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HomeMy WebLinkAbout2001-047ORDINANCE NO 4001- I 7 AN ORDINANCE ACCEPTING COMPETITIVE BIDS AND AWARDING A CONTRACT FOR TENANT BASED RENTAL ASSISTANCE PROGRAM FOR EMERGENCY FINANCIAL AID, PROVIDING FOR THE EXPENDITURE OF FUNDS THEREFORE, AND PROVIDING FOR AN EFFECTIVE DATE (BID 2619 — TENANT BASED RENTAL ASSISTANCE PROGRAM, AWARDED TO FAIRHAVEN RETIREMENT CENTER, IN THE AMOUNT OF $87,218) WHEREAS, the City has solicited, received and tabulated competitive bids for the purchase of necessary materials, equipment, supplies or services in accordance with the procedures of STATE law and City ordinances, and WHEREAS, the CityManager or a designated employee has reviewed and recommended that the herein described bids are the lowest responsible bids for the materials, equipment, supplies or services as shown in the "Bid Proposals" submitted therefore, and WHEREAS, the City Council has provided in the City Budget for the appropriation of funds to be used for the purchase of the materials, equipment, supplies or services approved and accepted herein, NOW, THEREFORE, THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS SECTION I That the following competitive bids for materials, equipment, supplies, or services, described in the `Bid Proposals" on file in the office of City's Purchasing Agent filed according to the bid number assigned hereto, are hereby accepted and approved as being the lowest responsible bids for such items BID NUMBER CONTRACTOR AMOUNT 2619 Fairhaven Retirement Center $87,218 SECTION II That the acceptance and approval of the above competitive bids, the City accepts the offer of the persons submitting the bids for such items and agrees to purchase the materials, equipment, supplies or services in accordance with the terms, specifications, standards, quantities and for the specified sums contained in the Bid Invitations, Bid Proposals, and related documents SECTION III That the City and persons submitting approved and accepted items and of the submitted bids wish to enter into a formal written agreement as a result of the acceptance, approval, and awarding of the bids, the City Manager or his designated representative is hereby authorized to execute the written contracts which shall be attached hereto, provided that the written contract is in accordance with the terms, conditions, specifications, standards, quantities and specified sums contained in the Bid Proposal and related documents herein approved and accepted SECTION IV That by the acceptance and approval of the above competitive bids, the City Council hereby authorizes the expenditure of funds therefor in the amount and in accordance with the approved bids or pursuant to a written contract made pursuant thereto as authorized herein SECTION V That this ordinance shall become effective immediately upon its passage and approval PASSED AND APPROVED this the... day of 2001 EULINE BROCK, MAYOR ATTEST JENNIFER WALTERS, CITY SECRETARY BY"L,1 aj)L.4 APPROVED AS TO LEGAL FORM HERBERT L PROUTY, C�FY ATTORNEY BY / 2619 Tenant Based nml Asses ce Program ORDINANCE 2001- 2003 TENANT -BASED RENTAL ASSISTANCE ADMINISTRATION AGREEMENT BETWEEN THE CITY OF DENTON AND FAIRHAVEN, INC (Bid # 2619) This Contract is made and entered into by and between the City of Denton, a Texas municipal corporation, acting by and through its City Manager, pursuant to ordinance, hereinafter referred to as CITY, and Fairhaven Retirement, Inc, hereinafter referred to as CONTRACTOR WHEREAS, CITY has received certain funds from the U S Department of Housing and Urban Development under the National Affordable Housing Act of 1990, as amended, and WHEREAS, CITY has adopted a Consolidated Plan that includes a budget for such funds and included therein an authorized budget for expenditure of funds for tenant -based rental assistance to be provided to elderly and disabled residents, and WHEREAS, CITY has designated the Community Services Office as the division responsible for the administration of this contract and all matters pertaining thereto, and WHEREAS, CITY wishes to engage CONTRACTOR to carry out such project, NOW, THEREFORE, the parties hereto agree, and by the execution hereof are bound to the mutual obligations and to the performance and accomplishment of the conditions hereinafter described TERM This Contract shall commence on or as of January 1, 2001, and shall terminate on January 1, 2003 2. RESPONSIBILITIES A CONTRACTOR hereby accepts the responsibility for the performance of all services and activities, described in the Work Statement attached hereto as Exhibit A, in a satisfactory and efficient manner as determined by CITY, in accordance with the terms herein B CONTRACTOR's executive director shall be CONTRACTOR's representative responsible for the management of all contractual matters pertaining hereto, unless written notification to the contrary is received and approved by CITY The CITY's Community Development Administrator shall be CITY's representative responsible for the administration of this contract H \contracts\TBRA contract doc Page 1 of 18 CITY'S OBLIGATION A. Limit of Liability