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HomeMy WebLinkAbout1991-06-25 - AGENDA REPORTS - HANDYWORKER PGM AGMT (2)NEW BUSINESS DATE: SUBJECT: DEPARTMENT: BACKGROUND AGENDA REPORT City Manager Approval Item to be presented y: Raquel Garcia JUNE 25, 1991 PROGRAM AGREEMENT PARKS AND RECREATION On May 28, 1991, Council approved the submission of the City's final statement and proposed use of funds for the Community Development Block Grant (CDBG) for fiscal year 1991/92 with the U.S. Housing and Urban Development Department (HUD). The Handyworker Program was one of the Council approved projects, recommended for funding in the amount of $180,000. Although the City has complied in every way with all CDBG requirements in order to become -an Entitlement City with HUD, to date, the City has not received or entered into a contractual agreement with HUD. The City was contacted by HUD on 6/24/91, and was informed that the entitlement contractual agreement would be received in mid-July and the City could not obligate any funds until agreement had been executed between the City and HUD. City staff sees an urgency in executing. the Handyworker Program Agreement in order to prevent a disruption in Handyworker Program services to the community and loss of employment to the Handyworker employees. However, in executing the contract at this time with the Canyon Country Chamber of Commerce, the City would be at risk of not being reimbursed for general fund expenses occurred for Handyworker Program costs. If Council directs staff to enter into this agreement effective. July 1, 1991, City staff would work with HUD and. congressional representatives to expedite the release of the entitlement agreement to the City. The Handyworker Program provides free labor and materials to eligible homeowners and renter -occupied households for minor repairs. Of the total of homes receiving services, one-third of the services will be provided in Census Tract 9203.11, Bg 2, 3 and 4, and the remaining two-thirds will be provided in the other areas of the City. Renters living in single detached homes can participate, if permission is given by owner of property and rental rate of applicant receiving Handyworker assistance is considered "affordable," i.e., not exceeding thirty -percent (30%) of the overall annual household income. The property owner will sign an agreement with the City. This owner agreement acknowledges that upon completion of rehabilitation, any unit receiving Handyworker assistance will be occupied by low -to -moderate income households at affordable rates, not to exceed thirty -percent (30%) of the overall annual household income of the applicant for at least one year following Handyworker services (see Attachment 2). In case the rental rate exceeds. the affordable rate at any time during the one-year period, the property owner shall repay to the City the cost of the Handyworker Program for each unit which exceeds the affordable rate. In such a case, funds will be reprogrammed into the program and used to provide other repairs. The maximum monthly reimbursable allotment for the Handyworker Program is $15,000. Depending on when the .City signs the contract with HUD, the fiscal impact to the City could be all of this amount for servicesrendered during the month of July. RECOMMENDATION City Council to direct staff to execute agreement with the Canyon Country Chamber of Commerce for the provision of the City's Handyworker Program, and work with HUD and congressional representatives in the interim to obtain and execute the City's entitlement agreement. ATTACHMENT Handyworker Program Agreement RB:mat/PRCOUNC.38 AGREEMENT BETWEEN THE CITY OF SANTA CLARITA AND CANYON COUNTRY CHAMBER OF COMMERCE FOR IMPLEMENTATION OF HANDYWORKER SERVICES PROGRAM THIS AGREEMENT is made and entered into in the City of Santa Clarita, California, by and between the CITY .OF SANTA CLARITA, hereinafter referred to as "City" and CANYON COUNTRY, CHAMBER OF COMMERCE, hereinafter referred to as "Contractor." RECITALS WHEREAS, the City of Santa Clarita supports the national objective of the Housing and Community Development Act (HCDA) of 1974, as amended, which provides for the development of viable urban' communities by providing for decent housing and a suitable living environment and expanding economic opportunities, principally for persons of low and moderate income; and WHEREAS, City has entered into an Agreement with the U.S. Housing and Urban Development Department (HUD) to execute the City's Community Development Block Grant (CDBG) Program which includes the Handyman Services project under the Housing Community Development Act of 1974, as amended, hereinafter called the "Act," and WHEREAS, Contractor desires to participate in said program and is qualified by. reason of experience, preparation, organization, staffing and facilities to provide services. NOW, THEREFORE, the parties hereto agree as follows: 1. AGREEMENT. This 'Agreement consists of this document and attachments: Exhibit A, Project Description and Exhibit B, Budget. -1- 2. SCOPE OF SERVICES. Contractor is to perform all the services set forth in the Project Description, Exhibit A to this Agreement, a copy of which is attached hereto and incorporated herein by this reference. 3. TIME OF PERFORMANCE. Upon execution of the contract by the City, said services of Contractor are to commence on July 1, 1991, and shall be completed no later than June 30, 1992. 4. AGREEMENT ADMINISTRATION. Hereinafter called "City Project Coordinator," or his designee, shall have full authority to act for City in the administration of this Agreement consistent with the provisions contained herein. 