HomeMy WebLinkAboutResolution - 3858 - Grant Application - TDHCA - Homeless Services - 04_09_1992Resolution No. 3858
April 9, 1992
Item #25
RESOLUTION
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK:
THAT the Mayor of the City of Lubbock BE and is hereby authorized and
directed to execute for and on behalf of the City of Lubbock a Grant
Application and all related documents by and between the City of Lubbock
and the Texas Department of Housing and Community Affairs for services to
homeless individuals during 1992-93, attached herewith, which shall be
spread upon the minutes of the Council and as spread upon the minutes of
this Council shall constitute and be a part of this Resolution as if fully
copied herein in detail.
Passed by the City Council this 9th day of April , 1992.
4B. McM , MANOR
e boya, ulty jecretary
APPROVED AS TO CONTENT:
9 a U&-�
David Ellison,
Assistant City Manager
APPROVED AS TO FORM:
u4raia u. vanaiver,
First Assistant City Attorney
DGV:da/AGENDA-D 1 /HSGCOMAF.res
Resolution No. 3858
April 9, 1992
Item #25
a
ATTACHMENT 2
GRANT PROPOSAL EVALUATION FORM
COVER SHEET
GRANT NAME: Emergency Homeless Grant
GRANT AGENCY: Texas Department of Housing and Community Affairs
GRANT FISCAL PERIOD: 4/1/92 TO 3/31/93
MONTH/DATE/YEAR TO MONTH/DATE/YEAR
CITY DEPARTMENT/INDIVIDUAL _
PREPARING GRANT: Sylvia A. Martinez
(Whom to contact in case of questions)
APPROVALS:
DEPARTMENT HEAD
ASSISTANT CITY MANAGER OR CHIEF OF POLICE
& RESEARCH DIRECTOR
DEPUTY CITY MANAGER
Upon completion of approvals, return to:
3 3I 2-
DATE
DATE
DATE
TE/
Sylvia A. Martinez /Community Services /by
INDIVIDUAL CITY DEPARTMENT OR SECTION DATE
page 2 of 8
CITY OF LUBBOCK
GRANT PROPOSAL EVALUATION FORM
INSTRUCTIONS•
This form must be completed and signed by the appropriate
individuals -in order for a grant application to be evaluated
and approved by the City Manager..
1.--State;-as--clearly as possible, the goals and objectives
'of the proposed project for -which a grant is being
sought.
The Emergency Homeless Grant is to provide supportive and
direct services to meet the critically urgent needs of
homeless individuals. The department will focus on
preventing homelessness by providing rent and utility
assistance and food vouchers.
A. Is this the fulfillment of an identifiable community
_ (Lubbock) goal? If so, list the source of the
identified goal.
Yes. Alliance for the 90's Community Needs
Assessment.
B. Is this the fulfillment of an identifiable community
_ _(Lubbock) need? If so, please provide quantifiable
data (studies, etc.) that illustrate the community
need and how this grant will meet that need:
_�. _:.Yes. Estimates are that approximately 300-500
are homeless within Lubbock County. If accurate,
_ ___this grant will provide assistance to individuals in
need of direct service and assist with prevention of
homelessness.
r
Page 3 of 8
2. List at least three measures by which City Staff and City
Council might be able to evaluate the program in order to
determine that it has reached the goals and objectives described
in Question 1.
- Prevent homelessness by assisting clients with rent assistance.
- Assist with direct assistance (food vouchers) to the homeless.
- Coordinate the Homeless Task Force which meets monthly.
- Raise the awareness of the community of the problem of
homelessness in Lubbock.
3. Will this program benefit the Lubbock community as a whole?
If not, please provide a detailed profile of the individuals or
groups that will benefit from the program.
No. Only individuals who are to be evicted from housing or
homeless individuals are eligible for these services.
4. Are other agencies (other than the City of Lubbock)
available to administer this program? Yes.
If so, list the agencies:
Guadalupe Economic Services
Catholic Family Services
Salvation Army
Neighborhood House
0
page 4 of 8
5. Are other agencies administering similar programs? If
so; list the other agencies.- Yes. If not, why not?
Guadalupe Economic Services
:Catholic Family -Services
._Neighborhood House
Salvation Army
6. - Is the program 'or activity -•provided -by this grant
required by state or federal law or required as a condition
of other ongoing state or federal programs? Please explain:
No.
7. Does the grant require a local match? If so, in what
amount? .Is the match in the form of cash or an.in-kind-
contribution?
No. -
0
Page 5 of 8
8. Is the grant for capital or operating programs? Please
describe specifically what the funds will be used for (personnel,
supplies, services, capital outlay, capital project, etc.).
Operating:
- Personnel: This grant funds 25% of a full-time employee.
- Direct Services: Funding for homeless preventive measures:
rent and food vouchers from South Plains
Food Bank.
A. If the grant is for capital outlay or a capital project,
will it result in ongoing City operational costs? If so, explain
in detail.