CITY will reimburse CONTRACTOR for expenses incurred pursuant hereto in accordance with the project budget included as a part of Exhibit B Notwithstanding any other provision of the Contract, the total of all payments and other obligations made or incurred by CITY hereunder shall not exceed the sum of $ 87,218 (Eighty-seven thousand two hundred eighteen dollars) B. Measure of Liability. In consideration of full and satisfactory services and activities hereunder by CONTRACTOR, CITY shall make payments to CONTRACTOR based on the Budget attached hereto and incorporated herein for all purposes as Exhibit B, subject to the limitations and provisions set forth in this Section and Section 7 of this Contract (1) CITY shall not be liable for any cost or portion thereof which (a) has been paid, reimbursed or is subject to payment or reimbursement, from any other source, (b) was incurred prior to the beginning date, or after the ending date specified in Section I, (c) is not in strict accordance with the terms of this Contract, including all exhibits attached hereto, or (d) has not been billed to CITY within thirty (30) calendar days following billing to CONTRACTOR, or termination of the Contract, whichever date is earlier (2) CITY shall not be liable for any cost or portion thereof which is incurred with respect to any activity of CONTRACTOR requiring prior written authorization from CITY, or after CITY has requested that CONTRACTOR furnish data concerning such action prior to proceeding further, unless and until CITY advises CONTRACTOR to proceed (3) CITY shall not be obligated or liable under this Contract to any party other than CONTRACTOR for payment of any monies or provision of any goods or services 4. COMPLIANCE WITH FEDERAL, STATE and LOCAL LAWS CONTRACTOR understands that funds provided to it pursuant to this Agreement are funds that have been made available to CITY by the Federal Government (U S Department of Housing and Urban Development) under the National Affordable Housing Act of 1990, as amended, in accordance with an approved grant application and specific assurances Accordingly, CONTRACTOR assures and certifies that it will comply with the requirements of the National Affordable Housing Act of 1990 as amended and with regulations promulgated thereunder and H \contracts\TBRA contract doe Page 2 of 18 codified at 24 CFR Part 92 as the HOME Investment Partnerships program The foregoing is in no way meant to constitute a complete compilation of all duties imposed upon CONTRACTOR by law or administrative ruling, or to narrow the standards that CONTRACTOR must follow CONTRACTOR agrees to administer a local tenant -based rental assistance program in compliance with regulations at 92 209 CONTRACTOR will ensure that all households receiving Tenant -Based Rental Assistance ("TBRA") meet eligibility criteria as stated in the City of Denton's Tenant Selection Policy and in the HOME regulations of 92 209 (c) Funding received under the contract will provide TBRA to very low-income elderly and disabled households CONTRACTOR agrees to continue administration of TBRA to each designated household for the length of the tenant assistance contract, regardless of change of residence CONTRACTOR agrees to inform prospective TBRA participants regarding their rights under the program, including portability of the assistance within jurisdictional boundaries Only households residing in the City of Denton's corporate limits may be provided with TBRA CONTRACTOR further assures and certifies that if the regulations and issuances promulgated pursuant to the Act are amended or revised, it shall comply with them, or notify CITY, as provided in Section 21 of this Agreement CONTRACTOR shall abide by the conditions of and comply with the requirements of the Office of Management and Budget Circular Nos A-87, A-110 and A-122 CONTRACTOR shall comply with all laws of the United States of America and the State of Texas and ordinances of the City of Denton in the performance of this contract 5. REPRESENTATIONS A CONTRACTOR assures and guarantees that it possesses the legal authority, pursuant to proper, appropriate and official motion, resolution or action passed or taken, to enter into this Contract B The person or persons signing and executing this Contract on behalf of CONTRACTOR, do hereby warrant and guarantee that he, she, or they have been fully authorized by CONTRACTOR to execute this Contract on behalf of CONTRACTOR and to validly and legally bind CONTRACTOR to all terms, performances and provisions herein set forth C CITY shall have the right, at its option, to either temporarily suspend or permanently terminate this Contract if there is a dispute as to the legal authority of either CONTRACTOR or the person signing the Contract to enter into this Contract CONTRACTOR shall pay to CITY any and all money it receives from CITY pursuant to this Contract if CITY suspends or terminates this Contract for the reasons enumerated in this Section D CONTRACTOR agrees that the funds and resources provided CONTRACTOR under the terms of this Contract will in no way be substituted for funds and resources from