the requirements of the Contract If the Department determines that a Subrecipient has failed to comply with the terms of the Contract, or has failed to provide services that meet appropriate standards, goals, or other requirements established by the Department, Department will notify Subrecipient of the deficiencies to be corrected and require the deficiencies be corrected prior to implementing termination. B. Subrecipient's failure to expend the funds provided under this Contract in a timely manner may result in either the termination of this Contract or Subrecipienes ineligibility to receive additional funding under CEAP, or a reduction in the original allocation of funds to Subrecipient. C. Nothing in this Section shall be construed to limit Department's authority to withhold payment and immediately suspend this Contract if Department identifies possible instances of fraud, abuse, waste, fiscal mismanagement, or other deficiencies in Subrecipient's performance including but not limited to, Subrecipienes failure to correct any monitoring findings on this or any state contract or on a single audit review. Suspension shall be a temporary measure pending either comectiwe action by Subrecipient or a decision by Department to terminate this Contract. D Notwithstanding any exercise by Department of its right of termination or suspension, Subrecipient shall not be relieved of any liability to Department for damages be virtue of any breach of this Contract by Subrecipient Department may withhold am payment due to Subrecipient until such time as the exact amount of damages due to Department is agreed upon or is otherwise determined in writing between the Panics. E. Department shall not be liable for any costs incurred by Subrecipient after termination or during suspension of this Contract. SECTION 8. ALLOWABLE EXPENDITURES A. The allowability of Subrecipierift costs incurred in the performance of this Contract shall be determined in accordance with the provisions of Section 4and the regulations set forth in the LIHEAP Act and the State Rules, subject to die limitations and exceptions set forth in this Section. B. CEAP funds allow up to 6.25% of the award amount to be utilized for administrative costs. Administrative costs incurred by Subrecipient in performing this Contract are to be based on actual programmatic expenditures and shall be allowed up to the amount outlined in the Budget attached as Exhibit A to this Contract Eligible administrative costs include costs related to stall performance of management accounting and reporting activities in accordance with the LIREAPS tate Plan. C. Administrative and program services activities funds are earned through provision of direct services to clients in accordance with the State Rules. Subrecipient may choose to submit a final budget revision no later than fom-five (45) days prior to die end of the Contact Term to use its administrative and program services funds for direct sen ice categories. SECTION 9. RECORD KEEPING REQUIREMENTS A. Subrecipient shall maintain fiscal and programmatic records and supporting documentation for all expenditures of funds made under this Contract in accordance with the Uniform Grant Management Standards, Chapter III. "State Uniform Administrative Requirements for Grants and Cooperative Agreements". Subpart C -Post Award Requirements. §_42, Retention and access requirements for records. B, Subrecipient acknoaiedges that all information collected, assembled, or maintained by Suhrecipient pertaining to this Contract. except records made confidential by law, is subject to the Texas Public Information Act (Chapter 552 of Texas Government Code) and must provide citizens, public agencies, and other interested parties with reasonable access to all records pertaining to this Contract subject to and in accordance with the Texas Public Information Act. C. Subrecipient shall give the U.S. Department of Health and Human Services, the U.S. General Accounting Office, the Texas Comptroller, the State Auditors Office, and Department, or any of their duly authorized representatives, access to and the right to examine and copy, on or off the premises of Subrecipient, all records pertaining to this Contract. Such night to access shall continue as long as the records are retained by Subrecipient. Subrecipient agrees to maintain such records in an accessible location for the greater of (i) four (4) years: (it) if notified by the Department in writing. the dale that the final audit is accepted with all audit issues resolved to the Department's satisfaction: (iii) if anv litigation claim, negotiation, inspection, or other action has started before the expiration of the required retention period records must be retained until completion of the action and resolution of all issues which arise under it (iv) a date consistent with any other period required by federal or state law or regulation. Subrecipient agrees to cooperate with any examination conducted pursuant to this Subsection. Upon termination of this Contract, all records are property of the Department. Page 3 of 22 D. Subrecipient shall maintain a client file system to document direct services rendered. Each client file shall contain the following. I Client application containing all Department requirements, 2 Documentation/verification of client income for the thirty (30) days preceding their application for all Household members eighteen (18) years and older, or Declaration of Income Statement (DIS) (if applicable). In order to use the DIS form, each subrecipient shall develop and implement a written policy and procedure on the use of the form. 3. Copy of client's utility bill(s): 4. Energyconsumption history for previous twelve (12) months (all fuel types) (not applicable for Household Crisis), 5. Documentation of payment (Documentation of payment may be maintained in a separate file, but must be accessible to the Department): 6. Documentation of benefits determination. 7. Notice of Denial Form(ifapplicable), 8. Right ofappezl and procedures for denial or termination ofservices(ifapplicable): 9. Any documentation required by directives. 10. Priority rating fam: and 11. Case notes sufficient to document that program service activity has occurred. E. Subrecipient shall maintain complete client files at all times. Costs associated with incomplete files found at the time of program monitoring may be disallowed. SECTION 10. REPORTING REQUIREMENTS A. Subrecipient shall electronically submit to Department, no later than fifteen (15) days after the end of each month of the Contract Term, a Funding Report of all expenditures of funds and clients served under this Contract during the previous month. These reports are due even if Subrecipient has no new activity to report during the month. B. Subrecipient shall submit to Department, no later than forty-five (45) days after the end of the Contract Term, an inventor) of all vehicles, tools, and equipment with a unit acquisition cost of S5,000.00and /or a useful life of more than one year. if purchased in whole or in part with funds received under this Contract or previous CEAP contracts. The inventory' shall include the vehicles, tools, equipment, and appliances purchased with Energy Crisis funds on hand as of the last day of the Contract Tern Subrecipient acknowledges that all equipment and supplies purchased with funds from the CEAP are the property of CEAP and as such, su7 with the subrecipient which provides CEAP services in the service area. C. Subrecipient shall electronically submit to Department, no later than forty-five (45) days after the end of the Contract Term, a final report of all expenditures of funds and clients served under this Contract Failure of Subrecipient to provide a full accounting of funds expended under this Contract may result in the termination of this Contract and ineligibility to receive additional funds. If Subrecipient fails to submit a final expenditurelperfornance report within forty-five (45) days of the end of the Contract Term. Department will use the last repot submitted by Subrecipientas the final report. D. If Subrecipient fails to submit, in a timely and satisfactory manner, any report or response required by this Contract, Department may withhold any or all payments otherwise due or requested b' Subrecipient hereunder. Payments may be withheld until such time as the delinquent report or response