No.
B. If the grant is for an operating program or programs, is it
a one-time grant which will result in on -going City expenses, if
the program is to be continued in the future?
Funding availability is dependent on federal appropriation. The
percentage of funding may vary from year to year.
El
Page 6 of 8
C. -Does the grant require continuation of the program,
at -City expense,•after grant funding has expired? If so,
how long will the City be obligated to expend local funds,
and in what areas? Be specific.
_ .. -_-No. =
9. :'Is the grant=a one-time grant, a one-time grant with an
option to renew the grant, -or an on -going grant? -If the
grant is on -going, how-many"years has the grant been
provided to the City, and what year does the upcoming period
represent (2nd year, 5th year, etc.). If the grant has an
option to renew, how often can it be renewed, and what are
the terms of renewal? Please explain.
See 8 B.
10. Are indirect costs reimbursed by the grant?
No.
rj
Page 7 of 8
11. Are grant audit costs reimbursed by the grant?
No. The operating grant, Community Service Block Grant pays
for the percentage of the audit.
12. What is the immediate (twelve-month) impact of the grant
program on City employee allocation and utilization? How will
this affect their work hours, productivity, etc. on City Programs
and activities?
This grant funds 25% of one full-time employee. One full-
time employee. One full-time employee coordinates this program.
Additional funding is provided throughout the Community Services
Grant.
13. What is the long-term (five -years) financial and manpower
impact of the grant program both on the community and on the City
organization?
See number 14.
Page 8 of 8
14. Provide, in as much detail as possible, a 5-year Revenue and Expenditure
Projection for the grant related program beginning with the current year
or the first year this grant will be in effect. Show any on -going costs
to the City, even if the grant is only for one year. If the grant is
renewable or ongoing, show the estimated revenues and expenditures for
future years that you intend to renew/continue the grant (up to five
years) .
Be sure to fully explain the source and type of revenues (in -kind
contribution, reimbursement of expenses, etc.) and fully explain the
specific types of expenditures (payroll for 1/2 time clerk, purchase
desk, capital project construction, etc.). Attach additional sheets
if necessary.
FOR GRANT FISCAL YEAR (From 4/1/92 to 3/31/93*):
1993 1994 1995 1996 1997
Revenues
Federal Grant 15,587 15,587 15,587 15,587 15,587
State Grant
Local Match
Other
Total Revenues 15,587 15,587 15,587 15,587 15,587
FOR GRANT FISCAL YEAR (From 4/1/92 to 3/31/93*):
1993 1994 1995 1996 1997
Expenditures
Personnel
Supplies
Maintenance
Other Charges
Capital Outlay
Capital Project
Total Expenditures
4,677 4,677 4,677 4,677 4,677
10,910 10,910 10,910 10,910 10,910
15,587 15,587 15,587 15,587 15,587
* Allocations are dependent on federal funding.
FFY 1992
EMERGENCY COMMUNITY SERVICES
HOMELESS GRANT PROGRAM
Performance Statement
Service Area: Lubbock Count
ACTIVITIES DESCRIPTION
Contractor Name: City of Lubbock
Contract Period: 04/01/92 - 03/31/93
1. Consult with and solicit input on program design and use of EHP funds from
public entities, nonprofit organizations, voluntary associations,
representatives of low-income persons, and other groups providing assistance to
homeless persons in the service delivery area. Provide documentation to
Department by 4/30/92.
EDUCATION
2. Provide energy resources brochure to 100 homeless individuals. Energy Crisis
Grant funded.
3. Provide information and referral to 100 homeless individuals regarding services
available to the homeless i.e., Texas Employment Commission, Texas Department of
Human Services. CSBG Grant funded.
EMERGENCY ASSISTANCE
4. Assist with $5.00 food voucher to be redeemed at the South Plains Food Bank.
This would assist an average of 200 homeless families. EHP funded Direct Service.
5. Provide rental assistance to approximately 12 homeless families. EHP funded
Direct Service.
6. Assist with rental assistance of $300 average to approximately 12 homeless
des who are in the process of being evicted. EHP funded Direct Service.
7. Provide staff support to the community's Homeless Consortium. EHP funded
Direct Service.
Exhibit A
Page 1 of 1
TEXAS DEPARTMENT OF HOUSING AND COMMUNITY AFFAIRS
City of Lubbock
Contractor
Contract : Contract Period: 04/01/92 - 03/31/93
JXJ original 1_1 Amendment #
EXHIBIT B
EMERGENCY COMMUNITY SERVICES HOMELESS GRANT PROGRAM
FFY '92 BUDGET
BUDGET CATEGORIES
1. Personnel ............................
(Detailed on Budget Support Sheet B.1)
2. Fringe Benefits ......................
3. Travel ...............................
4. Supplies .............................
5. Equipment ............................
(Detailed on Budget Support Sheet B.5)
6. Contractual ..........................
(Detailed on Budget Support Sheet B.6)
7. Homeless Prevention ..................
(Detailed on Budget Support Sheet B.7)
8. Direct Services Homeless .............
(Detailed on Budget Support Sheet B.8)
9. Other ................................
(Detailed on Budget Support Sheet B.9)
10. Indirect Costs .......................
AMOUNI
$ 4,677.00
$
0.00
$
0.00
$
0.00
$
0.00
$
0.00
$
2,728.00
$
8,182.00
$
0.00
$
0.00
TOTALS $ 15,587.00
Department's prior written approval for purchase or lease of equipment with
acquisition cost of $500 and over is required. Approval of this budget does not
constitute prior approval.