other sources, nor in any way serve to reduce the resources, services, or other benefits which would H \contracts\TBRA contract doc Page 3 of 18 have been available to, or provided through, CONTRACTOR had this Contract not been executed 6. PERFORMANCE BY CONTRACTOR CONTRACTOR will provide, oversee, administer, and carry out all of the activities and services set out in the Work Statement, attached hereto and incorporated herein for all purposes as Exhibit A, utilizing the funds as provided in Exhibit B, attached hereto and incorporated herein for all purposes and in accordance with all other terms, provisions and requirements of this Contract No modifications or alterations may be made in the Work Statement without the prior written approval of the CITY's Community Development Administrator 7. PAYMENTS TO CONTRACTOR A. Payments to Contractor. The CITY shall pay to the CONTRACTOR a maximum amount of money not to exceed $87,218 (Eighty seven thousand two hundred eighteen dollars) for services rendered under this Contract CITY may pay these funds on a reimbursement basis to the CONTRACTOR within twenty days after CITY has received supporting documentation Failure to request reimbursement on a timely basis, may jeopardize present or future fanding B Excess Payment CONTRACTOR shall refund to CITY within ten (10) working days of CITY's request, any sum of money which has been paid by CITY and which CITY at any time thereafter determines (1) has resulted in overpayment to CONTRACTOR, (2) has not been spent strictly in accordance with the terms of this Contract, or (3) is not supported by adequate documentation to fully justify the expenditure C Disallowed Costs/Reversion of Assets Upon termination of this Agreement, should any expense or change for which payment has been made be subsequently disallowed or disapproved as a result of any auditing or monitoring by CITY, the Department of Housing and Urban Development, or any other Federal agency, CONTRACTOR will refund such amount to CITY within ten working days of a written notice to CONTRACTOR, which specifies the amount disallowed If CITY finds that CONTRACTOR is unwilling and/or unable to comply with any of the terms of this Contract, CITY may require a refund of any and all money expended pursuant to this Contract by CONTRACTOR, as well as any remaining unexpended funds which shall be refunded to CITY within ten working days of a written notice to CONTRACTOR to revert these financial assets The reversion of these financial assets shall be in addition to any other remedy available to CITY either at law or in equity for breach of this Contract Refunds of disallowed costs may not be made from these or any funds received from or through CITY H \contracts\TBRA contract doe Page 4 of 18 D. Deobligation of Funds In the event that actual expenditures deviate from CONTRACTOR's provision of a corresponding level of performance, as specified in Exhibit A, CITY hereby reserves the right to reappropriate or recapture any such under expended funds E Contract Close Out CONTRACTOR shall submit the Contract close out package to CITY, together with a final expenditure report, for the time period covered by the last invoice requesting reimbursement of funds under this Contract, within thirty (30) working days following the close of the Contract period CONTRACTOR shall utilize the form agreed upon by CITY and CONTRACTOR 8. WARRANTIES CONTRACTOR represents and warrants that A All information, reports and data heretofore or hereafter requested by CITY and furnished to CITY, are complete and accurate as of the date shown on the information, data, or report, and, since that date, have not undergone any significant change without written notice to CITY B Any supporting financial statements heretofore requested by CITY and furnished to CITY, are complete, accurate and fairly reflect the financial condition of CONTRACTOR on the date shown on said report, and the results of the operation for the period covered by the report, and that since said date, there has been no material change, adverse or otherwise, in the financial condition of CONTRACTOR C No litigation or legal proceedings are presently pending or threatened against CONTRACTOR D None of the provisions herein contravenes or is in conflict with the authority under which CONTRACTOR is doing business or with the provisions of any existing indenture or agreement of CONTRACTOR E CONTRACTOR has the power to enter into this Contract and accept payments hereunder, and has taken all necessary action to authorize such acceptance under the terms and conditions of this Contract F None of the assets of CONTRACTOR are subject to any lien or encumbrance of any character, except for current taxes not delinquent, except as shown in the financial statements furnished by CONTRACTOR to CITY Each of these representations and warranties shall be continuing and shall be deemed to have been repeated by the submission of each request for payment H \contracts\TBRA contract doe Page 5 of 18 9. COVENANTS During the period of time that payment may be made hereunder and so long as any payments remain unliquidated, CONTRACTOR shall