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2017-075FILE REFERENCE FORM 2017-075 X Additional File Exists Additional File Contains Records Not Public, According to the Public Records Act Other FILE(S) Date Initials Amendment to 2017-2018 ESG Service Agreement with Christian Communi Action - ori inal is attached 7/25/18 JW Amendment to 2017-2018 ESG Service Agreement with Giving Ho e, Inc. - ori inal is attached 8/10/18 JW S:legal\ourdocuments\ordinances\17\caesg.doc AN ORDINANCE OF THE CITY OF DENTON, TEXAS AUTHORIZING THE CITY MANAGER TO MAKE APPLICATION TO THE TEXAS DEPARTMENT OF HOUSING AND COMMUNTY AFFAIRS EMERGENCY SOLUTIONS G NT PROG M AND TAKE ALL OTHER ACTIONS NECES5ARY TO OBTAIN FUNDING AND IMPLEMENT THE PROGRAM; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City of Denton, Texas, is concerned with the provision of services to residents who are homeless and with providing decent housing, a suitable living environment, and assisting homeless households to achieve self sufficiency; and WHEREAS, the City of Denton, Texas, participates in the Denton County Homeless Coalition providing a cantinuum of care for homeless and potentially homeless households; and WHEREAS, the City of Denton, Texas, wishes to apply through the Emergency Solutions Grant Program, as authorized by the Stewart B. McKinney Hameless Assistance Act af 1987, Title IV, as amended (U,S. Code: 42 USC 11371 et seq.}, and as administered through the United States Department of Housing and Urban Development; and WHEREAS, the Texas Legislature has designated the Texas I7epartment of Housing and Community Affairs as the administering agency far the Emergency Salutions Grant Program pursuant to Sec. 2306.094, Texas Government Code; and WHEREAS, the City of Denton, Texas, intends to sub-contract with local social service agencies to provide services through the Emergency Solutions Grant program; and WHEREAS, the Texas Department of Hausing and Community Affairs requires the apprapriate certifications and the City Council deems it in the public interest to authorize the City Manager to execute a grant agreement; NOW, THEREFO , THE COUNCIL OF THE CITY OF DENTON HEREBY O AINS: � , - � • � �- s - . ' � ,�- � * • • . • , r• • • . �-•. I • r +' , r • , • , - .- • • ' •� • .' .•• •• . - � , -� �.- . . � * . .* . w � - �• . .�� �• . . . *, _ * _ _ _ � �i �- - - . : -' • - - � . - • � •; . . - �-� , r - ._ � ,�, , � �; . � , t _ 1• 1'' • . � �.. • . • .•• �� - . , • •• . + . .- - ._ � � � �. . r � • .- � r - �- • � ' .. • r * . � ' * •�� �: ' � '�. • � � � r� �... � �� *�. �: + '�. �+ � .• �' � � • • r� '+ � �. � � .* � - � ' '' • �, •'' SECTION 2. That the City Council af the City of Denton, Texas, authorizes the Community Development Administrator to sign and submit to the Texas Department of Housing and Community Affairs and all appropriate officials thereof, contract, amendments, change orders, together with all necessary certifications, and other documents, under the supervision of the City Manager, to handle all fiscal and administrative matters relating to the administratian of the Emergency Solutions Grant Program, if it is funded and all other matters connected therewith. SECTION 3. That the City Secretary is hereby authorized to furnish true, complete, and correct copies of this ordinance to all interested parties. SECTION 4. That this ordinance shall becorne effective immediately upon its passage and approval, � � PASSED AND APPROVED this the �� day of ___ _ ___ , 2017, ATTEST: JENNIFER WALTERS, CITY SECRETARY , � .. . � : r ,. BY: . ��,�������. ���c��� ��°'�` �.������_ __.�. ___.� .... � „ . , . �_ ...� . . . �. BY: ,,.� .,�' �,� � . �f� ��'^� ��,� ,�..�, „ ,...� ��,� �''°° __ � , � ��,. �W„k� Cd 1101.7 VV ti 1 1 Jy 1VAt1 1 Od6 Page 2 of 2 i � : � � � �� � � : � � � r . � � This Agreement is hereby entered into by and between the City of Denton, a Texas municipal corporation, acting by and through its City Manager, hereinafter referred to as 66CITYy99 and Christian Community Action, 200 South Mill Street, Lewisville, TX 75057, a Texas non-prafit corporation, hereinafter referred ta as "SUBRECIPIENT." WHEREAS, CITY has determined that the propasal for services merits assistance and can provide needed services ta citizens of CITY, and has provided funds in its budget; and WHEREAS, CITY has accepted funds from the Texas Department of Hausing and Cammunity Affairs ("TDHCA") for the purpose of paying for contractual services by specifc agencies named in the Emergency Solutians Grant application to TDHCA; and WHEREAS, CITY has adapted a budget for such funds and included therein an autharized budget for expenditure of funds; and WHEREAS, CITY has designated the Community Development Division as the division responsible for the admin- istration of this Agreement and all matters pertaining thereto; 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 canditions hereinafter described. � This Agreement shall commence on or as of November 1, 2017, and shall terminate on ���w������•�w� N�"�_t;� �_�, unless sooner terminated in accordance with Section 25 "Termination." . �� : SUBRECIPIENT hereby accepts the respansibility far the performance of all services and activities described in the Scope of Services 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 SUBRECIPIENT's exec- utive officer to be SUBRECIPIENT's representative respansible for the management of all contractual matters per- taining hereto, unless written notification to the cantrary is received from SUBRECIPIENT and approved by CITY. The CITY'�, �"�r����a����ai�'�ty �.���f�9opment �1����ini^�Ir�;r���or will be �"IVi� 5"�*� ��,��r°�;����tative re;�0��nsible rr 1!Iw�: �r�9�rtt�NrA��:r'���- tion ofthis ri�,���;�d��i:�atw B�,���li�iaries of t��c� ��ctiva4���s to be provn���;�9 la�r`a.trd�t���• must reswcle,� in the ��'1����i�aN� ��Mic'��'Tl� SUBRECIPIENT certifies that the activities carried out with these funds shall meet the requirements of the Emer- gency Solutions Grant Program ("ESG"} Award under the Department of Housing and Urban Development ("HLJD") Award of the McKinney-Venta Homeless Assistance Act in 24 CFR Part 576 and the Homeless Emergency Assis- tance and Rapid Transitian to Housing Act af 2009 ("HEARTH" Act), enacted inta law on May 20, 2009, and it will take all other actions necessary to administer a grant under the ESG rules. SUBRECIPIENT shall provide services to persons whose income is equal ta or lower than ESG 30% of the median income af the Dallas standard metropalitan statistical area. To accomplish this, the SUBRECIPIENT shall use the current applicable income limits published Page 1 of 22 by HLJD far lower income housing assistance under Section 8 of the United States Housing Act af 1937, herein attached as Exhibit C. Incame eligibility shall be determined by the sum of the gross income of all individuals residing in the household. Services must be pravided directly to ar on behalf af specific identified eligible clients. Eligibility documentation must be included in each client's file and updated as described in the ESG rules. �: � In cansideration of the services provided hy SUBRECIPIENT, CITY agrees to the following terms and conditions: A. Limit af Liability. CITY will reimburse SUBRECIPIENT far expenses incurred pursuant and in accordance with the Praject Budget attached hereta as Exhibit B and the Scape of Services herein attached as Exhibit A and incarporated herein by reference. Natwithstanding any other provisian af the Agreement, the total of all payments and other obligations made or incurred by CITY hereunder shall not exceed the sum of One Hundred Forty-Five Thousand Dallars - $145,000.00. B. Measure af Liability. In cansideration of full and satisfactory services and activities hereunder by SUBRECIPIENT and receipt of a requisition for payment with appropriate documentation af expenditures, CITY shall make payments to SUBRECIPIENT based on the Budget in Exhibit B, subject to the limitations and provi- sions set forth in this Section and Sectian 7 of this Agreement. Payments may be contingent upan certification of the SUBRECIPIENT's financial management system in accordance with the standards specified in 2 CFR Part 200, Uniform Administrative Requirements, Cast Principles, and Audit Requirements for Federal Awards. C. The parties expressly understand and agree that CITY's obligations under this Section are contingent upon the actual receipt af adequate ESG funds ta meet CITY's liabilities under this Agreement. If adequate funds are not available to make payments under this Agreement, CITY shall notify SUBRECIPIENT in writing within a rea- sonable time after such fact has been determined. CITY may, at its optian, either reduce the amount af its liability, as specified in Subsectian A of this Section or terminate the Agreement. If funds eligible for use for purposes of this Agreement are reduced, CITY shall not be liable for further payments due ta SUBRECIPIENT under this Agreement. 1. It is expressly understood that this Agreement in no way obligates the General Fund or any other monies or credits of the City af Denton. D. CITY shall nat be liable for any cost or portion thereof which: a. has been paid, reimbursed, or is subject ta payment or reimbursement, from any other source; b. was incurred prior to the beginning date ar after the ending date specified in Section 1; c. is not in strict accordance with the terms af this Agreement, including all exhibits attached hereto; d. has nat been billed ta CITY within 90 calendar days following billing to SUBRECIPIENT, or termination of the Agreement, whichever date is earlier; or e. is nat an allawable cost as defined by Sectian 10 of this Agreement or the Praject Budget. E. CITY shall nat be liable for any cost or portion thereaf which is incurred with respect to any activity of SUBRECIPIENT requiring prior written authorization from CITY, or after CITY has requested that SUBRECIPIENT furnish data cancerning such actian prior to proceeding further, unless and until CITY advises SUBRECIPIENT ta proceed. F. CITY shall not be abligated or liable under this Agreement to any party other than SUBRECIPIENT for payment of any monies or provisian of any goods or services. '.•- � In consideration of the receipt of funds from the CITY, the SUBRECIPIENT agrees to the following terms and conditions: A. One Hundred Forty-Five Thousand Dollars -$145,000.00 may be paid to SUBRECIPIENT by CITY, and the only expenditures reimbursed from these funds shall be those in accordance with the Project Budget, in E�chibit B, for those expenses listed in the Scope of Services as provided herein. SUBRECIPIENT shall not utilize these funds for any other purpose. B. It will establish, operate, and maintain an account system for this program that will allow for a tracing of funds and a review of the financial status of the program. The system will be based on generally accepted accounting principles as recognized by the American Institute of Certified Public Accountants. C. It will permit authorized officials of CTTY to review its books at any time. D. It will reduce to writing all of its rules, regulations, and policies and file a copy with CITY's Community Devel- opment Office along with any amendments, additions, or revisions whenever adopted. E. It will not enter into any contracts that would encumber CITY funds for a period that would extend beyond the term of this Agreement. P. It will promptly pay all bills when submitted unless there is a discrepancy in a bill; any errors or discrepancies in bills shall be promptly reported to CITY's Community Development Division for further direction, G. It will appoint a representative who will be available to meet with CITY officials when requested. H. It will indemnify and hold harmless CITY, its officers, and employees, from any and all claims and suits arising out of the activities of SUBRECIPIENT, its employees, and/or contractors. L It will submit to CITY copies of year-end audited financial statements. 4. COMPLIANCE WITH FEDERAL, STATE, AND LOCAL LAWS A, SUBRECIPIENT shall comply with all applicable federal laws, laws of the State of Texas, and ordinances of the City of Dentan B, SUBRECIPIENT agrees to abide by the conditions of and comply with the requirements of the Office of Man- agement, 2 CFR Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. C. SUBRECIPIENT agrees to abide by the TDHCA Contract, including, without limitation, all the laws applicable thereto, rules, regulations, and guidelines, and all the requirements of the TDHCA Contract, a true and correct copy of which is attached to this Agreement as Exhibit D and made a part of this Agreement for all purposes. D. SUBRECIPIENT shall give the CITY, H[JD, the Comptroller General of the United States, the Auditor of the State of Texas, TDHCA, and any authorized representative, access to and the right to reproduce all records be- longing to or in use by SUBRECIPIENT pertaining to this Agreement. Such access shall continue as long as SUBRECIPIENT retains the records. SUBRECIPIENT shall maintain such records in an accessible location. E. SUBRECIPIENT shall notify TDHCA and CITY immediately of any significant change affecting the SUBRECIPIENT and SUBRECIPIENT'S identity, such as ownership or control, name change, governing board membership, vendor identification number, and personnel changes affecting the contracted services, Changes must be provided in writing to TDHCA and CITY within 10 working days after the changes are effective. F. SUBRECIPIENT shall refrain from entering into any subcontract for services without prior approval in writing by CITY of the qualifications of the subcontractor to perform and meet the standards of this Agreement. All subcontracts entered into by the SUBRECIPIENT will be subject to the requirements of this Agreement. The SUBRECIPIENT agrees to be responsible to CITY for the performance of any subcontractor. Page 3 of 22 . ' '' � A. SUBRECIPIENT 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. B. The person or persons signing and executing this Agreement on behalf of SUBRECIPTENT, do hereby warrant and guarantee that he, she, or they have been fully authorized by SUBRECIPIENT to execute this Agreement on behalf of SUBRECIPIENT and to validly and legally bind SUBRECIPIENT 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 af either SUBRECIPIENT or the person signing the Agreement to enter into this Agreement. SUBRECIPIENT is liable ta CITY for any money it has received from CTTY for performance of the provisions of this Agreement if CITY has suspended or terminated this Agreement for the reasons enumerated in this Section. D. SUBRECIPIENT agrees that the funds and resources provided SUBRECIPIENT under the terms of this Agree- ment 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, SUBRECIPIENT had this Agreement not been executed. , ► . �. ; ;. � SUBRECIPIENT will provide, oversee, administer, and carry out all of the activities and services set out in the SCOPE OF SERVICES in Exhibit A, utilizing the funds described in Exhibit B, deemed by both parties to be neces- sary 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 Agreement. No modifcations or alterations may be made in the Scope of Services or Budget without the prior written approval of the CITY's Community De- velopment Administrator. 7. PAYMENTS A. Payments to SUBRECIPIENT. The CITY shall pay to SUBRECIPIENT a maximum amount of money not to exceed One Hundred Forty-Five Thousand Dollars -$145,000.00 for services rendered under this Agreement. The CITY will pay .these funds on a reimbursement basis to SUBRECIPIENT within fifteen days after CITY has received supporting documentation of eligible expenditures, contingent on receipt of funds by CITY fram TDHCA under the TDHCA Contract. Documentation of expenditures must be submitted to the Community Development Division by dates required by Community Development. SUBRECIPIENT'S failure to provide the information on a timely basis may jeopardize present or future funding. B. Funds are to be used for the sole purpose of providing the services described in the Scope of Services in Exhibit A and based on the Budget in Exhibit B. C. SUBRECIPIENT's reimbursement request for any one month period will not exceed one-sixth (1/6) of any budg- eted line items for costs as specified in Exhibit B without prior written authorization from the CITY. D. Excess Payment. SUBRECIPIENT 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 SUBRECTPIENT; 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. E. Disallowed Costs. Upon termination of this Agreement, should any expense or charge for which payment has been made be subsequently disallowed or disapproved as a result of any auditing or monitoring by CITY, HLJD, or any other Federal agency, SUBRECIPIENT will refund such amount to CITY within ten working days of a Page 4 af 22 written notice ta SUBRECIPIENT, which specifies the amaunt disallowed. Refunds af disallowed costs may nat be made from these or any funds received from or through CITY. F. Reversion of Assets. 1. SUBRECIPIENT, upan expiration af this Agreement, shall transfer to the CITY any funds on hand at the time of expiration and any accounts receivable attributable ta the use of funds. 2. The reversion of these financial assets shall be in addition to any other remedy available to CITY either at law or in equity far breach of this Agreement. G. Obligation of Funds. 1. In the event that actual expenditure rates deviate from SUBRECIPIENT's provision af a corresponding level of performance, as specified in Exhibit A, CITY hereby reserves the right to reappropriate ar recapture any such under-expended funds. 2. If CITY finds that SUBRECIPIENT is unwilling and/or unable to camply with any of the terms of this Agreement, CITY may require a refund af any and all money expended pursuant to this Agreement by SUBRECIPIENT, as well as any remaining unexpended funds which shall be refunded to CITY within ten working days of a written notice to SUBRECIPIENT to revert these financial assets. H. Contract Close Out. SUBRECIPIENT shall submit the Agreement close out package ta CTTY, together with a final expenditure report, far the time period covered by the last invoice requesting reimbursement of funds under this Agreement, within 15 warking days following the close of the Agreement periad. SUBRECIPIENT shall utilize the farm agreed upan by CITY and SUBRECIPIENT. : . : : . :1►Y Y I 5f.� SUBRECIPIENT represents and warrants that: A. All infarmation, reports, and data heretafare or hereafter requested by CITY and furnished to CITY, are complete and accurate as of the date shown on the information, data, or report, and, since that date, have not undergone any significant change without written notice to CITY. B. Any supporting fnancial statements heretofore requested by CITY and furnished to CITY, are complete, accu- rate, and fairly reflect the financial condition af SUBRECIPIENT on the date shown an said repart, and the results af the aperatian far the period covered by the report, and that since said date, there has been no material change, adverse or otherwise, in the financial condition of SUBRECIPIENT. C. No litigation or legal proceedings are presently pending or threatened against the SUBRECIPIENT. D. None of the provisions herein contravene or are in conflict with the authority under which SUBRECIPIENT is daing business or with the provisions of any existing indenture ar agreement af SUBRECIPIENT. E. SUBRECIPIENT has the power to enter into this Agreement and accept payments hereunder, and has taken all necessary action to autharize such acceptance under the terms and conditians ofthis Agreement. F, None of the assets of SUBRECTPIENT is subject to any lien ar encumbrance af any character, except for current taxes nat delinquent, except as shown in the financial statements furnished by SUBRECIPIENT to CITY. G. Each of these representations and warranties shall be cantinuing and shall be deemed to have been repeated by the submissian of each request for payment. A. During the periad of time that payment may be made hereunder and so long as any payments remain unliquidated, SUBRECIPIENT shall not, without the prior written consent of the Cammunity Development Administratar or her authorized representative: ' ;- � 1. Mortgage, pledge, or otherwise encumber or suffer to be encumbered, any af the assets of SUBRECIPIENT 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 SUBRECIPIENT 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 a substantial part of its assets. 