is received by Department. If the delinquent report or response is not received within forty-five (45) days of its due date, Department may suspend or terminate this Contract. If Subrecipient receives funds from Department over two or more Contract Terms, funds may be withheld or this Contract suspended or terminated for Subrecipienfs failure to submit a past due report or response (including an audit report) from a prior contract or Contract Tenn. E. Subrecipient shall provide the Department with a Data Universal Numbering System (DUNS) number and a Central Contractor Registration (CCR) System number The DUNS number must be provided in a document from Dun and Bradstreet and the current CCR number must be submitted from a document retrieved from the haps'//%%I%A% sato gov website. These documents must be provided to the Department prior to the processing first payment to Subrecipient Subrecipient shall maintain a current DUNS number and CCR number for the entire Contract Term. SECTIO\ It. VENDORAGREENIENTS For each of Subrecipient's vendors, Subrecipient shall implement and maintain a vendor agreement that contains assurances relating to fair billing practices. delivery procedures, and pricing procedures for business transactions invoking CEAP clients. All vendor agreements are subject to monitoring procedures performed by TDHCA. All vendor agreements must be renegotiated every two years. Page 4 of 22 SECTION12. CHANGES AND AMENDMENTS A. Any change, addition or deletion to the terms of this Contract required by a change in federal or state law or regulation is automatically incorporated herein and is effective on the date designated by such law or regulation. B. Except as specifically provided otherwise in this Contract, any changes, additions, or deletions to the terms of this Contract shall be in writing and executed by both Parties to this Contract. If any Parr. returns an executed copy by facsimile machine or electronic transmission, the signing para intends the copy of its authorized signature printed by the receiving machine or the electronic transmission, to be its original signature. C. written requests for Contract amendment must be received by the Department by no later than forty-five (55) days prior to the end of the Contract Term. SECTION 13. PROGRAM INCOME Subrecipient shall account for and expend program income derived from activities financed in whole or in part with funds provided under this Contract in accordance with the OMB Circular A-102, Uniform Administrative Requirements for Grans and Cooperative Agreements to State and Local Governments ('OMB Circular A-102"). Section 2-Post-mvard Policies, Paragraph e, Program Income, of the Attachment and the Common Rule for Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments, Subpart C - Post -Award Requirements—Financial Administration, §_ 25. Program Income. SECTION Il. TECHNICAL ASSISTANCE AND MONITORING Department may issue technical guidance to explain the rules and provide directions on terms of this Contract Department or its designee may conduct on and offsite monitoring and evaluation of Subrecipient's compliance with the terms of this Contract Department's monitoring may, include a review of the efficiency. economy, and efficacy of Subrecipient's performance. Department will notify Subrecipient in writing of any deficiencies noted during such monitoring. Department may provide training and technical assistance to Subrecipient in collecting the deficiencies noted. Department may require collective action to remedy deficiencies noted in Subrecipient's accounting, personnel, procurement. and management procedures and systems in order to comply with State or Federal requirements. Department may conduct follow-up visits to review the previously noted deficiencies and to assess the Subrecipient's efforts made to correct them. Repeated deficiencies may result in disallowed costs. Department may terminate or suspend this Contract or invoke other remedies Department determines to be appropriate in the event monitoring reveals material deficiencies in Subrecipient's performance, or Subrecipient fails to correct any deficiency within a reasonable period of time, as determined by the Department. Department or its designee may conduct an ongoing program evaluation throughout the Contract Term. SECTION 15. INDEPENDENT SUBRECIPIENT It is agreed that Department is contracting with Subrecipient as an independent contractor. SECTION 16. PROCUREMENT STANDARDS A. Subrecipient shall comply with 45 C.F.R. Part 92, OMB Circular A-102, 10 TA . §§5.10 and 5.12- and all applicable federal, state, and local laws, regulations. and ordinances for making procurement transactions and purchases under this Contract. B Subrecipient may not use funds provided under this Contract to purchase personal propem, equipment. goods, or services with a unit acquisition cost (the net invoice unit price of an item of equipment) of more than 55.000 unless Subrecipient has received the prior written approval of Department for such purchase. SECTION 17. SUBCONTRACTS A. Subrecipient may not subcontract the priman performance of this Contract, including but not limited to expenditure and performance reporting and drawing funds through the Communm Affairs Contract System, and only may enter into properh procured contractual agreements for consulting and other professional services, if Subrecipient has received Department's prior written approval. Subrecipient may subcontract for the delivers of client assistance without obtaining Department's prior approval Any subcontract for the delivery of client assistance will be subject to monitoring by the Department as per Section IJ. B. In no event shall any provision of this Section 17, specifically the requirement that Subrecipient obtain Departments prior written approval of a subcontractor. be construed as relieving Subneipient of the responsibility for ensuring that the performances rendered under all subcontracts are rendered so as to comply with all of the terms of this Contract, as if such perfnmtances rendered were rendered by Subrecipient. Department's approval under this Section 17 does not constitute adoption, ratification, or acceptance of Subrecipient's or subcontractors performance hereunder. Department maintains the right to monitor and require Subrecipient's full compliance with the temu of this Contract. Department's approval under this Section 17 does not waive any right of action which may exist or which may subsequently accrue to Department under this Contract. Page 5 of 22 SECTION 18. AUDIT A. Subrecipient shall armnge for the performance of an annual financial and compliance audit of funds received and performances rendered under this Contract, subject to the fallowing conditions and limitations' Subrecipient expending $500,000.00 or more in total Federal awards or $500,000.00 in total state financial assistance shall have an audit performed in accordance with the Single Audit Act Amendments of 1996. 31 U.S.C. §7501, and OMB Circular A433. "Audits of States. Local Governments, and Non -Profit Organizations". For purposes of this Section 18, "Federal financial assistance" means assistance provided by a Federal agency in the form of grants, contracts, loans. Ion guarantees. Propem, cooperative agreements, interest subsidies, insurance or direct appropriations, or other assistance, but docs not include amounts received as reimbursement for senices rendered to individuals in accordance with OMB guidelines The term includes awards of Federal financial assistance received directly from Federal agencies. or indirectly through other units of State and local government; 2. Section 4, Subsection D. Paragraphs (3) and (4) above notwithstanding. Subrecipient may utilize funds budgeted under this Contract to pay for that portion of the cost of such audit services properly allocable m the activities funded by Department under this Contract. 