5. COMPENSATION AND METHOD OF PAYMENT. For performance of such services the City will pay Contractor an amount of money not exceeding the sum of One Hundred Eighty Thousand no/100 Dollars ($180,000), which payment shall constitute full and complete compensation for Contractor's services under this Agreement. Said compensation will be paid by the City out of Community Development Block Grant (CDBG) for Fiscal Year 1991/92. The City will reimburse Contractor for preceding month's expenses incurred for services rendered in an amount not to exceed $15,000 per month. On or before the fifteenth day of each calendar month, starting with the calendar month of August, 1991, the Contractor shall submit to the City a payment invoice and monthly progress report, for the Contractor's -2- 7 previous. month's. expenses and program activity, and a work write-up cost breakdown sheet for each unit completed .during that month. Said payment invoice shall give the total monthly expenses owed to Contractor, andshall also itemize the same detail conforming to the budget required by Section 6 of this contract. In order for payment to be processed, invoice and reports shall be submitted with all required information and shall, be satisfactory to the City for payment to be approved. After timely receipt of each payment invoice and monthly progress report, the City will draw a warrant in.favor of the Contractor. The City will issue payment according to the City's established demand warrant schedule and corresponding warrant deadlines; no exceptions will be made. In the event the Contractor exceeds allowable monthly allotment of $15,000, a written addendum to the invoice stating the reason must be attached. Payment of additional sums will be subject to City approval. Any funds received by the Contractor, and not expended for expenses incurred during the term of this contract, shall be promptly returned to the City upon the expiration of the term of this agreement. 6. BUDGET SECTION. No more than the amounts specified in the Budget, Exhibit B, which is attached hereto and incorporated herein by this reference; may be spent for the separate cost categories without prior written approval of the City Project Coordinator as provided in section 32 of this Agreement. -3- 7. EXPENDITURES. Expenditures made by Contractor in the operation of this Agreement shall be in strict compliance and conformity with Budget set forth in Exhibit B, unless, prior written approval for an exception is obtained from City. 8. COMPLIANCE WITH LAWS. All parties agree to be bound by applicable Federal, State and local laws, ordinances, regulations, and directives as they pertain to the performance of this Agreement. This Agreement is subject to and incorporates the terms of the Act; 24 Code of Federal Regulations, Part 570, Chapter V; U.S. Office of Management and Budget Circulars A-87, A-95, and A-102 revised as modified by 24 CFR 570.310; and the Los Angeles County Community Development Commission Auditor -Controller Contract Accounting and Administration Handbook. 9. INDEPENDENT CONTRACTOR. Contractor will be acting in an independent capacity and not as an agent, employee, partner, joint venturer, or associate of the City. The employees or agents of Contractor shall not be deemed or construed to be the agent or employees of the City for any purpose whatsoever. . 10. INSURANCE. Without limiting Contractor's indemnification of City, Contractor shall provide and maintain at its own expense during, the term of this Agreement a program of insurance satisfactory to the City's Risk Manager covering its operations hereunder as specifically defined in the Project Description, Exhibit A to this Agreement. 11. FAILURE TO PROCURE INSURANCE. Failure on the part of Contractor to procure or maintain required insurance shall -4- constitute a material breach of Agreement under which City may immediately terminate this Agreement or, at its discretion, procure or renew such insurance and pay any and all premiums in connection therewith, and all monies so paid by City shall be repaid by Contractor to City.upon demand or City may offset the cost of the premiums against any monies due to Contractor from City. 12. INDEMNIFICATION. Contractor, agrees to indemnify, defend, and hold harmless City, its agents, elected and appointed officers, and employees from and against any and all liability, expense, including defense costs and legal fees, and claims for damage of any nature whatsoever, including- but not limited to, bodily injury, death, personal injury, or property damage arising from or connected with Contractor's operations, or its services hereunder. 13. PROGRAM EVALUATION AND REVIEW. Contractor shall make available for inspection its. performance, financial and all other records pertaining to performance of this Agreement to authorized HUD personnel, and allow the City to inspect and monitor its facilities, program .operations, and units completed, including the interviewing of Contractor and program participants. Contractor agrees to submit all data that is necessary to complete. the City's Annual Grantee Performance Report and monitor the Contractor for program accountability and progress in accordance with applicable HUD requirements and City performance goals. -5- J 14. EXPENDABLE PERSONAL PROPERTY. Expendable personal property refers to - all tangible personal property other than nonexpendable personal property. All purchased expendable property with a unit value of One Thousand Dollars ($1,000) or more per unit must have the prior written approval of the City Project Coordinator or his designee. 15. NONEXPENDABLE PROPERTY. A record shall be maintained for each item of nonexpendable property acquired for this program. This record shall be provided to the City upon request. Nonexpendable property shall include only tangible personal property. A description of all security devices, including, but not limited to, door and window locks, window bars, grills, and screens shall be submitted to the City for approval prior to purchase. Any utilization of funds derived from the sale of disposition of nonexpendable property must have prior approval of the City and otherwise comply with all applicable laws and regulations. In case of the Agreement's termination, the City reserves the right to determine the final disposition of said nonexpendable_ property acquired for this program, including funds derived therefrom. Said disposition may include the City taking possession of said nonexpendable property. 