4. Make any advance or loan to, or incur any liability for any ather firm, person, entity, or corporation as guar- antor, surety, or accommodation endorser. 5, Sell, donate, laan, or transfer any equipment or item of personal property purchased with funds paid to SUBRECIPIENT by CITY, unless CITY authorizes such transfer. B. SUBRECIPIENT agrees, upon written request by CITY, to require its employees to attend training sessions sponsored by the Community Development Division. 10. ALLOWABLE COSTS A. Costs shall be considered allowable only if incurred directly and specifically in the performance of and in com- pliance with this Agreement and in conformance with the standards and provisions of Exhibits A and B. B. Approval of SUBRECIPIENT's Budget, Exhibit B, does not constitute prior written approval, even though cer- tain 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-sixth (1 /6) of the total budget as specified in Exhibit B. 2. CITY shall not be obligated to any third parties, including any subcontractors of SUBRECIPIENT, and CITY funds shall not be used to pay for any contract service extending beyand the expiration of this Agreement. 3. Any alterations or relocation of the facilities on and in which the activities specified in Exhibit A are con- ducted. 4. Any alterations, deletions, or additions to the Project Budget Detail incorporated in Exhibit B. 5. Costs or fees for temporary employees or services. 6. Any fees or payments for consultant services. 7. Fees for attending out of town meetings, seminars, or conferences. Written requests for prior approval are SUBRECIPIENT's responsibility and shall be made within sufficient time to permit a thorough review by CITY. SUBRECIPIENT must obtain written approval by CITY prior to the com- mencement of procedures to solicit or purchase services or personal property. Any procurement or purchase which may be approved under the terms of this Agreement must be conducted in its entirety in accordance with the provi- sions ofthis Agreement. C. Expenditures will not be reimbursed to the SUBRECIPIENT for the purchase of real property or equipment. These are not allowable costs under this agreement, �..;� •, � A. For purposes of this Agreement, Program Income means earnings of SUBRBCIPIENT realized from activities resulting from this Agreement or from SUBRECIPIENT's management of funding provided or received hereun- der. Such earnings include, but are not limited to, income from interest, usage or rental or lease fees, income produced from contract-supported services of individuals or employees or from the use or sale of equipment or Page 6 of 22 facilities of SUBRECIPIENT provided as a result of this Agreement, and payments from clients or third parties for services rendered by SUBRECIPIENT under this Agreement. B. SUBRECIPIENT shall maintain records of the receipt and disposition of Program Income in the same manner as required for other cantract funds, and reported to CITY in the format prescribed by CITY. CITY and SUBRECIPIENT agree that any fees collected for services performed by SUBRECIPIENT shall be used for payment of costs associated with service provision. Revenue remaining after payment of all program expenses for service provisian shall be considered Program Income and shall be subject to all the requirements of this Agreement and the regulations found at CFR, Section 570.504. C. SUBRECIPIENT shall include this Section in its entirety in all of its subcontracts which involve other income- producing services or activities. D. It is SUBRECIPIENT's responsibility to obtain from CITY a prior determination as to whether or not income arising directly or indirectly from this Agreement, or the performance thereof, constitutes Program Income. SUBRECIPIENT 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. 12. MAINTENANCE OF RECO S A. SUBRECIPIENT 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 A and Exhibit B, attached hereto, and with any other applicable Federal and State regulations establishing standards for financial management. SUBRECIPIENT's expenditures of funds made under this Agreement will conform to (2 CFR §200) Uniform Administrative Requirements Cost Principles, and Audit Requirements for Federal Awards as they pertain to costs incurred, audits, Program Income, administration, and other activities and functions. SUBRECIPIENT'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 SUBRECIPIENT of fiscal accountability and liability under any other provision of this Agreement or any applicable law. SUBRECIPIBNT shall include the substance of this provision in all subcontracts. B. SUBRECIPIENT agrees to retain all boaks, records, documents, reports, and written accounting procedures per- taining 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 SUBRECIPIENT of responsibility for retaining accurate and current records which clearly reflect the level and benefit af services provided under this Agreement. D. At any reasonable time and as often as CITY may deem necessary, the SUBRECIPIENT shall make available to CITY, HiJD, 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 of employment, and all other data requested by said representatives. 13. REPORTS AND INFORMATION At such times and in such form as CITY may require, SUBRECIPIENT shall furnish such statements, records, data, and information as CITY may request and deem pertinent to matters covered by this Agreement. SUBRECIPIENT shall submit benefciary and financial reports to CITY no less than once every three months. The beneficiary report shall detail client information, including race, ethnicity, income, female head of household, and other statistics re- quired by CITY. The financial report shall include information and data relative to all programmatic and financial reporting as of the beginning date specified in Section 1 of this Agreement. Unless the CITY has granted a written Page 7 of 22 exemption, SUBRECIPIENT shall submit an audit conducted by independent examiners in accordance with Gener- ally Accepted Accounting Principles. If the SUBRECIPIENT expends more than $750,000 in federal funding, the audit must be conducted in accordance with OMB 2 CFR Part 200, as applicable within thirty days after receipt of such audit. SUBRECIPIENT agrees to participate in a monitoring and evaluation system whereby the services can be continu- ously monitored. CITY shall perform monitoring of the SUBRECIPIENT's performances under this Agreement. A. SUBRECIPIENT agrees that CITY may carry out monitoring and evaluation activities to ensure adherence by SUBRECIPIENT to the Scope of Services, Program Goals, and Objectives, in Exhibit A, as well as other provi- sions of this Agreement. B. SUBRECIPIENT agrees to cooperate fully with CITY and provide data determined by CITY to be necessary for CITY to effectively fulf�ll its monitoring and evaluation responsibilities. C. SUBRECIPIENT 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. D. SUBRECIPIENT agrees to make available its financial records for review by CITY at CITY's discretion, In addition, SUBRECIPTENT agrees to provide CITY the following data and reports, or copies thereof: 1. All external or internal evaluation reports; and 2. Performance/beneficiary reports to be submitted in the schedule published by the CITY's Community De- velopment Division. Reports shall include such information as requested by the CITY's Community Devel- opment Division including but not limited to: number of persons or households assisted, race, gender, disa- bility status, and household income. Bene�ciary reports shall be due to CITY within 15 working days after the completion of required reporting period. SUBRECIPIENT agrees to submit financial statements no less than once every three months. Each statement shall include current and year to date period accounting of all revenues, expenditures, outstanding obligations, and beginning and ending balances. Financial reports shall be due to CITY within 15 working days after the completion of required reporting period; and 3. An explanation of any major changes in program services. E. To comply with this section, SUBRECIPIENT agrees to maintain records that will provide accurate, current, separate, and complete disclosure of the status of funds received and the services performed under this Agree- ment. SUBRECIPIENT's record system shall contain sufficient documentation to provide in detail full support and justification for each expenditure. SUBRECIPIENT agrees to retain all books, records, documents, reports, and written accounting procedures pertaining to the services provided and expenditure of funds under this Agree- ment for the period of time and under the conditions specified by the CITY. Nothing in the above subsections shall be construed to relieve SUBRECIPIENT of responsibility for retaining accurate and current records, which clearly reflect the level and benefit of services, provided under this Agreement. F. After each official monitoring on-site visit, CITY shall provide SUBRECIPIENT with a written report of moni- toring findings, documenting findings, and concerns that will require a written response to the CITY. An ac- ceptable response must be received by the CITY within 60 days from the SUBRECIPIENT's receipt of the mon- itoring report or audit review letter. Future contract payments can be withheld for the SUBRECIPIENT's failure to submit a response within 60 days. G. SUBRECIPIENT shall submit copies of any fiscal, management, or audit reports by any of the SUBRECIPIENT's funding or regulatory bodies to CITY within ten working days of receipt by the SUBRECIPIENT. Page 8 of 22 During the term of this Agreement, SUBRECIPIENT 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. SUBRECIPIENT understands and agrees that CITY representatives shall be afforded access to all of the Board of Directors' meetings. Minutes of all meetings of SUBRECIPIENT's governing bady shall be available to CITY within ten days after Board approval. 16. INSURANCE A. SUBRECIPIENT 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 C. � these activities, shall be covered by premise liability insurance, commonly referred to as "Owner/Tenant" cover- age, with CITY named as an additional insured. Upon request of SUBRECIPIENT, CITY may, at its sole discre- tion, approve alternate insurance coverage arrangements. SUBRECIPIENT will comply with applicable workers' compensation statues and will obtain employers' liability coverage where available and other appropriate liability coverage for program participants, if applicable. SUBRECIPIENT will maintain adequate and continuous liability insurance on all vehicles owned, leased, or operated by SUBRECIPIENT. All employees of SUBRECIPIENT who are required to drive a vehicle in the normal scope and course oftheir 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 SUBRECIPIENT'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 SUBRECIPIENT. F. The policy or policies of insurance shall contain a clause which requires that CTTY and SUBRECIPIENT be notified in writing of any cancellation or change in the policy at least 30 days prior to such change or cancellation. 17. CIVIL RIGHTS / EQUAL OPPORTUNITY A. SUBRECIPIENT shall comply with all applicable equal employment opportunity and affirmative action laws or regulations. The SUBRECIPTENT shall not discriminate against any employee or applicant for employment because of race, color, creed, religion, national origin, gender, age, or disability. The SUBRECIPIENT will take affirmative action to insure that all employment practices are free from such discrimination. Such employment practices include but are not limited to the following: hiring, upgrading, demotion, transfer, recruitment or re- cruitment advertising, layoff, terminatian, rates of pay or other forms of compensation, and selection for training, including apprenticeship. B. SUBRECIPIENT shall comply with all applicable equal employment opportunity and affirmative action laws or regulations. The SUBRECIPIENT agrees to comply with Title VI of the Civil Rights Act of 1964 as amended, Title VIII of the Civil Rights Act of 1968 as amended, Section 104(b) and Section 109 of Title 1 of the Housing and Community Development Act of 1974 as amended, Section 504 of the Rehabilitation Act of 1973, the Amer- icans with Disabilities Act of 1990, the Age Discrimination Act of 1975, Executive Order 11063 and Executive Order 11246 as amended by Executive Orders 11375 and 12086. C. SUBRECIPIENT 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 9 of 22 D. In the event of SUBRECIPIENT's non-compliance with the non-discrimination requirements, CITY may cancel or terminate the Agreement in whole or in part, and SUBRECIPIENT may be barred from further contracts with CITY. 18. PERSONNEL POLICIES Personnel policies shall be established by SUBRECIPIENT and shall be available for examination. Such personnel palicies shall: A. Be no more liberal than CITY's personnel policies, procedures, and practices, including policies with respect to employment, salaty and wage rates, working hours and halidays, fringe benefits, vacation and sick leave privi- leges, and travel; and B. Be in writing and shall be approved by the governing body of SUBRECIPIENT and by CITY. � � � ► , � ►f1�1�7x.yIY A. SUBRECIPIENT 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 per- formed under this Agreement. SUBRECIPIENT further covenants that in the performance of this Agreement, no person having such interest shall be employed or appointed as a member of its governing body. B. SUBRECIPIENT further covenants that no member of its governing body or its staff, subcontractors, or employ- ees shall possess any interest in or use his/her position for a purpose that is or gives the appearance of being motivated by desire for private gain for himself/herself, or others, particularly those with which he/she has family, business, or other ties. C. Na 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 corpo- ration, partnership, or association in which he or she has a direct or indirect interest. I ► ' ! I7�11 i.� I'I SUBRECIPIENT 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 SUBRECIPIENT, or is a member of SUBRECIPIENT's governing board. The term "member of immediate family" includes: wife, husband, son, daughter, mother, father, brother, sister, in-laws, aunt, uncle, nephew, niece, stepparent, stepchild, half-brother, and half-sister. A. Neither the funds advanced pursuant to this Agreement nor any personnel which may be employed by the SUBRECIPIENT with funds advanced pursuant to this Agreement shall be in any way or to any extent engaged in any conduct or political activity in contravention of Chapter 15 of Title 5 of the United States Code. B. The SUBRECIPIENT is prohibited from using funds provided herein or personnel employed in the administra- tion of the program for: political activities, sectarian or religious activities, lobbying, political patronage, or nep- otism activities. C. The SUBRECIPIENT agrees that none of the funds or services provided directly or indirectly under this Agree- ment shall be used for any partisan political activity or to further the election or defeat of any candidate for public offce, or for publicity, lobbying, and/or propaganda purposes designed to support or defeat pending legislation. Employees of the SUBRECIPIENT connected with any activity that is funded in whole or in part by funds pro- vided to SUBRECIPIENT under this Agreement may not under the term of this Agreement: 1. Use their official position or influence to affect the outcome of an election or nomination; Page 10 of 22 2. Solicit contributions for political purposes; or 3. Take an active part in political management or in political campaigns. f►�►# �il: 11 [�1 Y 11•1 A. Where such action is appropriate, SUBRECIPIENT shall publicize the activities conducted by SUBRECIPIENT under this Agreement. Tn any news release, sign, brochure, or other advertising medium, disseminating information prepared or distributed by or for SUBRECIPIENT, the advertising medium shall state that the TDHCA and H[JD's ESG 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 material 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. C. 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 Emergency Solutions Grant, with funding received fr�om the United States Department of Housing and Urban Development through the Texas Departrrrent of Housing and Comrrzunity Affairs. D. All reports, documents, studies, charts, schedules, or other appended documentation to any proposal, content of basic proposal, or contracts and any respanses, inquiries, correspondence, and related material submitted by SUBRECIPIENT shall become the property of CITY upon receipt. ► 1 1 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. SUBRECIPIENT may not make transfers between or among approved line items within budget categories set forth in Exhibit B without prior written approval of CITY. SUBRECIPIENT shall request, in writing, the budget revision in a form prescribed by CITY, and such request for revision shall not increase the total monetary obli- gation of CITY under this Agreement. In addition, budget revisions cannot significantly change the nature, intent, or scope of the program funded under this Agreement. C, SUBRECIPIENT will submit revised budget and program information, whenever the level of funding for SUBRECIPIENT 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 Agreement. Any such modifcations are to be automatically incorporated into this Agreement without written amendment hereto, and shall become a part of the Agreement on the effective date speciiied by the law or regulation. E. CITY may, from time to time during the term of the Agreement, request changes to the Agreement, which may include an increase or decrease in the amount of SUBRECIPIENT's campensation. Such changes shall be incor- porated in a written amendment hereto, as provided in Subsection A of this Section. F. Any alterations, deletions, or additions to the Agreement Budget Detail incorporated in E�ibit B shall require the prior written approval of CITY. G. SUBRECIPIENT 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. SUBRECIPIENT shall notify CITY of any changes in personnel or governing board composition. Page 11 of 22 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. Upon determination by CITY of SUBRECIPIENT's failure to timely and properly perfarm each of the requirements, time conditions, and duties provided herein, CITY, without limiting any rights it may otherwise have, may, at its discretion, and upon ten working days written notice to SUBRECIPIENT, withhold further payments to SUBRECIPIENT. Such notice may be given by mail to the Executive Officer and the Board of Directors of SUBRECIPIENT. 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 30 calendar days. At the end of the suspension period, if CITY determines the default or deficiency has been satisfied, SUBRECIPIENT may be restored to full compliance status and paid all eligible funds withheld or impounded during the suspension period. If however, CITY determines that SUBRECIPIENT has not come into compliance, the provisians of Section 25 may be effectuated. 25. TERMINATION A. CITY may terminate this Agreement for cause under any of the following reasons or for other reasons not spe- cifically enumerated in this paragraph: 1. SUBRECIPIENT's failure to attain compliance during any prescribed period of suspension as provided in Section 24. 2. SUBRECIPIENT's failure to materially comply with any of the terms of this Agreement. 3. SUBRECIPIENT's violation of covenants, agreements, or guarantees of this Agreement. 4. Termination or reduction of funding by the CITY or HUD. 5. Finding by CITY that the SUBRECIPTENT: a. is in such unsatisfactory financial condition as to endanger performance under this Agreement; b. has allocated inventory to this Agreement substantially exceeding reasonable requirements; or c. is delinquent in payment of taxes or of costs of performance af this Agreement in the ordinary course of business. Appointment of a trustee, receiver, or liquidator for all or substantial part of SUBRECIPIENT's property, or institution of bankruptcy, reorganization, rearrangement of, or liquidation proceedings by or against SUBRECIPIENT. 7. SUBRECIPIENT's inability to conform to changes required by Federal, State, and local laws or regulations as provided in Section 4 and Section 2 of this Agreement. 