HomeMy WebLinkAboutResolution - 2233 - Contract - TDCA - Energy Crisis Intervention - 01/23/1986LJM:js
RESOLUTION
Resolution #2233
January 23, 1986
Agenda Item #33
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 Contract and
all related documents during the effective dates of the Contract, by and
between the City of Lubbock and the Texas Department of Community Affairs
for energy crisis intervention for low income persons, 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 Resolu-
tion as if fully copied herein in detail.
Passed by the City Council this 23rd day of January , 1986.
ALANMrMAYOR
ATTEST:
anette"-Boyd, City Secretary
APPROVED AS TO CONTENT:
Sylvia A. artinez, Community Services
Director C7 ----
APPROVED AS TO FORM:
C � '/ '/ /-) T jpt" 4L'e_
Laura J. Monro , Assistant City Attorney
TEXAS DEPARTMENT OF COMMUNITY AFFAIRS
CONTRACT FOR
ENERGY CRISIS PROGRAM
STATE OF TEXAS
COUNTY OF TRAVIS
:SECTION 1 PARTIES TO THE CONTRACT
This contract and agreement is made and entered into by and between the Texas
Department of Community Affairs, an agency of the State of Texas, hereinafter
referred to as Department, and City of Lubbock, Community Services Department
hereinafter referred to as Contractor. The parties heretonave severa 1yand
collectively agreed and by the execution hereof are bound to the mutual
obligations and to the performance and accomplishment of the tasks described
herein.
SECTION 2. CONTRACT PERIOD
This contract and agreement shall commence on December 1, 1985 and shall
terminate on November 30, 1986 unless otherwise specifically provided by the
terms of this contract.
SECTION 3. CONTRACTOR PERFORMANCE
Contractor shall operate, in a satisfactory manner as determined by
Department, an energy crisis intervention program under the Lair -Income
Energy Assistance Act of 1981, as amended (42 U.S.C. Sec. 8621 et se Flo:
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hereinafter referred to as the Act. Energy Crisis Program contractorrssnall
operate sucn program in accordance with the terms of the Performance
Statement, hereinafter referred to as Attachment A, with the terms of the
Budget, hereinafter referred to as Attachment B, and witn the terns of the
Allowable Activities Document, hereinafter referred to as Attachment C, which
are attached hereto and hereby made a part of this contract, and with all
other terms, provisions and requirements set forth in this contract.
SECTION 4. DEPARTMENT OBLIGATIONS
A. Measure of Liability
In consideration of full and satisfactory performance of the activities
referred to in Section 3 of this contract, Department shall be liable to
Contractor for actual allowable costs incurred by Contractor during the
contract period for performances rendered under this contract by
Contractor, subject to limitations set forth in this Section 4.
?age_ l of 12
(1) It is understood and agreed by the parties hereto that Department's
obligations under this Section 4 are expressly made contingent upon
the actual receipt of adequate state and/or federal funds to meet
Department's liabilities under this contract. Department, by the
execution of this contract, acknowledges that it has received an
obligation which, if paid, will be sufficient to pay costs properly
incurred by contractor for performances rendered under this
contract in the amount specified below in this Section 4(A)(1):
Provisional Award of ECP New Obligational Authority:
Twenty Six Thousand Eight Hundred Thirty Three and no/100 Dollars
26,833.UU): - --
(2) Department shall not be liable to Contractor for costs incurred
under this contract which exceed the amount specified above in
Section 4(A)(1), except as follows: Department, from time to time,
may provide written notification to Contractor in the form of
either a unilateral letter of notification or a bilaterally
executed contract amendment which shall serve either to obligate
additional funds under this contract or to deobligate funds
previously obligated under this contract. Any determination to
obligate or deobligate funds shall be made by Department in its
sole discretion based upon factors including but not limited to the
status of funding under grants to Department, the rate of
utilization of funds under this contract, and the existence of
questioned or disallowed costs under this contract. Such notifi-
cation(s), if any, will specify Department's maximum obligation to
Contractor under this contract as of the effective date of such
notification. Contractor shall not incur costs in the performance
of program operations under this contract in excess of the amounts
which Department has acknowledged, either by Section 4(A)(1) or by
subsequent written `notification to Contractor, as being available
to meet Contractor's costs incurred hereunder.
(3) Department shall not be liable to Contractor for any costs incurred
by Contractor, or any portion thereof, which has been paid to
Contractor or is subject to payment to Contractor, or has been
reimbursed to Contractor or is subject to reimbursement to
Contractor by any source other than Department or Contractor.