3 Subrecipient shall submit one (1) copy of such audit report and any associated management letter to the Department's Compliance Division within the earlier of thirty (30) days after receipt of the auditor's repart(s). or nine (9) months after the end of the audit period Subrecipient shall submit such audit report to the Federal Clearinghouse designated by O%IB in accordance with OMB Circular A-133. In conjunction with its Single Audit submission to the Department. the Subrecipiem shall provide documentation reflecting its submission of the Audit to the Federal Clearinghouse. Subrecipients may email an electronic version of the Audit and Federal Clearinghouse documentation to the Compliance Division at saandacf<tdhcxstate lx.us. Subrecipient shall make audit report available for public inspection within thin)(30) days alter receipt of the audit report(s). Audits performed under this Section are subject to review and resolution by Department or its authorized representative. 4. The audit report must include verification of all expenditures by budget category, in accordance with the Budget attached as Exhibit .A to this Contractand incorporated herein for all relevant purposes. B. The cost of auditing services for a Subrecipient expending less than $500,000OOin total Federal awards per fiscal year is not an allowable charge under Federal awards C Subsection A of this Section I8 notwithstanding. Department reserves the right to conduct an annual financial and compliance audit of funds received and performance rendered under this Contract. Subrecipient agrees to permit Department or its authorized representative to audit Subrecipient's records and obtain any documents, materials, or information necessan to facilitate such audit D. Subrecipient understands and agrees that it shall be liable to the Department for any costs disallowed pursuant to financial and compliance audit(s) of funds received under this Contract. Subrecipient further understands and agrees that reimbursement to Department of such disallowed costs shall be paid by Subrecipient from funds which were not provided or otherwise made available to Subrecipient under this Contract. E. Subrecipient shall facilitate the performance of such audit or audits conducted pursuant to this Section 18 as Department may require of Subrecipient. F. Subrecipient shall procure audit services through an open. competitive process at least once even four years. The auditor shall retain working papers and reports for a minimum of the three years after the date of directive of the auditors report to the Subrecipient Audit working papers shall be made available upon request to Department at the completion of the audit, as pan of a quality review, to resolve audit findings, or to cam out oversight responsibilities consistent with the purposes of this Section Access to working papers includes the right to obtain copies of working papers, as is reasonable and necessan_ G. For any fiscal year ending within or immediately after the Contract Tenn, Subrecipient must submit an "Audit Certification Form" (available from the Department) within sixty, (60) days after the Subrecipienfs fiscal year end SECTION' 19. MANAGEMENTOF EQUIPMENTAND L\ VE\TORI' .A. Subrecipient shall comply with Chapter 5, Subchapter A of the State Rulcs. B. Upon the termination of this Contract or non -renewal of CEAP funds. Department may require transfer of title to any such property or equipment having a useful life of one year or more or a unit acquisition cost (the net invoice unit price of an item of equipment) of $5.000 or more to itself or to any other entity receiving federal funding. Page 6 of 22 SECTION 20. TRAVELASDTRAINING The travel funds are to be used only for Department -approved training events. Subrecipient shall adhere to OMB Circular A-87 and either its board -approved travel policy, or in the absence of such a policy, the State of Texas travel policies under Section 59of the State Rules. Subrecipient's written travel policy shall delineate the rates which Subrecipient shall use in computing the travel and per diem expenses of its board members and employees. SECTION 21. BONDING AND INSURANCE REQUIREMENTS A If Subrecipient will enter in to a construction or facility improvements contract with a third -party in the amount of $25,000.00of greater, Subrecipient must execute with the contractor a payment bond in the full amount of the contract If the Subrecipient will enter in to contract with a prime contractor in excess of $100,000.00, a performance bond in the full amount of the contract is also required. These bonds must be executed by a corporate surety authorized to do business in Texas, a list of which may be obtained from the State Insurance Department Such assurances of completion will run to the Department as obligee and must be documented prior to the start of construction. This bonding requirement applies to the extent required by federal or state law. B. Subrecipient shall maintain adequate personal injury and property damage liability insurance. Subrecipient is encouraged to obtain pollution occurrence insurance in addition to the general liability. insurance. Generally, regular liability insurance policies do not provide coverage for potential effects of mar health and safety measures, such as lead disturbances and other pollution occurrence items. Subrecipient should review existing policies to determine if lead contamination is covered. If it is not, Subrecipient should consider securing adequate coverage for all construction projects. Additional liability insurance costs may be paid from administrative funds. The Department strongly recommends the Subrecipient require their contractors to carry pollution occurrence insurance to ovoid being liable for any mistakes the contractors may mala. Each agency should get a legal opinion regarding the best course to take for implementing the pollution occurrence insurance coverage. SECTION22. LITIGATION AND CLAIMS Subrecipient shall give Department immediate written notice of any claim or action filed with a court or administrative agency against Subrecipient and arising out of the performance of this Contract or any subcontract hereunder. Subrecipient shall famish to Department copies of all pertinent papers received by Subrecipient with respect to such action or claim SECTION23. LEGALAUTHORITI' A. Subrecipient assures and guarantees that it possesses the legal authority to enter into this Cuntract, to receive and manage the funds authorized by this Contract and to perform the services Subrecipient has obligated itself to perform hereunder. The execution. delivery, and performance of this Contras will not violate Subrecipicrus constitutive documents or any requirement to which Subrecipient is subject and represents the legal, valid, and binding agreement of Subrecipient, enforceable in accordance with its terms B. The person signing this Contract on behalf of Subrecipient hereby warrants that he/she has been duly authorized by Contract to execute this Contract on behalf of Subrecipient and to validly and legally bind Subrecipient to the terns, previsions and performances herein. C. Department shall have the right to suspend or terminate this Contract if there is a dispute as to the legal authority of either Subrecipient, or the person staring this Contract on behalf of Subrecipient, to enter into this Contract or to render performances hereunder. Subrecipient is liable to Department for any money it has received from Department for performance of the provisions of this Contract if the Department has terminated this Contract for reasons enumerated in this Section 23. SECTION 24. COMPLIANCE %N LAl1S A. FEDERAL, STATE AND LOCAL LAW. Subrecipient shall comply with the LIHEAP Act. the federal rules and regulations promulgated under the LIHEAP Act, the State Act the State Rules, LIHEAP State Plan, the certifications attached, and all federal, state, and local laws and regulations applicable to the performance of this Contract. B LIMITED ENGLISH PROFICIENCY (LEP) Subrecipient must provide program applications, farms, and educational materials in English, Spanish, and my appropriate language, based on the needs of the service area and in compliance with the requirements in Executive Order 13166 of August 11. 