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1992-184e Hpdocs\comc[ln o AN ORDINANCE APPROVING AN AGREEMENT BETWEEN THE CITY OF DENTON AND THE NORTH TEXAS COMMTJNITY CLINICS, INC.; AUTHORIZING THE MAYOR TO EXECUTE ANAGREEMENT APPROVING THE EXPENDITURE OF FUNDS THEREFORE, AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City Council has determined that it is in the best interest of the citizens of the City to provide public funds to the North Texas Community Clinics, Inc., in consideration of the valu- able public services to be furnished by said organization to the City of Denton ~n accordance with the "Agreement" attached hereto, NOW, THEREFORE, THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS SECTION I That the City Council hereby approves the "Agree- ment'' attached hereto, between the City of Denton and the North Texas Community Clinics, Inc., and authorizes the Mayor to execute said agreement SECTION II. That the City Council authorizes the expenditures of funds in the manner and amount specified in the Agreement SECT ON~. That thls ordinance shall become effective imme- diately upon its passage and approval. PASSED AND APPROVED this the ~_~ day of , 1992 BOB CASTLEBERRY, MAY~ ATTEST. JENNIFER WALTERS, CITY SECRETARY APPR~q~D AS TO ~EGA~ FO~ DEBRA A. DRAYOVITCH, CITY ATTORNEY BY: _ _ AAA00DF3 AGREEMENT BETWEEN THE CITY OF DENTON /%ND NORTH TEX~E COMMUNITY CLINICS, INCORPORATED Thls 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 North Texas Community Clinics, Incorporated, 121 Plner Street, P.O. Box 2780, Denton, Texas 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 authorized budget for expenditure of funds for the Denton County Prenatal Clinic; and WHEREAS, CITY has designated the Community Development Offlc~ 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. I. TERM This Contract and agreement shall commence on or as of October 1, 1992, and shall terminate on September 30, 1993, unless extended by mutual agreement. II. RESPONSIBILITIES CONTRACTOR hereby accepts the responsibility for the perfor- mance of all services and activities, 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 CONTRACTOR's representative responsible for the management of all contractual matters pertaining hereto, unless written notifica- tion to the contrary is received from CONTRACTOR, and approved by CITY. The CITY'S Community Development Administrator will be CITY's representative responsible for the administration of this contract. III. 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 $24,000.00. 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 VII of this Contract. (1) The parties expressly understand and agree that CITY's obligations under this Section are contingent upon the actual receipt of adequate Community Development Block Grant (CDBG) funds to meet CITY's liabilities under this Contract If adequate funds are not available to make payments under this Contract, 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 Contract. If CDBG funds eligible for use for purposes of this Contract are reduced, CITY shall not be liable for further payments due to CONTRACTOR under this Contract (2) It ls expressly understood that this Contract in no way obligates the General Fund or any other monies 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 I; (c) is not in strict accordance with the terms of this Contract, including all exhibits attached hereto; (d) has not been billed to CITY within thirty (30) calendar days following billing to CONTRAC- TOR, or termination of the Contract, whichever date is earlier; or PAGE 2 (e) is not an allowable cost as defined by Sec- tlon XI of this Contract or the project budget. (4) 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 concern- lng such action prior to proceeding further, unless and until CITY advises CONTRACTOR to proceed. (5) 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. IV. COMPLIANCE WITH FEDERAL~ STATE and LOCAL LAWS A. CONTRACTOR understands that funds provided to it pursuant to this Contract are funds which have been made available to CITY by the Federal Government (U.S. Department of Housing and Urban Development) under the Housing and Community Development 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. The foregoing is in no way meant to constitute a complete compila- tion of all duties imposed upon CONTRACTOR by law or administrative ruling, or to narrow the standards which CONTRACTOR must follow. CONTRACTOR further assures and certifies that if the regula- tions and issuances promulgated pursuant to the Act are amended or revised, it shall comply with them, or notify CITY, as provided in Section XXIV of this Contract. 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 Clty of Denton. V. 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 th~s Contract. B. The person or persons signing and executing this Contract on behalf of CONTRACTOR, do hereby warrant and guarantee that he, PAGE 3 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. CONTRAC- TOR is liable to CITY for any money it has received from CITY for performance of the provisions of this Contract if CITY has suspended or terminated 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 ~n 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 Contract not been executed. VI. 