not, without the prior written consent of CITY's Director of Community Development or her authorized representative (1) Mortgage, pledge, or otherwise encumber or suffer to be encumbered, any of the assets of CONTRACTOR now owned or hereafter acquired by it, or permit any pre- existing mortgages, liens, or other encumbrances to remain on, or attached to, any assets of CONTRACTOR which are allocated to the performance of this Contract and with respect to which CITY has ownership hereunder, (2) Sell, assign, pledge, transfer or otherwise dispose of accounts receivables, notes or claims for money due or to become due, (3) Sell, convey, or lease all or a substantial part of its assets, (4) Make any advance or loan to, or incur any liability for any other firm, person, entity or corporation as guarantor, surety, or accommodation endorser, or (5) Sell, donate, loan or transfer any equipment or item of personal property purchased with funds paid to CONTRACTOR by CITY, unless CITY authorizes such transfer CONTRACTOR shall, upon written request by CITY, require its employees to attend training sessions sponsored by the Community Services Division 10 ALLOWABLE COSTS A Costs shall be considered allowable only if incurred directly in the performance of and in compliance with this Contract and in conformance with the standards and provisions set forth in Exhibits A and B B Approval of CONTRACTOR's budget, Exhibit B, does not constitute prior written approval of the expenditure of funds, even though certain items may appear therein CITY's prior written authorization is required in order for the following to be considered allowable costs (1) Encumbrance or expenditure during any one month period which exceeds one -fifth (115) of any budgeted line items for costs as specified in Exhibit B, (2) CITY shall not be obligated to any third parties, including any subcontractors of CONTRACTOR, and CITY funds shall not be used to pay for any contract service extending beyond the expiration of this Contract, (3) Out of town travel, I{ \contracts\TBRA contract doc Page 6 of 18 (4) Any alterations or relocation of the facilities on and in which the activities specified in Exhibit A are conducted, (5) Any alterations, deletions or additions to the Personnel Schedule incorporated in Exhibit B, (6) Costs or fees for temporary employees or services, (7) Any fees or payments for consultant services, or (8) Fees for attending out of town meetings, seminars or conferences Written requests for prior approval are CONTRACTOR's responsibility and shall be made within sufficient time to permit a thorough review by CITY Contractor must obtain written approval by CITY prior to the commencement of procedures to solicit or purchase services, equipment, or real or personal property Any procurement or purchase which may be approved under the terms of this Contract must be conducted in its entirety in accordance with the provisions of this Contract 11. MAINTENANCE OF RECORDS A CONTRACTOR agrees to maintain records that will provide accurate, current, separate, and complete disclosure of the status of the funds received under this Contract, in compliance with the provisions of Exhibit B, attached hereto, and with any other applicable Federal and State regulations establishing standards for financial management CONTRACTOR's record system shall contain sufficient documentation to provide in detail full support and justification for each expenditure Nothing in this Section shall be construed to relieve CONTRACTOR of fiscal accountability and liability under any other provision of this Contract or any applicable law CONTRACTOR shall include the substance of this provision in all subcontracts B CONTRACTOR agrees to retain all books, records, documents, reports, and written accounting policies and procedures pertaining to the operation of programs and expenditures of funds under this Contract for the period of time and under the conditions specified by CITY C Nothing in the above subsections shall be construed to relieve CONTRACTOR of responsibility for retaining accurate and current records which clearly reflect the level and benefit of services provided under this Contract D At any reasonable time and as often as CITY may deem necessary, the CONTRACTOR shall make available to CITY, or any of its authorized representatives, all of its records and shall permit CITY, or any of its authorized representatives to audit, examine, make excerpts and copies of such records, and to conduct audits of all contracts, invoices, materials, payrolls, records of personnel, conditions or employment and all other data requested by said representatives H \contracts\TBRA contract doe Page 7 of 18 12 REPORTS AND INFORMATION At such tunes and in such form as CITY may require, CONTRACTOR shall furnish such statements, records, data and information as CITY may request and deem pertinent to matters covered by this Contract CONTRACTOR shall submit quarterly beneficiary and financial reports to CITY no lesE than once each three months, with the first reports due on or before March 30, 2001 The beneficiary report shall detail client information, including