2000. To ensure compliance, the Subrecipient most take reasonable steps to insure that persons with Limited English Proficiency have meaningful access to the program. Meaningful access may entail provide language assistance services, including oral and written translation, where necessary. Page 7 of 22 SECTION 25, PREVENTION OF WASTE. FRAUD, AND ABUSE A- Subrecipient shall establish, maintain, and utilize systems and procedures to prevent, detect, and correct waste, fraud, and abuse in activities funded under this Contract. The systems and procedures shall address possible waste, fraud, and abuse by Subrecipient, its employees, clients, vendors, subcontractors and administering agencies. Subrecipient's internal control systems and all transactions and other sienificant events are to be clearly documented, and the documentation is to be readily available for monitoring by Department. B. Subrecipient shall give Department complete access to all of its records, employees, and agents for the purposes of any investigation of the Comprehensive Energy Assistance Program. Subrecipient shall immediately notify Department of any discovery of waste, fraud, or abuse. Subrecipient shall fully cooperate with Department's efforts to detect, investigate, and prevent waste, fraud, and abuse in the Comprehensive Energy Assistance Program. C. Subrecipient may not discriminate against an employee or other person who reports a violation of the terns of this Contract, or of any lav or regulation, to Department or to am appropriate lav enforcement authority, if the report is made in good faith. SECTION 26. CERTIFICATION REGARDING CSDOCC)IE\TED WORKERS Pursuant to Chapter 2264of the Texas Government Code. by execution of this Contract, Subrecipient hereby verifies that SubrecipientfLocal Operator, or a branch. division, or department of Subrecipient does not and will not knowingly employ an undocumented worker, where "undocumented worker" means an individual who, at the time of employment, is not lawfully admitted for permanent residence to the United States or authorized under lav to be employed in that manner in the United States. If, after receivine a public subsidy, Subrecipient, or a branch, division, or department of Subrecipient is convicted of a violation under 8 U.S.C. Section 1324a(f), Subrecipient shall repay the public subsidy with interest, at a rate of five percent (i%) per annum, not later than the 120th day after the date the Department notifies Subrecipient of the violation. SECTION27. CONFLICT OF INTEREST/NEPOTISM A Subrecipient shall maintain written standards of conduct governing the performance of its employees engaged in the award and administration of contracts. B. No employee, officer. or agent of Subrecipient shall participate in the selection, award, or administration of a contract supported by federal funds if a real or apparent conflict of tntsest would be involved. Such a conflict would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the Parties indicated herein, has a financial or other interest in the firm selected for an award C. The officers, employees, and agents of the Subrecipient shall neither solicit nor accept gratuities, favors, or anything of monetary value from contractors, or paries to subagreements. Subrecipient may set standards for situations in which the financial interest is not substantial or the gift is an unsolicited item of nominal value. The standards of conduct shall provide for disciplinary actions tc be applied for violations of such standards by officers, employees, or agents of the Subrecipient. D. Subrecipient shall, in addition to the requirements of this Section, follnv the requirements of Chapter 171 of the Local Government Code regarding conflicts of interest ofofficem of municipalities, counties, and certain other local governments. E. Failure to maintain written standards of conduct and to follow and enforce the written standards is a condition of default under this Contract and may result in termination of the Contract or deobligation of funds. SECTIOS28. POLITICAL ACTIRTR'PROBIBITED A None of the funds provided under this Contract shall be used for influencing the outcome of any election, or the passage or defeat of any legislative measure. This prohibition shall not be construed to prevent any official or employee of Subrecipient from famishing to am member of its govemine body upon request, or to any other local or state official or employee, or to any citizen information in the hands of the employee or official not considered under law to be confidential information. Ars action taken against an employee or official for supplying such information shall subject the person initiating the action to immediate dismissal from employment. B. No funds provided under this Contract may be used directly or indirectly to hire employees or in any other way fund or support candidates for the legislative, executive, or judicial branches of government of Subrecipient, the State of Texas, or the government of the United States. Page 8 of 22 SECTION29. NON-DISCRIMINATION AND EQUAL. OPPORTUNITY A. A person shall not be excluded from participation in, be denied the benefits of be subjected to discrimination under, or be denied employment in the administration of or in connection with any program or activity funded in whole or in part with funds made available under this Contract, on the grounds of race. color, religion, sex, national origin, age, disability. political affiliation or belief B. Subrecipient agrees to cam out an Equal Employment Opportunity Program in keeping with the principles as provided in President's Executive Order 11246 of September 24, 1965. C Subrecipient will include the substance of this Section 29 in all subcontracts. SECTION 30. CERTIFICATION REGARDING CERTAIN DISASTER RELIEF CONTRACTS The Department may not award a Contract that includes proposed financial participation by a person who, during the five year period preceding the date of this Contract. has been convicted of violating a federal law in connection with a contract awarded by the federal government for relief, recoven, or reconstruction efforts as a result of Hurricane Rita, as defined by Section 39.459. Utilities Code. Hurricane Katrina, or any other disaster occurring after September 24, 2005; or assessed a penalty in a federal. civil or administrative enforcement action in connection with a contract awarded by the federal government for relief, recovery, or reconstruction efforts as a result of hurricane Rita, as defined by Section 39459, Utilities Code, Hurricane Katrina, or any other disaster occurring after September 24,2005. By execution of this Contract, the SubrecipienVLocal Operator hereby certifies that it is eligible to participate in this Program and acknowledges that this Contract may be terminated and payment withheld if this certification is inaccurate. SECTION 31. MAINTENANCE Of EFFORT Funds provided to Subrecipient under this Contract may not be substituted for funds or resources from any other source nor in any way serve to reduce the funds or resources which would have been available to, or provided through. Subrecipient had this Contract never been executed. SECTION 32. DEBARRED AND SUSPENDED PARTIES By signing this Contract. Subrecipient certifies that its principal employees, board members, agents, or contractors agents are included in the Excluded Parties List System (EPLS) maintained by the General Services Administration (GSA) as provided in the Certification Regarding Debarment, Suspension and Other Responsibility Matters attached hereto as Addendum D and incorporated herein for all relevant purposes. The terms "covered transaction'. "debarred", "suspended". "ineligible", "lower tier covered transaction", "participant", "person", "primary covered transaction", "principal", "proposal", and "voluntarily excluded", as used in the certification attached as Addendum D, have the meaning set out in the Definitions and Coverage sections of rules implementing Executive Order 12549 Subrecipient also certifies that it will not knu,migfc award any funds provided by this Contract to any person who is proposed for debarment under 48CFR part 9, subpart 9.4or that is debarred, suspended, or otherwise excluded from or ineligible for participation in federal assistance programs under Executive Order 12549. Subrecipient agrees that prior to entering into any agreement with a potential subcontractor that the verification process to comply with this requirement will be accomplished by checking the System for Award Management (SAM) at wv v%seen guv and including a cop) of the results in its project files Subrecipient may decide the frequency by which it determines the eligibility of its subcontractors. Subrecipient may rely upon a certification of a prospectnc subcontractor that is not proposed for debarment under 48CFR part 9, subpart 9.4, debarred, suspended, ineligible. or voluntarily excluded from the covered