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HomeMy WebLinkAbout2001-355ORDINANCE NO Wag -JbF AN ORDINANCE ACCEPTING COMPETITIVE BIDS AND AWARDING A CONTRACT FOR EMERGENCY UTILITY ASSISTANCE PROGRAM FOR LOW-INCOME FAMILIES PROVIDI) G FOR THE EXPENDITURE OF FUNDS THEREFORE, AND PROVIDING FOR AN EFFECTIVE DATE (BID 2707 — EMERGENCY UTILITY ASSISTANCE PROGRAM, AWARDED TO INTERFAITH MINISTRIES, $17,250) 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 City Manager 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 1 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 ITEM NUMBER NO CONTRACTOR AMOUNT 2707 ALL Emergency Assistance Program $17,250 SECTION 2 That the acceptance and approval of the above competitive bids, the City accepts the offer of the persons subritting 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 3 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 4 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 5 That this ordinance shall become effective immediately upon its passage and approval PASSED AND APPROVED this the LAG day of e 2001 EULINE BROCK, MAYOR ATTEST JENNIFER WALTERS, CITY SECRETARY APPROVED AS TO LEGAL FORM HERBERT L PROUTY, CITY ATTORNEY BY 2707 EMERGENC UTLY A I ANCE PROGRAM FOR LOW INCOME FAMILIES ORDINANCE H NI cnn(mgAmIR(n1111270 GOc 2001-2002 CDBG SERVICE AGREEMENT BETWEEN THE CITY OF DENTON AND INTERFAITH MINISTRIES BID #2707 This Agreement 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, hereinaf- ter referred to as CITY, and Interfaith Ministries, 109 West Sycamore, Denton, TX 76202, a Texas non-profit corporation, hereinafter referred to as CONTRACTOR WHEREAS, CITY has received certain funds from the U S Department of Housing and Urban Development under Title I of the Housing and Community Development Act of 1974, as amended, and WHEREAS, CITY has adopted a budget for such funds and included therein an author- ized budget for expenditure of funds for utility assistance to clients who demonstrate inability to pay due to verifiable emergency need, and WHEREAS, CITY has designated the Community Services Office as the division re- sponsible for the administration of this Agreement 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 1. TERM This Agreement shall commence on or as of October 1, 2001, and shall terminate on Sep- tember 30, 2002, unless sooner terminated in accordance with Section 26 "Termination" 2. RESPONSIBILITIES CONTRACTOR hereby accepts the responsibility for the performance of all services and activities described in the Work Statement attached hereto as Exhibit A, and incorporated herein by reference, in a satisfactory and efficient manner as determined by CITY, in accordance with the terms herein CITY will consider CONTRACTOR's executive officer to be CONTRAC- TOR'S representative responsible for the management of all contractual matters pertaining hereto, unless written notification to the contrary is received from CONTRACTOR, and ap- proved by CITY Page 1 of 22 x\Olmtt a lnt AW6141J The CITY's Community Development Administrator will be CITY's representative re- sponsible for the administration of this Agreement 3. CITY'S OBLIGATION A. Limit of Liability. CITY will reimburse CONTRACTOR for expenses incurred pursu- ant and in accordance with the project budget attached hereto as Exhibit B and incorpo- rated herein by reference Notwithstanding any other provision of the Agreement, the to- tal of all payments and other obligations made or incurred by CITY hereunder shall not exceed the sum of Seventeen Thousand Two Hundred Fifty Dollars ($17,250 00) 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 Agreement (1) The parties expressly understand and agree that CITY's obligations under this Section are contingent upon the actual receipt of adequate Community Develop- ment Block Grant (CDBG) funds to meet CITY's liabilities under this Agreement If adequate funds are not available to make payments under this Agreement, CITY shall notify CONTRACTOR in writing within a reasonable time after such fact has been determined CITY may, at its option, either reduce the amount of its liability, as specified in Subsection A of this Section or terminate the Agreement If CDBG funds eligible for use for purposes of this Agreement are reduced, CITY shall not be liable for further payments due to CONTRACTOR under this Agree- ment (2) It is expressly understood that this Agreement in no way obligates the General Fund or any other momes or credits of the City of Denton (3) 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 1, (c) is not in strict accordance with the terms of this Agreement, including all exhibits attached hereto, (d) has not been billed to CITY within 90 calendar days following billing to CONTRACTOR, or termination of the