race, income, and other statistic: required by CITY The financial report shall include information and data relative to all programmatic and financial reporting as of the beginning date specified in Section I of this Contract Unless a written exemption has been granted by the CITY, CONTRACTOR shall submit an audit conducted by independent examiners within ten (10) days after receipt of such 13. MONITORING AND EVALUATION A CITY shall perform on -site monitoring of CONTRACTOR's performance under this Contract B CONTRACTOR agrees that CITY may carry out monitoring and evaluation activities to ensure adherence by CONTRACTOR to the Work Statement which is attached hereto as Exhibit A, as well as other provisions of this Contract C CONTRACTOR agrees to cooperate fully with CITY in the development, implementation and maintenance of record -keeping systems and to provide data determined by CITY to be necessary for CITY to effectively fulfill its monitoring and evaluation responsibilities D CONTRACTOR agrees to cooperate in such a way so as not to obstruct or delay CITY in such monitoring and to designate one of its staff to coordinate the monitoring process as requested by CITY staff E After each official monitoring visit, CITY shall provide CONTRACTOR with a written report of monitoring findings F CONTRACTOR shall submit copies of any fiscal, management, or audit reports by any of CONTRACTOR's funding or regulatory bodies to CITY witlun five (5) working days of receipt by CONTRACTOR 14. DIRECTORS' MEETINGS Dunng the term of this Contract, CONTRACTOR shall cause to be delivered to CITY copies of all notices of meetings of its Board of Directors, setting forth the time and place thereof Such notice shall be delivered to CITY in a timely manner to give adequate notice, and shall include H \contracts\TBRA contract doc Page 8 of 18 an agenda and a brief description of the matters to be discussed CONTRACTOR understands and agrees that CITY representatives shall be afforded access to all of the Board of Directors' meetings Minutes of all meetings of CONTRACTOR's governing body shall be available to CITY within ten (10) working days of approval 15. INSURANCE A CONTRACTOR shall observe sound business practices with respect to providing such bonding and insurance as would provide adequate coverage for services offered under this Contract B CONTRACTOR shall obtain, for the premises on and in which the activities described in Exhibit A are conducted, and for the employees conducting these activities, premise liability insurance, commonly referred to as "Owner/Tenant" coverage, with CITY named as an additional insured Upon request of CONTRACTOR, CITY may, at its sole discretion, approve alternate insurance coverage arrangements C CONTRACTOR will comply with applicable workers' compensation statutes and will obtain employers' liability coverage where available and other appropriate liability coverage for program participants, if applicable D CONTRACTOR will maintain adequate and continuous liability insurance on all vehicles owned, leased or operated by CONTRACTOR All employees of CONTRACTOR who are required to drive a vehicle in the normal scope and course of their employment must possess a valid Texas driver's license and automobile liability insurance Evidence of the employee's current possession of a valid license and insurance must be maintained on a current basis in CONTRACTOR's files E Actual losses not covered by insurance as required by this Section are not allowable costs under this Contract, and remain the sole responsibility of CONTRACTOR 16 EQUAL OPPORTUNITY A CONTRACTOR shall submit for CITY's approval a written plan for compliance with the Equal Employment and Affirmative Action Federal provisions, within thirty (30) days of the effective date of this Contract B CONTRACTOR shall comply with all applicable equal employment opportunity and affirmative action laws or regulations C CONTRACTOR will furnish all information and reports requested by the CITY, and will permit access to its books, records, and accounts for purposes of investigation to ascertain compliance with local, state and Federal rules and regulations H \contracts\TBRA contract doe Page 9 of 18 D, In the event of CONTRACTOR's non-compliance with the non-discrimination requirements, City may cancel or terminate the Contract in whole or in part, and CONTRACTOR may be barred from further contracts with CITY 17 PERSONNEL POLICIES CONTRACTOR shall establish and maintain personnel policies which shall be available for examination Such personnel policies shall A Be no more liberal than CITY's personnel policies, procedures, and practices, including policies with respect to employment, salary and wage rates, working hours and holidays, fringe benefits, vacation and sick leave privileges, and travel, and B Be in writing and shall be approved by the governing body of CONTRACTOR and by CITY 18 CONFLICT OF INTEREST A CONTRACTOR covenants that neither it nor any member of its governing body presently has any interest, direct or indirect, which would conflict in any manner or degree with the performance of services required to