8. The commission of an act of bankruptcy. 9. SUBRECIPIENT's violation of any law or regulation to which SUBRECIPIENT is bound or shall be bound under the terms of the Agreement. B. CITY shall promptly notify SUBRECIPIENT in writing of the decision to terminate and the effective date of termination. Simultaneous notice of pending termination may be made to other funding source specified in Ex- hibit B. C. CITY may terminate this Agreement far convenience at any time. If CITY terminates this Agreement for con- venience, SUBRECIPIENT 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 SUBRECIPIENT cov- ered by the Agreement, less payments previously made. Page 12 of 22 D. SUBRECIPIENT may terminate this Agreement in whole or in part by written notice to CITY if a termination of outside funding occurs upon which SUBRECIPIENT depends for performance hereunder. SUBRECIPIENT 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 SUBRECIPIENT and the funding source in question. SUBRECIPIENT may terminate this Agreement upon the dissolution of SUBRECIPIENT's organization not occasioned by a breach of this Agreement. E. Upon receipt of notice to terminate, SUBRECIPIENT shall cancel, withdraw, or otherwise terminate any out- standing orders or subcontracts, which relate to the performance of this Agreement. CITY shall not be liable to SUBRECIPIENT or SUBRECIPIENT'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. F. Notwithstanding any exercise by CITY of its right of suspension or termination, SUBRECIPIENT shall not be relieved of liability to CITY for damages sustained by CITY by virtue of any breach of the Agreement by SUBRECIPIENT, and CITY may withhold any reimbursement to SUBRECIPIENT until such time as the exact amount of damages due to CITY from SUBRECIPTENT is agreed upon or otherwise determined. 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 SUBRECIPIENT, SUBRECIPIENT shall give written notice thereof to CITY within two working days after being notified of such claim, demand, suit, or other action. Such notice shall state the date and hour of notification of any such claim, demand, suit, or other action; the names and addresses of the person(s), firm, corpo- ration, or other entity making such claim, or that instituted or threatened to institute any type of action or proceeding; the basis of such claim, action, or proceeding; and the name of any person(s) against whom such claim is being made or threatened. Such written notice shall be delivered either personally or by mail. A. It is expressly understood and agreed by both parties hereto that CITY is contracting with SUBRECIPIENT as an independent contractor and that as such, SUBRECIPIENT shall save and hold CITY, its officers, agents, and employees harmless from all liability of any nature or kind, including costs and expenses for, or on account of, any claims, audit exceptions, demands, suits, or damages of any character whatsoever resulting in whole or in part from the performance or omission of any employee, agent, or representative of SUBRECIPIENT. B. SUBRECIPIENT agrees to provide the defense for, and to indemnify and hold harmless CITY, its agents, em- ployees, or contractors from any and all claims, suits, causes of action, demands, damages, losses, attorney fees, expenses, and liability arising out af the use of these contracted funds and program administration and imple- mentation except to the extent caused by the willful act or omission of CITY, its agents, employees, or contrac- tors. : � ' # A. As stated in 24 CFR Part 5.109, no organization will be prohibited from participating in activities supported by CITY funding including programs that make funds available through contracts, grants, or cooperative agree- ments, SUBRECIPIENT is prohibited from discriminating against beneficiaries in providing services or carrying out activities with such assistance based on religion, a religious belief, a refusal to hold a religious belief, or a refusal to attend or participate in a religious practice, while also noting that organizations that participate in programs only funded by indirect CITY or Federal financial assistance need not modify their program or activities to accommodate beneficiaries who choose to expend the indirect aid an those SUBRECIPIBNTS' programs. P . • - • �►�►� B. Faith based organizations that carry out programs or activities with direct Federal financial assistance are required to provide written notice of certain protections to beneficiaries and prospective beneficiaries. Specifically, such organizations are required to give notice to beneficiaries that: 1. The organization may not discriminate against a beneficiary or prospective beneficiary based on religion, a religious belief, a refusal to hold a religious belief, or a refusal to attend or participate in a religious practice; 2. The organization may not require a beneficiary to attend or participate in any explicitly religious activities that are offered by the organization, and any participation by the beneficiary in such activities must be purely voluntary; 3. The organization must separate, in time or location, any privately funded explicitly religious activities from activities supported by direct Federal financial assistance; 4. If a beneficiary objects to the religious character of the organization, the organization must undertake rea- sonable efforts to identify and refer the benefciaty to an alternative provider to which the beneficiary has no such objection; and 5. A beneficiary or prospective beneficiary may report an organization's violation of these protections, including any denials of services or benefits by an organization, by contacting or filing a written complaint to HCJD or the intermediary administering the program, if applicable. C. Faith-based organizations must provide this notice to prospective beneficiaries prior to enrollment. In the event of an emergency or exigent circumstances that make it impracticable to provide the written notice in advance, prospective beneficiaries may receive the notice at the earliest available opportunity. Current beneficiaries must receive the notice at the earliest available opportunity. D. Faith-based organizations that carty out a program or activity with direct Federal fnancial assistance from HUD are to promptly undertake reasonable efforts to identify an alternative provider if a beneficiary or praspective beneficiary objects to the religious character of the organization, and to refer the beneficiary or prospective ben- eficiary to an alternative provider to which the beneficiary or prospective beneficiary has no such objection. A. SUBRECIPIENT shall not transfer, pledge, or otherwise assign this Agreement or any interest therein, or any claim arising thereunder, to any party or parties, bank, trust company, or other financial institution without the prior written approval of CITY. B. If any provision of this Agreement 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. 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, and related material submitted by SUBRECIPIENT shall become the property of CITY upon receipt. D. Debarment: SUBRECIPIENT certifies that it is not listed on the System for Award Management (SAM), which list the debarred, suspended, or otherwise excluded from or ineligible for participation in federal assistance pro- grams under Executive Order 12549 and 24 CFR Part 24. E. In no event shall any payment to SUBRECIPIENT hereunder, or any other act or failure of CITY ta 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 SUBRECIPIENT, Neither shall such payment, act, or omission in any manner impair or prejudice any right, power, privilege, or remedy available to CITY to enforce its rights hereunder, which rights, powers, privileges, or remedies are always specifically preserved. No representative or agent of CITY may waive the effect of this provision, Page 14 of 22 F. This Agreement, together with referenced exhibits and attachments, constitutes the entire agreement between the parties hereto, and any prior agreement, assertion, statement, understanding, or other commitment antecedent to this Agreement, whether written or oral, shall have no force or effect whatsoever; nor shall an agreement, asser- tion, statement, understanding, or other commitment occurring during the term of this Agreement, or subsequent thereto, have any legal force or effect whatsoever, unless properly executed in writing, and if appropriate, rec- orded as an amendment of this Agreement. G. In the event any disagreement or dispute should arise between the parties hereto pertaining 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 U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT (HUD) for matters of compliance, will have the final authority to render or to secure an interpretation. H. If SUBRECIPIENT provides services to the homeless, it is required to report homeless data to the Homeless Management Information System (HMIS). I. For purposes of this Agreement, all official communications and notices among the parties shall be deemed made if sent postage paid to the parties and address set forth below: TO CITY: City Manager City of Denton 215 E. McKinney Denton, Texas 76201 w/ a copy to: Trey Lansford, Deputy City Attorney 215 E. McKinney Denton, TX 76201 TO SUBRECIPIENT: Christian Community Action Attn: Executive Director/CEO/Commander 200 South Mill Street Lewisville, TX 75057 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 jurisdiction sitting in Denton County, Texas. I� �u%"1 1"�!'� �� �:�1 "�v'l ��� � I UN����� ��ag �o�� �la 1����°�I.��^ ���"d�� NI���� �,i�er�iva�°c�� ��M�t1 �������' iirb��� lN�i� .��;������rt�.r�i ����u� �����d� �:��;"_� �������i t��a ����a�� flr��� ��.�� ���t�r ��a� . � �m� ����. _ �.�.�.z ���1 d �, CITY OF DENTON: � � � BY: °°� � ��d`�,,��,.���. �, ....���° '�� - TODD Illl����i�"i�f, ...WW.........nn,..... � CITY MANAGER Christian Com������i��yr Action: /' %r � W��� � BY� ' � ���"� .::��,���� . �� � ,����.� t� ���.� .�" �� . ��, � � . ..__ TITLE � - ` ���� �' � � � �v �....... � �_ _�� _ ,�m.. - .... ___ Page 15 of 22 ATTEST: �� �� BY: �`` ��w�u w�tl�� �� �� � �� �� � � r����wa�. �� r���r �� �'b `� ;�d;� dl [.:;'1T�E�.�' AF�ROVED .��"� TO LEGAL 1� �� l�� :� ��� � ���� � �, � � BY .._. �,„.. ..,.�.�"� � ....�.�.:: � � ��....... �...�....... � ,� �� � }�I LEAL, CITY ATTORNEY �� ��. SECRETARY Page 16 of 22 . !' - . • • - r . ,. • � . � •r. _ . ,- � • - _ . � •�, �' + ��-�� • ► � �'� �w . � '�� - �-� .��� - .;� . _;r• '� .��• � ����. ♦ .� � - - . �. .:w� , . ._� • • - r' • : . � r �.�- . . . . �. . .� �� � -,w . � • • � • . , �- - . -� w _ �. � � ��#� �� � � ��#i �'�' ' •� �' . ��; ' ♦ � � . � _� � �. �� • ' ' . �. � � ' �; � � ... 1 � ' ...: . ♦�.... � ... #�'. � ... � �� � � ; s � • �. � * #��� � . �:���* � � "� � � . . � 1 .'. � G w :... 1' � ...... *'.�.. .��. • �., . . � • :,.�. i � . � �...� •f • -....�w . ��.l� � #........ ' ....� � : � .. . �*..... � � .. . + �. : . � . .. .:. � ' �. �.; • � � '. �. w - � ..... • .. � � ./ • � .... . �. �. . .. # .... � � � �. '�. * e' i 1 ... a. . " '..:....� • �., ,..� � ::..•�' �.�,� ��,.. a . .....'. � •.'.. ! l, � .�� ....� i � � . � f . � ' # . ' . w � ! � f i * ' � . - . � ' 1 � ' ' I • # � I ► � 1�� .� �. ,.�'',, • �' ' -' ' �� � ' � •� .�� # ����1 ' # �r _ � �'. ��. . . �. . ! ' ! # .. . � . . - ; � � # � . . . /' 1 .!•, �1 . # . # � ' + • � � f � • �i• ���.� �... ��.il " # �. ..�. . ..� ��-�� � `��..�� ''�� �'..#���. � �' '� � 'A � ... � #�# ' # �.�" � '� � ����.�# �'.'. ' �, ' �.' # ' "..�� #. _ . �. �.... �' �� ' � ��.. �. � ��. • . � ' _ w _... ....... _ � ... .. .. � .. � ��•.". . #:.... ; � �," ��l� �',�•�.��.. Emergency Shelters as defined in 24 C.F.R. § 576.102 The purpose of ESG emergency shelters is to provide essential services ta sheltered homeless persons. Essential services can address the immediate needs of homeless persons living on the street, in emergency shelter or in transi- tional housing, and can help enable homeless persons become more independent. • Case Management • Child Care • Education Services • Employment Assistance and Job Training • Outpatient Health Services • Legal Services • Life Skills Training • Mental Health Services • Substance Abuse Treatment Services � Transportation � Services for Special Populations • Shelter o eless Prevention as def�ned in 24 C.F.R. § 576.103 The purpose of ESG Homeless Prevention Component is to prevent a household from being evicted and becom- ing homeless. Agencies must assess and document that the househald would become homeless (per the definition above} but for the ESG assistance. In other words, a hausehold would require emergency shelter or would other- wise become literally homeless in the absence of ESG assistance. # . _ . . - - • . , - �' • • �-�' , � w. . - � � -'� , � . � .� . • , - � - - � �� - -� � , �� 1� -� • . ���� � . w . . � , . . - ���- � - - . ��� ! •� . � ��� . . . w.'�w� . w�� r • -���� - -:'.� ��-w w. � t ��� • Financial Assistance • Services �I������N�� ���rc�,li �; �'I��r�s�����w�t Housin� Stability Case Mana�ement Mediation � � C ��,�.I �a��-vic.�5;, � ���.;�Cr� ���,����i�• , • Shart- and Medium-Term Tenant Based Rental Assistance may be provided with up to 25 manths of rental assistance during any 3-year period ' . � � ' • � � , r- -w • � , � �•; -r �• -�� '.�w'- '• •; • r• � • ' •' � w , • . . , - . • �, - • -. • . . � , • • - . � . �• � ' • �- � . * • �' . - - . �; �. • + ',� � .. � . . . . �- � � w.-� . • w� . . � � . � .' • . r .� , • - -� �-� ���- - � , . 1��� . • . ���� -.�� - - ��.' , , � -� _ - . �.� 1• , .� . . . �, r . � � • -r - - .� .* �. * � ,+�, • Financial Assistance • Services �ic�ru��i�r�, �a;���c��_*� a'Ia��c������rC; I ������r�r�, `�m�1��u1r1� C �M�a� ������a�?�r�r�,r�l: Mediation I +�,���,1 ��r�;i�a�;M {"����i1 ������rir� • Short- and Medium-Term Tenant Based Rental Assistance may be provided with up to 25 manths of rental assistance during any 3-year period � � � �- -� ' , r I w ��� • •�� ���- •�� . � w� � _, . - •� � �. . ,�.� . . �. �� w� .��. -� .� � t. , . � '' - w . .� . � • � -w � � . r., • • ,� �' . rt. w • �. �. � ' �. . • . � , r -�• * • -.w . �. �, • - _ , . - - • .�• . � . �' t• � . �I � . . . - � •. . � *- • Contributing Data to the HMIS or comparable database , '.�- .; � � Y�,.., 1 .; � � ' - 1 ` � . � v :..: 1 � i:� � ' .... _ . . � . ' ! '.. . �:� i � � ... " �, � . 1 • '. 1 . '� � +�� � � '� # ' ' � ' �:, '�.. �. � . + . ,!' ' � •��:.. General Management o Salaries o mml i��v�l _�."�ro�«��._[c>� �'1_c�a_�Lt�7�•���� o Administrative Services o � t���, c�9;�<�c�e��»..��dro�1 �;�.�r�,�caw �crN ,A�c�rr�nd�a�l��;����ea�� Training (HUD Sponsored ONLY} - � •� . • . -� . 11 � __ . . � . � +� , r � •�- . • . - • �, . �. • 1) 1) � . � . 1 � � ' - � • . � - - . - , � • � -� �� �� - - . •� �� • •� . - � - , l - r . ��� - t : �� � + . �� • � � � � ; . . � . . . . � � .. , �- • . • . � � � '• -. . . . � _+ � � . •-. , -�• • �- . �. -� . .� - r'- - .� r' � � :' ' -- , � . �- � .. . , w • i' - -�• + r-.� . — ___ _ ---- -- TOTAL BUDGET $ l�d��{}�N(� 9��� ��������� I� I� lC� c, :I�1� C� I� D[ �N:�I Y'�[l7�7:�'i D1`#�►(.'� �F.`1 Street�0utreach --------- --------- ..... ......... .... . .$..... ....... . _0 -� ,....�m...._.........___......_,......__. �,.....__—. _. _ Emergency Shelter $ 0 ESSENTIAL SERVICES SHELTER OPE TIONS ---- �........ � .. .............. _......__ ... ................................................................ . ........... o elessness Prevention $ 129,459.00 HOUSING RELOCATION & STABILIZATION FINANCIAL ASSISTANCE HOUSING RELOCATIdN & STABILIZATION SERVICES TENANT BASED RENTAL ASSISTANCE ..�WRa��.�dn..Re-Housin° ................�...........�...............................................................r...W�W�W�W�W�W�W�W�W�....__.........�_.,..,..,..,�..,..,����������..,....e�................_.......... p, g -----$ ----- 5,391.00 HOUSING RELOCATION & STABILIZATION FINANCIAL ASSISTANCE HOUSING RELOCATION & STABILIZATION SERVICES TENANT BASED RENTAL ASSISTANCE --- -- --------- -------- ------ _ Homeless Mana�ement Information S.ystem (HMIS} $ 5,800.00 .r.._.._...__ .�__—.__— ______ __. ... �. __ ... ....... ...................................rc. _.m �..... ........ Administrative Casts $ 4,350.00 .,.- r � �►.y� '. Texas Department of Housing and Community Affairs Contract with the City of Denton Page 21 of 22 � �� .. � � .. � � � :. � '... !. � ..� � � � ! :� � �� � '.; � .... �; 1 ... � :� � � � '� '�, This Agreement is hereby entered into by and between the City af Denton, a Texas municipal carporatian, acting by and through its City Manager, hereinafter referred to as 66CITY," and Denton County Friends of the Family P. O. Bax 640, Denton, TX76202, a Texas nan-profit corporatian, hereinafter referred to as "SUBRECIPIENT." WHEREAS, CITY has determined that the proposal for services merits assistance and can pravide needed services to citizens af CITY, and has pravided funds in its budget; and WHEREAS, CITY has accepted funds fram the Texas Department of Housing and Community Affairs ("TDHCA99� for the purpose of paying far contractual services by specific agencies named in the Emergency Solutions Grant applicatian ta TDHCA; and WHEREAS, CITY has adopted a budget for such funds and included therein an authorized budget for expenditure af funds; and WHEREAS, CITY has designated the Community Development Divisian as the division responsible far the admin- istratian of this Agreement and all matters pertaining thereto; NOW, THEREFORE, the parties hereta agree, and by the execution hereaf are bound ta the mutual obligations and to the perfarmance and accomplishment of the canditions hereinafter described. � This Agreement shall commence on or as of Nov,ember._1, 2017, and shall terminate on �,D�;���t�ra��°.,,� V,� ���eP��, unless saoner terminated in accordance with Section 25 "Termination." . �� : SUBRECIPIENT hereby accepts the responsibility for the performance af all services and activities described in the Scope af Services 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 wi11 cansider SUBRECIPIENT's exec- utive officer to be SUBRECIPIENT's representative respansible for the management of all contractual matters per- taining hereto, unless written natification to the contrary is received from SUBRECIPIENT and appraved by CITY. The CITY's Community Development Administrator will be CITY's representative responsible far the administra- tian of this Agreement. Beneficiaries of the activities to be pro•:�ided hereunder must reside in the City af Denton and SUBRECIPIENT certifies that the activities carried out with these funds shall meet the Emergency Salutians Grant Pragram (66ESG"} Award under the Department af Housing and Urban Development (66HUD") Award af the McKin- ney-Vento Homeless Assistance Act in 24 CFR Part 576 and the Homeless Emergency Assistance and Rapid Tran- sition to Hausing Act of 2009 ("HEARTH" Act), enacted into law an May 20, 2009, and take all other actians neo- essary ta administer a grant under the ESG Rule. SUBRECIPIENT shall provide services to persons whase incame is equal to ar lawer than ESG's 30% af the median incame of the Dallas standard metropolitan statistical area. To accomplish this, the SUBRECIPTENT shall use the current applicable income limits published by HUD for lawer Page 1 af 22 income hausing assistance under Section 8 af the United States Housing Act of 1937, herein attached as Exhibit C. Income eligibility shall be determined by the sum af the gross income of all individuals residing in the household. Services must be provided directly ta or an behalf of specific identified eligible clients. Eligibility dacumentation must be included in each client's file and updated as described in the ESG rules, #: � In consideratian of the services provided by SUBRECIPIENT, CITY agrees to the following terms and conditions: A. Limit of Liability. CITY will reimburse SUBRECIPIENT for expenses incurred pursuant and in accordance with the Project Budget attached hereto as E�ibit B and the Scope of Services herein attached as Exhibit A and incorparated herein by reference. Notwithstanding any other provision of the Agreement, the total of all payments and other obligatians made ar incurred by CITY hereunder shall not exceed the sum of One Hundred Forty-Seven Thausand Dollars-$147,000.00. B. Measure of Liability. In cansideratian af full and satisfactory services and activities hereunder by SUBRECIPIENT and receipt of a requisition for