Agreement, whichever date is ear- lier, or Page 2 of 22 x WIcom Mntafn0270&C (e) is not an allowable cost as defined by Section 11 of this Agreement or the project budget (4) CITY shall not be liable for any cost or portion thereof which is incurred with re- spect to any activity of CONTRACTOR requiring prior written authorization form CITY, or after CITY has requested that CONTRACTOR furnish data con- cerning such action prior to proceeding further, unless and until CITY advises CONTRACTOR to proceed (5) CITY shall not be obligated or liable under this Agreement to any party other than CONTRACTOR for payment of any monies or provision of any goods or ser- vices 4 COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS A CONTRACTOR understands that funds provided to it pursuant to this Agreement are funds, which have been made available to CITY by the Federal Government (U S De- partment of Housing and Urban Development) under the Housing and Community De- velopment Act of 1974, 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 Housing and Community Development Act of 1974 (P L 93-383) as amended and with regulations promulgated thereunder, and codified at 24 CFR 570 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, which CONTRACTOR must follow CONTRACTOR further accrues and certifies that if the regulations and issuances prom- ulgated pursuant to the Act are amended or revised, it shall comply with them, or notify CITY, as provided in Section 24 of this Agreement CONTRACTOR agrees to abide by the conditions of and comply with the requirements of the Office of Management and Budget Circulars Nos A-110 and A-122 B CONTRACTOR shall comply with all applicable federal laws, laws of the State of Texas and ordinances of the City of Denton 5 REPRESENTATIONS A CONTRACTOR assures and guarantees that it possesses the legal authority, pursuant to any proper, appropriate and official motion, resolution or action passed or taken, to enter into this Agreement Page 3 of 22 H \01wn(mdAmleKa11h27M &O B The person or persons signing and executing this Agreement on behalf of CONTRAC- TOR, do hereby warrant and guarantee that he, she, or they have been fully authorized by CONTRACTOR to execute this Agreement 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 Agreement if there is a dispute as to the legal authority of either CON- TRACTOR or the person signing the Agreement to enter into this Agreement CON- TRACTOR is liable to CITY for any money it has received from CITY for performance of the provisions of this Agreement if CITY has suspended or terminated this Agreement for the reasons enumerated in this Section D CONTRACTOR agrees that the funds and resources provided CONTRACTOR under the terms of this Agreement 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 have been available to, or provided through, CONTRACTOR had this Agreement not been executed 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 described in Exhibit B, attached hereto and incorpo- rated herein for all purposes and deemed by both parties to be necessary and sufficient payment for full and satisfactory performance of the program, as determined solely by CITY and in ac- cordance with all other terms, provisions and requirements of this Agreement 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 totaling Seventeen Thousand Two Hundred Fifty Dollars ($17,250 00) for services rendered under this Agreement CITY will pay these funds on a reimburse- ment basis to the CONTRACTOR within 20 days after CITY has received supporting documentation CONTRACTOR's failure to request reimbursement on a timely basis may jeopardize present or future funding Funds are to be used for the sole purpose of utility assistance to clients who demonstrate inability to pay due to verifiable emergency need Page 4 of 22 H \01con(mctA1nlaNIW19Y1 &C B Excess Payment CONTRACTOR shall refund to CITY within ten 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, or (2) has not been spent strictly in accordance with the terms of this Agreement, or (3) is not supported by adequate documentation to fully justify the expenditure C Disallowed Costs/Reversion of Assets Upon terminated of this Agreement, should any expense or change for which payment has been made be subsequently disallowed or dis- approved 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 D. Obligation of Funds. In the event that actual expenditure rates deviate from CON- TRACTOR'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 Agreement close out package to CITY, together with a final expenditure report, for the time period covered by the last in- voice requesting reimbursement of funds under this Agreement, within 15 working days following the close of the Agreement period CONTRACTOR shall utilize the form