(4) Department shall not be liable to Contractor for any costs incurred
by Contractor for performance of services or activities of a type
not specified under the Act, or for performances rendered which are
not in accordance with the terms of this contract, including the
terms of Attachment A, Attachment B, and Attachment C.
(5) Department shall not be liable to Contractor for any costs incur°reO
by Contractor in the performance of this contract which have not
Page 2 of 12
been reported by Contractor to Department on Financial Status
Reports -State Supplemental Forms 269a within ninety (90) days
following the termination of this contract.
(6) Department shall not be liable for costs incurred or performances
rendered by Contractor before commencement of this contract or
after termination of this contract, except as applicable to audit
costs referenced in Section 17(A).-
(7) Department shall not be liable to Contractor for any costs incurred
by Contractor which are not allowable as set forth in Section 8 of
this contract and Item 7 of Attachment C.
B. Excess Payments
Contractor shall refund to Department any sum of money whicn nas been
paid to Contractor by Department which Department determines 1) has
resulted in overpayment to Contractor or 2) has not been spent strictly
in accordance with terms of this contract within thirty (30) days after
the refund is requested by Department.
C. Limit of Liability
Notwithstanding any other provision of this contract, the total of all
payments and other obligations for costs incurred by Contractor under
this contract snall not exceed:
Twenty Six Thousand Eight Hundred Thirty Three and no/100 Dollars ($26,833.00).
PROVIDED HOWEVER THAT Department's maximum liability for Contractor's ECP
New Obligational Authority shall be limited to an amount not to exceed
the lesser of either 1) the amount specified in this Section 4(C), or 2)
the most recent provisional award as specified in Section 4(x,)(1) or as
Department has subsequently acknowledged by written letter of
notification pursuant to Section 4(A)(1) as being available to Contractor
to meet costs incurred under this contract.
SECTION 5. METHOD OF PAYMENT
A. Within a reasonable time after the effective date of execution of tnis
contract, Department shall make an initial advance payment to Contractor,
against Department's liabilities accrued or to be accrued hereunder, of
an amount not to exceed thirty (30) days need but not more than 12.5% of
Department's maximum monetary obligations as specified in Section 4(C) of
this contract, provided that Department shall not make disbursement of
such initial advance payment until Department has received from
Contractor a properly completed Request for Advance Form 270 and State of
Texas Purchase Voucher, and Department has reviewed and approved sucn
Request for Advance.
Page ; of 12
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SECTION 7. UNIFORM ADINISTRATIVE REQUIREMENTS
Except as specifically modified or superseded by federal law or regulations,
the terms of this contract, or the terms of EOD issuances subsequently
promulgated hereunder, in rendering performances under this contract,
Contractor shall comply with the uniform administrative requirements set
forth in Circular No. A-102, as supplemented by the finai rules promulgated
by the Office of the Governor at 7 Tex. Reg. 3172 (August 31, 1982) under the
Uniform Grant and Contract Management Act of 1981, TEX. REV. CIV. STAT. ANN.
art. 4413(329), provided all references to "local government" shall be
construed to mean Contractor.
SECTION 8. ALLOWABLE ADMINISTRATIVE EXPENDITURES
Administrative costs incurred by Contractor in carrying out performances
under this contract snall be allowable up to maximum of 6% of the total
contract expenditures within the contract period establish in Section 2.
Allowable administrative costs shall include costs associated with
Contractor's administrative personnel (including outreach and intake
workers), travel costs, audit fees, office space, and equipment and supplies
which are necessary and reasonable for the administration of the Energy
Crisis Program. For purposes of this Section 8, allowable administrative
cost shall specifically include the salaries, wages, and fringe benefits of
Contractor's administrative staff personnel.
SECTION 9. RETENTION AND ACCESSIBILITY OF RECORDS
A. Contractor shall maintain fiscal records and supporting documentation for
all expenditures of funds made under this contract in a manner which
conforms to OMB Circular A-87, the Management Standards, and this
contract. Contractor snarl comply with the retention and custodial
requirements for records as set forth in Attachment C of OMB Circular
A-102, as supplemented by Section 5.154 of the Management Standards.
B. Contractor shall give the United States Department of Health & Human
Services, the United States Department of Energy, the Comptroller General
Of the United States, the Auditor of the State of Texas, and Department,
or any of their duly authorized representatives, access to and the right
to examine, copy, or mechanically reproduce, on or off the premises of
Contractor, all reports, books, papers, documents, and other records
pertaining to this contract. Such rights to access shall continue as
long as the records are retained by Contractor. Contractor agrees to
maintain such records in an accessible location. Contractor shall permit
and cooperate with any examination conducted pursuant to this Subsection
B.