be performed under this Contract CONTRACTOR further covenants that in the performance of this Contract, no person having such interest shall be employed or appointed as a member of its governing body B CONTRACTOR further covenants that no member of its governing body or its staff, subcontractors or employees shall possess any interest in or use his positron for a purpose that is or gives the appearance of being motivated by desire for private gain for himself, or others, particularly those with which he has family, business, or other ties C No officer, member, or employee of CITY and no member of its governing body who exercises any function or responsibilities in the review or approval of the undertaking or carrying out of this Contract shall (1) participate in any decision relating to the Contract which affects lus personal interest or the interest in any corporation, partnership, or association in which he has direct or indirect interest, or (2) have any interest, direct or indirect, in this Contract or the proceeds thereof 19. NEPOTISM CONTRACTOR shall not employ in any paid capacity any person who is a member of the immediate family of any person who is currently employed by CONTRACTOR, or is a member of CONTRACTOR's governing board The term "member of immediate family" includes wife, husband, son, daughter, mother, father, brother, sister, in-laws, aunt, uncle, nephew, mece, step-parent, step-cluld, half-brother and half-sister H \contracts\TBRA contract doc Page 10 of 18 20. FUNDING APPLICATIONS CONTRACTOR agrees to notify CITY each time CONTRACTOR is preparing or submitting any application for funding for the program described in Exhibit B in accordance with the following procedures A When the application is in the planning stages, CONTRACTOR shall submit to CITY a description of the funds being applied for, and the proposed use of funds B Upon award of or notice of award, whichever is sooner, CONTRACTOR shall notify CITY of such award and the effect, if any, of such funding on the funds and program(s) contracted hereunder Such notice shall be submitted to CITY, in writing, within ten (10) working days of receipt of the notice of award or funding award by CONTRACTOR, together with copies of the budget, program description, and contract C CONTRACTOR shall not use funds provided hereunder, either directly or indirectly, as a contribution, or to prepare applications to obtain any federal or private funds under any federal or private program without the prior written consent of CITY 21 CHANGES AND AMENDMENTS A Any alterations, additions, or deletions to the terms of this Contract shall be by written amendment executed by both parties, except when the terms of this Contract expressly provide that another method shall be used B CONTRACTOR may not make transfers between or among approved line -items within budget categories set forth in Exhibit B without prior written approval of CITY CONTRACTOR shall request, in writing, the budget revision in a form prescribed by CITY, and such request for revision shall not increase the total monetary obligation of CITY under tlus Contract In addition, budget revisions cannot significantly change the nature, intent, or scope of the program fimded under this Contract C CONTRACTOR will submit revised budget and program information whenever the level of funding for CONTRACTOR or the program(s) described herein is altered according to the total levels contained in any portion of Exhibit B D It is understood and agreed by the parties hereto that changes in the State, Federal or local laws or regulations pursuant hereto may occur during the term of tlus Contract Any such modifications are to be automatically incorporated into this Contract without written amendment hereto, and shall become a part of the Contract on the effective date specified by the law or regulation E CITY may, from time to time during the term of the Contract, request changes in Exhibit A, which may include an increase or decrease in the amount of CONTRACTOR's H \contracts\TBRA contract doc Page 11 of 18 compensation Such changes shall be incorporated in a written amendment hereto, as provided in Subsection A of tlus Section F Any alterations, deletions, or additions to the Contract Budget Detail incorporated in Exhibit B shall require the prior wntten approval of CITY G CONTRACTOR agrees to notify CITY of any proposed change in physical location for work performed under this Contract at least thirty (30) calendar days in advance of the change H CONTRACTOR shall notify CITY of any changes in personnel or governing board composition It is expressly understood that neither the performance of Exhibit A for any program contracted hereunder nor the transfer of funds between or among said programs will be permitted 22. SUSPENSION OF FUNDING Upon determination by CITY of CONTRACTOR's failure to timely and properly perform each of the requirements, time conditions and duties provided herein, CITY, without limiting any rights it may otherwise have, may, at its discretion, and upon ten (10) working days written notice to CONTRACTOR, withhold further payments to CONTRACTOR Such notice