transaction. unless Subrecipient knows that the certification is erroneous Failure of Subrecipient to famish the certification attached hereto as Addendum D or an explanation of why it cannot provide said certification shall disqualify Subrecipient from participation under this Contract. The certification or explanation will be considered in connection with the Department's determination whether to continue with this ContmcL Subrecipient shall provide immediate written notice to Department if at any time Subrecipient learns that the cenification was erroneous when submitted or has become erroneous by reason of changed circumstances. Subrecipient further agrees by executing this Contract that it will include the certification provision tithed "Certification Regarding Debarment, Suspension, Incligibilir and Voluntary Exclusive Subcontmcts." as set out in Addendum D, without modification, and this language under this Section 29, in all its subcontracts. SECTION 33. FAITH BASED AND SECTARIAN ACTIVITY Funds provided under this Contract may not be used for sectarian or inherently religious activities such as worship, religious instruction or proschliration, and must be for the hnefit of persons regardless of religious affiliation. Subrecipient shall comply with the regulations promulgated by the HHS at 45 C.F.R. §87.2. Page 9 of 22 SECTION 34. COPYRIGHT Subrecipient may copyright materials developed in the performance of this Contract or with funds expended under this Contract Department and HHS shall each have a royaln-free, nonexclusive, and irrevocable right to reproduce, publish, or otherwise use, and to authorize others to use, the copyrighted work for government purposes SECTION35. NO WAIVER Am right or remedy given to Department by this Contract shall not preclude the existence of any other right or remedy, nor shall an action taken in the exercise of any right or remedy be deemed a waiver of any other right or remedy The failure of Department to exercise any right or remedy on any occasion shall not constitute a waiver of Department's right to exercise that or any other right of remedy at a later time. SECTION36. SEVERABILITY If any section or provision of this Contract is held to be invalid or unenforceable by a court or administrative tribunal of competent jurisdiction, the remainder shall remain valid and binding. SECTION 37. ORAL AND WRITTEN* AGREEMENTS A. All oral and written agreements between the Parties relating to the subject matter of this Contract have been reduced to writing and are contained in this Contract. B. The attachments enumerated and denominated below are a part of this Contract and constitute promised performances under this Contract 1. Addendum A - Certification Regarding Lobbying for Contracts, Grants, Loans, and Cooperative Agreements 2. Addendum B- Certification Regarding Drug -Free Workplace Requirements 3. Addendum C - Certification Regarding Environmental Tobacco Smoke 4. Addendum D - Certification Regarding Debarment, Suspension and Other Responsibility Matters 5. Exhibit A - Budget 6, Exhibit B - PRWORA Requirements for the Comprehensive Energy Assistance Program SECTION 38. SPECIAL CONDITIONS A. In order to achieve compliance with the LIHEAP Act, Subrecipient must coordinate with other energy related programs. Specifically, Subrecipient must make documented referrals to the local Weatherization Assistance Program subrecipient and, it operational, the Lite Up Texas program administered by the Public Utility Commission of Texas. B. Subrecipient shall accept applications for CEAP benefits at sites that are geographically accessible to all Households in the service area. Subrecipient shall provide Elderly Persons and Persons with Disabilities who cannot independently travel to the application site the means to submit applications for CEAP benefits without leaving their residence or by securing transportation for them to the sites drat accept such applications SECTION 39. APPEALS PROCESS In compliance with the LIHEAP Act, Subrecipient must provide an opportunity for a fair administrative hearing to individuals whose application for assistance is denied, terminated or not acted upon in a timely manner Subrecipient must establish a denial of service complaint procedure in accordance with Section 5 305 the State Rules. SECTION 40. USE OF ALCOHOLIC BEN"ERXGES Funds provided under this Contract may not be used for the payment of salaries to any Subrecipient's employees who use alcoholic beverages while on active duty, for navel expenses expended for alcoholic beverages, or for the purchase of alcoholic beverages. Page 10 of 22 SECTION41. FORCE WJURE If the obligations are delayed by the following, an equitable adjustment will be made for delay or failure to perform hereunder A. Any or the following events (i) catastrophic weather conditions or other extraordinary elements of nature or acts of God, (it) acts of war (declared or undeclared), (iii) acts of terrorism, insurrection, riots, civil disorders, rebellion or sabotage: and (iv) quarantines. embargoes and other similar unusual actions of federal, provincial. local or foreign Governmental Authorities; and B. The non-performing para is without fault in causing or failing to prevent the occurrence of such event, and such occurrence could not have been circumvented by reasonable precautions and could not have been prevented or circumvented through the use of commercially reasonable alternative sources, workaround plans or other means. SECTION 42. TIME IS OF THE ESSENCE Time is of the essence with respect to Subrecipient's compliance with all covenants. agreements, terms and conditions of this Contract SECTION 43. COUNTERPARTS AND FACSIMILE SIGNATURES This Contract may be executed in one or more counterparts each of which shall be deemed an original but all of which together shall constitute one and the same instrument Signed signature pages may be transmined by facsimile or other electronic transmission, and any such signature shall have the same legal effect wan original SECTION 44. NUMBER, GENDER Unless the contest requires otherwise, the words of the masculine gender shall include the feminine, and singular words shall include the plural. SECTION 45. NOTICE A. If notice is provided concerning this Contract, notice may be given at the following (herein referred to as "Notice Address") As to Department: TEXAS DEPARTMENT OF HOUSING AND COMMUNITY .AFFAIRS P.0 Box 139:1 Austin, Texas 78711-3941 Attention. Michael De Young Telephone: (512)- 475-2125 Fax: (512) - 375-3935 michael.deyoungiudhcastate.tx. us As to Subrecipfent: City of Lubbock PO Box 2000 Lubbock, TX 79457 Attention: Glen Robertson. Mayor Telephone: (806) 775-2301 Fax: (806) 775-3917 B. All notices or other communications hereunder shall be deemed given when delivered, mailed by overnight service, or five days ager mailing by certified or registered mail, postage prepaid, return receipt requested. addressed to the appropriate Notice Address as defined in the above Subsection A of this Section 45 SECTION 46. VENUE AND JURISDICTION This Contract is delivered and intended to be performed in the State of Texas. For purposes of litigation pursuant to this Contract. venue shall lie in Travis County, Texas. Page I I of 22 EXECUTED to be effective on January 01, 2015 SFBRECIPIENT: City of Lubbock a political subdivision of the ate fTex Bv: Title: May Date: FebroO 26, 2015 DEPARTMENT: TEXAS DEPARTMENT OF IIOt'SING AND CO)INIC\'1'1'1' AFFAIRS, a public and official agency of the State of Texas BN. Title: Its duly authorized officer or representative Date: Page 12 of 22 TEXAS DEPARTMENT OF ROUSING AND CONDIL;NITIAFFAIRS CONTRACT NUMBER 58150002098 FOR THE FY 2015 COMPREHENSIVE ENERGY ASSISTANCE PROGRAM (CEAP) (CFDA X 93.568) ADDENDCM A CERTIFICATION REGARDING LOBBYING FOR CONTRACTS,GRANTS, LOANS, AND COOPERATIVE AGREEMENTS The undersigned certifies, to the best of its know [edge and belief, that I. 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 oMcer or employee of an 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 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. 