C. Contractor shall include the substance of this Section 9 in all
subcontracts.
Page 5 of 12
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SECTION 12. INDEPENDENT CONTRACTOR
It is expressly understood and agreed by both parties hereto that Department
is contracting with Contractor as an independent contractor, and that
Contractor agrees to indemnify Department` against all disallowed costs or
other claims asserted in connection with the services to be performed by
Contractor under this contract.
SECTION 13. SUBCONTRACTS
A. Contractor small subcontract for performances described in this contract
only after Contractor has submitted a Notice of Intent to Subcontract, on
a form prescribed by Department, for each such proposed subcontract.
B. In selecting subcontractors hereunder, Contractor shall utilize
procurement procedures set forth in Attachment 0 of the Uniform
Administrative Requirements referenced in Section 7 of this contract.
Contractor, in subcontracting any of the performances hereunder,
expressly understands that in entering into such subcontracts, Department
is in no way liable to Contractor's subcontractor(s).
C. Contractor shall ensure that the performances rendered under all
subcontracts are rendered so as to Comply with all the terms and
provisions of this contract as if the performances rendered were rendered
by Contractor.
SECTION 14. CONFLICT OF INTEREST; NEPOTISM
A. Contractor convenants that neither it nor any member of its governing
body presently has any interest or shall acquire any interest, direct or
indirect, which would conflict in any manner or degree with the
performance of this contract. Contractor also convenants that in the
performance of this contract no person having such interest shall be
employed by Contractor, or small be appointed as a member of Contractor's
governing body.
B. Contractor shall ensure that no officer, employee, or member of the
applicant's governing body or of the applicant's contractor shall vote 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.
C. Contractor shall ensure that no employee, officer, or agent of Contractor
shall participate in the selection, or in the 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 or her immediate family 3) his or her 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.
Page 7 of 12
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woaj anLPA fAPIauOW O 6ULg4XUP ao `saoAP; `saLjnjpa6 jdaoop
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agreements, loans, loan guarantees, property, interest subsidies,
insurance, or direct appropriations, but does not include direct
Federal cash assistance to individuals. It includes awards
received directly from federal agencies, and/or indirectly through
other units of State and local governments,
(2) Contractor shall have an audit made in accordance with the Audit
Act and OMB Circular A-128, or in accordance with the audit
requirements specified in Attachment P of OMB Circular A-102, as
reflected in 24 CFR Part 44 and as supplemented by Section 5.167 of
the Management Standards, for any fiscal year in which Contractor
receives between $25,000 and $100,000 in Federal financial
assistance.
(3) Contractor shall have an audit made in accordance with Attachment P
of OMB Circular A-102, as supplemented by Section 5.167 of the
Management Standards, for any fiscal year in which Contractor
receives less than $25,000 in Federal financial assistance.
(4) Nothing in this Section 17 exempts Contractor from maintaining
records of assistance provided under tnis contract or from
providing access to such records to a Federal agency or Department,
as provided for in this contract.
(5) Where contracts are awarded for audit services, the contracts shall
include a reference to the Audit Act and OMB Circular A-128.
B. Unless otnerwise'specifically authorized by Department in writing,
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 17 are subject to
review and resolution by Department or its authorized representative.
C Contractor understands and agrees that it shall take immediate
appropriate corrective action after issuance of the audit report in
instances of material noncompliance with laws, regulations or this
contract, but shall, in any event, be liable to Department for any costs
disallowed pursuant to financial and compliance audit(s) of funds
received under this contract. Contractor further understands and agrees
that reimbursement to Department of such disallowed costs shall be paid
by Contractor from funds which were not provided or otherwise made
available to Contractor under this contract.
D. Contractor shall take such action to facilitate the performance of such
audit(s) conducted pursuant to this Section 17 as Department may require
of Contractor.