EXHIBIT B
EMERGENCY COMMUNITY SERVICES HOMELESS GRANT PROGRAM
BUDGET SUPPORT SHEET B.1
NAME OF CONTRACTOR: City of Lubbock
Personnel
Z
OF EHP
NO.
PARTICI—
AMOUNT
BUDGET CATEGORIES
MOS.
PATION
Homeless Coordinator 12 25 $ 4,677.00
PAGE TOTAL $ 4,677.00
Texas Department Housing and of Community Affairs
EXHIBIT B
NAME OF CONTRACTOR
EMERGENCY COMMUNITY SERVICES HOMELESS GRANT PROGRAM
BUDGET SUPPORT SHEET B.5
City of Lubbock
F..iiiru�n+
X
OF DEPT
BRAND AND
UNIT
PARTICI—
DESCRIPTION
MODEL
COST
TOTAL
PATION
PURCHASES:
LEASES:
PAGE TOTAL
$ $ 0.00
$ $ 0.00
$ 0.00
Texas Department of Housing and Community Affairs
EXHIBIT B
NAME OF CONTRACTOR:
PAGE TOTAL
EMERGENCY COMMUNITY SERVICES HOMELESS GRANT PROGRAM
BUDGET SUPPORT SHEET B.6
City of Lubbock
BUDGET CATEGORIES
UK
$ 0.00
$ 0.00
Texas Department of Housing and Community Affairs
EXHIBIT B
EMERGENCY COMMUNITY SERVICES HOMELESS GRANT PROGRAM
BUDGET SUPPORT SHEET B.7
MANE OF CONTRACTOR:
City of Lubbock
Homeless Prevention
BUDGET CATEGORIES
AMOUNT
Rent assistance (for prevention) $ 2,728.00
PAGE TOTAL $ 2,728.00
Texas Department of Housing and Community Affairs
EXHIBIT B
EMERGENCY COMMUNITY SERVICES HOMELESS GRANT PROGRAM
BUDGET SUPPORT SHEET B.8
NAME OF CONTRACTOR:
City of Lubbock
Direct Services HoWless
BUDGET CATEGORIES AMOUNT
Food Voucher $ 1,000.00
Rent Assistance 7,182.00
PAGE TOTAL $ 8,182.00
Texas Department of Housing and Community Affairs
EXHIBIT B
EMERGENCY COMMUNITY SERVICES HOMELESS GRANT PROGRAM
BUDGET SUPPORT SHEET B.9
NAME OF CONTRACTOR:
City of Lubbock
Other
BUDGET CATEGORIES
AMOUNT
S 0.00
PAGE TOTAL $ 0.00
Texas Department of Housing and Community Affairs
TEXAS DEPARTMENT OF HOUSING AND COMMUNITY AFFAIRS
Ann W. Richards
GOVERNOR
Susan J. Leigh
EXECUTIVE DIRECTOR
TO:
M E M 0 R A N D U N
CITY OF LUBBOCK, COMMUNITY SERVICES DEPARTMENT
FROM: David C. Galvan
Director
Community Services
DATE: June 1, 1992
SUBJECT: Emergency Community Services Homeless Grant Program
Contract No. 662048
BOARD MEMBERS
Arthur Navarro
Chairman
Harvey Clemons Jr.
Elizabeth Flores
Richard C. Hoe
Joseph Kemp
Judith McDonald
Paul Rodriguez
Mary Sanw
Susan Sharlot
Enclosed is the original o7= the above document. Please review, sign and
return the contract to TDHCA as soon as possible. After it is signed by the
Executive Director of TDHCA, a copy of the executed contract will be returned
for your files.
If you have any questions, please contact your assigned program officer.
DCG/NN/bjnl
Enclosure
348C
P. O. BOX 13941 • AuSTIN, TEXAS 78711-3941 • (512) 474-2974
TEXAS DEPARTMENT OF HOUSING AND COMMUNITY AFFAIRS
CONTRACT NO. 662048 FOR THE
EMERGENCY COMMUNITY SERVICES HOMELESS GRANT PROGRAM
CFD #13.796
SECTION 1. PARTIES TO THE CONTRACT
This contract is made by and between the Texas Department of Housing and
Community Affairs, an agency of the State of Texas, (herein the "Department")
and CITY OF LUBBOCK, COMMUNITY SERVICES DEPARTMENT
(herein the "Contractor").