2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or emplocee of Congress, or an employee of a Member of Congress in connection with this Federal contract, gmnL loan, or cooperative agreement, the undersigned shall complete and submit standard forth -LLL, "Disclosure Form to Report Lobbying", in accordance with its instructions 3, The undersigned shall require that the language of this certification be included in the award documents for all sub -awards at all tiers (including subcontracts, sub�gants, and contracts under grants, loans, and cooperative agreements) and that all subrecipiems shall certify and disclose accordingly. This certification is material representation of fact on 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 of the U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000and not more than $100,000 for each such failure STATEMENT FOR LOAN GUARANTEES AND LOAN INSURANCE The undersigned states, to the best of its knowledge and belief, that. If any 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 commitment providing for the United States to insure or guarantee a loan, the undersigned shall complete and submit Standard Foran -LLL, "Disclosure Form to Report Lobbying." in accordance with its instructions. Submission of this statement is a prerequisite for making or entering into this transaction imposed by Section 1352. Title 31. U.S. Code. Any person who fails to file the required statement shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. SCBRECIPIENT: City of Lubbock a political subdivision 0,e tc etas Bc Title: a Date: Fe ruary 26, 2015 Page 13 of 22 TEXAS DEPARTMENT OF HOUSING AND COMMUNITY AFFAIRS CONTRACTNUMBER 58150002098 FORTHE FY 2015 CONIPREIIENSIVE ENERGY ASSISTANCE PROGRAM (CEAP) (CFDA 8 93.568) ADDENDUM B CERTIFICATION REGARDING DRUG-FREE WORKPLACE REQUIREMENTS This certification is required by the regulations implementing the Drug -Free Workplace Act of 1988: 45 CFR Part 76, Subpart, F. Sections 76.630(c) and (d)(2) and 76.645(a)p) and (b) provide that a Federal agencv ma) designate a central receipt point for STATE -(VIDE AND STATE AGEACY-WIDE certifications, and far notification of criminal drug convictions. For the Department of Health and Human Services, the central point is: Dirtsion of Grants Management and Oversight. Office of Mo agement and Acquisition, Department of Health and Human Services, Room 517-D, 200 Independence Avenue, SW'W'ashinglon, DC 20201. The undersigned certifies that it will or will continue to provide a drug-free workplace by: (a) Publishine a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the grantee's workplace and specifying the actions that will be taken against employees for violation of such prohibition; (b) Establishing an ongoing drug-free awareness program to inform employees about - (1) The dangers of drug abuse in the workplace, (2) The grantee's policy of maintaining a drug-free workplace: (3) Any available drug counseling, rehabilitation, and employee assistance programs; and (4) The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace; (c) Making it a requirement that each employee to be engaged in the performance of the grant be given a copy of the statement required by paragraph (a): (d) Notifying the employee in the statement required by paragraph (a) that, as a condition of employment under the grant, the employee Wilk (1) Abide by the terms of the statement and (2) Notify the employer in writing of his or her conviction for a violation of a criminal drug statute occurring in the workplace no later than five calendar days after such conviction, (e) Notifying the agency in writing, within 10calendar days atter receiving notice under pamemph (d)(2) from an employee or otherwise receiving actual notice of such conviction. Employers of convicted employees must provide notice, including position title, to every grant officer or other designee on whose grant activity the convicted employee was working, unless the Federal agency has designated a central point for the receipt of such notices. Notice shall include the identification number(s) of each affected grant; (1) Taking one of the following actions, within 30 calendar days of receiving notice under paragraph (d)(2), with respect to any employee who is so convicted - (1) Taking appropriate personnel action against such an employee, up to and including termination, consistent with the requirements ofthe Rehabilitation Act of 1973, as amended: or (2) Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State, or local health, law enforcement, or other appropriate agency: (g) Making a good faith effort to continue to maintain a drug-free workplace through implementation of paragraphs (a). (b), (c), (d), (e) and (t). Place(s) of Performance [site(s) for the performance of work done in connection with the specific grant] (include street address- city. county, state, zip code): 1. 2. 3. 4. Page 14 of 22 Workplace identifications must include the actual address of buildings (or pans of buildings) or other sites where work under the grant takes place. Categorical descriptions may be used (e.g., all vehicles of a mass transit authority or State highway department while in operation, State employees in each local unemployment office, performers in concert halls or radio studios). If Subrecipient does not identify the workplaces at the time of application, or upon award, if there is no application, the Subrecipient must keep the identity of the workplace(s) on file in its office and make the information available for Federal inspection. Failure to identify all known workplaces constitutes a violation of the Subrecipienrs drug-free workplace requirements. This certification is a material representation of fact upon which reliance is placed when the Depanment awards the grant. If it is later determined that Subrecipient knowingly rendered a false certification, or otherwise violates the requirements of the Drug -Free Workplace Act, Department, in addition to any other remedies available to the Federal Government, may take action authorized under the Drug -Free Workplace Act. SOeRECIPIE\T: City of Lubbock a political subdivis' exas By: Tith Mayor Date: February 26, 2015 Page 15 of 22 TEXAS DEPARTMENT OF HOUSING AND CO\UlUNITY AFFAIRS CONTRACT NUMBER 58150002098 FOR THE FY 2015 COMPREHENSIVE ENERGY ASSISTANCE PROGRAM (CEAP) (CFDA 0 93.568) .ADDENDUM C CERTIFICATION REGARDING ENVIRONMENTAL TOBACCO SMOKE The undersigned certifies to the following• Public Law 103227, Part C Environmental Tobacco Smoke. also known as the Pro Children Act of 1994, requires that smoking not be permitted in any portion of any indoor routinely owned or leased or contracted for by an entity and used routinely or regularly for provision of health, day care, education, or library ser.ices to children under the age of 18, if the services are funded by Federal programs either directly or through State or local governments, by Federal grant, contract, loan, or loan guarantee. The late does not apply to children's services provided in private residences, facilities funded solelyby Medicare or Medicaid funds, and portions of facilities used for inpatient drug or alcohol treatment Failure to comply with the provisions of the laic may result in the impositior of a civil monetary penalty of up to $1000per day and/or the imposition of an administrative compliance order on the responsible entity by signing and submitting this Contract the Subrecipient certifies that it will comply with the requirements of the Act. The applicant/grantee further agrees that it will require the language of this certification be included in any subawards which contain provisions for the children's services and that al I subgrantees shall certify accordingly. SUBRECIPIENT: Cib' of Lubbock a political subrIM t e ate of Texas By Title: c Date February 26, 2015 Page 16 of 22 TEXAS DEPARTMENT OF HOUSING AND CO-NUICNITYAFFAIRS CONTRACTNUMBER 58150002098 FOR THE FY 2015 COMPREHENSIVE ENERGY ASSISTANCE PROGRAM (CEAP) (CFDA # 93.568) ADDENDUM D CERTIFICATION REGARDING DEBARMENT, SUSPENSIONAND OTHER RESPONSIBILITY MUTTERS The undersigned certifies, to the best of its knowledge and belief, that it and its principals: (a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency. (b) Have not within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or contract under a public transaction: violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property: (c) Are not presently indicted for or othenvisc criminally or civilly charged by a governmental entity (Federal, State or local) with commission of an) of the offenses enumerated in paragraph (1)(b) of this certification; and (d) Have not within