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 ~ncorporated herein for all purposes as Exhibit A, utilizing the funds described in Exhibit B, attached hereto and incorporated 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 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 Coordinator. VII. PAYMENTS TO CONTRACTOR A. Payments to contraotor. The CITY shall pay to the CONTRACTOR a maximum amount of money totaling $24,000 for services rendered under this Contract. CITY will pay these funds on a reimbursement basis to the CONTRACTOR within twenty days after CITY has received supporting documentation. CITY shall not pay in any three month period more than twenty-five (25%) percent of the maximum amount specified above. Funds are to be used for the sole purpose of paying the salary and benefits for a nurse-midwife as shown in the Budget, Exhibit B PAGE 4 B. Exoess 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' or, (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. Disallowe~ Costs. Upon termination of the Contract, should any expense or charge for which payment has been made be subse- quently disallowed or disapproved as a result of any auditing or monitoring by CITY, the Department of Housing and Urban Develop- ment, or any other Federal agency, CONTRACTOR will refund such amount to CITY within ten (10) working days of a written notice to CONTRACTOR, which specifies the amount disallowed. Refunds of disallowed costs may not be made from these or any other funds received from or through CITY. D. Deobligation of Funds. In the event that actual expendi- ture rates deviate from CONTRACTOR's provision of a corresponding level of performance, as specified in Exhibit A, CITY hereby reserves the right to reapproprlate or recapture any such under- expended funds. ~. Contraot 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 fifteen (15) working days following the close of the Contract per~od. CONTRACTOR shall utilize the form agreed upon by CITY and CONTRAC- TOR. At the termination of the Contract, all unclaimed (30 days or older) salaries or wages must be returned to CITY in the following format: (1) A cashier's check for the net aggregate amount payable to the City of Denton; (2) A listing showing the Social Security number, full name, last known complete address and the amount owed to each person involved VIII. W~RRANTIES CONTRACTOR represents and warrants that PAGE 5 A. Ail 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 lnformatlon, data, or report, and, since that date, have not undergone any slgniflcant 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 per~od 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 CONTRAC- TOR. 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 th~s Contract. F. None of the assets of CONTRACTOR is subject to any lien or encumbrance of any character, except for current taxes not delinquent, except as shown in the flnanc~al statements furnished by CONTRACTOR to CITY. Each of these representations and warranties shall be continu- Ing and shall be deemed to have been repeated by the submlsslon of each request for payment. IX. COVENANTS A. During the period of time that payment may be made here- under and so long as any payments remain unl~qu~dated, CONTRACTOR shall not, without the prior written consent of the Executive Director of Planning and Development or his authorized representa- tive: (1) Mortgage, pledge, or otherwise encumber or suffer to be encumbered, any of the assets of CONTRACTOR now owned or here- after acquired by ~t, or permit any pre-exlstlng mortgages, liens, or other encumbrances to remain on, or attached to, any assets of CONTRACTOR whlch are allocated to the performance of this Contract and with respect to which CITY has ownership hereunder. PAGE 6 (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 substantlal part of ~ts 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. (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. B. Should CONTRACTOR use funds received under this Contract to acqulre 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 objectlves stated ~n §24 CFR 570 until August 31, 1997. (2) That should CONTRACTOR transfer or otherwise dispose of said property on or before August 31, 1997, CONTRACTOR shall reimburse CITY in the amount of the fair market value of the property less any portion of the value attributable to expendi- tures of non-CDBG funds for acquisition of, or improvement to, the property. X. ~LLOW~BLE COSTS A. Costs shall be considered allowable only if incurred directly specifically in the performance of and in compliance with this Contract and in conformance with the standards and provisions of Exhibits A and B. B. Approval of CONTRACTOR's budget, Exhibit B, does not constitute prior written approval, even though certain items may appear herein. CITY's prior written authorlzatlon is required in order for the following to be considered allowable costs' (1) Encumbrance or expenditure during any one month per~od which exceeds one-twelfth (1/12) of any budgeted line items for personnel costs as specified in Exhibit B. (2) CITY shall not be obligated to any third parties, ~ncluding 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. (4) Any alterations or relocation of the fac~llties on and · n which the activities specified in Exhibit A are conducted. PAGE 7 (5) Any alterations, deletions or additions to the Person- nel 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 responsi- bility 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. XI. PROGRAM INCOME A. For purposes of this Contract, program income means earnings of CONTRACTOR realized from activities resulting from this Contract or from CONTRACTOR's management 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 contract-supported services of lnd~vlduals or employees or from the use or sale of equipment or facllltles of CONTRACTOR provided as a result of this Contract, and payments from clients or third parties for services rendered by CONTRACTOR under this Contract. 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 format 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 operating expenses. 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 determinatlon as to whether or not income arising directly or indirectly from this Contract, or the performance 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 XII. MAINTENANCE OF RECORDB 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, 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. XIII. 