may be given by mail to the Executive Officer and the Board of Directors of CONTRACTOR The notice shall set forth the default or failure alleged, and the action required for cure The period of such suspension shall be of such duration as is appropriate to accomplish corrective action, but in no event shall it exceed thirty (30) calendar days At the end of the suspension period, if CITY determines the default or deficiency has been satisfied, CONTRACTOR may be restored to full compliance status and paid all eligible funds withheld or impounded during the suspension period If, however, CITY determines that CONTRACTOR has not come into compliance, the provisions of Section 23 may be effectuated 23 TERMINATION A CITY may terminate this Contract with cause for any of the following reasons (1) CONTRACTOR's failure to attain compliance during any prescribed period of suspension as provided in Section 22 (2) CONTRACTOR's violation of covenants, agreements or guarantees of this Contract (3) Termination or reduction of funding by the United States Department of Housing and Urban Development (4) Finding by CITY that CONTRACTOR H \contracts\TBRA contract doc Page 12 of 18 (a) is in such unsatisfactory financial condition as to endanger performance under this Contract, (b) has allocated inventory to this Contract substantially exceeding reasonable requirements, (c) is delinquent in payment of taxes, or of costs of performance of this Contract in the ordinary course of business (5) Appointment of a trustee, receiver or liquidator for all or substantial part of CONTRACTOR's property, or institution of bankruptcy, reorganization, rearrangement of or liquidation proceedings by or against CONTRACTOR (6) CONTRACTOR's inability to conform to changes required by Federal, State and local laws or regulations as provided in Section 4, and Section 21 (D), of this Contract (7) The commission of an act of bankruptcy (8) CONTRACTOR's violation of any law or regulation to which CONTRACTOR is bound or shall be bound under the terms of the Contract CITY shall promptly notify CONTRACTOR in writing of the decision to terminate and the effective date of termination Simultaneous notice of pending termination maybe made to other funding sources specified in Exhibit B B CITY may terminate this Contract for convenience at any time If this Contract is terminated by CITY for convenience, CONTRACTOR will be paid an amount not to exceed the total of accrued expenditures as of the effective date of termination In no event will this compensation exceed an amount which bears the same ratio to the total compensation as the services actually performed bears to the total services of CONTRACTOR covered by the Contract, less payments previously made C CONTRACTOR may terminate this Contract in whole or in part by written notice to CITY, if a termination of outside funding occurs upon which CONTRACTOR depends for performance hereunder CONTRACTOR may opt, within the limitations of this Contract, to seek an alternative funding source, with the approval of CITY, provided the termination by the outside funding source was not occasioned by a breach of contract as defined herein or as defined in a contract between CONTRACTOR and the funding source in question CONTRACTOR may terminate this Contract upon the dissolution of CONTRACTOR's organization not occasioned by a breach of this Contract D Upon receipt of notice to terminate, CONTRACTOR shall cancel, withdraw, or otherwise terminate any outstanding orders or subcontracts which relate to the performance of this Contract CITY shall not be liable to CONTRACTOR or CONTRACTOR's creditors for any expenses, encumbrances or obligations whatsoever incurred after the termination date H \contracts\TBRA contract doc Page 13 of 18 E Notwithstanding any exercise by CITY of its right of suspension or termination, CONTRACTOR shall not be relieved of liability to CITY for damages sustained by CITY by virtue of any breach of the Contract by CONTRACTOR, and CITY may withhold any reimbursement to CONTRACTOR until such time as the exact amount of damages due to CITY from CONTRACTOR is agreed upon or otherwise determined 24 NOTIFICATION OF ACTION BROUGHT In the event that any claim, demand, suit or other action is made or brought by any person(s), firm, corporation or other entity against CONTRACTOR, CONTRACTOR shall give written notice thereof to CITY within two (2) working days after being notified of such claim, demand, suit or other action Such notice shall state the date and hour of notification of any such claim, demand, suit or other action, the names and addresses of the person(s), firm, corporation or other entity making such claim, or that instituted or threatened to institute any type of action or proceeding, the basis of such claim, action or proceeding, and the name of any person(s) against whom such claim is being made or threatened Such written notice shall be delivered either personally or by mail 25. INDEMNIFICATION A. It is expressly understood and agreed by both parties hereto that CITY is contracting with CONTRACTOR as an independent contractor and that as such, CONTRACTOR shall