a three -pear period preceding this application/proposal had one or more public transactions (Federal, State or local) terminated for cause or default. Where the undersigned Subrecipient is unable to Certify to any of the statements in this certification, such Subrecipient shall attach an explanation of why it cannot provide said certification to this Contract. The undersigned Subrecipient further agrees and certifies that it will include the below clause titled "Certification Regarding Debarment, Suspension. Ineligibility and Voluntary Exclusion-SubcontracWl-ower Tier Covered Transaction," without modification, in all subcontracts and in all solicitations for subcontracts: "CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARYEXCLUSION - SI'BCONTRACTS/ LOWER TIER COVERED TRANSACTIONS (1) The prospective lower tier panicipant/subcontractor certifies, by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. (2) Where the prospective lower tier participant/subcontractor is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. LOWER TIER PARTICIPANTISUBCO\TF %CTOR: [Signature] Printed Nat Title Date: This certification is a material representation of fact upon which reliance is placed when the Department awards the grant. If it is Intel determined that Subrecipient knowingly tendered an erroneous certification, in addition to am' other remedies available to the Federal Govemmeni the Department map terminate this Contract for cause or default. SUBRECIPIENT: Cit' of Lubbock a political subdis'isia le Sta TTexas BN, Title: Ma Vw Date: February 26, 2015 Page 17 of 22 TEXAS DEPARTMENT OF HOUSING AND COMMUNITY AFFAIRS CONTRACT NUMBER 58150002098 FOR THE FY 2015 COMPREHENSIVE ENERGY ASSISTANCE PROGRAM (CEAP) (CFDA M 93.568) EXHIBIT A BUDGET City of Lubbock a political subdivision of the State of Texas DEPARTMENT FINANCIAL OBLIGATIONS $969,170,08 CEAPFL.1DSCURRE\70'A%AILABLE $ 1,200.00 TRAININGT kV\ ALLO%%A\CE FUNDS CLRRENMY AVAILABLE BUDGET FOR AVAILABLE ALLOCATIONS BUDGETCATEGORY FUNDS % - - _ Administration S60,498.00 Direct Services $ 907,472.00 TOTAL CEAP Bl"DGET $ 967,970.00 BUDGET CATEGORY FUNDS 46.00 46.00 8.00 100.00 Household Crisis $ 417,437.00 Utility Assistance $ 417,437.00 Program Services S 72,598.00 TOTAL DIRECT SERVICES $ 907,472.00 Subrecipient's service area consists of the following Texas counties: LUBBOCK General Administrative and coordination of CEAP, including costs and all indirect (or overhead) cost, examples include salaries, fringe benefits, non -training travel, equipment. supplies, audit and office space are limited to 6.25% of the Contract expenditures. excluding Training(fravel costs. All other administrative costs, exclusive of costs for program services, must be paid with nonfederal funds. Page IS of 22 Program services costs shall not exceed the maximum 8% Program services cost includes direct administrative cost associated with providing the client direct service salaries and benefits cost for staff providing program services, cost for supplies, equipment, travel, postage, utilities, rental of office space. All items listed above are allowable program services cost when associated with providing client direct services. Other program services costs may include outreach activities and expenditures on the information technology and computerization needed for tracking or monitoring required by CEAP. Department's prior written approval for purchase or lease of equipment with an acquisition cost of $5,000 and over is required Approval ofthis budget does not constitute prior approval for such purchases. Funds may not be used for the purchase or improvement of land, or the purchase, construction, or permanent improvement of any building or facility. Subrecipient is limited to only one budget recision request during the first 6months of the Contract Tenn. A second and final budget revision most be received by the Department no later than 45 days prior to the end of the Contract Term. Subrccipient shall provide outreach services under all components in this category. Failure to do so may result in Contract termination Subrccipient most document outreach. whether the outreach is conducted with CEAP funds or other funds. Page 19 of 22 TEXAS DEPARTMENT OF HOUSING AND COM\[UNITI' AFFAIRS CONTRACT NUMBER 58150002098 FOR THE FY 2015 COMPREHENSIVE ENERGY ASSISTANCE PROGRAM (CEAP) (CFDA 8 93.568) EXHIBIT B PRR ORA REQUIREMENTS City of Lubbock a political subdivision or the State of Texas If an individual is applying for LIHEAP funds, a subrecipient must verify that the individual applying for LIHEAP funds is a qualified recipient for funding under the Personal Responsibility and Work Opportunity Act of 1996. ("PRWORA"). Pub. L. 104-193, 110 Stat. 2105, codified at 8 U.S.C. §1601 et. seq.. a; amended by the Omnibus Appropriations Act, 1997, Pub L 104-208 To ensure that a non-qualified applicant does not receive "federal public benefits," a unit of general purpose government that administers "federal public benefit programs" is required to determine, and to verify, the individual's alienage status before granting eligibility- 8 USC. §I642(a) and (b). Subrecipient must use the SAVE verification system to verify and document qualified alien cheibility once access to the system is provided by die Department An exception to the requirement of verification of alienage status applies when the applicant's eligibilityis determined by a nonprofit charitable organization. To be eligible for this exemption, an organization must be both "nonprofit" and "charitable." If Subrecipicnt claims "non-profit, charitable status Subrecipient shall supply TDHCA with any requested information Department believes is necessary to verify that Subrecipient is a non-profit charitable organization. An organization is "nonprofit" if it is organized and operated for purposes other than making gains or profits for the organization, its member or its shareholders, and is precluded from distributing any gains or profits to its members or shareholders. Simply holding a valid 501(c)(x) designation is not sufficient. An organization is "charitable" if it is organized and operated for charitable purposes- The tern "charitable" should be interpreted in its generally accepted legal sense as developed by judicial decisions. It includes organizations dedicated to relief of the poor and distressed or the underprivileged, as well as religiously -affiliated organizations and educational organizations. CERTIFICATION REGARDING I SE OFTHE SYSTEMATIC ALIEN \BRIFICATION FOR ENTITLEMENTS (SAFE) SYSTEM Subrecipient shall: (1) System Use (a) Establish the identity of the applicants and require each applicant to present the applicant's immigration or naturalization documentation that contains the information (e.g-, alien registration number) required by the SAVE Program: (b) Physically examine the documentation presented by the applicant and determine whether the document(s) reasonably appears) to be genuine and to relate to the individual; (e) Provide to the SAVE Program the information the SAVE Program requires to respond to Subrecipicnt requests for verification of immigration or naturalized or derived citizenship status information, including (1) information from the applicant's immigration or naturalization documentation for initial automated verification, (2) additional information obtained from the alien's immigration or naturalization documentation for automated additional verification, and (3) completed Forms G-845 and other documents and information required for manual additional verification. For manual only verification, ensure that Forms G-845 and other documents and information required for manual verification are provided, (d) Ensure that prior to using the Verification Information System, all employees designated by Subrecipient to use SAVE on behalf of die Subrecipient ("Users') performing verification procedures complete SAVE required training including: reading the SAVE Program Guide. taking the latest version of Web tutorial(s), http://wyvw.mcis.gov/mvehvhat-savelsave-wcbinars, and maintaining a working knowledge of requirements contained therein and in this Contract as updated. Documentation of training must be maintained by the Subrecipient for monitoring review; (e) Ensure that Users are provided with and maintain User Ids only while they have a need to perform verification procedures; (1) Ensure all