SECTION 18. NON-DISCRIMINATION AND EQUAL OPPORTUNITY
No person in the United States shall on the ground of race, color, religion,
sex, national origin, age, handicap, political affiliation or belief be
Page 9 of 12
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ao ao;Dpj uoo ol s;uawked aauganj PLOuu4LM PUP gapd UL ao aLouM UL ;0PagUO3
SL44 puadsns `aoJOPJJUOO O� UOLgPOLJ.JOU uajgLjm uodn Rpw qu@wgapdaa
1j3?ajU00 sLUJ JO waa4 SCUP 04LM RLdwoO 04 SLLPJ ao;opa;uo0 ;PU; quana a44 UI
NOISN3dsn s '6l NOI103S
•Dopa;uoo SLQJ aapun @ NPLLPnP apPw
spun,} u;LM ja?d UL ao aLouM UL papunj RJLnLJOP ao wp A oad ICup gjLM UOL40auuOO
UL ao 10 UOLgPJISLULwpP auj UL luawROLdwa paLUap aq ao `aapun UOLIPULwLaOSLp
oq pagoaCgns aq `10 slLj0uaq auj paLuap aq `UL UOLIPdLOLgapd woa} papnLOxa
SECTION 21. COMPLIANCE WITH LAW AND ORDER OF PRECEDENCE
In rendering performances hereunder, Contractor small comply with the
requirements of applicable federal laws and regulations. In the event of a
conflict between such laws and regulations and the terms and conditions of
this contract, precedence shall be -given to tme laws and regulations.
SECTION 22. CHANGES AND AMENDMENTS
A. Any alterations, additions, or deletions to the terms of this contract
which are required by changes in federal or state law or regulations are
automatically incorporated into this contract without written amendment
hereto, and shall become effective on the date designated by such law or
regulation.
B. It is understood and agreed by the parties hereto that performances under
this contract must be rendered in accordance with the Act, the
regulations promulgated under the Act, and the assurances and
certifications made to any federal agency by the State of Texas with
regard to the operation of energy crisis related programs. Based on
these considerations, and in order to ensure the legal and effective
Performance of this contract by both parties, it is agreed by the parties
hereto that the performances under this contract may be amended in the
following manner: Department may from time to time during the period of
performance of this contract issue policy directives which serve to
establish, interpret, or clarify performance requirements under this
contract. Such policy directives shall be promulgated by the Director of
Department's Economic Opportunity Division in the form of ECP issuances,
shall have the effect of qualifying the terms of this contract and shall
be binding upon Contractor as if written herein, provided however that
such policy directives small not alter the terms of this contract so as
to relieve Department of any obligation specified in Section 4 of this
contract to reimburse costs incurred by Contractor prior to the effective
date of such policy directives.
C. Except as specifically provided otherwise in this contract, any
alterations additions, or deletions toathe terms of this contract shall
be by amendment hereto in writing and executed by both parties to this
contract. To be effective, any amendment made pursuant to this Section
22(C) must be signed by the Executive Director of Department or his
authorized representative.
D. Notwithstanding Subsection C of this Section 22, Contractor may make
transfers of funds between or among budget categories of Attachment B
witnout requiring an amendment to this contract, or otherwise requiring
Department's prior written approval provided that:
(1) the total dollar amount of any transfer during the contract period
among Department's share of direct budget categories is equal to or
less than five percent (5Y) of the amount of total Department snare
shown on Page 1 of Attachment B; and
(2) the transfer will not change the scope or objective of the pro rams
funded under this contract. 9
Page 11 of 12
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03U3S tl3dV 01HdVb9039 'CZ NOI103S
ATTACHMENT A
PERFORMANCE STATEMENT
ENERGY CRISIS PROGRAM
ACTIVITIES DESCRIPTION
1. Contractor shall develop an Energy Crisis Program for
low-income residents of the geographic area referenced
in Section 23 of this contract providing assistance in
the folI owing areas:
fuel/utilities
delivery of fuel
temporary shelter
emergency repairs
repair of heating units
other assistance allowable in
Attachment C of this contract
2. Contractor shall maintain in its files supporting
documentation satisfactory to Department of activities
conducted pursuant to this Attachment A.
Page 1 of 1
r PERSONS SERVED
123
ATTACHMENT B
BUDGET
.ENERGY CRISIS INTERVENTION PROGRAM
BUDGET
ADMIN.
DIRECT
CATEGORIES
AMOUNTi
AMOUNT
SERVICES
GTA
AMOUNT
AffOufi7
1.
Personnel (6%)
1,610
$
(Detailed on Budget
-0-
S 1,610
Support Sheet B.1)
2.
Fringe Benefits
$_o
$ p�
3.
Travel
4.
Equipment
(Detailed on Budget
$
Support Sheet B.4)
5.
Supplies
$
$ -0-
6.
Contractual
(Detailed on Budget
$ 0
--0-
Support Sheet B.6)
7.
Other
(Detailed on Budget
$_ -0-
$24,536
—
524.5`
Support Sheet B.7)
8.
Indirect Costs (42.65)
-0-
-
5687
TOTALS
$2,297
$ 24,516_
$_26.833
GRANC T -79L
No administrative expenses of an organization shall be charged to Direct Services.