SECTION 2. CONTRACT PERIOD
This contract shall commence on April 1, 1992, and, unless earlier terminated,
shall end on March 31, 1993 (herein the "Contract Period").
SECTION 3. CONTRACTOR PERFORMANCE
Pursuant to the Emergency Community Services Homeless Grant Program of the
Stewart B. McKinney Homeless Assistance Act, 42 U.S.C. sec. 11461 Rt seq.
(herein the "EHP Act"), Contractor shall operate, on an equitable basis
throughout Contractor's service area, an emergency homeless program.
Contractor shall perform all activities in accordance with the regulations at
45 C.F.R. Part 1080, the performance statement (herein "Exhibit A"), the
budget (herein "Exhibit B"), and with all other terms of this contract.
Contractor's service area consists of the following Texas counties:
Lubbock
SECTION 4. DEPARTMENT OBLIGATIONS
A. In consideration of Contractor's satisfactory performance of this con-
tract, Department shall reimburse Contractor for the lesser of the actual
allowable costs incurred and reported to Department, or the amount of:
Available EHP Funds: Eleven Thousand Six Hundred Ninety and No/100 Dollars
(ill 90.00)
B. By written notice to Contractor, Department may obligate additional funds
under Section 4(A). For planning purposes only, Contractor may assume
that the total award to Contractor during the Contract Period will be:
Anticipated EHP Funds: Fifteen Thousand Five Hundred Eighty-seven and
No/100 Dollars ($15.587.00)
Page 1 of 9
Rev. 3/92 EHP
. C. Department's obligations under this contract are contingent upon the
actual receipt by Department of EHP funds from the U. S. Department of
Health & Human Services (hereinafter "HHS"). - - __
D. Department is not liable for any cost incurred by Contractor which:
(1) is subject to reimbursement by a source other than Department;
(2) is for the performance of services or activities not authorized by 42
U.S.C. §§ •11461 ,et sea., or which is not in accordance with the terms
of this contract;
(3) is not reported to Department on a properly completed and documented
financial status report within sixty (60) days following the
termination of this contract; or
(4) is not incurred during the Contract Period.
E. Contractor shall refund, within fifteen (15) days of Department's request,
any sum of money paid to Contractor which Department determines (1) has
resulted in an overpayment to Contractor or (2) has not been spent
strictly in accordance with the terms.of,this contract. Department may
offset or withhold any amounts otherwise owed to Contractor under this
contract against any amount owed by Contractor to Department arising under
this or any other contract between Department and Contractor.
SECTION 5. METHOD OF PAYMENT/CASH BALANCES
A. Each month of the Contract Period, Contractor may request an advance
payment by submitting to Department at its offices in Travis County,
Texas, no later than the twentieth (20th) day of the month prior to the
month for which advance payment is -sought, a properly completed EHP
Monthly Funding/Financial/Performance Reqest (TDHCA Form 96) and a State
of Texas Purchase Voucher for an amount not to exceed Contractor's actual
cash needs for the month for which such advance is sought.
B. Contractor's requests for advances shall be limited to the minimum amount
needed for the effective performance of this contract, and shall be timed
as closely as possible with Contractor's actual Immediate cash
requirements. Contractor shall establish procedures to minimize the time
elapsing between the transfer of funds from Department to Contractor and
the disbursal of such funds by Contractor.
C. Department reserves the right to utilize a cost reimbursement method of
payment if (1) Department determines that Contractor has maintained cash
balances in excess of need, (2) Department identifies any deficiency in
the cash controls or financial management system used by Contractor, (3)
Department determines that a cost reimbursement method would benefit the
program, (4) Department's funding sources require the ese of a cost
reimbursement method of payment, or (5) Contractor fails to comply with
any of the reporting requirements of Section 12.
D. All funds paid to Contractor under this contract are paid in trust for the
exclusive benefit of the eligible recipients of the EHP Program and for
the payment of any allowable administrative expenses. At least 50% of all
funds paid to Contractor under this contract must be expended for direct
services.
Page 2 of 9
Rev. 3/92 EHP
SECTION 6. COST PRINCIPLES AND ADMINISTRATIVE REQUIREMENTS
Except as specifically modified by law or the terms of this- contract;
Contractor shall comply with the cost principles and uniform administrative
requirements set forth in the Uniform Grant and Contract Management Standards,
1 T.A.C. §§ 5.141 et sea. (hereinafter the "Uniform Grant Management
Standards"), provided that all references therein to "local government" shall
be construed to mean Contractor.
SECTION 7. TERMINATION AND SUSPENSION
A. Department may terminate this contract, in whole or in part, at any time
Department determines that there is good cause for termination, including
but not limited to Contractor's failure to comply with any term of this
contract. Department shall notify Contractor in writing at least thirty
(30) days before the date of termination.