payment with apprapriate documentation af expenditures, CITY shall make payments ta SUBRECIPTENT based an the Budget in Exhibit B, subject ta the limitations and provi- sions set forth in this Sectian and Section 7 of this Agreement. Payments may be contingent upon certificatian of the SUBRECIPIENT's financial management system in accordance with the standards specified in 2 CFR Part 200, Unifarm Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. C. The parties expressly understand and agree that CITY's obligations under this Section are contingent upon the actual receipt of adequate ESG funds to meet CITY's liabilities under this Agreement. If adequate funds are not available to make payments under this Agreement, CITY shall notify SUBRECIPIENT in writing within a rea- sonable time after such fact has been determined. CITY may, at its option, either reduce the amount af its liability, as specified in Subsection A af this Section ar terminate the Agreement. If funds eligible for use for purposes of this Agreement are reduced, CITY shall not be liable for further payments due to SUBRECIPIENT under this Agreement, 1. It is expressly understood that this Agreement in no way obligates the General Fund or any ather monies or credits of the City of Denton. D. CITY shall nat 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 ta the beginning date, ar after the ending date specified in Section 1; c. is not in strict accordance with the terrns of this Agreement, including all exhibits attached hereto; d. has nat been billed to CITY within 90 calendar days following billing ta SUBRECIPIENT, or terminatian af the Agreement, whichever date is earlier; or e. is nat an allowable cost as defined by Section 10 of this Agreement ar the Project Budget. E. CITY shall not be liable for any cost ar portion thereof which is incurred with respect ta any activity of SUBRECIPIENT requiring prior written authorizatian from CITY, or after CITY has requested that SUBRECIPIENT furnish data concerning such action priar to proceeding further, unless and until CITY advises SUBRECIPIENT to proceed. F. CITY shall nat be obligated ar liable under this Agreement to any party other than SUBRECIPIENT for payment of any monies or provision af any goods or services. ',�- ' • ►�7► �� In consideration of the receipt of funds from the CITY, the SUBRECIPIENT agrees to the following terms and conditions: A. One Hundred Forty-Seven Thousand Dollars- $147,000.00 may be paid to SUBRECIPIENT by CITY, and the only expenditures reimbursed from these funds shall be those in accordance with the Project Budget, in Exhibit B, for those expenses listed in the Scope of Services as provided herein. SUBRECIPIENT shall not utilize these funds for any other purpose. B. It will establish, operate, and maintain an account system for this program that will allow for a tracing of funds and a review of the financial status of the program. The system will be based on generally accepted accounting principles as recognized by the American Institute of Certified Public Accountants. C. It will permit authorized officials of CITY to review its books at any time. D. It will reduce ta writing all of its rules, regulations, and policies and file a copy with CITY's Community Devel- opment Office along with any amendments, additions, or revisions whenever adopted. E. It will not enter into any contracts that would encumber CITY funds for a period that would extend beyond the term of this Agreement. F. It will promptly pay all bills when submitted unless there is a discrepancy in a bill; any errors or discrepancies in bills shall be promptly reported to CITY's Community Development Division for further direction. G. It will appoint a representative who will be available to meet with CITY officials when requested. H. It will indemnify and hold harmless CITY, its off�cers, and employees, from any and all claims and suits arising out of the activities of SUBRECIPIENT, its employees, and/or contractors. I. It will submit to CITY copies of year-end audited financial statements. 4. COMPLIANCE WITH FEDERAL, STATE, AND LOCAL LAWS A. SUBRECIPIENT shall comply with all applicable federal laws, laws of the State of Texas, and ordinances of the City of Denton. B. SUBRECIPIENT agrees to abide by the conditions of and comply with the requirements of the Office of Man- agement, 2 CFR Part 200, Uniform Administrative Requirements, Cast Principles, and Audit Requirements for Federal Awards. C. SUBRECIPIENT agrees to abide by the TDHCA Contract, including, without limitation, all the requirements of laws pertaining thereto, rules, regulations, guidelines, and all the requirements thereof, a true and correct copy of which is attached to this Agreement as Exhibit D and made a part of this Agreement for all purposes. D. SUBRECIPIENT shall give the CITY, HCTD, the Comptroller General of the United States, the Auditor of the State of Texas, TDHCA, and any authorized representative, access to and the right to reproduce all records be- longing to or in use by SUBRECIPIENT pertaining to this Agreement. Such access shall cantinue as lang as SUBRECIPIENT retains the records. SUBRECIPIENT shall maintain such records in an accessible location. E. SUBRECIPTENT shall notify TDHCA and CITY immediately of any significant change affecting the SUBRECIPIENT and SUBRECIPIENT'S identity, such as ownership or control, name change, governing board membership, vendor identification number, and personnel changes affecting the contracted services. Changes must be provided in writing to TDHCA and CITY within 10 working days after the changes are effective. F. SUBRECIPIENT shall refrain from entering into any subcontract for services without prior approval in writing by CITY of the qualifications of the subcontractor to perform and meet the standards of this Agreement. All subcontracts entered into by the SUBRECIPIENT will be subject to the requirements of this Agreement. The SUBRECIPIENT agrees to be responsible to CITY for the performance of any subcontractor. Page 3 of 22 5. REP SENTATIONS A. SUBRECIPIENT assures and guarantees that it passesses the legal authority, pursuant to any praper, appropriate, and official mation, resolution, or action passed or taken, to enter into this Agreement. B, The person or persans signing and executing this Agreement on behalf of SUBRECIPIENT, do hereby warrant and guarantee that he, she, or they have been fully authorized by SUBRECIPIENT to execute this Agreement on behalf of SUBRECIPIENT and to validly and legally bind SUBRECIPIENT ta all terms, perfoi•mances, 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 ta the legal authority of either SUBRECIPTENT or the person signing the Agreement to enter inta this Agreement. SUBRECIPIENT is liable ta CITY far any money it has received from CITY far performance af the provisions af this Agreement if CITY has suspended or terminated this Agreement for the reasans enumerated in this Section. D. SUBRECIPIENT agrees that the funds and resources provided SUBRECIPIENT under the terms of this Agree- ment will in no way be substituted far funds and resources from other sources, nor in any way serve to reduce the resaurces, services, or ather benefits which would have been available to, or provided through, SUBRECIPIENT had this Agreement not been executed. 6. PE ORMANCE BY SUBRECIPIENT SUBRECIPIENT will provide, aversee, administer, and carry out all af the activities and services set out in the SCOPE OF SERVICES, in Exhibit A, utilizing the funds described in Exhibit B, deemed by both parties to be nec- essary and sufficient payment far full and satisfactary performance of the program, as determined salely by CITY and in accordance with all ather terms, provisions, and requirements of this Agreement. No modifications ar altera- tions may be made in the Scope of Services or Budget without the prior written approval af the CITY's Community Develapment Administrator. 7. PAYMENTS A. Payments to SUBRECIPIENT. The CITY shall pay to SUBRECIPIENT a maximum amount of money nat ta exceed One Hundred Farty-Seven Thousand Dallars- $147,000.00 for services rendered under this Agreement. The CITY will pay these funds on a reimbursement basis to SUBRECIPIENT within fifteen days after CITY has received supporting dacumentation of eligible expenditures cantingent an receipt af funds by CTTY from TDHCA under the TDHCA Cantract. Documentation of expenditures must be submitted to the Community De- velapment Division by dates required by Community Development. SUBRECIPIENT'S failure to pravide the informatian on a timely basis may jeopardize present ar future funding. B. Funds are to be used for the sale purpose of providing the services described in the Scape af Services in Exhibit A and based an the Budget in Exhibit B. C. SUBRECIPIENT's reimbursement request for any one month period will not exceed ane-sixth (1/6} af any budg- eted line items for costs as specifed in Exhibit B without prior written authorization from the CITY. D. Excess Payment. SUBRECIPIENT shall refund ta 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 SUBRECIPIENT; or 2. has not been spent strictly in accordance with the terms af this Agreement; ar 3. is not supported by adequate documentation to fully justify the expenditure. E. Disallowed Costs. Upan termination of this Agreement, should any expense or charge far which payment has been made be subsequently disallowed or disapproved as a result of any auditing or monitoring by CITY, HUD, or any other Federal agency, SUBRECIPIENT will refund such amount to CITY within ten working days of a written notice ta SUBRECIPIENT, which specifes the amount disallowed. Refunds of disallowed costs may not be made from these or any funds received fram or through CITY. F. Reversion of Assets. 1. SUBRECIPIENT, upon expiratian of this Agreement, shall transfer to the CITY any funds on hand at the time of expiration and any accounts receivable attributable to the use of funds. 2. The reversion of these financial assets shall be in additian to any other remedy available to CITY either at law or in equity for breach of this Agreement. G. Obligation of Funds. 1. In the event that actual expenditure rates deviate from SUBRECIPIENT's provisian af a correspanding level of performance, as specified in Exhibit A, CITY hereby reserves the right ta reappropriate or recapture any such under expended funds. 2. If CITY finds that SUBRECIPIENT is unwilling and/or unable to comply with any of the terms of this Agreement, CITY may require a refund af any and all money expended pursuant to this Agreement by SUBRECiPIENT, as well as any remaining unexpended funds which shall be refunded to CITY within ten warking days of a written notice to SUBRECIPIENT ta revert these financial assets. H. Contract Clase Out. SUBRECIPIENT shall submit the Agreement close aut package to CITY, together with a final expenditure report, for the time period covered by the last invoice requesting reimbursement of funds under this Agreement, within 15 working days fallowing the close af the Agreement period. SUBRECIPIENT shall utilize the form agreed upon by CITY and SUBRECIPIENT. : '" SUBRECIPIENT represents and warrants that: A. All informatian, reports, and data heretafare or hereafter requested by CITY and furnished to CITY, are complete and accurate as of the date shown on the infarmation, data, or report, and, since that date, have nat undergone any significant change withaui written notice to CITY. B. Any supparting financial statements heretofore requested by CITY and furnished to CITY, are complete, accu- rate, and fairly reflect the financiai conditian af SUBRECIPIENT an the date shown an said report, and the results of the aperation far the period covered by the report, and that since said date, there has been no material change, adverse or otherwise, in the �nancial condition of SUBRECIPIENT. C. No litigation or legal proceedings are presently pending or threatened against the SUBRECIPIENT. D. None of the provisions herein contravene ar are in conflict with the authority under which SUBRECIPIENT is doing business ar with the pravisions af any existing indenture or agreement of SUBRECIPIENT, E. SUBRECIPIENT has the power to enter inta this Agreement and accept payments hereunder, and has taken all necessary action to autharize such acceptance under the terms and conditions of this Agreement. F. None of the assets af SUBRECIPIENT is subject to any lien or encumbrance of any character, except for current taxes not delinquent, except as shown in the financial statements furnished by SUBRECIPIENT to CITY. G. Each of these representations and warranties shall be cantinuing and shall be deemed to have been repeated by the submission of each request for payment. 1'` ' A. During the period of time that payment may be made hereunder and so long as any payments remain unliquidated, SUBRECIPIENT shall nat, without the prior written consent af the Community Development Administrator or her authorized representative: 1. Mortgage, pledge, ar otherwise encumber ar suffer to be encumbered, any af the assets of SUBRECIPIENT now awned or hereafter acquired by it, ar permit any pre-existing mortgages, liens, or other encumbrances to remain on, or attached to, any assets of SUBRECIPIENT which are allocated to the performance of this Agreement and with respect ta which CITY has ownership hereunder. 2. Sell, assign, pledge, transfer, ar otherwise dispase of accounts receivables, notes, or claims for maney due or to become due. 3, Sell, convey, ar lease all or a substantial part of its assets. 4. Make any advance ar loan to, or incur any liability for any other firm, person, entity, or corparation as guar- antor, surety, or accommodation endorser. 5. Sell, danate, laan, or transfer any equipment or item af persanal property purchased with funds paid to SUBRECIPIENT by CITY, unless CITY authorizes such transfer. B. SUBRECIPIENT agrees, upon written request by CITY, to require its employees ta attend training sessions sponsored by the Community Development Division. ; I . � .: ; � A. Costs shall be considered allowable only if incurred directly and specifically in the performance of and in com- pliance with this Agreement and in confarmance with the standards and provisions of Exhibits A and B. B. Approval of SUBRECIPIENT's Budget, Exhibit B, does not constitute prior written approval, even thaugh cer- tain items may appear herein. CITY's prior written authorization is required in order for the follawing to he cansidered allowable costs: 1. Encumbrances or expenditures during any one month period which exceeds one-sixth (1/6) ofthe tatal budget as specified in Exhibit B. 2. CITY shall not be obligated to any third parties, including any subcontractors af SUBRECIPIENT, and CITY funds shall not be used to pay for any contract service extending beyand the expiratian af this Agreement. 3. Any alterations or relocation af the facilities on and in which the activities specified in Exhibit A are con- ducted. 4. Any alterations, deletians, or additions to the Project Budget Detail incarporated in Exhibit B. 5. Costs or fees far temporary employees ar services. 6. Any fees or payments far consultant services. 7. Fees for attending aut of town meetings, seminars, ar conferences. C. Written requests for priar approval are SUBRECIPIENT's responsibility and shall be made within sufficient time to permit a thorough review by CITY. SUBRECIPIENT must obtain written approval by CITY prior to the commencement of pracedures to solicit ar purchase services or personal property. Any procurement or purchase which may be approved under the terms of this Agreement must be canducted in its entirety in accordance with the provisions of this Agreement. D. Expenditures will not be reimbursed ta the SUBRECIPIENT for the purchase of real property or equipment. These are not allowable costs under this agreement, 11. PROG M INCOME A. For purposes of this Agreement, Program Income means earnings of SUBRECIPIENT realized from activities resulting fram this Agreement or from SUBRECIPIENT's management of funding provided ar received hereun- der, Such earnings include, but are not limited to, incame from interest, usage or rental or lease fees, income praduced from contract-supparted services af individuals or employees, from the use or sale of equipment or facilities of SUBRECIPIENT pravided as a result of this Agreement, and payments from clients or third parties for services rendered by SUBRECIPIENT under this Agreement. B. SUBRECIPIENT shall maintain records af the receipt and dispositian af Pragram Income in the same manner as required for other cantract funds, and reparted to CITY in the format prescribed by CITY. CITY and SUBRECIPIENT agree that any fees collected for services performed by SUBRECIPIENT shall be used for payment of costs associated with service provision. Revenue remaining after payment af all program expenses far service provisian shall be considered Program Income and shall be subject to all the requirements of this Agreement and the regulations found at CFR, Section 570.504. C. SUBRECIPIENT shall include this Section in its entirety in all af its subcontracts which invalve other income- praducing services or activities. D. It is SUBRECIPIENT's responsibility ta obtain from CITY a prior determinatian as to whether or not income arising directly or indirectly fram this Agreement, or the performance thereof, constitutes Pragram Income, SUBRECIPIENT is responsible ta CITY for the repayment af any and all amounts determined by CITY to be Program Incame, unless otherwise approved in writing by CITY. 12. MAINTENANCE OF CO S A. SUBRECIPIENT 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 pravisians of Exhibit A and Exhibit B, attached hereto, and with any other applicable Federal and State regulations establishing standards far �nancial management. SUBRECIPIENT's expenditures of funds made under this Agreement will confarm to (2 CFR §200) Unifarm Administrative Requirements Cost Principles, and Audit Requirements for Federal Awards as they pertain to costs incurred, audits, Program Income, administration, and other activities and functians. SUBRECIPIENT's recard system shall contain sufficient dacumentation to provide in detail full suppart and justificatian for each expenditure. Nathing in this Section shall be construed to relieve SUBRECIPIENT of fiscal accountability and liability under any ather pravisian of this Agreement or any applicable law. SUBRECIPIENT shall include the substance of this provisian in all subcontracts. B. SUBRECIPTENT agrees to retain all boaks, records, dacuments, reports, and written accaunting pracedures per- taining ta the aperatian of pragrams and expenditures of funds under this Agreement for five years. C. Nothing in the above subsectians shall be construed to relieve SUBRECIPIENT of responsibility far retaining accurate and current records which clearly reflect the level and benefit of services pravided under this Agreement. D. At any reasonable time and as often as CITY may deem necessary, the SUBRECIPIENT shall make available to CITY, HUD, or any of their authorized representatives, all af its recards and shall permit CITY, HLJD, ar any af their authorized representatives to audit, examine, make excerpts and copies af such recards, and to canduct audits af all contracts, invaices, materials, payralls, recards af persannel, conditians of employment, and all ather data requested by said representatives. 13. REPORTS AND INFORMATION At such times and in such form as CITY may require, SUBRECIPIENT shall furnish such statements, records, data, and infarmation as CITY may request and deem pertinent to matters covered by this Agreement. SUBRECIPIENT shall submit beneficiary and financial reports to CITY no less than once every three months. The beneficiary report shall detail client information, including race, ethnicity, income, female head of household, and other statistics re- quired by CITY. The financial report shall include information and data relative to all programmatic and financial reporting as of the beginning date specified in Section 1 of this Agreement. Unless the CITY has granted a written exemption, SUBRECIPIENT shall submit an audit conducted by independent examiners in accordance with Gener- ally Accepted Accounting Principles. If the SUBRECIPIENT expends more than $750,000 in federal funding, the audit must be conducted in accordance with OMB 2 CFR Part 200, as applicable within thirty days after receipt of such audit. 