16. PURCHASE OR LEASE OF NONEXPENDALE PROPERTY OR EQUIPMENT. Contractor shall obtain three (3) written documented bids prior to purchasing or leasing any nonexpendable personal property or equipment of Three Hundred Dollars ($300) in unit value as approved in the Budget, Exhibit B. Bids shall require approval of the City Project Director prior to purchase of lease price of over Three Hundred Dollars ($300) in unit value and having a life expectancy of more than one (1) year shall be properly identified and inventoried and shall be charged at its actual price deducting all cash discounts, rebates, and allowances received by Contractor. This inventory shall be provided to the City upon request. 17. ALLOWANCES FOR LEASE OR RENTAL OF VEHICLE AND EQUIPMENT SPACE. The City will approve space requirements necessary for Agreement performances,.at costs using prevailing area rates and space allocations. 18. ACCOUNTING. Contractor must establish and maintain on a current basis an adequate accrual accounting system in accordance with generally accepted accounting principles and standards. 19. AFFIRMATIVE ACTION. Contractor shall make every effort to ensure that all projects funded wholly or in part by CDBG funds shall provide equal employment and career advancement opportunities for minorities and women. In addition, Contractor shall make every effort to employ residents of the area and shall keep a record of the positions that have been created directly or as a result of this program. 20. CHANGES. The City may, from time to time, request changes in the Scope of Services of Contractor to be performed hereunder. Such changes, including any increase or decrease in -7- J the amount of Contractor's compensation, which are agreed upon by and between the City and Contractor shall be incorporated into this Agreement by written amendments. 21. CHANGES IN GRANT ALLOCATION. The City reserves the right to reduce the grant- allocation when the City's fiscal monitoring indicates that Contractor's rate of expenditure will result in unspent funds at the end of the program year. Changes in the grant allocation done after original approval will be incorporated into this Agreement by written amendments. 22. PROGRAM PUBLICITY. Contractor shall develop a community outreach and publicity program designed to provide information relative to available City Handyworker services under this program to potential program participants living in the City of Santa Clarita. The community outreach and publicity. program requires prior approval of the City Project Coordinator. 23. JOINT FUNDING. For programs in which there are sources of funds in addition to those identified in Exhibit B, Contractor shall provide proof of such funding. The City shall not pay for any services. provided by Contractor which are funded,by other sources. This does not apply to program income directly resulting from repayment of Handyworker Services by homeowners. All restrictions and/or requirements provided in this Agreement relative to accounting, budgeting, and reporting apply to the total program regardless of funding sources. 24. ASSURANCES. Contractor hereby assures and certifies that it has complied with the Act, applicable regulations, policies, guidelines and requirements, OMB Circular A-87, A-95, and A-102 and that it will comply with all applicable Federal, State and City laws and regulations as they relate' to acceptance and use of Federal funds for this Federally assisted programs. Also, Contractor gives assurance and certifies with respect to the program specified in Exhibit A that it will comply with all the provision of 24 Code of Federal Regulations 570.307, except sections (d) and (e), which pertain to assurances required of program applicants. Furthermore, Contractor gives assurances and certifies that it will comply with the provisions of 41 Code of Federal Regulation 60-1.4 and 24 Code of Federal Regulations 135.20 each of which are incorporated herein by this reference. Contractor further assures and certifies that it will comply with any future amendments or changes to said required assurances and that during the term of this Agreement will. maintain current copies of said assurances at the address specified in Section 21 below. 25. NOTICES. All notices .shall be served in writing. The Notices to Contractor shall be sent to the following address: Program Coordinator, Handyman Division, Canyon Country Chamber of Commerce, 27225 Camp Plenty Road, Suite 8, Canyon Country, CA 91351. Notices, reports and statements to the City shall be delivered or sent to City Project Coordinator or his designee at 23920 Valencia Boulevard, Suite 300, Santa Clarita, CA 91355. -9- 26. ASSIGNMENT. This agreement is not assignable by Contractor without the express written consent of the City. Any attempt by Contractor to assign any performance of the terms of this .Agreement shall be null and void and shall constitute a material breach of this Agreement. 27. TERMINATION AND TERMINATION COSTS. This Agreement may be terminated at any time by either party upon giving thirty (30) days written notice. City may immediately terminate this Agreement by written notice upon the termination, .suspension, discontinuation or substantial reduction in CDBG funding for the Agreement activity, or if for any reason the timely completion of the work under this Agreement is rendered improbable, infeasible or impossible. In such event, Contractor shall be compensated for all services rendered and all necessarily incurred costs performed in good faith in accordance -with the terms of this Agreement that have not been previously reimbursed, to the date of said termination to the extent CDBG funds are available. 