B. Nothing in this Section shall be construed to limit Department's authority
to immediately suspend performance of this contract if Department
identifies possible instances of waste, fraud, abuse, fiscal
mismanagement, or other serious deficiencies in Contractor's performance.
Suspension shall be a temporary measure pending either corrective action
by Contractor or a decision by Department to terminate this contract.
C. Department shall not be liable for any costs incurred by Contractor after
termination or during suspension of this contract. Notwithstanding the
exercise by Department of its right of early termination, Contractor shall
not be relieved of any liability for damages due to Department by virtue
of any breach of this contract by Contractor.
SECTION 8. CHANGES AND AMENDMENTS
A. Any change in the terms of this contract required by a change in state or
federal law or regulation is automatically incorporated herein effective
on the date designated by such law or regulation.
B. Except as otherwise specifically provided herein, any change in the terms
of this contract shall be made by an amendment in writing= and signed by
both parties to this contract. Pursuant to Department policy, no
Contractor initiated amendments will be approved or processed during the
first 90 days or the last 30 days of the Contract Period.
C. Notwithstanding Subsection 8(B), Contractor may transfer funds between or
among line items within or between the budget categories of Exhibit B
without a written amendment to this contract, if:
(1) the cumulative amount of the transfers among direct budget categories
is not more than five percent (5%) of the total Department share shown
on Page 1 of Exhibit B; and
(2) the transfer will not change the scope or objective of the programs
funded under this contract.
Page 3 of 9
Rev. 3/92 EHP
SECTION 9. DEPARTMENT ISSUANCES
-Department-may issue policy directives which serve 'to interpret or clarify -the
terms of this contract. Such directives shall be issued by Department in the
form of EHP Issuances. Issuances shall not alter the terms of this
contract so as to relieve Department of any obligation to reimburse an
allowable cost incurred by Contractor prior to the effective date of the
Issuance. All EHP Policy Issuances promulgated by Department, whether before
or after the commencement date of this contract, shall govern the performance
of this contract until specifically rescinded by Department.
SECTION 10. TECHNICAL ASSISTANCE AND MONITORING
Department or its designee may conduct periodic on —site monitoring and
evaluation of the efficiency, economy, and effectiveness of Contractor's
performance of this contract. Department will notify Contractor in writing of
any deficiencies noted during such monitoring, and may withhold funds based
upon such deficiencies. Department may provide technical assistance to
Contractor and may require or suggest changes in Contractor's accounting,
personnel, procurement, and management procedures in order to correct any
deficiencies noted. Department may conduct follow-up visits to review and
assess the efforts Contractor has made .to correct previously noted
deficiencies. Department may suspend or terminate this contract, or invoke
other remedies, in the event monitoring reveals material deficiencies in
Contractor's performance or if Contractor fails to correct any deficiency
within a reasonable period of time.
SECTION 11. RETENTION AND ACCESSIBILITY OF RECORDS
A. Contractor shall maintain fiscal records and supporting documentation for
all expenditures made under this contract in accordance with the Uniform
Grant Management Standards, Common Rule :§_ .42.
B. Contractor will ensure that all information collected, assembled, or
maintained by Contractor shall be available to the public during normal
business hours in compliance with the Uniform Grant Management Standards
and the Texas Open Records Act, TEX. REV. CIV. STAT. ANN. article 6252-17a.
C. Contractor shall give HHS, the Comptroller General of the --United States,
and Department, or their duly authorized representatives, access to and
the right to examine and copy, on or off of the premises of Contractor,
all records pertaining to this contract (regardless of whether such
records might be withheld from the general public under an exception to
the Texas Open Records Act). Contractor agrees to maintain such records
in an accessible location and to cooperate with any request for
examination of Contractor's records. Contractor shall include the
requirements of this Subsection in all subcontracts.
SECTION 12. REPORTING REQUIREMENTS
A. Contractor shall submit to Department an EHP Monthly Funding/Financial/
Performance Report (TDHCA Form 96). The report must be received by
Department according to the schedule set forth in Section 5(A).
Page 4 of 9
Rev. 3/92 EHP
B. Contractor shall submit to Department no later than sixty (60) days after
the termination of this contract, a final financial status report on TDHCA
Form 96 containing a full accounting -of all funds expended -under this - -
contract. The failure of Contractor to provide a full accounting of funds
expended under this contract shall be sufficient reason for Department to
deny any future contracts to Contractor.
C. Contractor shall submit to Department no later than sixty (60) days after
the termination of this contract an inventory (TDHCA Form 27) of all
nonexpendable personal property acquired in whole or in part with funds
received under this or previous EHP contracts. Upon the termination or
non -renewal of this contract, Department may transfer title to any
nonexpendable personal property so acquired to itself or to any other
entity receiving EHP funds.
D. If Contractor fails to submit, in a timely and satisfactory manner, any
report or response required by this contract, including responses to
monitoring reports, Department may, in its sole discretion, withhold any
payment otherwise due or requested by Contractor hereunder 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
Contractor receives EHP funds from Department over two or more contract
periods, this contract may be suspended or terminated for Contractor's
failure to submit a report (including a report of audit) past due from a
prior contract period.