14. MONITORING & EVALUATION SUBRECIPIENT agrees to participate in a monitoring and evaluation system whereby the services can be continu- ously monitored. CITY shall perform monitoring of the SUBRECIPIENT's performances under this Agreement. A. SUBRECIPIENT agrees that CITY may carry out monitoring and evaluation activities to ensure adherence by SUBRECIPTENT to the Scope of Services, Program Goals, and Objectives, in Exhibit A, as well as other provi- sions of this Agreement. B. SUBRECIPIENT agrees to cooperate fully with CITY and provide data determined by CITY to be necessary for C1TY to effectively fulfill its monitoring and evaluation responsibilities. C. SUBRECIPIENT 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. D. SUBRECIPIENT agrees to make available its financial records for review by CITY at CITY's discretion. In addition, SUBRECIPIENT agrees to provide CITY the following data and reports, or copies thereof: 1. All external or internal evaluation reports; and 2. Performance/beneficiary reports to be submitted in the schedule published by the CITY's Community De- velopment Division. Reports shall include such information as requested by the CITY's Community Devel- opment Division including but not limited to: number of persons or households assisted, race, gender, disa- bility status, and household income. Beneficiary reports shall be due to CITY within 15 working days after the completion of required reporting period. SUBRECIPIENT agrees to submit financial statements no less than once every three months. Each statement shall include current and year to date period accounting of all revenues, expenditures, outstanding obligations, and beginning and ending balances. Financial reports shall be due to CITY within 15 working days after the completion of required reporting period; and 3. An explanation of any major changes in program services. E. To comply with this section, SUBRECIPIENT agrees to maintain records that will provide accurate, current, separate, and complete disclosure of the status of funds received and the services performed under this Agree- ment. SUBRECIPIENT's record system shall contain suffcient documentation to provide in detail full support and justification for each expenditure. SUBRECIPIENT agrees to retain all books, records, documents, reports, and written accounting procedures pertaining to the services provided and expenditure of funds under this Agree- ment for the period of time and under the conditions specified by the CITY. Nothing in the above subsections shall be construed to relieve SUBRECIPIENT of responsibility for retaining accurate and current records, which clearly reflect the level and benefit of services, provided under this Agreement. F. After each official monitoring on-site visit, CITY shall provide SUBRECIPIENT with a written report of moni- toring fndings, documenting findings, and concerns that will require a written response ta the CITY. An ac- ceptable response must be received by the CITY within 60 days from the SUBRECIPIENT's receipt of the mon- itoring report or audit review letter. Future contract payments can be withheld for the SUBRECIPIENT's failure to submit a response within 60 days. Page 8 of 22 G. SUBRECIPIENT shall submit copies of any fiscal, management, or audit reports by any of the SUBRECIPIENT's funding or regulatory bodies to CITY within ten working days of receipt by the SUBRECIPIENT. 1 ' �' During the term of this Agreement, SUBRECIPTENT 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. SUBRECIPIENT understands and agrees that CITY representatives shall be afforded access to all of the Board of Directors' meetings. Minutes of all meetings of SUBRECIPIENT's governing body shall be available to CITY within ten days after Board approval. 16.INSU NCE A. SUBRECIPIENT 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/Tenant99 cover- age, with CITY named as an additional insured. Upon request of SUBRECIPIENT, CITY may, at its sole dis- cretion, approve alternate insurance coverage arrangements. C. SUBRECIPIENT will comply with applicable workers' compensation statues and will obtain employers' liability coverage where available and other appropriate liability coverage for program participants, if applicable. D. SUBRECIPIENT will maintain adequate and continuous liability insurance on all vehicles owned, leased, or operated by SUBRECIPIENT. All employees of SUBRECIPIENT who are required to drive a vehicle in the normal scope and course oftheir employment must possess a valid Texas driver's license and automobile liability insurance. Evidence ofthe employee's current possession of a valid license and insurance must be maintained on a current basis in SUBRECIPIENT's files. E. Actual losses not covered by insurance as required by this Section are not allowable costs under this Agreement, and remain the sale responsibility of SUBRECIPIENT. F. The policy ar policies of insurance shall contain a clause which requires that CITY and SUBRECIPIENT be notifed in writing of any cancellation or change in the policy at least 30 days prior to such change or cancellation. 17. CIVIL RIGHTS / EQUAL OPPORTUNITY A. SUBRECIPIENT shall comply with all applicable equal emplayment opportunity and affirmative action laws or regulations. The SUBRECIPIENT shall not discriminate against any employee or applicant for employment because of race, color, creed, religion, national origin, gender, age, or disability. The SUBRECIPIENT will take affirmative action to insure that all employment practices are free from such discrimination. Such employment practices include but are not limited to the following: hiring, upgrading, demotion, transfer, recruitment or re- cruitment advertising, layoff, termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. B. SUBRECIPIENT shall comply with all applicable equal employment opportunity and affirmative action laws or regulations. The SUBRECIPIENT agrees to comply with Title VI of the Civil Rights Act of 1964 as amended, Title VIII of the Civil Rights Act of 196$ as amended, Section 104(b) and Section 109 of Title 1 of the Housing and Community Development Act of 1974 as amended, Section 504 ofthe Rehabilitation Act of 1973, the Amer- icans with Disabilities Act of 1990, the Age Discrimination Act of 1975, Executive Order 11063 and Executive Order 11246 as amended by Executive Orders 11375 and 120$6. Page 9 of 22 C, SUBRECIPIENT will furnish all infarmatian and reports requested by the CITY, and will permit access to its boaks, recards, and accaunts for purposes af investigation ta ascertain compliance with lacal, state, and Federal rules and regulations. D. In the event af SUBRECIPIENT's non-campliance with the non-discrimination requirements, CITY may cancel ar terminate the Agreement in whole or in part, and SUBRECIPIENT may be barred fram further contracts with CITY. 18. PERSONNEL POLICIES Personnel policies shall be established by SUBRECIPIENT and shall be available far examination. Such personnel policies shall: A. Be no mare liberal than CITY's persannel palicies, pracedures, and practices, including policies with respect to employment, salary and wage rates, working hours and holidays, fringe benefits, vacatian and sick leave privi- leges, and travel; and B. Be in writing and shall be appraved by the governing body af SUBRECIPIENT and by CITY. A. SUBRECIPIENT cavenants that neither it nor any member of its governing body presently has any interest, direct or indirect, which wauld canflict in any manner ar degree with the performance of services required to be per- formed under this Agreement. SUBRECIPIENT further covenants that in the performance of this Agreement, na persan having such interest shall be employed or appointed as a member of its governing bady. B. SUBRECIPIENT further covenants that no member of its governing body or its staff, subcontractors, ar employ- ees shall possess any interest in or use his/her position for a purpose that is or gives the appearance of being motivated by desire for private gain for himself/herself, or others, particularly those with which he/she has family, business, or other ties. C. Na officer, member, or employee of CITY and no member af its gaverning body wha exercises any functian 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 corpa- ration, partnership, ar association in which he or she has a direct or indirect interest. I !' # SUBRECIPIENT shall not employ in any paid capacity any person wha is a member of the immediate family af any person wha is currently employed by SUBRECIPIENT, or is a member of SUBRECIPIENT's governing board. The term "member af immediate family99 includes: wife, husband, son, daughter, mother, father, brother, sister, in-laws, aunt, uncle, nephew, niece, stepparent, stepchild, half-brather, and half-sister. A. Neither the funds advanced pursuant to this Agreement nor any persannel which may be employed by the SUBRECIPIENT with funds advanced pursuant to this Agreement shall be in any way ar to any extent engaged in any conduct or palitical activity in contravention of Chapter 15 of Title 5 of the United States Code. B. The SUBRECIPIENT is prohibited from using funds pravided herein or personnel employed in the administra- tion of the program far: political activities, sectarian or religious activities, lobbying, politicai patronage, or nep- atism activities. C. The SUBRECIPIENT agrees that none of the funds or services provided directly or indirectly under this Agree- ment shall be used for any partisan palitical activity or to further the election ar defeat of any candidate for public office, or far publicity, lobbying, and/ar propaganda purposes designed to support or defeat pending legislatian. Employees of the SUBRECIPIENT connected with any activity that is funded in whole or in part by funds pro- vided to SUBRECIPIENT under this Agreement may not under the term of this Agreement: 1. Use their official position or influence to affect the outcome of an election or nomination; 2. Solicit contributions for political purposes; or 3. Take an active part in political management or in political campaigns. 22. PUBLICITY A. Where such action is appropriate, SUBRECIPIENT shall publicize the activities conducted by SUBRECIPIENT under this Agreement. In any news release, sign, brochure, or other advertising medium, disseminating infor- mation prepared or distributed by or for SUBRECIPIENT, the advertising medium shall state that the TDHCA and HLJD's ESG 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 material 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. C. All published material submitted under this project shall include the following reference on the front cover or title page: Thzs document is prepared in accordance with the Emergency Solutions Grant, with funding received from the United States Department of Housing and Urban Development through the Texas Department of Housing and Community Affairs. D. All reports, documents, studies, charts, schedules, or other appended documentation to any proposal, content of basic proposal, or contracts and any responses, inquiries, correspondence, and related material submitted by SUBRECIPIENT shall become the property af CITY upon receipt. 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 ofthis Agreement expressly provide that another method shall be used. B. SUBRECIPIENT may not make transfers between or among approved line items within budget categories set forth in Exhibit B without prior written approval of CITY. SUBR�CIPIENT shall request, in writing, the budget revision in a form prescribed by CITY, and such request for revision shall not increase the total monetary obli- gation of CITY under this Agreement. In addition, budget revisions cannot significantly change the nature, intent, or scope of the program funded under this Agreement. C. SUBRECIPIENT will submit revised budget and program information, whenever the level of funding for SUBRECIPIENT 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, Pederal, or local laws or regulations pursuant hereto may occur during the term of this Agreement. Any such modif�cations are to be automatically incorporated into this Agreement without written 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 to the Agreement, which may include an increase or decrease in the amount of SUBRECIPIENT's compensation. Such changes shall be incor- porated in a written amendment hereto, as provided in Subsection A of this Section. F. Any alterations, deletions, or additions to the Agreement Budget Detail incorporated in Exhibit B shall require the prior written approval of CITY. Page 11 of 22 G. SUBRECIPIENT agrees to notify CITY af any praposed change in physical lacation far work performed under this Agreement at least 30 calendar days in advance ofthe change. H. SUBRECIPIENT shall notify CITY of any changes in personnel or governing board composition. I. It is expressly understood that neither the perfarmance of Exhibit A for any program contracted hereunder nar the transfer of funds between or among said programs will be permitted. '' ',_► � � 1, Upon determination by CITY af SUBRECIPIENT's failure to timely and properly perform each af the requirements, time conditions, and duties provided herein, CITY, without limiting any rights it may otherwise have, may, at its discretion, and upan ten working days written natice to SUBRECIPIENT, withhald further payments to SUBRECIPIENT, Such notice may be given by mail to the Executive Officer and the Board of Directors af SUBRECIPIENT. The natice shall set forth the default ar failure alleged, and the action required for cure. The period af such suspension shall be of such duration as is apprapriate to accamplish corrective actian, 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, SUBRECIPIENT may be restared to full compliance status and paid all eligible funds withheld or impounded during the suspension period. If however, CITY determines that SUBRECIPIENT has nat came into compliance, the provisians of Section 25 may be effectuated. 25. TE INATION A. CITY may terminate this Agreement far cause under any af the fallowing reasons ar far ather reasans not spe- cifically enumerated in this paragraph: 1. SUBRECIPIENT's failure to attain compliance during any prescribed periad of suspension as provided in Section 24. 2. SUBRECIPIENT's failure to materially camply with any of the terms af this Agreement. 3. SUBRECIPIENT's violatian of covenants, agreements, or guarantees af this Agreement. 4. Termination or reduction of funding by the CITY or HUD. 5. Finding by CITY that the SUBRECIPIENT: a. is in snch unsatisfactory financial condition as ta endanger perfarmance under this Agreement; b. has allacated inventary to this Agreement substantially exceeding reasanable requirements; ar c. is delinquent in payment of taxes or af costs of performance of this Agreement in the ardinary course of business. Appointment af a trustee, receiver, or liquidatar far all or substantial part of SUBRECIPIENT's property, or institution af bankruptcy, rearganization, rearrangement of, or liquidation proceedings by ar against E.Y/ i '��l11�L�►rM 7. SUBRECTPIENT's inability to confarm ta changes required by Federal, State, and local laws or regulations as provided in Section 4 and Sectian 2 of this Agreement. 8. The cammission af an act of bankruptcy. 9. SUBRECIPIENT's violatian af any law ar regulatian to which SUBRECIPIENT is bound or shall be baund under the terms af the Agreement. B. CITY shall pramptly notify SUBRECIPIENT in writing of the decision to terminate and the effective date of termination. Simultaneous notice af pending termination may be made to other funding source specified in Ex- hibit B. C. CITY may terminate this Agreement for canvenience at any time. If CITY terminates this Agreement for con- venience, SUBRECIPIENT will be paid an amount not to exceed the tatal of accrued expenditures as of the Page 12 of 22 effective date of terminatian. In na event will this campensation exceed an amaunt which bears the same ratio ta the tatal compensation as the services actually performed bears to the total services of SUBRECIPIENT cov- ered by the Agreement, less payments previausly made. D. SUBRECIPIENT may terminate this Agreement in whale or in part by written notice to CITY if a termination of outside funding accurs upon which SUBRECIPIENT depends for perfarmance hereunder. SUBRECIPIENT may opt, within the limitations af this Agreement, to seek an alternative funding saurce, with the approval of CITY, provided the termination by the outside funding source was not occasianed by a breach of cantract as defined herein or as defined in a contract between SUBRECIPIENT and the funding source in question. SUBRECIPIENT may terminate this Agreement upon the dissolution of SUBRECIPIENT's organization not occasioned by a breach of this Agreement. E. Upon receipt of natice ta terminate, SUBRECIPIENT shall cancel, withdraw, or otherwise terminate any out- standing arders or subcontracts, which relate to the performance af this Agreement. CITY shall not be liable to SUBRECIPIENT or SUBRECIPIENT's creditars for any expenses, encumbrances, or abligations whatsoever incurred after the termination date listed on the notice to terminate referred ta in this paragraph. F. Natwithstanding any exercise by CITY of its right of suspension or terminatian, SUBRECIPIENT shall nat be relieved af liability ta CITY far damages sustained by CITY by virtue of any breach of the Agreement by SUBRECIPIENT, and CTTY may withhold any reimbursement to SUBRECIPIENT until such time as the exact amount of damages due to CITY from SUBRECIPIENT is agreed upon or otherwise determined. 26. NOTIFICATION OF ACTION BROUGHT In the event that any claim, demand, suit, or other action is made or brought by any person(s), firm, corparation, or ather entity against SUBRECIPIENT, SUBRECIPIENT shall give written notice thereof ta CITY within two working days after being notified of such claim, demand, suit, or other action. Such notice shall state the date and haur of notification of any such claim, demand, suit, or ather action; the names and addresses of the person(s}, firm, corpo- ration, or other entity making such claim, or that instituted ar threatened ta institute any type of action ar proceeding; the basis of such claim, actian, ar proceeding; and the name af any person(s} against whom such claim is being made or threatened. Such written natice shall be delivered either persanally ar by mail. 27. INDEMNIFICATION A. It is expressly understood and agreed by bath parties hereto that CITY is contracting with SUBRECIPIENT as an independent contractor and that as such, SUBRECIPIENT shall save and hold CITY, its officers, agents, and employees harmless from all liability af any nature or kind, including costs and expenses for, or an accaunt of, any claims, audit exceptians, demands, suits, or damages of any character whatsoever resulting in whale or in part from the performance ar omission of any employee, agent, or representative of SUBRECIPIENT. B. SUBRECIPIENT agrees ta provide the defense far, and ta indemnify and hold harmless CITY, its agents, em- ployees, or contractors from any and all claims, suits, causes of action, demands, damages, losses, attorney fees, expenses, and liability arising out of the use af these contracted funds and pragram administration and imple- mentation except ta the extent caused by the willful act or omission af CITY, its agents, employees, or cantrac- tors. � � ���/ , �� ��, A. As stated in 24 CFR Part 5.109, no organization will be prohibited from participating in activities supported by CITY funding including programs that make funds available through contracts, grants, or cooperative agree- ments. SUBRECIPIENT is prohibited from discriminating against beneficiaries in providing services or carrying out activities with such assistance based on religion, a religious belief, a refusal to hold a religious belief, or a refusal to attend or participate in a religious practice, while also noting that organizations that participate in programs only funded by indirect CITY or Federal financial assistance need not modify their program or activities to accommodate beneficiaries who choose to expend the indirect aid on those SUBRECIPIENTS' programs. B. Faith based organizations that carry out programs or activities with direct Federal f�nancial assistance from HLJD are required to provide written notice of certain protections to beneficiaries and prospective beneficiaries. Spe- cifically, such organizations are required to give notice to beneficiaries that: 1. The organization may not discriminate against a benefciary or prospective beneficiary based on religion, a religious belief, a refusal to hold a religious belief, or a refusal to attend or participate in a religious practice; 2. The organization may not require a benefciary to attend or participate in any explicitly religious activities that are offered by the organization, and any participation by the beneficiary in such activities must be purely voluntary; 3. The organization must separate, in time or location, any privately funded explicitly religious activities from activities supported by direct Federal financial assistance; 4. If a benefciary objects to the religious character of the organization, the organization must undertake rea- sonable efforts to identify and refer the beneficiary to an alternative provider to which the beneficiary has no such objection; and A beneficiary or prospective beneficiary may report an organization's violation of these protections, including any denials of services or benefits by an organization, by contacting or filing a written complaint to HUD or the intermediary administering the program, if applicable. C. Faith-based organizations must provide this notice to prospective beneficiaries prior to enrollment. In the event of an emergency or exigent circumstances that make it impracticable to provide the written notice in advance, prospective beneficiaries may receive the notice at the earliest available opportunity. Current beneficiaries must receive the notice at the earliest available opportunity. D. Faith-based organizations that carry out a program or activity with direct Federal financial assistance from HUD are to promptly undertake reasonable efforts to identify an alternative provider if a beneficiary or prospective beneficiary objects to the religious character of the organization, and to refer the beneficiary or prospective ben- ef�ciary to an alternative provider to which the beneficiary or prospective beneficiary has no such objection. A. SUBRECTPIENT shall not transfer, pledge, or otherwise assign this Agreement or any interest therein, or any claim arising thereunder, to any party or parties, bank, trust company, or other fnancial institution without the prior written approval of CITY. B. If any provision of this Agreement 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. 