Users performing verification procedures comply with all requirements contained in the SAVE Program Guide, web -based tutorial, this Contract, and updates to these requirements. Page 20 of 22 (g) Ensure that all Users performing verification procedures have contact information for the SAVE Program and SAVE Monitoring and C o m p I i a n c e. C o n t a c t i n f o r m a t i o n c a n b e f o u n d a t h try //w w w. us c is e vloo rt al/sitclose i s /in e no item eb1 d4 c2 a 3c 5 b9a c 89243 c6 a 7543 f6d1 a/ venextoid-0d37dffd79029310VenV MI000000R2ca60aRCRD& •enectchannel=0d37dffd7902931OV VCMIOOOOOOR ca60aRCRD (h) Ensure all Users perform any additional verification procedures the SAVE Program requires andtor the applicant requests after the Subrecipient initiates a request for verification, (i) Use any information provided by DIIS-USCIS under this Contract solely for the purpose of determining the eligibility of persons applying for the benefit issued by the Subrecipient and limit use of such information in accordance with this and all other provisions of this ConmaM (j) Comply with the requirements of the Federal Information Security Management Act (FISM.A (PL -107-347)- Title BI, Section 301) and OMB guidance as applicable to electronic storage, transport of records behveen agencies, and the internal processing of records received by either agency under the terms of this Contract, (k) Safeguard such information and access methods to ensure that it is not used for any other purpose than described in this Contract and protect its canfidemialiry: including ensuring that it is not disclosed to any unauthorized persor(s) without the prior written consent of DHS-USCIS. Each applicant seeing access to information regarding him/herself may do so by submitting a written signed request to DHS-USCIS. Instructions for submitting request may be found at hurt ll%%ww.uscis.gov/[JSCIS/Verification/SAVF,/SAVE Native Documents/Fac( Sheet Ho sTa orreetYo rR rds ithtlSClti odf (subject to revision and reposting on the SAVE Website and Online Resources): (I) Complywith the Pneacy .44 5 U.S.C. Section 552a, the Texas Public Information Act and other applicable laws, regulations, and policies, including but not limited to all OMB and DIIS privacy guidance, in conducting verification procedures pursuant to this Contract, and in safeguarding, maintaining, and disclosing any data provided or received pursuant to the Contract, (m) Comply with federal laws prohibiting discrimination against applicants and discriminator' use of the SAVE Program based upon the national origin, color, race, gender, religion, or disability of the applicant: (n) Provide all benefit -applicants who are denied benefits based solely or in part on the SAVE response with adequate written notice of the denial and the information necessar- to contact DHS-USCIS so that such individual may correct their records in a timely manner, if necessary. A Fact Sheet that includes the process by which applicants may contact DHS-USCIS is posted at hhtt'//www uscis gov/USCIS/Verification/SAVE/SAVE Native Documents/Fat Sheet Ho ToC rectYourRe ds 'ith(JSCIS odf (subject to revision and reposting on the SAVE Website and Online Resources). (o) Provide all benefit -applicants who are denied benefits based solely or in part on the SAVE response with the opporuut% to use the Subrecipient's existing process to appeal the denial and to contact DHS-USCIS to correct their records prior to a final decision, if necessary: and (p) Refrain from using SAVE, or resisting any person or entity, to comply with the employment eligibility verification requirements of section 274A of the Immigration and National r, Act. 8 U.S.0 Section 1324a. (2) Monitoring and Compliance. (a) Allow Department and SAVE Monitoring and Compliance to monitor and review all records and documents related to the use, abuse, misuse, fraudulent use or improper use of SAVE by the Subrecipient, including, but not limited to original applicant consent documents required by' the Privacy ACL 5 U.S.C. Section 552a or other applicable authority: (b) Notify the Depamnerifs Compliance Division immediately whenever there is reason to believe a violation of this agreement has occurred; (c) Notify the Depamnent's Compliance Division immediately whenever there is reason to believe an information breach has occurred as a result of User or Subrecipient action or inaction pursuant to Office of Management and Budget (OMB) Memorandum M-07-16, "Safeguarding Against and Responding to the Breach of Personally Identifiable Information." (d) Allow Department and SAVE Monitoring and Compliance to monitor and revice all records and documents related to the use, abuse, misuse, fraudulent use or improper use of SAVE by any User, including, but not limited to original applicant consent documents required by the Privacy Act, 5 U.S.C. Section 552a or other applicable authority: Page 21 of 22 (e) Allow Department and SAVE Monitoring and Compliance to conduct desk audits and/or site visits to review Subrecipienes compliance with this Exhibit C and all other SAVE -related policy, procedures, guidance and law applicable to conducting verification and safeguarding, maintaining, and disclosing any data provided or received pursuant to this Contract; (1) Allow Department and SAVE Monitoring and Compliance to perform audits of Subrecipient's User Ids use and access, SAVE Training Records, SAVE financial records, SAVE biographical information, system profiles and usage patterns and other relevant data; (g) Allow Department and SAVE Monitoring and Compliance to interview any and all Users and any and all contact persons or other personnel within the Subrecipient's organization or relevant contractors regarding any and all questions or problems which may arise in connection with the Subrecipient's participation in SAVE; (h) Allow Department and SAVE Monitoring and Compliance to monitor system access and usage and to assist SAVE users as necessary to ensure compliance with the terms of this Exhibit C and the SAVE Program requirements by its authorized agents or designees; and (i) Take corrective measures in a timely manner to address all lawful requirements and recommendations on even written findine including but not limited to those of the Department or SAVE Monitoring and Compliance regarding waste, fraud, and abuse, and discrimination or any misuse of the system, non-compliance with the renes, conditions and safeguards of this Exhibit C, SAVE Program procedures or other applicable law, regulation or polio Criminal Penalties. (1) DHS-USCIS reserves the right to use information from TDHCA or Subrocipient for any purpose permitted by law, including, but not limited to, the prosecution of violations of Federal administrative or criminal law. (2) The Subrecipient acknowledges that the information it receives from DHS-USCIS is governed by the Privacy Act, 5U.SC. Section 552a(i)(1), and that any person who obtains this information under false pretenses or uses it for any purpose other than as provided for in this contract may be subject to criminal penalties. Third Pam Liability. (1) Each party to this contract shall be solely responsible for its own defense against any claim or action by third parties arising out of or related to the execution and/or performance of this contract, whether civil or criminal. and remin responsibility for the payment of an corresponding liability (2) Nothing in this contract is intended, or should be construed, to create any right or benefit, substantive or procedural, enforceable m law by any third party against the United States, its agencies, officers, or employees, the State of Texas, its agencies, officers, or employees, or the Subaeipient. Points of Contact Sharon D. Gamble Manager, Planning, Training and Technical Assistance Texas Department of Housing and Community Affairs Commumn Affairs Division P.O. Box 13941 Austin. TX 78711-3941 Phone: (512)475-6471 Email: sharon.eamble Ndhca.statei us USCIS SAVE Program NIS 2620 U.S. Citizenship and Immigration Services Department of Homeland Security Washington, DC 20529-2620 ATTN SAVE Operations Phone: (888)464-4218 Email: saveregistrationiWdhs.gov USCIS SAVE Monitoring and Compliance NIS 2640 U.S. Citizenship and Immigration Services Department of Homeland Security Washington. DC 20529-2640 Phone: (888)464-4218 Email: save.monaormge dhs. gov Page 22 of 22