SECTION 13. INDEPENDENT CONTRACTOR
Contractor is an independent contractor. Contractor agrees to hold Department
harmless and indemnify it against any disallowed costs or other claims which
may be asserted by any third party in conne r-tion with Contractor's performance
of this contract.
SECTION 14. SUBCONTRACTS
Contractor may not subcontract the primary performance of this contract (as
opposed to supportive services) unless Contractor's intention. -to subcontract
is indicated on Exhibit A. Any such subcontractor will be subject to
monitoring by Department, although Department is in no way liable to any
subcontractor.
SECTION 15. CONFLICT OF INTEREST/NEPOTISM
A. Contractor covenants that neither it nor any member of its governing body
has or shall acquire any interest, direct or indirect, which would
conflict in any manner with the performance of this contract. No person
having such interest shall be employed by Contractor or appointed as a
member of Contractor's governing body.
Page 5 of 9
Rev. 3/92 EHP
B. No officer, employee, or member of Contractor's governing body shall vote
for or confirm the employment of any person related within the second
degree by -affinity or third degree by consanguinity to any member of the
governing body or to any other officer or employee authorized to employ or
supervise such person. This section shall not prohibit the employment of
a person who shall have been continuously employed for a period of two
years prior to the election or appointment of the officer, employee, or
governing body member related to such person in the prohibited degree.
C. No employee, .officer, or agent of Contractor shall participate in the
selection, award, or administration of a subcontract supported by funds
provided hereunder if a conflict of interest, real or apparent, would be
involved. Such a conflict of interest would arise when: (1) the employee,
officer, or agent; (2) any member of his immediate family; (3) his
partner; or (4) any organization which employs or is about to employ, any
of the above, has a financial or other interest in the firm or person
selected to perform the subcontract.
D. Contractor's employees, officers, and agents shall neither solicit nor
accept gratuities, favors, or anything of monetary value from
subcontractors or potential subcontractors.
SECTION 16. PROPERTY REQUIREMENTS
Contractor may not use funds provided under this contract to purchase personal
property with an acquisition cost of more than $500.00 unless Contractor has
received the prior written approval of Department for such purchase.
SECTION 17. PROGRAM INCOME
Contractor 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 Uniform Grant Management Standards, Common Rule §_.25.
SECTION 18. NON—DISCRIMINATION AND EQUAL OPPORTUNITY
No person shall on the ground of race, color, religion, sex, national origin,
age, handicap, political affiliation or belief 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.
SECTION 19. LEGAL AUTHORITY
A. Contractor represents that it possesses the legal authority" to enter into
this contract and to perform the services Contractor has obligated itself
to perform hereunder.
B. The person signing this
that he/she has been
contract on behalf of
herein set forth.
contract on behalf of Contractor hereby warrants
duly authorized by Contractor to execute this
Contractor and to bind Contractor to the terms
Rev. 3/92 EHP
Page 6 of 9
C. Department shall have the right to suspend or terminate this contract if
there is a dispute as to the legal authority of either Contractor or the
person signing this contract to enter into this contract or to -'render
performances hereunder. Contractor is liable to Department for any money
it has received from Department for performance of the provisions of this
contract, if Department has suspended or terminated this contract for
reasons unumerated in this Section 19.
SECTION 20. AUDIT'
A. Contractor shall arrange for the performance of an annual financial and
compliance audit of the funds received under this contract. The audit
shall be made in accordance with the Single Audit Act of 1984, 31 U.S.C.
§§7501 et sea. (hereinafter the "Audit Act"), and OMB Circular No. A-128,
"Audits of State and Local Governments", 50 Fed. Reg. 19,114 (May 6,
1985),or in accordance with OMB Circular No. A-133 "Audits of Institutions
of Higher Education and Other Nonprofit Organizations", 55 Fed. Rea.
10,019 (March 16, 1990), as applicable. The contract for audit services
shall include a reference to the Audit Act and OMB Circular A-128 or OBM
Circular A-133. Contractor shall take such action to facilitate the
performance of the audit(s) conducted pursuant to this Section as
Department may require.
B. Contractor shall submit three (3) copies of the report of such audit to
Department no later than one hundred twenty (120) days after the end of
the audit period. Audits performed under this Section are subject to
review and resolution by Department or its authorized representative.
Resolution of findings shall be made within six (6) months after receipt
of the audit report by Department.
C. Contractor shall take immediate appropriate corrective action after
issuance of the audit report if any significant inadequacies are
disclosed. Contractor is liable to Department for any costs disallowed
pursuant to the audit. Reimbursement to Department of disallowed costs
shall be paid by Contractor from funds which were not made available to
Contractor under any contract with Department.