28.. FISCAL LIMITATIONS. The United States of America through HUD in the future may place programmatic fiscal limitation(s) on CDBG funds not presently anticipated. Accordingly, the City reserves the right to revise this Agreement in order to take into account actions affecting HUD program funding. In the event of funding reduction, the City may reduce the budget of this Agreement as a.whole or as a cost category, may limit the rate of. Contractor's authority to -10- C commit and spend funds, or may restrict Contractor's use of both its uncommitted and its unspent funds. Where the Los Angeles County Community Development Commission has directed or requested the City to implement a reduction in funding, in whole or as to cost category, with respect to funding for this Agreement, City Project Coordinator may act for the City in implementing and effecting such a reduction and in revising the Agreement for such purpose. Where City Project Coordinator has .reasonable grounds to -question the fiscal accountability, financial soundness, or compliance with this Agreement of Contractor, City Project Coordinator may act for the City in suspending the operation of this Agreement or up to Thirty (30) days upon three (3) days' written notice to Contractor of his intention to so act, pending an audit or other resolution of such questions. In no event, however, shall any revision made by the City affect expenditures and legally binding commitments made by Contractor before it received notice of such revision, provided that such amounts have been committed in good faith and are otherwise allowable and that such commitments are consistent with HUD cash withdrawal guidelines. 29. USE OF FUNDS FOR ENTERTAINMENTF MEAL, OR GIFTS. Contractor certifies and agrees- that it will not use funds provided through this Agreement to 'pay for entertainment, meals, or gifts. 30. CONFLICT OF INTEREST. Contractor, its agents and employees shall comply with all applicable Federal, State, -11- County, City laws and regulations governing conflict of interest. To this end, Contractor will make available to its subcontractors, vendors, or personal service providers, including subsidiaries of the.agents and employees, copies of all applicable Federal, State, County, and City laws and regulations governing conflict of interest. Contractor shall furnish to the City prior to execution of the Agreement, a written list of all current or proposed subgrantees/ . subcontractors, vendors, or personal service providers, including subsidiaries of Contractor. This list should be limited to those subgrantees/subcontractors, vendors . or personal service providers, including subsidiaries of Contractor, which will receive Ten Thousand Dollars ($10,000) or more during the term of this Agreement. Such a list shall include the names, addresses, telephone numbers, and identification of principal, party(ies) and a description of services to be provided. During the term of this, Agreement, Contractor shall notify the city in writing of any change in the list of subgrantees/subcontractors,. vendors, personal service providers or subsidiaries of Contractor with fifteen (15) days of -any change. 31. DISCRIMINATION. No person shall, on the grounds of age, race, sex, creed, color, religion; or national origin, be excluded from participating in, be refused the benefits of, or otherwise be subjected to discrimination in any activities, programs, or employment supported by this Agreement. -12- 32. BUDGET MODIFICATIONS. City Project Coordinator or his designee may grant budget modifications to this agreement for the movement of funds within the budget categories identified in Exhibit B. Budget, when such modification: a. Do not exceed $10,000 per budget cost category; b. Are specifically requested by Contractor; c. Do not alter the amount of compensation with this Agreement; d. Will not change the project goals or scope of services; e. Are in the best interest of the. City and Contractor in performing the scope of services under this Agreement; f. Related to salaries, are in accordance with. applicable salary ordinances or laws; and g. City Project Director, subject to the restrictions in Sections 30 and 31 may authorize reallocation of Budget line items and other items within Handyman Services program. 33. TIME OF PERFORMANCE MODIFICATIONS. City Project Coordinator may grant time of performance modifications to this Agreement when such modifications: a. In aggregate do not exceed twelve (12) calendar months and; b. Are.specifically requested by Contractor. 34. AUDIT EXCEPTIONS BY STATE AND FEDERAL AGENCIES. Contractor agrees that in the event the program established hereunder is subject to audit exceptions by appropriate State -13- and Federal audit agencies, it shall be responsible for complying with such exceptions and paying the U.S. Department of Housing and Urban Development the full amount of City's liability to the funding agency resulting from such audit exceptions. 35. AMENDMENTS: VARIATIONS. This writing with attachments, embodies the whole of the agreement of the parties hereto. There are no oral agreements not contained: herein. Except as herein provided, addition or variation of the terms of this Agreement shall not be valid unless made in the form of a written amendment to this Agreement formally approved and executed by both parties. 36. PURCHASE AND INVOICE DEADLINES. Purchase of equipment and supplies must be completed before the last month of the Agreement period and all equipment and supply bills are to be paid before the last month of this period. Invoices for all obligations incurred under this Agreement must be submitted to the City within sixty (60) days from when the indebtedness is incurred or they may be subject to disallowance. Payment invoices which have not been submitted for payment prior to the termination date of this Agreement; must be forwarded to the City with thirty (30) days after the Agreement termination date or they may not be honored. Exceptions to the preceding limitations require prior. written approval by City. Project Director or his designee. -14- 37. ACQUISITION OF SUPPLIES AND EQUIPMENT. Following approval by the City for necessary supplies and equipment for Agreement performance, Contractor may purchase from a related agency/organization only if: (a) prior authorization is obtained in writing from the City; (b) no more than maximum prices or charges are made and no less than minimum specifications are met as provided iri writing by the City; (c) a community related benefit is derived from such Contractor related acquisition; and (d) no conflict of interest for private gain accrues to Contractor or its employees, agents or officers. 