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 Contract. CONTRACTOR shall submit regular performance reports to CITY no less than once each three months, with the first report due on or before December 1, 1992. The performance report shall detail client information, including race, income and other such statis- tics required by CITY. CONTRACTOR agrees to gather information and data relative to all programmatic and financial reporting as of the beginning date specified in Section II and furnish to CITY PAGE 9 quarterly a report of all income received and funds expended. The first such report is due on December 1, 1992. If the contract is for funding of $25,000 or more, the CONTRAC- TOR agrees to submit an audit conducted by independent examiners within 10 days after receipt of such. XIV. 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, and Program Goals and Objectives, which are attached hereto as Exhibit A, as well as other provisions of th~s 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 responsi- bilities. 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 1ts staff to coordinate the monltor~ng 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 CONTRAC- TOR. DIRECTOR~' MEETINGS During 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 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. PAGE 10 XVZ. ZNSURANCE 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. The premises on and in which the actlvltles described in Exhibit A are conducted, and the employees conductlng 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 1ts sole discretion, approve alternate Insurance coverage arrange- ments. C. CONTRACTOR will comply with applicable workers' compensa- tion statutes and will obtain employers' liability coverage where available and other appropriate llab~l~ty coverage for program participants, if appllcable. D CONTRACTOR wlll maintain adequate and contlnuous liability Insurance on all vehicles owned, leased or operated by CONTRACTOR. All employees of CONTRACTOR who are required to dr~ve a vehicle In the normal scope and course of their employment must possess a valld Texas driver's llcense and automobile l~ab~llty insurance. Evidence of the employee's current possession of a valid license and insurance must be maintained on a current basis in CONTRACTOR's flles. E. Actual losses not covered by insurance as required by this Section are not allowable costs under this Contract, and remain the sole responsiblllty of CONTRACTOR. XVIIo 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 employ- ment opportunity and affirmative action laws or regulations. C. CONTRACTOR will furnish all information and reports re- quested by the CITY, and will permit access to its books, records, and accounts for purposes of investlgat~on to ascertain compliance with local, state and Federal rules and regulations. D. In the event of CONTRACTOR's non-compliance with the non-discrimination requirements, City may cancel or terminate the PAGE 11 Contract in whole or in part, and CONTRACTOR may be barred from further contracts with CITY. X~III. PERSONNEL FOLICIES Personnel policies shall be established by CONTRACTOR and 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. XIX. 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 CONTRAC- TOR 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 position 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 his 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. XX. 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" ~ncludes: w~fe, hus- PAGE 12 band, son, daughter, mother, father, brother, sister, 1n-laws, aunt, uncle, nephew, niece, step-parent, step-child, half-brother and half-sister. XXI. POLITICAL OR BECTARI~N ACTIVITY A. None of the performance rendered hereunder shall involve, and no portlon 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 benefit in any manner any sectarian or religious facility or activity. XXII. PUBLICITY A. Where such action is appropriate, as determined by and upon written approval of CITY, CONTRACTOR shall publicize the activities conducted by CONTRACTOR under this Contract. In any news release, sign, brochure, or other advertising medium, disseminating informa- tion prepared or distributed by or for CONTRACTOR, mention shall be made of the U.S. Department of Housing and Urban Development fund- lng through the city of Denton having 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 Contract. When material not origi- nally developed is included in a report, the report shall identify the source in the body of the report or by footnote. This provi- sion 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 Development 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, correspondence PAGE 13 and related material submitted by CONTRACTOR shall become the property of CITY upon receipt. XXIII. FUNDXN~ APPlICaTIONS CONTRACTOR agrees to notify CITY each time CONTRACTOR is preparing or submitting 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, 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 applica- tions to obtain any federal or private funds under any federal or private program without the prior written consent of CITY. XXIV. CHANGEH AND ~%MENDMENTS 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 obliga- tion of CITY under this Contract. In addition, budget revisions cannot significantly change the nature, intent, or scope of the program funded under this Contract. C. CONTRACTOR will submit revised budget and program in- formation, 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 this Contract. Any such PAGE 14 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 compensation. Such changes shall be incorporated in a written amendment hereto, as provided in Subsection A of this Section. F Any alterations, deletions, or additions to the Contract Budget Detail incorporated in Exhibit B shall require the prior written 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. I. 