agreed upon by CITY and CONTRACTOR WARRANTIES CONTRACTOR represents and warrants that A All information, reports and data heretofore or hereafter requested by CITY and fur- nished to CITY, are complete and accurate as of the date shown on the information, data, Page 5 of 22 H \IIIc01119c1a\Inlef(NN3]0'I dOC 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 CONTRAC- TOR on the date shown on said report, and the results of the operation for the period cov- ered 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 CON- TRACTOR D None of the provisions herein contravene or are 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 Agreement and accept payments here- under, and has taken all necessary action to authorize such acceptance under the terms and conditions of this Agreement F None of the assets of CONTRACTOR is subject to any lien or encumbrance of any char- acter, 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 9. COVENANTS A During the period of time that payment may be made hereunder and so long as any pay- ments remain unliquidated, CONTRACTOR shall not, without the prior written consent of the Community Development Administrator 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 Agreement 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 substantial part of its assets Page 6 of 22 H Wl.nu U.a iW]M d.. (4) Make any advance or loan to, or incur any liability for any other firm, person, en- tity or corporation as guarantor, surety, or accommodation endorser (5) Sell, donate, loan or transfer any equipment or item of personal property pur- chased with funds paid to CONTRACTOR by CITY, unless CITY authorizes such transfer B Should CONTRACTOR use funds received under this Agreement to acquire or improve real property under CONTRACTOR's control, CONTRACTOR agrees and covenants (1) That the property shall be used to meet one of the national objectives stated in 24 CFR 570 until August 31, 2006 (2) That should CONTRACTOR transfer or otherwise dispose of said property on or before August 31, 2006, CONTRACTOR shall reimburse CITY in the amount of the fair market value of this property less any portion of the value attributable to expenditures of non-CDBG funds for acquisition of, or improvement to, the prop- erty C CONTRACTOR agrees, upon written request by CITY, to require its employees to attend training sessions sponsored by the Community Development Office 10. ALLOWABLE COSTS A Costs shall be considered allowable only if incurred directly and specifically in the per- formance of and in compliance with this Agreement and in conformance with the stan- dards and provisions of Exhibits A and B B Approval of CONTRACTOR's budget, Exhibit B, does not constitute prior written ap- proval, even though certain items may appear herein CITY's prior written authorization is required in order for the following to be considered allowable costs (1) Encumbrances or expenditures during any one month period which exceeds one - fifth (1/5) of the total budget 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 ser- vice extending beyond the expiration of this Agreement (3) Out of town travel (4) Any alterations or relocation of the facilities on and in which the activities speci- fied in Exhibit A are conducted Page 7 of 22 x unwmmne9m<rtxuunm aoc (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 (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 that may be approved under the terms of this Agreement must be conducted in its entirety in accordance with the provisions of this Agreement 11 PROGRAM INCOME A For purposes of this Agreement, program income means earnings of CONTRACTOR realized from activities resulting from this Agreement or from CONTRACTOR's man- agement of funding provided or received hereunder Such earnings include, but are not limited to, income from interest, usage or rental or lease fees, income produced from con- tract -supported services of individuals or employees or from the use or sale of equipment or facilities of CONTRACTOR provided as a result of this Agreement, and payments from clients or third parties for services rendered by CONTRACTOR under this Agree- ment B CONTRACTOR shall maintain records of the receipt and disposition of program income in the same manner as required for other contract funds, and reported to CITY in the for- mat prescribed by CITY CITY and CONTRACTOR agree, based upon advice received from representatives of the U S Department of Housing and Urban Development (HUD), that any fees collected for services performed by CONTRACTOR shall be spent only for service provision These fees or other program income will be deducted from the regular reimbursement request C CONTRACTOR shall include this Section in its entirety in all of its sub -contracts, which involve other income -producing services or activities D It is CONTRACTOR's responsibility to obtain from CITY a prior determination as to whether or not income arising directly or indirectly from this Agreement, or the perform- ance thereof, constitutes program income CONTRACTOR is responsible to CITY for the repayment of any and all amounts determined by CITY to be program income, unless otherwise approved in writing by CITY Page 8 of 22 H 411conlmclNnlC�Inlllli]09 tloc 12. 