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, and related material submitted by SUBRECIPIENT shall become the property of CITY upon receipt. Page 14 of 22 D. Debarment: SUBRECIPIENT certifies that it is not listed on the System for Award Management (SAM), which list the debarred, suspended, or otherwise excluded from or ineligible for participation in federal assistance pro- grams under Executive Order 12549 and 24 CFR Part 24. E. In no event shall any payment to SUBRECIPIENT 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 SUBRECIPIENT. Neither shall such payment, act, or omission in any manner impair or prejudice any right, power, privilege, or remedy available to CITY to enforce its rights hereunder, which rights, powers, privileges, or remedies are always specifically preserved. No representative or agent of CITY may waive the effect of this provision. F. This Agreement, together with referenced exhibits and attachments, constitutes the entire agreement between the parties hereto, and any prior agreement, assertion, statement, understanding, or other commitment antecedent to this Agreement, whether written or oral, shall have no force or effect whatsoever; nor shall an agreement, asser- tion, statement, understanding, or other commitment occurring during the term of this Agreement, or subsequent thereto, have any legal force or effect whatsoever, unless properly executed in writing, and if appropriate, rec- orded as an amendment of this Agreement, G. In the event any disagreement or dispute should arise between the parties hereto pertaining to the interpretation or meaning of any part of this Agreement or its governing rules, codes, laws, ordinances, or regulations, CITY as the parly ultimately responsible to U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT (H[JD) for matters of compliance, will have the final authority to render or to secure an interpretation. H. If SUBRECIPIENT provides services to the homeless it is required to report homeless data to the Homeless Management Information System (HMIS). I. For purposes of this Agreement, all official communications and notices among the parties shall be deemed made if sent postage paid to the parties and address set forth below: TO CITY: City Manager City of Denton 215 E. McKinney Denton, Texas 76201 w/ a copy to: Trey Lansford, Deputy City Attorney 215 E. McKinney Denton, TX 76201 TO SUB RECIPIENT: Denton County Friends of the Family Attn: Executive Director/CEO/Commander P. O, Box 640 Denton, TX 76202 J. 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 jurisdiction sitting in Denton County, Texas. ������ � p � y � �'gnatures and enter into this Agreement has been exe- IN WITNESS ��.;�b° 'ir�'13i�:'����� the arties �� �a�d�b affix their si cuted on this t��� � da of m"�m , 2018, �����„ '.5 of 22 CI�'X OF DENTON: z '" ` � ��I � � �. BY ��� � � �, �. _�.�„,u_.�___ b � �., ���__ ____ � __ — TODD ffi1:fl,n:ll���l, �ITY MANAGER ATT�ST: :' APPROVED �4��� TO LEGAL FORM: ,-�� /' ., , � f ' f J�� ^� F � � BY� �"� `��� �P ��� �� �_'�� �" .e.� .................. ......... .... .. _ ---�. AARON LEAL, CITY ATTORNEY Denton County Friends : TITLE: l�it�.�',�n,��1'�: �,�.,, �,��'�.�..,,,�n ATTEST: � �. , ,� BY� �.�.�� ����'°� -..�� ��� � .����`������.�.��, . ,�.�� ,��...�..� � ,o _ ,. .. a�� ..� l �: l� k ��" l"ARY Page 16 of 22 � !' � ,� . • • - � -.- � w . • •�- - � �. � � .. . �#;. �� + ��-�� • � • '� .� � — - ��. � � - �.� . .::��• '� �,�• �� .��� • ��� . w _ . _ .+w - ��� . .w • • , . _ �. � . � r �.�� . , . . �. r .� .� � -.r, � • • � • _ . �. . ,, .� � . �. � . *. • . . � �. �- - � . , - � � . .� ,. � #. � � � .�- �- *- � ����. - .���w� I''.� � . • • # � i " �, s � . � . � ♦ � w. -w ' . • • ; � ' ' �' - . � . ,. •' •' ' #� . :' ' '� �r' • -.r . � # • ' - # ' � ' • .: .�� �� ��- + r-� - �;- . •�� � t �#.� ���•�� �. . .��� !'�. ' - � • f�: . � ��#�:�� . � ��� _� . � . �. �, - �• - � � .�� . �, . ..� .,�� � i ' -� i� � . � w .. � �� ' � � . , .. .; � � . ' � # � f' � • ' ��, ' .. -. � � �. . , � .. �'.1 ' .. � �"�. � A .... ... �.. I:. !. !. � r � !. .'. /' ' f'. • �.. �� . ..... . �...... # ' 1 !� ���.:�� • ...1'• ' � ����.'. ' �.�.i.' .��'�. � . _ ...... ��. . # '��• � .. � '�� . . � � ; � . ��� �# . . � � . �'�' �f ��f � .1 ' � '� ��, ♦ �#����' f •�'!i� . _ � � . . . �� . . � _ . � � � r � �. . �,� ' • �;' . . ' - . '�'•� �'� �` ��� Street Outreach as defined in 24 C.F.R. 576.101 The purpase of ESG Street Outreach is to provide essential services to unsheltered homeless persons. • Outreach & Engagement � Case Management • Emergency Health Services • Emergency Mental Health Services � Transportation • Services for Special Populations Emergency Shelters as defined in 24 C.F. .§ 576.102 The purpose of ESG emergency shelters is to provide essential services to sheltered homeless persons. Essential services can address the immediate needs of homeless persons living an the street, in emergency shelter, or in transi- tional housing, and can help enable homeless persons become more independent. � Case Management • Child Care • Education Services � Employment Assistance and Job Training • Outpatient Health Services • Legal Services • Life Skills Training • Mental Health Services � Substance Abuse Treatment Services a Transportation • Services for Special Populations • Shelter a eless Prevention as defined in 24 C.F.R. § 576.103 The purpose of ESG Homeless Prevention is to prevent a household from being evicted and becoming homeless. Agencies must assess and document that the hausehold would become homeless (per the definition above} but far the ESG assistance. In ather words, a hausehold would require emergency shelter or would otherwise became literally homeless in the absence af ESG assistance. Homelessness Prevention assistance must be provided in accordance with the housing relocation and stabilization services requirements in §576.105, the short-and medium-term rental assistance requirements in §576.106, and the written standards and procedures established under §576.400. Services � l��ta���� � �;�,,�r°�-�� ��r �'"Nt��;����s�.�td' � l�tr:,�r.?�.�. �a�m�����➢�tY,_( "�r�,� ���c��..�� �r��:,�'tt Mediation Le�a1 Services �, i�,cirt t����T�dr_ Short- and Medium-Term Tenant Based Rental Assistance may be prov►ded with up to 25 months of rental assistance during any 3-year period. Rapid Re-Housing as defined in 24 C.F.R. § 576.104 The purpose of ESG Rapid Re-Housing is to help individuals or families living in shelters ar in places not meant far human hahitation move as quickly as passible into permanent hausing and achieve stability in that housing. Rapid Re-Housing assistance must be provided in accordance with the housing relocation and stabilization ser- vices requirements in § 576.105, the short- and medium-term rental assistance requirements in § 576.106, and the written standards and procedures established under§ 576.400. • Financial Assistance � Services �_Me�A_a_*,aa��_�at,arr�i� c�;,,l�lwr��,�.���.r�1;. d l�a���de��; �t���ri�i1�( ���� C'���������,at��,���: Mediation � +� ��t� �� ����w�.�.�.�, �,'.r;"�m�r;.;� �m. n��,�a�� i �• Short- and Medium-Term Tenant Based Rental Assistance may be provided with up to 25 manths of rental assistance during any 3-year period. Homeless Management Information System (HMIS) as defined in 24 C.F.R. § 576.107 ESG funding provides for access and maintenance of the HMIS System. All agencies receiving ESG funds are required to participate to the CaC's HMIS except as prohibited by law. HMIS participation must comply with HUD standards on participation, data collection, and reporting to HMIS Lead as participation ensures more efficient callaboration and coordination of services. Service to participants includes: � r * �. . • . I � • �. . � - �.', �, :. Ad inistrative Costs as defined in 24 C.F. .§ 576.108 Recipients may use a share of the 3.5% of the ESG grant for the payment of administrative costs related to planning and execution of ESG activities. General Management o Salaries o ..�...�.�.�".�.�..�...���1� f���_�"Naar�dic�w���.g,� o Administrative Services o ��m���1 ���,'����������.��r�t�l ��;�,�a�,w.,�v�l;a�� ��air���y����t���7��������� Training (HiJD Sponsored ONLY) _ � �� , s . -� . �- ♦ , � * � . � ' • :� .�1 R- + • 1 - • . � • •�- . • , _ . �. . -- � . . _ . � � - �- . : 1. :► • 1 R ,.� � �..�� � I � � � .. �. � . �. ' .: . ' �: . 1 1 �.: • . . i..' ' � �.. . . �,, 1 ' ��. ' . ��� � ' ! . �� ' . #..... � .. * . � ��. • �.. . ..,, � � ' s� r .�) .....� . _ ... . ��# � ......" � . ' ♦,..... . " i w •.; • ". � '� �..' ' ��..�.f�... ..'� �...... � ...� �..#. . �'.�� * 1'' . �'.. '� .. � ..� . �,�.._ .....� � ..� c. �•. n` ... � .. ...� ����. •' •�� � �'.� • � l���:. � �... ..�� ,, . � �'�� '. : i 5 1 �.; i 1 '' � I I I I l � C+ R . � �, .,. �; ..---- � ... ............................ .... .. ...... _____________..... -- ,..... ,.,.. . ........,.............. _ StPeet OUtPeaC}1 $ 0 „_E--ergency Shelter - -- ---...... ...�.�.�.�� . n...�_______ � . ..... . .............. $�.m. .49,450.0.0,.�� ESSENTIAL SERVICES SHELTER OPERATIONS ...omelessness...Prevention _.. -------------- - ........�..___ ... ....� ...............42,900.e.o.�.,,, HOUSING RELOCATION & STABILIZATION FINANCIAL ASSISTANCE HOUSING RELOCATION & STABILIZATION SERVICES _____ TENANT BASED RENTAL ASSISTANCE -------------- ....................................................................................................�.___.............. ____ _. �� ....�rr.n.n..............-- Rapid Re-Housing $ 49,500.00 HOUSING RELOCATION & STABILIZATION FINANCIAL ASSISTANCE HOUSING RELOCATION & STABILIZATION SERVICES _ NANT BASED RENTAL ASSISTANCE TE......... ......................... .....�m ,,.__.___. ------ ---- ........ ......._______ __ ............. . ..�. Homeless Mana�ement Information System (HMIS) � 0 ._....__..— --- -- -- ------- .. ........ .. ....� ....... __ .,, ...._ ., ...... . ........ rrr...__ ......... ---..... Adrninistrative Costs $ 5,150.00 � . �' III II r : - � � �-��� - �� � �•�� • � � • , � � . • �- �; '.+- • i, . .���r� TDHA Cantract (§ 4.C.) •.•- � I I :' '° � '. . . . � � 1 � 1 �' This Agreement is hereby entered into by and between the City of Denton, a Texas municipal corporation, acting by and through its City Manager, hereinafter referred to as 66CITY999 and Giving Hape, Inc., 117 W. Sycamare, Denton, TX 76201, a Texas non-profit corparation, hereinafter referred to as "SUBRECIPIENT." WHEREAS, CITY has determined that the propasal for services merits assistance and can provide needed services ta citizens of CITY and has provided funds in its budget; and WHEREAS, CITY has accepted funds from the Texas Department af Housing and Community Affairs (66TDHCA99� for the purpose of paying far contractual services by specific agencies named in the Emergency Solutions Grant application to TDHCA; and WHEREAS, CITY has adopted a budget for such funds and included therein an authorized budget for expenditure of funds; and WHEREAS, CITY has designated the Community Development Division as the division responsible far the admin- istratian of this Agreement and all matters pertaining thereto; NOW, THEREFORE, the parties hereto agree, and by the execution hereof are bound to the mutual abligatians and to the performance and accomplishment af the conditions hereinafter described. This Agreement shall commence on or as of November l, 2017, and shall terminate on � d�1��a��_° �� �N, "�.�1.�, unless sooner terminated in accordance with Section 25 "Terminatian." � _'� : SUBRECIPIENT hereby accepts the responsibility for the performance of all services and activities described in the Scape af Services attached hereta as Exhibit A, and incorparated herein by reference, in a satisfactory and efficient manner as determined by CITY, in accardance with the terms herein. CITY will consider SUBRECIPIENT's exec- utive officer to be SUBRECIPIENT's representative responsible for the management of all contractual matters per- taining hereto, unless written notificatian to the cantrary is received fram SUBRECIPIENT and approved by CITY. The CITY's Community Development Administratar will be CITY's representative responsible far the administra- tion of this Agreement. Beneficiaries ofthe activities to be provided hereunder must reside in the City of Denton and SUBRECIPIENT certifies that the activities carried out with these funds shall meet the Emergency Solutions Grant Program ("ESG") Award under the Department of Hausing and Urban Development ("HCJD") Award of the McKin- ney-Venta Homeless Assistance Act in 24 CFR Part 576 and the Homeless Emergency Assistance and Rapid Tran- sition to Housing Act of 2009 ("HEARTH" Act), enacted into law an May 20, 2009, and take al( other actions nec- essary to administer a grant under the ESG rules. SUBRECIPIENT shall provide services to persons whose income is equal to or lower than ESG 30% of the median income of the Dallas standard metrapolitan statistical area. To accomplish this, the SUBRECIPIENT shall use the current applicable income limits published by HLJD for lower Page 1 of 22 income hausing assistance under Sectian 8 of the United States Housing Act of 1937 herein attached as Exhibit C. Income eligibility shall be determined by the sum of the gross income of all individuals residing in the hausehold. Services must be pravided directly to or on behalf of specific identified eligible clients. Eligibility documentatian must be included in each client's ftle and updated as described in the ESG Rule. 3. OBLIGATIONS In consideration of the services provided by SUBRECIPIENT, CITY agrees to the following terms and canditions: A. Limit of Liability. CITY will reimburse SUBRECIPIENT for expenses incurred pursuant and in accordance with the Project Budget attached hereto as E�ibit B and the Scope af Services herein attached as Exhibit A and incorporated herein by reference. Notwithstanding any ather provision af the Agreement, the total of all payments and other obligations made or incurred by CITY hereunder shall not exceed the sum of One Hundred Fifty-Eight Thousand Dollars- $158,000.00 B. Measure af Liability. In consideration of full and satisfactory services and activities hereunder by SUBRECIPIENT and receipt of a requisition for payment with appropriate documentation of expenditures, CITY shall make payments to SUBRECIPIENT based an the Budget in Exhibit B, subject to the limitations and provi- sions set forth in this Sectian and Section 7 of this Agreement. Payments may be cantingent upon certification of the SUBRECIPIENT's financial management system in accordance with the standards specified in 2 CFR Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. C. The parties expressly understand and agree that CITY's obligations under this Section are cantingent upan the actual receipt af adequate ESG funds to meet CITY's liabilities under this Agreement. If adequate funds are not available ta make payments under this Agreement, CITY shall notify SUBRECIPIENT in writing within a rea- sonable time after such fact has been determined. CITY may, at its option, either reduce the amaunt of its liability, as specified in Subsection A af this Section, or terminate the Agreement. If funds eligible far use far purposes of this Agreement are reduced, CITY shall not be liable for further payments due to SUBRECIPIENT under this Agreement. 1. It is expressly understood that this Agreement in no way obligates the General Fund or any other monies ar credits of the City of Denton. D. 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 ta the beginning date or after the ending date specified in Section 1; c. is nat in strict accordance with the terms af this Agreement, including all exhibits attached hereto; d. has nat been billed ta CITY within 90 calendar days fallowing billing to SUBRECIPIENT, or terminatian of the Agreement, whichever date is earlier; or e. is nat an allowable cost as defined by Section 10 ofthis Agreement ar the Project Budget. E. CITY shall nat be liable far any cost or portian thereaf which is incurred with respect to any activity of SUBRECIPIENT requiring prior written authorizatian from CITY, or after CITY has requested that SUBRECIPIENT furnish data concerning such action prior to proceeding further, unless and until CITY advises SUBRECIPIENT to proceed. F. CITY shall not be obligated or liable under this Agreement to any party other than SUBRECIPIENT for payment af any manies or provision of any goads or services. '.:- ' • In consideration of the receipt of funds from the CITY, the SUBRECIPIENT agrees to the fallowing terms and conditions: A. One Hundred Fifty-Eight Thausand Dallars- $158,000.00 may be paid to SUBRECIPIENT by CITY, and the only expenditures reimbursed from these funds shall be those in accordance with the Project Budget, in Exhibit B, far thase expenses listed in the Scope of Services as provided herein. SUBRECIPIENT shall not utilize these funds for any other purpose. B. It will establish, operate, and maintain an account system far this pragram that will allow far a tracing of funds and a review of the financial status of the program. The system will be based on generally accepted accaunting principles as recognized by the American Institute of Certified Public Accountants. C. It will permit authorized officials of CITY to review its books at any time. D. It will reduce to writing all of its rules, regulatians, and policies and file a copy with CITY's Community Devel- opment Office along with any amendments, additions, or revisions whenever adopted. E. It will not enter into any cantracts that would encumber CITY funds for a period that wauld extend beyand the term of this Agreement. F. It will promptly pay all bills when submitted unless there is a discrepancy in a bill; any errors or discrepancies in bills shall be promptly reported ta CITY's Community Development Divisian for further direction. G. It will appoint a representative who will be available ta meet with CITY offcials when requested. H. It will indemnify and hald harmless CITY, its afficers, and employees, from any and all claims and suits arising out of the activities of SUBRECIPIENT, its employees, and/or cantractors. I. It will submit to CITY copies af year end audited financial statements. 