save and hold CITY, its officers, agents and employees harmless from all liability of any nature or kind, including costs and expenses for, or on account of, any claims, audit exceptions, demands, suits or damages of any character whatsoever resulting in whole or in part from the performance or omission of any employee, agent or representative of CONTRACTOR B. CONTRACTOR agrees to provide the defense for, and to indemnify and hold harmless CITY its agents, employees, or contractors from any and all claims, suits, causes of action, demands, damages, losses, attorneys fees, expenses, and liability arising out of the use of these contracted funds and program administration and implementation except to the extent caused by the willful act or omission of CITY, its agents or employees 26 MISCELLANEOUS A CONTRACTOR shall not transfer, pledge or otherwise assign this Contract or any interest therein, or any claim arising thereunder, to any party or parties, bank, trust company or other financial institution without the prior written approval of CITY B If any provision of this Contract is held to be invalid, illegal, or unenforceable, the remaining provisions shall remain in full force and effect and continue to conform to the original intent of both parties hereto H \contractATBRA contract doc Page 14 of 18 C In no event shall any payment to CONTRACTOR hereunder, or any other act or failure of CITY to insist in any one or more instances upon the terms and conditions of this Contract constitute or be construed in any way to be a waiver by CITY of any breach of covenant or default which may then or subsequently be committed by CONTRACTOR Neither shall such payment, act, or omission in any manner impair or prejudice any right, power, privilege, or remedy available to CITY to enforce its rights hereunder, which rights, powers, privileges, or remedies are always specifically preserved No representative or agent of CITY may waive the effect of this provision D This Contract, together with referenced exhibits and attachments, constitutes the entire agreement between the parties hereto and may not be altered, modified or amended unless such alteration, modification or amendment is in writing signed by both parties E In the event any disagreement or dispute should arise between the parties hereto pertaining to the interpretation or meaning of any part of this Contract or its governing rules, codes, laws, ordinances or regulations, CITY as the parry ultimately responsible to HUD for matters of compliance, will have the final authority to render or to secure an interpretation F For purposes of this Contract, all official communications and notices among the parties shall be deemed made as of the date mailed if sent postage paid to the parties and address set forth below TO CITY TO CONTRACTOR City Manager Fairhaven, Inc City of Denton ATTN Kristen Hardy -Price, Exec Director 215 E McKinney St 2400 N Bell Avenue Denton, Texas 76201 Denton, TX 76201 IN WITNESS OF WHICH this Contract has been executed on this the �09, day of Z aA 10L 2001 12r CITY OF DENTON, TEXAS eexb� A-O-C� EULINE BROCK, MAYOR ATTEST, JENNIFER WALTERS, CITY SECRETARY �/. ._/, i APPRFORM .; n..l 'I lram H \contracts\TBRA conttact doe / Page 15 of 18 ATTEST 430ARD SECRETARY BY /� FAIRHAVEN, INC BY Si l YI CQ� KristenHardy-Price, Executige Director H \contracts\TBRA contract doc Page 16 of 18 EXHIBIT "A" WORK STATEMENT Contractor will administer HOME program funding to provide no less than thirteen subsidies for very low-income households Eight of the subsidies will assist elderly persons Five subsidies will assist persons with disabilities Households may choose any rental unit within the City of Denton that 1) meets a rent reasonableness test, and 2) is in standard condition with no features that may adversely affect the health and safety of the residents The following is a list of activities that the CONTRACTOR agrees to implement 1 Accept referrals of very low-income elderly and disabled applicants in need of rental assistance 2 Provide preliminary screening of referrals to evaluate eligibility for TBRA assistance 3 Certify that all assisted households meet the City of Denton's Tenant Selection Policy standards 4 Maintain a waiting list of applicants for referral 5 Market the program affirmatively 6 Ensure that all contract rents under the program are reviewed and approved by HUD and the City of Denton 7 When possible, provide additional services to assist elderly and disabled participants in maintaining their independent living status 8 Maintain appropriate documentation of the TBRA program and submit said documentation to the City upon request 9 Allow reasonable on -site monitoring by representatives of the CITY and the US Department of Housing and Urban Development 10 Maintain compliance with HOME program regulations codified at 24 CFR Part 92 H \contracts\TBRA contract doe Page 17 of 18 EXHIBIT `B" BUDGET Rental Subsidy Payments $81,778 00 Program Administration $ 5,440 00 (Including but not limited to salaries, advertising, supplies, telephone, postage) Total Budget $87,218 00 H \contracts\TBRA contract doe Page 18 of 18