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 Agreement, in compliance with the provisions of Exhibit B, attached hereto, and with any other applica- ble Federal and State regulations establishing standards for financial management CON- TRACTOR's record system shall contain sufficient documentation to provide in detail full support and justification for each expenditure Nothing in this Section shall be con- strued to relieve CONTRACTOR of fiscal accountability and liability under any other provision of this Agreement 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 ac- counting procedures pertaining to the operation of programs and expenditures of funds under this Agreement for five years C Nothing in the above subsections shall be construed to relieve CONTRACTOR of re- sponsibility for retaining accurate and current records, which clearly reflect the level and benefit of services, provided under this Agreement D At any reasonable time and as often as CITY may deem necessary, the CONTRACTOR shall make available to CITY, HUD, or any of their authorized representatives, all of its records and shall permit CITY, HUD, or any of their 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 13. REPORTS AND INFORMATION At such times 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 Agreement CONTRACTOR shall submit quarterly beneficiary and financial reports to CITY no less than once each three months The beneficiary report shall detail client information, including race, income, female head of household and other statistics required by CITY The financial re- port shall include information and data relative to all programmatic and financial reporting as of the begriming date specified in Section I of this Agreement Beneficiary and financial reports shall be due to City within 15 working days after the completion of each quarter Unless the CITY has granted a written exemption, CONTRACTOR shall submit an audit conducted by independent examiners within ten days after receipt of such Page 9 of 22 x Vwnlmammmrc nnnm &o 14. MONITORING AND EVALUATION A CITY shall perform on -site monitoring of CONTRACTOR's performances under this Agreement B CONTRACTOR agrees that CITY may carry out monitoring and evaluation activities to ensure adherence by CONTRACTOR to the Work Statement, and Program Goals and Objectives, which are attached hereto as Exhibit A, as well as other provisions of this Agreement C CONTRACTOR agrees to cooperate fully with CITY in the development, implementa- tion 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 responsibili- ties 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 within five (5) working days of receipt by CONTRACTOR 15. DIRECTORS' MEETINGS During the terms of this Agreement, 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 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 10 days after Board approval Page 10 of 22 x wi om oMwWAM2707 aou 16. 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 Agreement B The premises on and in which the activities described in Exhibit A are conducted, and the employees conducting these activities, shall be covered by 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 al- ternate insurance coverage arrangements C CONTRACTOR will comply with applicable workers' compensation statues and will obtain employers' liability coverage where available and other appropriate liability cov- erage 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 Agreement, and remain the sole responsibility of CONTRACTOR F The policy or policies of insurance shall contain a clause which requires that City and Contractor be notified in writing of any cancellation of change in the policy at least thirty (30) days prior to such change or cancellation 17. 