38.° MONITORING AND EVALUATION. The City will monitor, evaluate, and provide guidance to Contractor in the performance of this. Agreement. Authorized representatives of the City and U.S. Housing and Urban Development Department shall have the right of access to all activities and facilities operated by Contractor under this, Agreement. Facilities include all files, records, and other documents related to the performance of this Agreement. Activities include attendance at' staff, board of directors, advisory committee, and advisory board meetings, and observation of on-going program functions. Contractor will insure the cooperation of its staff and board members .in such efforts. City Project Coordinator or his designee will conduct periodic program progress review. These reviews will focus on the extent to which the planned program has been implemented and measurable goals achieved, effectiveness of program management, and impact of the program. -15- 39. AUDITS. Contractor program will be audited in accordance with the City's policy and funding source guidelines: Audits may also be conducted by Federal, or State funding source agencies. The City or its authorized representatives shall, at all times, have access for the purpose of audit or inspection to any and all books, documents, papers, records, property, and premises of Contractor. Contractor's staff will cooperate fully with authorized auditors when they conduct audits and examinations of program. If indications of misappropriation or misapplication of the fund of this Agreement cause the City to require a special audit, the cost of the audit will be encumbered and deducted from this Agreement budget. Should the City subsequently determine that the special audit was not warranted, the amount encumbered will be restored to the Agreement budget. 40. FINANCIAL PHASE OUT PERIOD. Contractor agrees to complete all necessary financial phase out procedures required by. the City Project Coordinator, or designee, within period of not more that forty-five (45) calendar days from the expiration date of this Agreement. This time period will be referred to as the financial phase out period., The City is not liable to provide reimbursement for any expenses or costs associated with this Agreement after the expiration of the financial phase out period. After the expiration of the financial phase out period, those funds not paid to Contractor under this Agreement, if any, may be immediately reprogrammed by City into -16- other eligible activities in the City. The City Project Coordinator, or designee, shall request a final financial audit for activities performed under this Agreement at the expiration of the final phase out period. 41. PERSONNEL POLICIES.City may review Contractor's personnel policies and' may make available to Contractor personnel policies developed by City. City personnel policies are optional with Contractor, unless City verifies personnel management problems during the Agreement period, in which instance City's Project Coordinator may require use of City developed personnel practices, including use of City Personnel Policies, as a condition of continued funding of future Agreement awards. Personnel policies include, but .are not limited to, staff size and levels, salaries, supervisory -subordinate ratios, consultant fees, fringe benefits and other related matters. 42. NEPOTISM. Contractor shall not hire nor permit the hiring of any person to fill a position funded through' this Agreement if a member of that person's immediate family is employed in an administrative capacity.by Contractor. For the purposes of this section, the term "immediate family" means spouse, child, mother, father, brother, sister, brother-in-law, sister-in-law, father-in-law; mother-in-law, son-in-law, daughter-in-law, aunt, uncle, niece, nephew, step-parent, and step -child. The term "administrative capacity" means having selection, hiring, supervisory or management responsibilities, including serving on the governing body of Contractor. -17- 43. . RELIGIOUS AND POLITICAL ACTIVITIES. Contractor agrees that funds under this.Agreement, will be used exclusively for performance of the work required under this Agreement, and that no funds made available under this Agreement shall be used.to promote religious or political activities in connection with the performance of this Agreement. 44. OUTSIDE EMPLOYMENT. In its written personnel policies, Contractor shall include the following provisions governing outside employment of its employees: a. Such employment shall not interfere with efficient performance of the employee's duties in the. program of- this Agreement; b. Such employment shall not involve a conflict of. interest or an appearance of conflict with the employee's duties in the program of this Agreement; c. Such employment shall not involve the performance of duties which the employee should .perform as .part of his employment in the program of this Agreement; and d. Such employment shall not occur during the employee's regular or assigned -working hours in the program of this Agreement, unless during the entire day on which such employment occurs, the employee is on vacation, compensatory leave or leave without pay. Contractor shall establish effective procedures to enforce these provisions and must provide specific procedures regarding outside employment of its full-time personnel whose duties are -18- not readily confined to. a standard work -day or work -week. Personnel includes, but is not limited to, Executive Directors, neighborhood workers, and other employees whose responsibilities may require them to be available for duty during evenings or on weekends. 