4. CO LIANCE WITH FEDE L, STATE, AND LOCAL LAWS A. SUBRECIPIENT shall comply with all applicable federal laws, laws of the State of Texas, and ardinances of the City af Denton B. SUBRECIPIENT agrees to abide by the conditions af and camply with the requirements of the Office af Man- agement 2 CFR Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. C. SUBRECIPIENT agrees to abide by the TDHCA Contract, including, without limitatian, all the requirements of laws applicable thereta, rules, regulatians, guidelines, and all the requirements af the TDHCA Cantract, a true and correct copy of which is attached to this Agreement as Exhibit D and made a part of this Agreement far all purposes. D. SUBRECIPIENT shall give the CITY, HLJD; the Comptroller General of the United States, the Auditor of the State of Texas, TDHCA and any authorized representative, access to and the right to reproduce all recards be- longing to or in use by SUBRECIPIENT pertaining to this Agreement. Such access shall continue as lang as SUBRECIPTENT retains the recards. SUBRECIPIENT shall maintain such records in an accessible lacation. E. SUBRECIPIENT shall notify TDHCA and CITY immediately of any significant change affecting the SUBRECIPIENT and SUBRECIPIENT'S identity, such as ownership or control, name change, governing board membership, vendar identification number, and personnel changes affecting the contracted services. Changes must be provided in writing to TDHCA and CITY within 10 working days after the changes are effective. F. SUBRECIPIENT shall refrain from entering into any subcontract for services withaut prior appraval in writing by CITY of the qualifications af the subcontractor ta perform and meet the standards of this Agreement, All subcontracts entered into by the SUBRECIPIENT will be subject to the requirements of this Agreement. The SUBRECIPIENT agrees to be respansible to CITY for the perfarmance of any subcontractor. '.:- ' • A. SUBRECIPIENT assures and guarantees that it possesses the legal authority, pursuant ta any proper, appropriate, and of�cial mation, resolution, or action passed or taken, to enter into this Agreement. B. The person or persans signing and executing this Agreement an behalf af SUBRECIPIENT, da hereby warrant and guarantee that he, she, or they have been fully authorized by SUBRECIPIENT to execute this Agreement on behalf of SUBRECIPIENT and to validly and legally bind SUBRECIPIENT ta all terms, performances, and provisians herein set forth. C, CITY shall have the right, at its optian, to either temporarily suspend or permanently terminate this Agreement if there is a dispute as to the legal authority of either SUBRECIPIENT or the persan signing the Agreement ta enter into this Agreement. SUBRECIPIENT is liahle to CITY for any money it has received from CITY for performance of the provisions af this Agreement if CITY has suspended or terminated this Agreement for the reasons enumerated in this Section. D. SUBRECIPIENT agrees that the funds and resources provided SUBRECIPIENT under the terms af this Agree- ment will in no way be substituted for funds and resources from other saurces, nor in any way serve to reduce the resaurces, services, ar ather benefits which would have been available to, or pravided through, SUBRECIPIENT had this Agreement not been executed. �, � � �' 3 :. � SUBRECIPIENT will provide, oversee, administer, and carry out all af the activities and services set out in the SCOPE OF SERVICES, in Exhibit A, utilizing the funds described in Eachibit B, deemed by both parties ta be nec- essary and sufficient payment for full and satisfactory performance of the pragram, as determined solely by CITY and in accordance with all other terms, provisions, and requirements of this Agreement. Na modifications or altera- tions may be made in the Scope of Services or Budget without the prior written approval of the CITY's Community Development Administrator. 7. PAYMENTS A. Payments ta SUBRECIPIENT. The CITY shall pay to SUBRECIPIENT a maximum amount of money not to exceed One Hundred Fifty-Eight Thausand Dollars- $158,000.00 for services rendered under this Agreement. The CITY will pay these funds on a reimbursement basis to SUBRECIPIENT within fifteen days after CITY has received supporting documentation of eligible expenditures, cantingent an receipt of funds by CITY from TDHCA under the TDHCA Contract. Dacumentatian of expenditures must be submitted ta the Community De- velopment Division by dates required by Community Development. SUBRECIPIENT'S failure to provide the information an a timely basis may jeopardize present or future funding. B. Funds are to be used for the sole purpase of providing the services described in the Scape of Services in Exhibit A and based on the Budget in Exhibit B. C. SUBRECIPIENT's reimbursement request for any one month period will not exceed one-sixth (1/6} of any budg- eted line items for costs as specified in Exhibit B without prior written authorizatian from the CITY. D. Excess Payment. SUBRECTPIENT shall refund to CITY within ten working days of CITY's request, any sum af money which has been paid by CITY and which CITY at any time thereafter determines: 1, has resulted in overpayment to SUBRECIPIENT; or 2. has not been spent strictly in accordance with the terms of this Agreement; ar 3. is not supparted by adequate documentation to fully justify the expenditure. E. Disallowed Costs. Upan termination of this Agreement, should any expense or charge for which payment has been made be subsequently disallowed or disapproved as a result of any auditing or monitoring by CITY, HUD, or any other Federal agency, SUBRECIPIENT will refund such amount to CITY within ten working days of a written natice to SUBRECIPIENT, which specifies the amaunt disallawed. Refunds af disallowed costs may not be made from these ar any funds received from or through CITY. F. Reversion of Assets. 1. SUBRECIPIENT, upan expiration of this Agreement, shall transfer to the CITY any funds on hand at the time of expiration and any accounts receivable attributable to the use of funds. 2. The reversion of these financial assets shall be in addition ta any ather remedy available to CITY either at law or in equity far breach of this Agreement. G. Obligation of Funds. 1. In the event that actual expenditure rates deviate from SUBRECIPIENT's pravision of a corresponding level of perfarmance, as specified in Exhibit A, CITY hereby reserves the right ta reapprapriate or recapture any such under expended funds. 2. If CITY finds that SUBRECIPIENT is unwilling and/ar unable to comply with any of the terms af this Agreement, CITY may require a refund of any and all maney expended pursuant to this Agreement by SUBRECIPIENT, as well as any remaining unexpended funds which shall be refunded io CITY within ten warking days of a written natice to SUBRECIPIENT to revert these financial assets. H. Contract Close Out. SUBRECIPIENT shall submit the Agreement close out package to CITY, together with a final expenditure report, far the time period covered by the last invaice requesiing reimbursement of funds under this Agreement, within 15 warking days following the close of the Agreement periad. SUBRECIPIENT shall utilize the farm agreed upon by CITY and SUBRECIPIENT. 8. WA NTIES SUBRECIPIENT represents and warrants that: A. All information, reparts, and data heretofore or hereafter requested by CITY and furnished to CITY, are complete and accurate as of the date shown on ihe informatian, data, or report, and, since that date, have nat undergone any significant change without written natice to CITY. B. Any supporting financial statements heretofore requested by CITY and furnished to CITY, are complete, accu- rate, and fairly reflect the fnancial condition of SUBRECIPTENT on the date shown on said repart, and the results of the operatian for the period covered by the report, and that since said date, there has been na material change, adverse or otherwise, in the financial conditian of SUBRECIPIENT. C. No litigation or legal proceedings are presently pending or threatened against the SUBRECIPIENT. D. None of the provisians herein cantravene or are in canflict with the autharity under which SUBRECIPIENT is doing business or with the provisions of any existing indenture or agreement of SUBRECIPIENT. E. SUBRECIPIENT has the power to enter into thzs Agreement and accept payments hereunder, and has taken all necessary action to autharize such acceptance under the terms and conditions af this Agreement. F. None of the assets of SUBRECIPIENT is subject to any lien ar encumbrance of any character, except far current taxes not delinquent, except as shown in the financial statements furnished by SUBRECIPIENT to CITY. G. Each of these representations and warranties shall be continuing and shall be deemed ta have been repeated by the submissian of each request for payment. A. During the period of time that payment may be made hereunder and so long as any payments remain unliquidated, SUBRECIPIENT shall not, withaut the prior written consent of the Community Develapment Administrator ar her authorized representative: 1. Mortgage, pledge, or atherwise encumber or suffer to be encumbered, any of the assets of SUBRECIPIENT now owned or hereafter acquired by it, or permit any pre-existing mortgages, liens, or ather encumbrances to remain on, or attached to, any assets of SUBRECIPIENT which are allocated to the performance of this Agreement and with respect to which CITY has awnership hereunder. 2. Sell, assign, pledge, transfer, ar otherwise dispose of accounts receivables, notes, or claims for money due ar to become due. 3. Sell, convey, or lease all ar a substantial part of its assets. 4. Make any advance or loan to, or incur any liability for any other firm, person, entity, or corporation as guar- antor, surety, or accammodatian endorser. 5. Sell, danate, loan, or transfer any equipment or item of personal property purchased with funds paid to SUBRECIPIENT by CITY, unless CITY autharizes such transfer. B. SUBRECIPIENT agrees, upon written request by CITY, to require its employees to attend training sessians sponsored by the Community Develapment Division. 10. ALLOWABLE COSTS A. Costs shall be considered allowable only if incurred directly and specifically in the performance af and in com- pliance with this Agreement and in conformance with the standards and provisions of Exhibits A and B. B. Approval of SUBRECIPIENT's Budget, Exhibit B, daes nat constitute priar written approval, even though cer- tain 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 periad which exceeds ane-sixth (1 /6) af the total budget as specified in Exhibit B. 2. CITY shall not be obligated to any third parties, including any subcantractors of SUBRECIPIENT, and CITY funds shall not be used to pay for any contract service extending beyond the expiration of this Agreement. 3. Any alterations ar relocation of the facilities on and in which the activities specified in Exhibit A are con- ducted. 4. Any alterations, deletions, or additions to the Project Budget Detail incorporated in Exhibit B. 5. Costs ar fees for temporary employees or services. 6. Any fees or payments far consultant services. 7. Fees for attending aui of town meetings, seminars, or conferences. C. Written requests for prior approval are SUBRECIPIENT's responsibility and shall be made within sufficient time io permit a thorough review by CITY. SUBRECIPIENT must ahtain written approval by CITY prior to the com mencement of procedures to solicit or purchase services ar personal property. Any procurement or purchase which may be appraved under the terms of this Agreement must be conducted in its entirety in accordance with the provisions of this Agreement. D. Expenditures will nat be reimbursed to the SUBRECIPIENT far the purchase of real property or equipment. These are not allowable costs under this agreement. 11. PROG M INCOME A. Far purpases of this Agreement, Pragram Income means earnings of SUBRECIPIENT realized from activities resulting from this Agreement or from SUBRECIPIENT's management of funding provided or received hereun- der. Such earnings include, but are nat limited to, income from interest, usage or rental or lease fees, income produced from contract-supported services of individuals or employees or from the use or sale of equipment ar facilities af SUBRECIPIENT provided as a result of this Agreement, and payments fram clients or third parties for services rendered by SUBRECIPIENT under this Agreement. B. SUBRECIPIENT shall maintain records af the receipt and dispositian af Pragram Income in the same manner as required for other cantract funds, and reported to CITY in the format prescribed by CITY. CITY and SUBRECIPIENT agree that any fees collected for services performed by SUBRECIPIENT shall be used for payment of costs associated with service provision. Revenue remaining after payment of all program expenses far service provision shall be cansidered Pragram Income and shall be subject to all the requirements of this Agreement and the regulations faund at CFR, Section 570.504. C. SUBRECIPIENT shall include this Section in its entirety in all of its subcontracts which involve ather income- producing services or activities. D. It is SUBRECIPIENT's responsibility ia obtain fram CITY a prior determinatian as ta whether or nat income arising directly or indirectly from this Agreement, or the performance thereof, constitutes Program Income. SUBRECIPIENT is responsible to CITY for the repayment af any and all amounts determined by CITY to be Pragram Income, unless otherwise approved in writing by CITY. 12. MAINTENANCE OF RECO S A. SUBRECIPIENT agrees to maintain records that will provide accurate, current, separate, and complete disclosure af the status of the funds received under this Agreement, in compliance with the provisions of Exhibit A and Exhibit B, attached hereto, and with any ather applicable Federal and State regulations establishing standards far financial management. SUBRECIPIENT's expenditures of funds made under this Agreement will conform to (2 CFR §200} Uniform Administrative Requirements Cast Principles, and Audit Requirements for Federal Awards as they pertain to costs incurred, audits, program income, administratian, and ather activities and functions. SUBRECIPIENT's record system shall contain sufficient dacumentation to provide in detail full support and justification for each expenditure. Nathing in this Section shall be canstrued to relieve SUBRECIPIENT of fiscal accountability and liability under any other provision of this Agreement or any applicable law. SUBRECIPIENT shall include the substance af this provisian in all subcantracts. B. SUBRECIPIENT agrees ta retain all boaks, records, documents, reparts, and written accaunting procedures per- taining ta the operation of programs and expenditures af funds under this Agreement far fve years. C. Nathing in the above subsections shall be canstrued to relieve SUBRECIPIENT af responsibility for retaining accurate and current records which clearly reflect the level and benefit af services provided under this Agreement. D. At any reasanable time and as often as CITY may deem necessary, the SUBRECIPIENT shall make available to CITY, H[JD, ar any of their authorized representatives, all af its records and shall permit CITY, HUD, or any of their authorized representatives ta audit, examine, make excerpts and copies of such records, and to conduct audits af all contracts, invoices, materials, payrolls, records of persannel, conditions of emplayment, and all ather data requested by said representatives. 13. REPORTS AND INFORMATION At such times and in such form as CITY may require, SUBRECIPIENT shall furnish such statements, records, data, and information as CITY may request and deem pertinent to matters covered by this Agreement. SUBRECIPIENT Page 7 of 22 shall submit beneficiary and financial reports to CITY no less than ance every three months. The beneficiary report shall detail client information, including race, ethnicity, income, female head of household, and other statistics re- quired by CITY. The financial report shall include infarmation and data relative to all programmatic and �nancial reporting as of the beginning date specified in Sectian 1 af this Agreement. Unless the CITY has granted a written exemptian, SUBRECIPIENT shall submit an audit conducted by independent examiners in accordance with Gener- ally Accepted Accounting Principles. If the SUBRECIPIENT expends more than $750,000 in federal funding, the audit must be conducted in accordance with OMB 2 CFR Part 200, as applicable within thirty days after receipt of such audit. r� ►� i► _ � �► ; '_ � SUBRECIPIENT agrees to participate in a monitoring and evaluation system whereby the services can be continu- ously monitored. CITY shall perform monitoring of the SUBRECIPIENT's performances under this Agreement. A. SUBRECIPIENT agrees that CITY may carry out monitoring and evaluation activities to ensure adherence by SUBRECIPIENT to the Scope of Services, Pragram Goals, and Objectives, which are attached hereta as Exhibit A, as well as other provisions of this Agreement. B. SUBRECIPIENT agrees to cooperate fully with CITY and provide data determined by CITY to be necessary for CITY to effectively fulfill its monitoring and evaluatian responsibilities. C. SUBRECIPIENT agrees to caoperate in such a way so as not ta obstruct ar delay CITY in such manitoring and to designate one of its staff to caordinate the manitoring pracess as requested by C1TY staff. D. SUBRECIPIENT agrees to make available its financial records for review by CITY at CITY's discretion. In additian, SUBRECIPIENT agrees ta provide CITY the following data and reports, ar copies thereaf: 1. All external ar internal evaluation reports; 2. Performance/beneficiary reparts ta be submitted in the schedule published by the CITY's Community De- velopment Division, Reports shall include such information as requested by the CITY's Community Devel- opment Divisian including but not limited to: number af persons or households assisted, race, gender, disa- bility status, and househald income. Beneficiary reports shall be due to CITY within 15 working days after the completian of required reparting period. SUBRECIPIENT agrees to submit fnancial statements no less than once every three months. Each statement shall include current and year to date period accounting of all revenues, expenditures, outstanding obligations, and beginning and ending balances, Pinancial reports shall be due ta CITY within 15 warking days after the completion of required reporting period; and 3. An explanatian af any majar changes in program services. E. To camply with this section, SUBRECIPIENT agrees ta maintain records that will provide accurate, current, separate, and complete disclosure of the status of funds received and the services performed under this Agree- ment. SUBRECIPIENT`s record system shall cantain sufficient documentation ta pravide in detail full suppart and justification for each expenditure. SUBRECIPIENT agrees ta retain all baoks, records, dacuments, reports, and written accaunting procedures pertaining to the services provided and expenditure of funds under this Agree- ment for the period af time and under the conditians specified by the CITY. Nothing in the above subsections shall be construed to relieve SUBRECIPIENT of responsibility far retaining accurate and current records, which clearly reflect the level and benefit af services, pravided under this Agreement. F. After each afficial monitaring on-site visit, CITY shall provide SUBRECIPIENT with a written report of mani- toring findings, documenting findings, and cancerns that will require a written response ta the CITY. An ac- ceptable response must be received by the CITY within 60 days fram the SUBRECIPIENT's receipt of the mon- itoring report or audit review letter. Future cantract payments can be withheld for the SUBRECIPIENT's failure to submit a respanse within 60 days. G. SUBRECIPIENT shall submit copies of any fiscal, management, or audit reports by any of the SUBRECIPIENT's funding or regulatory bodies to CITY within ten working days of receipt by the [►Y� : '7 �11�1�1�►IIM During the term of this Agreement, SUBRECIPIENT shall cause to be delivered to CITY copies of all notices