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 30 days of the effective date of this Agreement B CONTRACTOR shall comply with all applicable equal employment opportunity and af- firmative 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 Page 11 of 22 H \01.. .A. f.JW7W d.. D In the event of CONTRACTOR's non-compliance with the non-discrimination require- ments, CITY may cancel or terminate the Agreement in whole or in part, and CON- TRACTOR may be barred from further contracts with CITY 18. PERSONNEL POLICIES Personnel policies shall be established by CONTRACTOR and shall be available for ex- amination 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 19. CONFLICT OF INTEREST A CONTRACTOR covenants that neither it nor any member of its governing body pres- ently 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 Agreement CON- TRACTOR further covenants that in the performance of this Agreement, no person hav- ing 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, sub- contractors 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 gam 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 Agreement shall participate in any decision relating to the Agreement which affects his or her personal interest or the interest in any corporation, partnership, or association in which he or she has a direct or indirect interest 20 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" in - Page 12 of 22 H V)I con(WAlMCK W 70 Em eludes wife, husband, son, daughter, mother, father, brother, sister, in-laws, aunt, uncle, nephew, niece, stepparent, stepchild, half-brother and half-sister 21. POLITICAL OR SECTARIAN ACTIVITY A None of the performance rendered hereunder shall involve, and no portion of the funds received by CONTRACTOR hereunder shall be used, either directly or indirectly, for any political activity (including, but not limited to, an activity to further the election or defeat of any candidate for public office) or any activity undertaken to influence the passage, defeat or final content of legislation B None of the performance rendered hereunder shall involve, and no portion of the funds received by CONTRACTOR hereunder shall be used for or applied directly or indirectly to the construction, operation, maintenance or administration, or be utilized so as to bene- fit in any manner any sectarian or religious facility or activity 22. PUBLICITY A Where such action is appropriate, CONTRACTOR shall publicize the activities con- ducted by CONTRACTOR under this Agreement In any news release, sign, brochure, or other advertising medium, disseminating information prepared or distributed by or for CONTRACTOR, the advertising medium shall state that the U S Department of Housing and Urban Development's Community Development Block Grant Program funding through the City of Denton has made the project possible B All published material and written reports submitted under this project must be originally developed material unless otherwise specifically provided in this Agreement When ma- terial not originally developed is included in a report, the report shall identify the source in the body of the report or by footnote This provision is applicable when the material is in a verbatim or extensive paraphrase format All published material submitted under this project shall include the following reference on the front cover or title page This document is prepared in accordance with the City of Denton's Community Devel- opment Block Grant Program, with funding received from the United States Department of Housing and Urban Development C All reports, documents, studies, charts, schedules, or other appended documentation to any proposal, content of basic proposal, or contracts and any responses, inquiries, corre- spondence and related material submitted by CONTRACTOR shall become the property of CITY upon receipt Page 13 of 22 H NIronlnck Inlpf =707 C 23 FUNDING APPLICATIONS CONTRACTOR agrees to notify CITY each time CONTRACTOR is preparing or sub- mitting any application for funding 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 24. CHANGES AND AMENDMENTS A Any alterations, additions, or deletions to the terms of this Agreement shall be by written amendment executed by both parties, except when the terms of this Agreement 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 CON- TRACTOR 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 un- der this Agreement In addition, budget revisions cannot significantly change the nature, intent, or scope of the program funded under this Agreement C CONTRACTOR will submit revised budget and program information, whenever the level of funding for CONTRACTOR or the program(s) described herein is altered ac- cording 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 this Agreement Any such modifications are to be automatically incorporated into this Agreement without writ- ten amendment hereto, and shall become a part of the Agreement on the effective date specified by the law or regulation E CITY may, from time to time during the term of the Agreement, request changes in Ex- hibit A, which may include an increase or decreased in the amount of CONTRACTOR's compensation Such changes shall be incorporated in a written amendment hereto, as provided in Subsection A of this Section F Any alterations, deletion, or additions