Administrative costs --salaries (including outreach/intake workers), fringe benefits,
travel, equipment, supplies, audit and office space (contractual) --are limited to
six (6) percent of the grand total.
Department's prior written approval for purchase or lease of equipment �:,ith acquisi-
tion cost of $300 and over is required. Approval of this budget does not constitute
prior approval.
Page l of l
TOTAI $1,610
Page 1 of 1
ATTACHMENT B.4
ENERGY CRISIS PROGRAM
BUDGET SUPPORT SHEET
,'NAME OF CONTRACTOR
CITY OF LUBBOCK, COMMUNITY SERVICES DEPARTMENT '
Equipment
DESCRIPTION BRANDUNITUNIT ADMIN. DEPOF
T.
MODEL COST AMOUNT PARTICI
-
Page 1 of 1
Page 1 of 1
Page 1 of 1
ATTACHMENT C
ALLOWABLE ACTIVITIES DOCUMENT
ENERGY CRISIS PROGRAM
ATTACMENT C
ENERGY CRISIS PROGRAM
ALLOWABLE ACTIVITIES DOCUMENT
1. ELIGIBILITY .
The funds available for recipients under this contract shall be for households
having an emergency energy crisis --a threat to the health and well-being of a
household who has or will be affected by the termination of its major source
of home heating/cooling or who may nave lost shelter because of an energy
related situation --and having an income which does not exceed 110% of the most
recent Poverty Income Guidelines as issued by the Secretary of Planning &
Evaluation, Department of Health & Human Services (HHS). Such emergencies may
include:
A. bona fide inability to pay energy bills resulting in a supply shortage,
potential termination, or a shut-off of the supply that has already
occurred;
B. inoperable energy appliances in conjunction with severe weather extremes
that result in health hazards particularly to the elderly, the
handicapped, very young children and other susceptible persons who are
eligible under HHS income guidelines; or
C. other circumstances that will require weather-related and en-er
assistance to alleviate crises. gY supply
2. PRIORITY
Priority shall be given to eligible households with persons 60 years or older
and/or with handicapped persons. This priority does not exclude other income
eligible households.
Contractor shall provide outreach activities to target areas, both in the form
of outreach workers and appropriate public information through various forms
of media, in order to assure that eligible households, especially households
witn elderly individuals (60 years of age or older) and/or handicapped
individuals, or both, are made aware of the assistance available under this
contract.
For the purposes of this contract, the term "handicapped" means any individual
who is:
Page 1 of 4
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6. LIMITATION OF PAYMENT
In no event shall the sum of Energy Crisis Program funds provided under this
contract, during this contract period, which is made to and/or on behalf of
any household exceed the actual amount needed to improve the household's
energy related crisis problem or the level of maximum assistance allowed per
contract period as defined in Item 9, whichever is less.
In determining the level of assistance provided to eligible applicants to
alleviate a particular energy crisis, consideration should be given to other
assistance provided under Home Energy Assistance Program or any other local
energy assistance program so as to avoid duplication of assistance.
7. ALLOWABLE ASSISTANCE
A. Only the following types of assistance may be provided with the funds -
provided under this contract
(1) payment to vendors and suppliers of fuel/utilities, goods, and other
services for past due or current bills related to the procurement of
energy to heat/cool a residence;
(2) the establishment of payment plans with fuel/utility vendors for the
benefit of eligible households;
(3) where necessary to prevent undue hardships or extreme health dangers
from an energy crisis, the direct issuance of voucher disbursement
is allowable to provide:
(a) temporary shelter, emergency.repairs of housing such as patching
a roof, replacing broken windows, medicine or other like
supportive services not to exceed $50 per household for the
duration of the period of this contract;
(o) emergency deliveries of fuel not to exceed $150 per delivery per
household;and
(c) purchases of portable heating/cooling units not to exceed $150
per household for the duration of the period of this contract.
These emergency funds, whether for emergency fuel deliveries or
purchase of portable heating/cooling units with a limit of $150, or
the other emergencies described that have a $50 limit, shall be
considered part of the household allowable assistance. Funds for
this program shall not be used to weatherize homes, and the
emergency repairs allowed per household shall not be extensive
enough to be considered weatherization; and
(4) payment for repair of heating/cooling units of whatever variety, if
such repair is absolutely necessary to assure heating/cooling for
the household, and, provided such repair does not exceed the
household maximum allowable limit and such repair would ensure the
restoration of the flow of heat/air to the household. Funds
Page 3 of 4
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