SECTION 21. TRAVEL
Allowable travel costs under this contract shall be determined in accordance
with the Uniform Grant Management Standards and with Contractor's established
written travel policy. Contractor's written travel policy shall delineate the
rates which Contractor shall use in computing the travel and per diem expenses
of its board members and employees. Contractor must submit to Department its
travel policy and evidence that such policy has been approved by Contractor's
governing body. If Contractor has no established written travel policy, the
travel regulations applicable to Department employees shall apply.
SECTION 22. POLITICAL ACTIVITY PROHIBITED
A. No funds received by Contractor hereunder shall be used for any political
activity including, but not limited to, any activity undertaken to
influence the outcome of any election or the passage or defeat of any
legislative measure.
Page 7 of 9
Rev. 3/92 EHP
B. Contractor shall not engage in any political activities in violation of 5
U.S.C. ch. 15. For purposes of Chapter 15, Contractor shall be deemed to
be a state or local agency. _
C. Contractor shall not engage in any activities to provide voters and
prospective voters with transportation to the polls or provide similar
assistance in connection with an election or any voter registration
activity.
SECTION 23. SECTARIAN INVOLVEMENT PROHIBITED
No funds received by Contractor hereunder shall be used, either directly or
indirectly, to support any religious or anti -religious activity.
SECTION 24. COPYRIGHT
Contractor may copyright materials developed in the performance of this
contract or with funds expended under this contract. Notwithstanding the
foregoing, Department and HHS shall each have a royalty free nonexclusive and
irrevocable right to reproduce, publish, or otherwise use, and to authorize
others to use, the copyrighted work for government purposes.
SECTION 25. PREVENTION OF FRAUD AND ABUSE
A. Contractor shall establish, maintain, and utilize internal systems and
procedures sufficient to prevent, detect, and correct incidents of waste,
fraud, and abuse in the EHP Program and to provide for the proper and
effective management of all program and fiscal activities funded under
this contract. Contractor's internal control systems and all transactions
and other significant events are to, be clearly documented and the
documentation shall be readily available for monitoring by Department.
B. Contractor shall give Department complete access to all of its records,
employees, and agents for the purpose of monitoring or investigating the
EHP Program. Contractor shall fully cooperate with Department's efforts
to detect, investigate, and prevent waste, fraud, and abuse in the EHP
Program.
C. Contractor may not discriminate against any employee or other person who
reports a violation of the terms of this contract or of any law or
regulation to Department or to any appropriate law enforcement authority,
if the report is made in good faith.
SECTION 26. MAINTENANCE OF EFFORT
Funds provided to Contractor 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
Contractor had this contract never been executed.
Page 8 of 9
Rev. 3/92 EHP
SECTION 27. NO WAIVER
Any right or remedy given to Department by this contract shall not preclude
the existence of any other right or remedy, nor shall any 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 or remedy at a later time.
SECTION 28. SEVERABILITY
If any portion of this contract is held to be invalid by a court of competent
jurisdiction, the remainder of it shall remain valid and binding.
SECTION 29. ORAL AND WRITTEN AGREEMENTS
All prior 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 document and the exhibits attached hereto.
SECTION 30. EXHIBITS
The exhibits identified below are hereby made a part of this contract:
A. Exhibit A, Performance Statement
B. Exhibit B, Budget
SIGNED this day of 1992.
CITY OF LUBBOCK,
COMMUNITY SERVICES DEPARTMENT
By:
B. C. McMinn
Mayor
TEXAS DEPARTMENT OF HOUSING AND
COMMUNITY AFFAIRS
a
Susan J. Leigh
Executive Director
This contract is not enforceable against Department unless signed by its
Executive Director or her designee.
Page 9 of 9
Rev. 3/92 EHP
EXHIBIT A
EMERGENCY COMMUNITY SERVICES HOMELESS GRANT PROGRAM
PERFORMANCE STATEMENT
1339C/1
EXHIBIT A
EMERGENCY COMMUNITY SERVICES HOMELESS GRANT PROGRAM
FFY 1992 Performance Statement
Contractor: CITY OF LUBBOCK, COMMUNITY SERVICES DEPARTMENT
Service Area: Lubbock County
Contract No.: 662048 Contract Period: 04/01/92 - 03/31/93
Contract: JX) Original 1_1 Amendment No. _
(ACTIVITIES DESCRIPTION
1. Consult and solicit input on program design and use of EHP funds from public
entities, nonprofit organizations, voluntary associations, representatives of
low-income persons, and other groups providing assistance to homeless persons in
the service delivery area. Provide documentation to Department by 4/30/92.
Better Use of Available Income
2. Other Homeless Service (S/A Code: 0 3.1B)
Provide energy resources brochure to 100 homeless individuals (100 service
units) through ECIP funds.
Emergecy Service
3. EHP Direct Service (S/A Code: D 5.1)
Provide information and referral assistance to 100 homeless individuals (200
service units) regarding services available to the homeless (i.e., Texas
Employment Commission, and Texas Department of Home Services).