to the Contract Budget Detail incorporated in Ex- hibit B shall require the prior written approval of CITY Page 14 of 22 H Wlcon(mGAI11 KWUL2701&C G CONTRACTOR agrees to notify CITY of any proposed change in physical location for work performed under this Agreement at least 30 calendar days in advance of the change H CONTRACTOR shall notify CITY of any changes in personnel or governing board com- position It is expressly understood that neither the performance of Exhibit A for any program con- tracted hereunder nor the transfer of funds between or among said programs will be permitted 25 SUSPENSION OF FUNDING Upon determination by CITY of CONTRACTOR's failure to timely and properly per- form each of the requirements, time conditions and duties provided herein, CITY, without limit- ing any rights it may otherwise have, may, at its discretion, and upon ten 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 no- tice 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 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 com- pliance, the provisions of Section 26 may be effectuated 26. TERMINATION A CITY may terminate this Agreement for cause under any of the following reasons or for other reasons not specifically enumerated in this paragraph (1) CONTRACTOR's failure to attain compliance during any prescribed period of suspension as provided in Section 25 (2) CONTRACTOR's violation of covenants, agreements or guarantees of this Agreement (3) Termination or reduction of funding by the United States Department of Housing and Urban Development (4) Finding by CITY that CONTRACTOR Page 15 of 22 H mIw mrec Inla lth1007d c (a) is in such unsatisfactory financial condition as to endanger performance under this Agreement, (b) has allocated inventory to this Agreement substantially exceeding reason- able requirements, (c) is delinquent in payment of taxes, or of costs of performance of this Agreement 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, rear- rangement 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 24(D), of this Agreement (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 Agreement 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 source specified in Exhibit B B CITY may terminate this Agreement for convenience at any time If CITY terminates this Agreement 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 Agreement, less payments previously made C CONTRACTOR may terminate this Agreement 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 Agreement, 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 Agreement upon the dissolution of CONTRAC- TOR's organization not occasioned by a breach of this Agreement Page 16 of 22 x m I mdsUntp I0700&C 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 Agreement CITY shall not be liable to CONTRACTOR or CONTRACTOR's creditors for any expenses, encumbrances or obligations whatsoever incurred after the termination date listed on the notice to terminate referred to in this paragraph E Notwithstanding any exercise by CITY of its right of suspension or termination, CON- TRACTOR shall not be relieved of liability to CITY for damages sustained by CITY by virtue of any breach of the Agreement 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 27. NOTIFICATION OF ACTION BROUGHT In the event that any claim, demand, suit or other action is made or brought by any per- son(s), firm corporation or other entity against CONTRACTOR, CONTRACTOR shall give written notice thereof to CITY within two working days after being notified of such claim, de- mand, 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 ei- ther personally or by marl 28 INDEMNIFICATION A. It is expressly understood and agreed by both parties hereto that CITY is contract- ing with CONTRACTOR as an independent contractor and that as such, CON- TRACTOR 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 ac- count 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, attorney 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, employees, or contractors 29 MISCELLANEOUS Page 17 of 22 x \nlwnlredAlmaefellhl'101 Goc A CONTRACTOR shall not transfer, pledge or otherwise assign this Agreement or any in- terest therein, or any claim arising thereunder, to any party or parties, bank, trust com- pany or other financial institution without the prior written approval of CITY B If any provision of this Agreement is held to be invalid, illegal, or unenforceable, the re- maining provisions shall remain in full force and effect and continue to conform to the original intent of both parties hereto 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 Agreement 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 CONTRAC- TOR 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 repre- sentative or