45. STAFF TRAVEL. Contractor shall not incur any expenditures for travel outside of Los Angeles. County, without prior written approval of City. 46. PURCHASE AND INVOICE DEADLINES. Contractor must' purchase all administrative equipment approved in the Agreement prior to the last four (4) months of the Agreement. All purchase of administrative equipment and property must be in the possession of Contractor prior to the last three (3) months of the Agreement. After City approves administrative equipment necessary for Agreement performance, Contractor may purchase from. private vendors, provided requirement are met as specified in the Los Angeles County Community Development Commission Auditor -Controller's Contract Accounting and Administrative handbook, which is on file with the City's Finance Administration Department, and incorporated herein by reference. 47. USE OF FUNDS. All funds approved under this Agreement shall be used solely for costs approved in the program budget for this Agreement. Agreement funds shall not be used as a cash advancement, to guarantee payments for any non -program obligations, or as loans for non -program activities. Separate -19- financial and program records shall be kept for each funding source. 48. REPORTS AND RECORDS. Contractor agrees to prepare and submit financial, program progress, monitoring, evaluation and other reports' as required by City. Contractor shall maintain, and permit on-site inspections of, such property, personnel, financial and other records and accounts as are considered necessary by City to.assure proper accounting for all Agreement funds. Contractor will ensure that its employees and board members furnish such information which, in the judgement of City representatives, may be relevant to a question of compliance with contractual conditions with City directives, or with the effectiveness, legality and achievements of the program.. 49. EXTENT OF AGREEMENT. This Agreement represents the entire and integrated Agreement of the parties and supersedes any and all prior negotiations, representations, or agreements, either written or oral. This Agreement may be amended only by written instrument signed by both parties. -20- Executed on this day of 1990 at the City of Santa Clarita. Donna Grindey City Clerk Approved as to form: Carl Newton City Attorney RG:mat.1624 -21- Carl Boyer Mayor of Santa Clarita onnie Barnard Executive Director Canyon Country Chamber of Commerce George Caravalho City Manager of Santa Clarita CITY OF SANTA CLARITA HANDYWORKER SERVICES PROGRAM JULY 1, 1991 - JUNE 30, 1992 EXHIBIT A: PROJECT DESCRIPTION Program Purpose and Beneficiaries The purpose of the Handyworker Services Program is to provide labor and materials to approximately 160" households for minor housing rehabilitation services for eligible homeowner and renter households. The program's intent, in order of priority, is to address code violations, promote repairs to improve the safety and living conditions of the home and address cosmetic needs. The services of the program will principally benefit lower income persons living within the City of Santa Clarita. Services will be provided on a first-come, first served basis, but priority will be given to the elderly, disabled, single -parent households applicants with emergency repairs. Renters living in single detached homes can participate, if permission is given by owner of property and rental rate of applicant receiving Handyworker assistance is "affordable," not exceeding thirty -percent (302) of the overall annual household income. Of the total of homes receiving services, one-third of services will be provided in Census Tract 9203.11, Bg 2, 3 and 4, and the remaining two-thirds will be provided in the other areas of the City. Content and Operation The Canyon Country Chamber of'Commerce, 27225 Camp Plenty Road, Suite 8, Santa Clarita, CA 91351, telephone number 805/254-0080, under the supervision of the City of Santa Clarita, will provide all labor, equipment, supplies, administrative support, community outreach, determination of eligibility of program participants and documentation necessary for implementation of a Handyworker Services Program. -1- Scone of Services The program will consist of providing free labor and materials to eligible homeowners and renter occupied households for minor and maintenance repairs, and installing security and energy conserving devices which do not require a permit. An "eligible applicant" is defined as a household consisting of one or more persons who occupy a single family detached house where the household income does not exceed the current very low and lower income limits based on the United States Housing and Urban Development Department current estimates of the median family income at the time eligibility for participation is determined (see Attachment 1). Applicants may participate in the program more than once, but may participate not more than once. per year, and must be screened for eligibility on each occasion. The following activities will be provided by Canyon Country -Chamber of Commerce under contract to the City of Santa Clarita. A. Community Outreach A marketing program will be designed to provide awareness of the program in community to potential program participants. Flyers, press releases and radio announcements and other written materials will be prepared and distributed throughout the community. Development of publicity materials must be approved by. the Project Administrator. B. Screening Applicants Potential applicants who make inquiries for Handyworker services will be informed on the : extent of the work which can be performed, advised of eligibility and application requirements, interview and all other pertinent procedures. A tenant and owner permission agreement will be -2- secured prior to commencement of any work. This owner agreement acknowledges that upon completion of rehabilitation, any unit receiving Handyworker assistance will be occupied by .low -to -moderate income households at affordable rates, not to exceed thirty -percent (30X) of the overall annual household income of the applicant for at