4. EHP Direct Service (S/A Code: D 5.2D)
Provide food voucher assistance to 300 homeless individuals (300 service units)
to be redeemed at the South Plains Food Bank.
5. EHP Direct Service (S/A Code: D 5.70
Provide rent assistance to 50 homeless individuals (50 service units).
Homeless Prevention
6. EHP Direct Service (S/A Code: D 8.1)
Provide rent assistance to 50 individuals (50 service units) to prevent eviction.
Maintain in files supporting documentation satisfactory to the Department of
activities conducted pursuant to this Exhibit A.
1339C/2 Page 1 of 1
EXHIBIT B
EMERGENCY COMMUNITY SERVICES HOMELESS GRANT PROGRAM
BUDGET
1339C/3
EXHIBIT B
EMERGENCY COMMUNITY SERVICES HOMELESS GRANT
PROGRAM
FFY '92 Budget
Contractor:
CITY OF LUBBOCK, COMMUNITY SERVICES DEPARTMENT
Contract No.:
662048 Contract Period:
04/01/92 - 03/31/93
JXJ Original
1_1 Amendment No.
BUDGET CATEGORIES
AMOUNT
1.
Personnel ............................
$
4,677
(Detailed on Budget Support Sheet B.1)
2.
Fringe Benefits ......................
$
-0-
3.
Travel ...............................
$
-0-
4.
Supplies .............................
$
-0-
5.
Equipment ............................
$
-0-
(Detailed on Budget Support Sheet B.5)
6. Contractual .......................... $ -0-
(Detailed on Budget Support Sheet B.6)
7. Homeless Prevention .................. $ 2,728
(Detailed on Budget Support Sheet B.7)
8. Direct Services Homeless ............. $ 8,182
(Detailed on Budget Support Sheet B.8)
9. Other ................................ $ -0-
(Detailed on Budget Support Sheet B.9)
10. Indirect Costs ....................... $ -0-
TOTALS $ 15.587
Department's prior written approval for purchase or lease of equipment with
acquisition cost of $500 and over is required. Approval of this budget does not
constitute prior approval.
1339C/4
EXHIBIT B
EMERGENCY COMMUNITY SERVICES HOMELESS GRANT PROGRAM
BUDGET SUPPORT SHEET B.1
Personnel
Name of Contractor: CITY OF LUBBOCK, COMMUNITY SERVICES DEPARTMENT
Homeless Coordinator
X
OF EHP
BUDGET CATEGORIES NO• PARTICI— AMOUNT
MOS. PATION
12 25 $4,677
PAGE TOTAL
$4,677
1339C/5 Texas Department of Housing and Community Affairs
EXHIBIT B
EMERGENCY COMMUNITY SERVICES HOMELESS GRANT PROGRAM
BUDGET SUPPORT SHEET B.5
Equipment
Name of Contractor: CITY OF LUBBOCK, COMMUNITY SERVICES DEPARTMENT
DESCRIPTION
BRAND AND
MODEL
UNIT
COST
TOTAL
X
OF DEPT
PARTICI—
PATION
PURCHASES: N/A
LEASES: N/A
PAGE TOTAL $ —0-
1339C/6 Texas Department of Housing and Community Affairs
EXHIBIT B
EMERGENCY COMMUNITY SERVICES HOMELESS GRANT PROGRAM
BUDGET SUPPORT SHEET B.6
Contractual
Name of Contractor: CITY OF LUBBOCK, COMMUNITY SERVICES DEPARTMENT
BUDGET CATEGORIES
N/A
PAGE TOTAL
AMOUNT
$ —0-
1339C/7 Texas Department of Housing and Community Affairs
EXHIBIT B
EMERGENCY COMMUNITY SERVICES HOMELESS GRANT PROGRAM
BUDGET SUPPORT SHEET B.7
Homeless Prevention
Name of Contractor: CITY OF LUBBOCK, COMMUNITY SERVICES DEPARTMENT
BUDGET CATEGORIES
Rent Assistance
PAGE TOTAL
$2,728
$2,728
1339C/8 Texas Department of Housing and Community Affairs
EXHIBIT B
EMERGENCY COMMUNITY SERVICES HOMELESS GRANT PROGRAM
BUDGET SUPPORT SHEET B.8
Direct Services Homeless
Name of Contractor: CTIY OF LUBBOCK, COMMUNITY SERVICES DEPARTMENT
BUDGET CATEGORIES
Food Voucher Assistance
Rent Assistance
PAGE TOTAL
►ilk
$1,000
7,182
$8,182
1339C/9 Texas Department of Housing and Community Affairs
EXHIBIT B
EMERGENCY COMMUNITY SERVICES HOMELESS GRANT PROGRAM
BUDGET SUPPORT SHEET B.9
Other
Name of Contractor: CITY OF LUBBOCK, COMMUNITY SERVICES DEPARTMENT
BUDGET CATEGORIES AMOUNT
N/A
PAGE TOTAL $ _a.
1339C/10 Texas Department of Housing and Community Affairs