agent of CITY may waive the effect of this provision D This Agreement, together with referenced exhibits and attachments, constitutes the entire agreement between the parties hereto, and any prior agreement, assertion, statement, un- derstanding or other commitment antecedent to this Agreement, whether written or oral, shall have no force or effect whatsoever, nor shall an agreement, assertion, statement, un- derstanding, or other commitment occurring during the term of this Agreement, or subse- quent thereto, have any legal force or effect whatsoever, unless properly executed in writ- ing, and if appropriate, recorded as an amendment of this Agreement E In the event any disagreement or dispute should arise between the parties hereto pertain- ing to the interpretation or meaning of any part of this Agreement or its governing rules, codes, laws, ordinances or regulations, CITY as the party ultimately responsible to HUD for matters of compliance, will have the final authority to render or to secure an interpre- tation F For purposes of this Agreement, all official communications and notices among the par- ties shall be deemed made if sent postage paid to the parties and address set forth below CITY CONTRACTOR City Manager Interfaith Ministries City of Denton ATTN Executive Director 215 E McKinney St 109 West Sycamore Denton, Texas 76201 Denton, TX 76201 G This Agreement shall be interpreted in accordance with the laws of the State of Texas and venue of any litigation concerning this Agreement shall be in a court competent jurisdic- tion sitting in Denton County, Texas Page 18 of 22 H \n jwWod UML'NW6907&C IN WITNESS OF WHICH this Agreement has been executed on this the /04 day of p f�ljQ 2001 ATTEST JENNIFER WALTERS CITY SECRETARY BY �eL' APP OVED AS TO LEGAL FORM HERBERT L PROUTY CITI. IM ATTEST BO CRETARY — CITY OF DENTON INTERFAITH MINISTRIES EXECUTIVE DIRECTOR Page 19 of 22 11\II Imnln0stnleff1T111a707&o City of Denton - Community Services Division Qualifying Income Limits for Federally Assisted Programs FY 2001/2002 Maximum Income Levels Family Size Moderate Income 80% AMI - <65% AMI Low Income 65% AMI - <50% AMI Very -Low Income 50% AMI - <30% AMI Extremely -Low Income :530% AMI 1 $36,050 - 29,316 $29,315 - $22,551 $22,550 - $13,531 $13,530 or Below 2 $41,200 - $33,476 $33,475 - $25,751 $25,750 - $15,451 $15,450 or Below 3 $46,350 - $37,701 $37,700 - $29,001 $29,000 - $17,401 $17,400 or Below 4 $51,500 - $41,861 $41,860 - $32,201 $32,200 - $19,321 $19,320 or Below 5 $55,650 - $45,241 $45,240 - $34,801 $34,800 - $20,881 $20,880 or Below 6 $59,750 - $48,556 $48,555 - $37,351 $37,350 - $22,411 $22,410 or Below 7 $63,900 - $51,936 $51,935 - $39,951 $39,950 - $23,971 $23,970 or Below 8 $68,000 - $55,251 $55,250 - $42,501 $42,500 - $25,551 $25,550 or Below Source: U S Department of Housing and Urban Development Effective: October 2001 Page 20 of 22 H w1onimetontedniln707 d.n EXHIBIT "A" WORK STATEMENT INTERFAITH MINISTRIES Accept Denton residents who meet income requirements and who are experiencing an emer- gency financial need causing them to be delinquent in paying their utility bills Provide operation hours from 9 00 a in — 1100 a in and 1 00 — 5 00 p in Monday through Fri- day Organization will coordinate utility assistance with other human service agencies, including the non-profit service coordination agency Organization will help to insure that client information and service history is maintained via a computer database to provide efficient service delivery Organization will make utility payments directly to utility providers for all or part of the past due utility bills for those qualifying for assistance Assist each client to work toward self-sufficiency in order to decease the chances the client will need emergency utility assistance again Assistance provided includes payment of utility bills for clients meeting income eligibility guide- lines (see HUD qualifying income limits chart) Funding from the City of Denton is will be used for the purpose of assisting with utility pay- ments and program administration Agency will provide statistical information to the Denton County Homeless Coalition upon re- quest and in a reasonable time period OUTCOME MEASURES Provide assistance to clients not more than once per every six-month period except in the case of extreme hardship Organization will provide utility assistance to at least 20 households per month using City general funds and other resources At least 90% of Denton residents receiving utility assistance payments will be entered into the service coordination computer database Page 21 of 22 x �mwmmwum.rt.ues+m eoo EXHIBIT `B" BUDGET INTERFAITH MINISTRIES Utility Payments Program Administration TOTAL CONTRACT BUDGET $15,000 00 $ 2,250 00 $17,250 00 Page 22 of 22