least one year following Handyworker services (see Attachment 2). The City will make available to the existing tenant a, copy of the. signed rental property agreement. In case the rental rate exceeds the affordable rate at any time during the one-year period, the property owner shall repay to the City the cost of the Handyworker Program for each unit which exceeds the affordable rate. In such a case, funds will be reprogrammed into program and used to provide other repairs. C. Site Work Work sites will be visited by the Handyworker Supervisor to ascertain extent, nature and cost of work and to arrange for a mutually agreeable time and date for the Handyworker to commence the agreed upon work. A work order will be prepared by the Handyworker Supervisor and client prior to beginning the work. A copy will be given to the client and a copy kept in the job files. The - actual repair work will be supervised by the Handyworker Supervisor. Upon completion of the work, within seven working days, the Handyworker Supervisor will inspect the completed work and owner and/or tenant will sign Work Certification form attesting to satisfaction with work performed. In the event that the work is not complete or unsatisfactory, Handyworker Program will -take corrective action. D. The following services may be provided, up to a maximum of $2,000.00 per job for labor and materials, provided such services do not require M15 a permit except as noted. 'If service is eligible and requires permit, the .City will waive fee. Handyworker will be responsible for compliance with the standards of the City's Building and Safety Department and will verify the need for permits. Contractor will work with the City's Building and Safety Department to fulfill requirements and necessary . approvals to obtain permit when required. Specifically, the Handyworker Program supervisor will verify the permit for repairs marked below with asterisk (*). - 1. Interior/Exterior Repairs. a. Painting and finishing of walls and ceilings. b. Wall resurfacing, i.e., stucco, plaster, wallboard,, and patching. c. Installation of devices for the elderly or handicapped i.e., ramps*, handrails, bathroom fixtures. d. Roofing repairs i.e., install new or clean or repair existing roof*, gutters, downspouts, caulking. Cost for installation of entire roof cannot exceed $2,000, and requires permit. e. Electrical repairs* to existing . wiring, wiring devises, lighting fixtures, and safety switches. f. Plumbing repairs* to water, gas or sanitary waste and drainage piping, water heater or plumbing fixtures. g. Heating system, to existing or new system* and thermostat. h. Repairs to or replacement of doors, windows*, screens and skylights. i. Bathroom and kitchen tile work. j. Repairs to secure premises against vermin. I -4- k. Removal of lead-based paint. 1. Other minor repairs which do not require permit. 2. Energy Conservation Activities. a. Weatherstripping doors, windows, caulking, replace glazing. b. Water heater*. c. Replacement of defective fixtures with energy efficient lighting fixtures. d. Replacement of defective fixtures with energy efficient plumbing fixtures for toilets and showers. 3. Security/Safety Improvements. All security and safety devises shall be subject to the review and approval of the City Project Director prior to installation. a. Security screens and security. bars. Security bars may only be installed on bedroom windows of units with approval of City's Building and Safety Department and Los Angeles County Fire Department. b. Deadbolt locks. c. Window locks. d. Door peepholes. e. .Repairs to fencing, if free-standing structures do not require permit. f. Battery-operated smoke detectors. g. Safety lighting. h. Other crime prevention or Safety improvements. E. Procurement and Storage of Supplies and Equipment Procurement of supplies and equipment shall comply with the standards 15-11 identified in Attachment 0 of the office of Management and Budget Circular A-102 for transactions . of more that $10,000. For transactions involving less that $10,000 extensive comparison shopping will be conducted and documented in order to obtain the most economical sources of supplies and equipment. If an applicant has quality usable. materials, they can be included as party of the $2,000.00 maximum for materials and labor. Applicants will be encouraged to make such materials available. All equipment, materials and supplies will be procured and stored by Contractor in a secure, locked area. Materials shall be inventoried on a monthly basis with daily usage controlled by written records (stock transfer slips) which shall be reconciled monthly with records of purchases and inventory counts. General inventories shall be kept to a minimum and materials shall be purchased for each job, with copies of expenditure documentation maintained in each job file. Surplus equipment and unused supplies purchased with funds provided under this contract that remain at the termination of this contract shall be itemized by Contract and either used during an extension or continuation of this project, or turned over to the City upon termination of the project. F. Procurement of Services. Procurement of services provided by persons who are not employees of Contractor shall be approved in advance -by the City and shall conform to the requirements of Attachment 0 of OMB Circular A-102 and Circular A-122. A minimum of three written bids shall be solicited with the service agreement awarded to the lowest responsible bidder. Copies of 10 all, related documentation in the procurement of outside services shall be transmitted promptly to the City. G. Client Files -and Reports. Detailed records will be kept-on.each job applicant noting name of beneficiary, address, census tract, type of work performed, cost of labor and materials and number of hours to complete work. Job files shall include the intake form, completion sign -offs, and receipts for _materials and stock transfer slips. Reports will be provided on a monthly basis which summarize the number of inquiries about the