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. XXV. ~USPEN~ION OF FUNDIN~ 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 1ts discretion, and upon ten (10) working days written notice to CONTRACTOR, withhold further payments to CONTRACTOR. Such notice may be given by mall 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 XXVI may be effectuated PAGE 15 XXVI. 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 XXV. (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' (a) is in such unsatisfactory financial condition as to endanger performance under this Contract, (b) has allocated inventory to this Contract substan- tially 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 institu- tion 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 IV, and Section XXIV (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 PAGE 16 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. 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. XXVII, 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 wlthln two (2) working days after being notlfled 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 mall. PAGE 17 XXVIII. MISCELLANEOUS A. CONTRACTOR shall not transfer, pledge or otherwise assign this Contract or any interest therein, or any claim arising there- under, to any party or parties, bank, trust company or other finan- cial 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. XXIX. INDEMNIFICATION A It ls expressly understood and agreed by both parties hereto that CITY is contracting with CONTRACTOR as an ~ndependent 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 per- formance or omission of any employee, agent or representative of CONTRACTOR. B CONTRACTOR agrees to provide the defense for, and to indem- nify 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, employees, or contractors. 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 · nstances 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 r~ghts 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 any prior agreement, assertion, statement, understand- lng or other commitment antecedent to this Contract, whether written or oral, shall have no force or effect whatsoever; nor shall any agreement, assertion, statement, understanding, or other PAGE 18 commitment occurring during the term of this Contract, or subse- quent thereto, have any legal force or effect whatsoever, unless properly executed in writing, and if appropriate, recorded as an amendment of this Contract 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 party ultimately responsible to HUD for matters of compliance, will have the flnal authority to render or to secure an interpretation F. For purposes of this Contract, all official communica- tions and notices among the part~es shall be deemed made if sent postage paid to the parties and address set for below' TO CITY: TO CONTRACTOR. Clty Manager Tom Krause, Executive Director City of Denton North Texas Community Clinics, 215 E. McKlnney St Incorporated Denton, Texas 76201 121 Plner P.O. Box 2780 Denton, Texas 76202 PAGE 19 s I~TNESS OF_~I~CH_ th~_ Agreement has been executed on thls the ~' day of , 1992. CITY OF DENTON ~-LoYD 4. HARRELL, CITY~AGER ATTEST: JENNIFER WALTERS, CITY SECRETARY APPROVED AS TO LEGAL FORM: DEBRi~ A. DRAYOVITCH, CITY ATTORNEY NORTH TEXAS COMMUNITY CLINICS, BY ~OMAS W. KRAU~E ~ EXECUTIVE DIRECTOR ATTEST: PAGE 20 EXHIBIT PRENATAL CLINIC FOR DENTON COUNTY A. Description of services to be performed- CONTRACTOR will perform services described below in conformance with the attached schedule and budget: CONTRACTOR will operate a prenatal program at the Prenatal Clinic for Denton County according to existing legal and medical regulations. CONTRACTOR w~ll provide services to patients on weekdays for a period to include, at a m~nlmum, the hours from 9:00 a.m. to noon and from 1:00 p m to 4'00 p.m. except on holidays or when patients cannot be seen due to special circumstances Services are provided by appointment only, during or after normal office hours, or in scheduled classes. The clinic will be open to patients at other times as needs dictate. Patients who require services the clinic cannot provide will be referred to other qualified medical care providers CONTRACTOR will continue to employ a second Certified Nurse Midwife (CNM) on a full time basis who will be subject to the benefits, working hours, and other rules of the Community Clinics for Denton County This employee shall provide prenatal care to patients. CONTRACTOR will maintain a waiting list for those individuals who apply for care at the clinic. As all prenatal care is provided by appointment only, the clinic will not provide "drop in service" although the specific c~rcumstances of each patient will be taken into consideration when scheduling To be eligible for care, the patient must demonstrate that she is ellglble for Medicaid, WIC, or are otherwise unable to acquire adequate prenatal care through other means. PAGE 21 EXHZBIT PRENAT~.~ CLZNZC FOR DEI~ON COUNTY BUDGET FOR COI~UNITY DEVELOPMENT BLOCK GI~T A Funding of a portion of a salary for a Certified Nurse Midwife: For the period of September 1, 1992 to August 31, 1993, the amount of $24,000 shall be used to pay a portion of the annual salary of a Certified Nurse Mldw~fe. The estlmated annual total salary of a m~dwlfe at the t~me of submission was $39,600, not ~ncludlng taxes or benefits B. The remainder of funding for this poslt~on w~ll come from existing grant funding and from program generated revenues as determined by the clinic PAGE 22