program, the total number -of household and type of jobs completed by census tract for both renter's and homeowners, the number and type of jobs completed for households headed by a single parent, seniors, disabled .and low and moderate income persons by census. tract. Employee records will be maintained including hours worked and rate of pay. A monthly account of actual expenditures for personnel, travel, space, equipment/ supplies, and any other expenditures' will be provided on supplied forms and accompanied by appropriate expenditure documentation as required by the U.S. Housing and Urban Development Department and City of Santa Clarita. RG:mat.1625 -7- COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM PERSONNEL BUDGET Exhibit 8 ADMINISTRATION Project Title: Handyworker Program Project Number: Agency. Canyon Country Chamber Origlnal:_X_Amerdment No.:— I I I I I 1 1 Project Director I I I 12 I 7000 • I I I .I I 1 I Supervisor I I I I' 12 I 5000 I I I I I I I I I I I I- I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I TOTAL SALARY COST I 12,000 961 EMPLOYEE BENEFIT COST f I TOTAL ADMINISTRATION I 12,961 Sal ary Months Total No. Position Title (or Rate) COBG 1 (or hours) Cost (A) (8) (C) (0) (E) (AxCxOxE) I I I I I 1 1 Project Director I I I 12 I 7000 • I I I .I I 1 I Supervisor I I I I' 12 I 5000 I I I I I I I I I I I I- I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I TOTAL SALARY COST I 12,000 961 EMPLOYEE BENEFIT COST f I TOTAL ADMINISTRATION I 12,961 • 4 i COMMUNITY OEYELOPMENT BLOCK GRANT PROGRAM PERSONNEL BUDGET Exhibit B REHABILITATION Project Title: Handyvorker Program ' - Project Number: Agency: Canyon Country Chamber Original:_X_Amendment No.:_ 1 ' Supervisor II I I I 12 I 30,000 1 Supervisor II I I I 12 I 21,000 1 I Supervisor Sal ary I 12 No" t" Total No. Position Title (or Rate) CDBG % (or hours) Cost (A) (8) (C) (0) (E) (AxCxDxE) 1 ' Supervisor II I I I 12 I 30,000 1 Supervisor II I I I 12 I 21,000 1 I Supervisor IIII I 12 I •19,000 1 I ) Supervisor I III I I I ) I 12 I I 18,000 I I I I I I I I I I I I I I I I I I I I I I I 1 I I TOTAL SALARY COST I 88.000 I EMPLOYEE BENEFIT COST I 18,148 106,148 TOTAL ADMINISTRATION I COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM NON -PERSONAL SERVICES Exhibit B Project Title: Project Number: Agency: Orifi nalx Amendment No.— ry Chamber BUD RY ADMINISTRATION REHABILITATION TOTAL COST Y : Vehicle lease/Depreciation Vehicle registration Vehicle warranties Maintenance Mileage Other (Specify): gasoline 31,5113171 10800 10800 1 TOTAL PROFESSIONAL SERVICES 1000 1!)Uu— 5580 5580 3000 3000 TOTAL TRAVEL. ' 15300 1 15300 Rent Custodial Services Alarm/Security Utilities Other (Specify): 1980 - 1980 1000 1000 —J600 31,5113171 —3600— 1 TOTAL PROFESSIONAL SERVICES 1000 TD I AL ZPAU 5580 5580 PPL eva r Lease Materials Suppl les Equipment Photo copy Printing Postage Other (Specify): 1000 1000 31,5113171 1 TOTAL PROFESSIONAL SERVICES 1000 1000 EQUIPMENT/SUPPLIESTOTAL 511 PROFEISIO L Y gyro osts Accountants Contractors Other (Specify): 1000 1000 TOTAL PROFESSIONAL SERVICES 1000 1000 OlHER- Insurance TMAL DINER - 7500 7500 7500 7500 .. F_XXIHIT a - ATTACH.4MIT• I A. COST CATEGORY S. TOTAL COST C. C09O SFL2E PERSONAL SERVICES (personnel) Total (1) 119,109 119,109 NON -PERSONAL SERVICES: - I, Travel 15,300 15,300 5580 - 5580 Space Equl;.ment/Supalies 31511 31511 Consultants 1000 1000 Professional Ser•riees 7500 7500 Other TOTAL VON=PERSONAL SERVICES (zil 60,891 I 60,891 CMITAL.OUTLAYS: property Acquisition ' ConstrnCUOn and Improvements Rehabilitation Relocation Other TOTAL CAPITAL OUTLAYS (3) , v r rit K F' : °f °' ••. MANGE L E S 'COUNTY ° 31991 _f Com:nunityDeve opm¢n Commission 2525 Corporate Puce M6 ,t -!W P�a R'�; Ilfornca 41754 y �� �+ur•{eeR � 1 Ay �� �� y��� cT, ;INCOIiE .LIMITS , � "5� •� x;'� ; < •�`�,,� ,�h'r� • � ,`. DATE: 05/30/41 '£FFECnVEDATE: IMMEDIATELY ' - .PAGE `]„ "tOF 1 f ...PARTICIPATING CITIES <'COMMUNITY-BASED ORGANIZATIONS CDC DIVISIONS The Department of. Housing and Urban Development (HUD) has revised the `income limits for: the Public Housing and Section 8 Programs in accordance ..with the' 'U.S.-Hou sing Act,0f 1937. The limits for lower income families are based on 86 percent of the .median family income -for the area, with adjustments for smaller and larger families. The limits for very low-income families are -based on 50 ..percent of the median,.with adjustment -for family size. The revised _.+income limits for Los Angeles County are as follows: Humber of Persons Section 8 • Section 8 :il.: - : � .• •per Family - • � Very Low Income -� _Lower Income 50 - .Median '80% Median !.• : z1 = 515, 250 - •,r: $24 350 ` •2'x`F 517,400 $27,850 �+ aS31,300 f` 4 ,75 1s'; a zf` $210 h+,, 523,500 a$37r600 ...=,l•�, . 25.'250 l x'$40:350 y � � Fc:tiy.y. > S -_'r"" •� R�� 91r�-r r �"K. } �' '•+,i'n, 5MWA/TJa71hZiliZ i' Y�rZ.�.�rtS+: L .�.5, wit L n�Y�r..•�,� fn { c v. n. 4, . K t ? too13SUd 831N30.331()a3S f175 WOHJ ez:St 16, sz Nnr ATTACHMENT 2 • V. RENTAL PROPERTY OWNER AGREEMENT Based upon the mutual consideration, which is hereby acknowledged, the parties to this agreement promise as follows: I hereby authorize the City of Santa Clarita ("City") to conduct the follo*ing rehabilitation services: 1. 2. 3. 4. 5. 6. at no cost to my rental property at: Address of Property City, State, Zip Code I agree that upon completion of rehabilitation, any unit receiving handyworker assistance will be occupied by low -to -moderate income households at "affordable" rates (not to exceed thirty percent (30%) of the overall annual household income) for at least one year following handyworker services. Iftherental rate exceeds the "affordable" rate at any time during the one-year period, the property owner shall repay to the City the cost of the handyworker program for each such unit which exceeds the "affordable" rate. The parties acknowledge that the property resident or tenant is a third -party beneficiary to.this Agreement. Property Owner Signature Property. Owner Signature Agency Signature RG:mat.1622 i Date Date Date