of meetings of its Board of Directors, setting forth the time and place thereo£ 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. SUBRECIPIENT understands and agrees that CTTY representatives shall be afforded access to all of the Board of Directors' meetings. Minutes of all meetings of SUBRECIPIENT's governing body shall be available to CITY within ten days after Board approval. , '• A. SUBRECIPIENT 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" cover- age, with CITY named as an additional insured. Upon request of SUBRECIPIENT, CITY may, at its sole discre- tion, approve alternate insurance coverage arrangements. C. SUBRECIPIENT will comply with applicable workers' compensation statues and will obtain employers' liability coverage where available and other appropriate liability coverage for program participants, if applicable. D. SUBRECIPIENT will maintain adequate and continuous liability insurance on all vehicles owned, leased, or operated by SUBRECIPIENT. All employees of SUBRECIPIENT 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 SUBRECIPIENT'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 SUBRECIPIENT. F. The policy or policies of insurance shall contain a clause which requires that CITY and SUBRECIPIENT be notified in writing of any cancellation or change in the policy at least 30 days prior to such change or cancellation. A. SUBRECIPIENT shall comply with all applicable equal employment opportunity and affirmative action laws or regulations. The SUBRECIPIENT shall not discriminate against any employee or applicant for employment because of race, color, creed, religion, national origin, gender, age, or disability. The SUBRECIPIENT will take affirmative action to insure that all employment practices are free from such discrimination. Such employment practices include but are not limited to the following: hiring, upgrading, demotion, transfer, recruitment or re- cruitment advertising, layoff, termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. B. SUBRECIPIENT shall comply with all applicable equal employment opportunity and affirmative action laws or regulations. The SUBRECIPIENT agrees to comply with Title VI of the Civil Rights Act of 1964 as amended, Title VIII of the Civil Rights Act of 1968 as amended, Section 104(b) and Section 109 of Title 1 of the Housing and Community Development Act of 1974 as amended, Section 504 of the Rehabilitatian Act of 1973, the Amer- icans with Disabilities Act of 1990, the Age Discrimination Act of 1975, Executive Order 11063 and Executive Order 11246 as amended by Executive Orders 11375 and 12086. Page 9 of 22 C. SUBRECIPIENT will furnish all information and reports requested by the CITY, and will permit access ta its boaks, records, and accounts for purpases of investigatian ta ascertain compliance with local, state, and Federal rules and regulations. D. In the event af SUBRECIPIENT's non-compliance with the non-discrimination requirements, CITY may cancel or terminate the Agreement in whole or in part, and SUBRECIPIENT may be barred from further cantracts with CITY. 1$. PERSONNEL POLICIES Personnel policies shall be established by SUBRECIPIENT and shall be available for examinatian. Such persannel policies shall: A. Be na more liberal than CITY's personnel policies, procedures, and practices, inc3uding policies with respect to employment, salary and wage rates, working hours and halidays, fringe benefits, vacation and sick leave privi- leges, and travel; and B. Be in writing and shall be appraved by the gaverning body of SUBRECIPIENT and by CITY. � � ► �] �i i►� If Y �I:a �f.'y Y A. SUBRECIPIENT covenants that neither it nar any member of its governing body presently has any interest, direct or indirect, which wauld canflict in any manner or degree with the performance of services required ta be per- formed under this Agreement. SUBRECIPIENT further covenants that in the perfarmance of this Agreement, no person having such interest shall be emplayed or appointed as a member af its governing body. B. SUBRECIPIENT further cavenants that no member of its governing body or its staff, subcontractors, or employ- ees shall possess any interest in ar use his/her position far a purpose that is ar gives the appearance of being motivated by desire for private gain far himself/herself, or others, particularly those with which he/she has family, business, or other ties. C. Na afficer, member, or employee of CITY and no member of its gaverning body who exercises any function or responsibilities in the review or approval of the undertaking ar carrying aut of this Agreement shall participate in any decisian relating to the Agreement which affects his or her personal interest or the interest in any corpo- ration, partnership, or associatian in which he ar she has a direct or indirect interest. I'+ ► ' � 17�1 f.y►i'I SUBRECIPIENT shall not employ in any paid capacity any person wha is a member of the immediate family af any person wha is currently employed by SUBRECIPIENT, or is a member of SUBRECIPIENT's governing board. The term "member of immediate family" includes: wife, husband, son, daughter, mother, father, brother, sister, in-laws, aunt, uncle, nephew, niece, stepparent, stepchild, half-brather, and half-sister. A. Neither the funds advanced pursuant to this Agreement, nar any personnel which may he employed by the SUBRECIPIENT with funds advanced pursuant ta this Agreement shall be in any way ar to any extent engaged in any canduct or political activity in contravention af Chapter 15 af Title 5 of the United States Code, B. The SUBRECIPIENT is prahibited from using funds provided herein or personnel emplayed in the administra- tian of the program for: palitical activities, sectarian or religious activities, lobbying, political patronage, or nep- otism activities. C. The SUBRECIPIENT agrees that none of the funds or services provided directly or indirectly under this Agree- ment shall be used for any partisan palitical activity or to further the election or defeat of any candidate for public office, or for publicity, lobbying, and/or prapaganda purposes designed to suppart or defeat pending legislation. .' , • . I' � Emplayees of the SUBRECIPIENT connected with any activity that is funded in whale or in part by funds pra- vided to SUBRECIPIENT under this Agreement may not under the term af this Agreement: 1. Use their official positian or influence to affect the outcome of an electian or nomination; 2. Salicit cantributions far political purposes; or 3. Take an active part in political management or in political campaigns. A. Where such action is appropriate, SUBRECIPIENT shall publicize the activities conducted by SUBRECIPIENT under this Agreement. In any news release, sign, brochure, ar other advertising medium, disseminating infar- mation prepared or distributed by ar for SUBRECIPIENT, the advertising medium shall state that the TDHCA and HUD's ESG funding thraugh the City of Denton has made the praject possible. B. All published material and written reports submitted under this project must be originally developed material unless otherwise specifically pravided in this Agreement. When material not originally develaped is included in a report, the report shall identify the source in the body of the report or by footnote. This pravision is applicable when the material is in a verbatim or extensive paraphrase format. C. All published material submitted under this project shall include the follawing reference an the front cover or title page: This dacument is prepared in accor°dance with the Emergency Solutions Grant, with funding received from the United States Department of Housing and U�°ban Development through the Texas Department of Housing and Communzty Affairs. D. All reports, dacuments, studies, charts, schedules, or other appended documentatian ta any proposal, cantent of basic proposal, or contracts and any responses, inquiries, correspandence and related material submitted by SUBRECIPIENT shall become the property of CITY upon receipt. r 1 1 y A. Any alterations, additians, ar deletions to the terms of this Agreement shall be by written amendment executed by bath parties, except when the terms af this Agreement expressly pravide that another method shall be used. B. SUBRECIPIENT may not make transfers between or among approved line items within budget categaries set farth in Exhibit B without prior written approval af CITY. SUBRECIPIENT shall request, in writing, the budget revision in a form prescribed by CITY, and such request far revision shall not increase the total manetary obli- gatian af CITY under this Agreement. In addition, budget revisions cannot significantly change the nature, intent, ar scope of the program funded under this Agreement. C. SUBRECIPIENT will suhmit revised budget and program information, whenever the level of funding for SUBRECIPIENT or the program(s} described herein is altered according to the tatal levels contained in any portion of Exhibit B. D. It is understood and agreed by the parties hereta that changes in the State, Federal, or local laws ar regulatians pursuant hereta may occur during the term of this Agreement. Any such modifications are ta be autamatically incorporated inta this Agreement without written amendment hereta, and shall become a part af the Agreement on the effective date specified by the law ar regulation. E. CITY may, fram time ta time during the term of the Agreement, request changes to the Agreement, which may include an increase or decrease in the amount of SUBRECIPIENT's compensatian. Such changes shall be incar- porated in a written amendment hereto, as provided in Subsection A of this Section. F. Any alteratians, deletions, or additians to the Agreement Budget Detail incorporated in Exhibit B shall require the prior written approval af CITY. G. SUBRECIPIENT agrees to notify CITY of any proposed change in physical location for wark performed under this Agreement at least 30 calendar days in advance of the change. H. SUBRECIPIENT shall notify CITY af any changes in personnel ar governing board composition. I. It is expressly understood that neither the perfarmance of Exhibit A for any program contracted hereunder nor the transfer of funds between or among said programs will be permitted. , � �' i 1 Upon determinatian by CITY af SUBRECIPIENT's failure to timely and praperly perform each of the requirements, time conditions, and duties provided herein, CITY, withaut limiting any rights it may otherwise have, may, at its discretian, and upan ten working days written notice to SUBRECIPIENT, withhald further payments ta SUBRECIPIENT. Such natice may be given by mail to the Executive Officer and the Board of Directors of SUBRECIPIENT. The notice shall set farth the default or failure alleged, and the action required for cure. The period of such suspensian shall be of such duration as is apprapriate to accomplish carrective action, but in no event shall it exceed 30 calendar days. At the end af the suspension period, if CITY determines the default ar deficiency has been satisfied, SUBRECIPIENT may be restored to full campliance status and paid all eligible funds withheld or impaunded during the suspension periad. If however, CITY determines that SUBRECIPIENT has nat come into campliance, the provisions of Sectian 25 may be effectuated. 25. TERMINATION A. CITY may terminate this Agreement far cause under any of the following reasons or for other reasons not spe- cifcally enumerated in this paragraph: 1. SUBRECIPIENT's failure to attain compliance during any prescribed period of suspension as provided in Section 24. 2. SUBRECIPIENT's failure ta materially camply with any of the terms of this Agreement. 3. SUBRECIPIENT's vialatian of covenants, agreements, or guarantees af this Agreement. 4. Termination or reduction of funding by the CITY ar HCJD. 5. Finding by CITY that the SUBRECIPIENT: a. is in such unsatisfactoty fnancial conditian as to endanger perfarmance under this Agreement; b. has allocated inventory to this Agreement substantially exceeding reasonable requirements; or c. is delinquent in payment of taxes or of casts af performance of this Agreement in the ordinary caurse af business. 6. Appointment of a trustee, receiver, ar liquidatar for all or substantial part af SUBRECIPIENT's property, ar institution of bankruptcy, reorganization, rearrangement of, or liquidation proceedings by or against 7. SUBRECIPIENT's inability to conform to changes required by Federal, State, and local laws ar regulations as provided in Section 4, and Section 2, of this Agreement. 8. The commission of an act af bankruptcy. 9. SUBRECIPIENT's vialatian of any law or regulatian to which SUBRECIPIENT is baund or shall be baund under the terms af the Agreement. B. CITY shall promptly notify SUBRECIPIENT in writing af the decisian ta terminate and the effective date of termination. Simultaneous notice of pending termination may be made to other funding saurce specified in Ex- hibit B. C. CITY may terminate this Agreement for canvenience at any time. If CITY terminates this Agreement for con- venience, SUBRECIPIENT will be paid an amount not to exceed the total of accrued expenditures as of the Page 12 af 22 effective date of termination, In na event will this compensation exceed an amount which bears the same ratio to the total compensation as the services actually performed bears ta the tatal services of SUBRECIPIENT cov- ered by the Agreement, less payments previausly made. D. SUBRECIPIENT may terminate this Agreement in whale or in part by written natice to CITY if a termination of outside funding occurs upon which SUBRECIPIENT depends for performance hereunder. SUBRECIPIENT may opt, within the limitatians af this Agreement, ta seek an alternative funding source, with the approval of CITY, provided the termination by the outside funding source was not accasioned by a breach of contract as defined herein or as defined in a cantract between SUBRECIPIENT and the funding source in question. SUBRECIPIENT may terminate this Agreement upon the dissolution of SUBRECIPIENT's organization nat accasioned by a breach of this Agreement. E. Upon receipt of notice to terminate, SUBRECIPIENT shall cancel, withdraw, or otherwise terminate any aut- standing arders or subcantracts which relate ta the performance of this Agreement. CITY shall not be liable to SUBRECIPIENT ar SUBRECIPIENT's creditars for any expenses, encumbrances, or obligations whatsoever incurred after the terminatian date listed on the notice ta terminate referred to in this paragraph. F. Notwithstanding any exercise by CITY of its right af suspension or termination, SUBRECIPIENT shall not be relieved af liability ta CITY for damages sustained by CITY by virtue of any breach of the Agreement by SUBRECIPIENT, and CITY may withhold any reimbursement to SUBRECIPIENT until such time as the exact amaunt af damages due to CITY from SUBRECIPIENT is agreed upon or otherwise determined. 26. NOTIFICATION OF ACTION BROUGHT In the event that any claim, demand, suit, or ather actian is made or brought by any persan(s}, firm, corporation, or other entity against SUBRECIPIENT, SUBRECIPIENT shall give written notice thereof to CITY within twa working days after being natified of such claim, demand, suit, or other action. Such notice shall state the date and hour af natification of any such claim, demand, suit, or ather action; the names and addresses of the person(s}, firm, corpa- ration, or other entity making such claim, ar that instituted or threatened to institute any type of action or proceeding; the basis of such claim, action, or proceeding; and the name of any person(s) against whom such claim is being made or threatened. Such written notice shall be delivered either personally or by mail. 27. INDEMNIFICATION A. It is expressly understoad and agreed by both parties hereto that CITY is contracting with SUBRECIPIENT as an independent cantractor and that as such, SUBRECIPIENT shall save and hold CITY, its afficers, agents, and employees harmless from all liability af 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 fram the performance or omissian of any employee, agent, or representative of SUBRECIPIENT. B. SUBRECIPIENT agrees to provide the defense for, and to indemnify and hald harmless CITY, its agents, em- playees, or contractars from any and all claims, suits, causes af action, demands, damages, lasses, attarney fees, expenses, and liability arising out af the use of these contracted funds and progi•am administratian and imple- mentation except ta the extent caused by the willful act or amission of CITY, its agents, employees, ar contrac- tors. : • ' • A. As stated in 24 CFR Part 5,109, no organization will be prohibited from participating in activities supported by CITY funding including programs that make funds available through contracts, grants, or cooperative agree- ments. SUBRECIPIENT is prohibited from discriminating against beneficiaries in providing services or carrying out activities with such assistance based on religion, a religious belief, a refusal to hold a religious belief, or a refusal to attend or participate in a religious practice, while also noting that organizations that participate in programs only funded by indirect CITY or Federal fnancial assistance need not modify their program or activities to accommodate beneficiaries who choose to expend the indirect aid on those SUBRECIPIENTS' programs. B. Faith based organizations that carry out programs or activities with direct Federal financial assistance are required to provide written notice of certain protections to beneficiaries and prospective beneficiaries, Specifically, such organizations are required to give notice to beneficiaries that: 1. The organization may not discriminate against a beneficiary or prospective beneficiary based on religion, a religious belief, a refusal to hold a religious belief, or a refusal to attend or participate in a religious practice; 2. The organization may not require a beneficiary to attend or participate in any explicitly religious activities that are offered by the organization, and any participation by the beneficiary in such activities must be purely voluntary; 3. The organization must separate, in time or location, any privately funded explicitly religious activities from activities supported by direct Federal financial assistance; 4. If a beneficiary objects to the religious character of the organization, the organization must undertake rea- sonable efforts to identify and refer the beneficiary to an alternative provider to which the beneficiary has no such objection; and A beneficiary or prospective beneficiary may report an organization's violation of these protections, including any denials of services or benefits by an organization, by contacting or filing a written complaint to HUD or the intermediary administering the program, if applicable. C. Faith-based organizations must provide this notice to prospective beneficiaries prior to enrollment. In the event of an emergency or exigent circumstances that make it impracticable to provide the written notice in advance, prospective beneficiaries may receive the notice at the earliest available opportunity. Current beneficiaries must receive the notice at the earliest available opportunity, D. Faith-based organizations that carry out a program or activity with direct Federal financial assistance from HUD re to promptly undertake reasonable efforts to identify an alternative provider if a beneficiary or praspective beneficiary objects to the religious character of the organization, and to refer the beneficiary or prospective ben eficiary to an alternative provider to which the beneficiary or prospective beneficiary has no such objection. ►� ►I :►�L�III." A. SUBRECIPIENT shall not transfer, pledge, or otherwise assign this Agreement or any interest therein, or any claim arising thereunder, to any party or parties, bank, trust company, or other fnancial institution without the prior written approval of CITY. B. If any provision of this Agreement 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. 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, and related material submitted by SUBRECIPIENT shall become the property of CITY upan receipt. Page 14 of 22 D. Debarment: SUBRECIPIENT certifies that it is not listed on the System for Award Management (SAM), which list the debarred, suspended, or otherwise excluded from or ineligible for participation in federal assistance pro- grams under Executive Order 12549 and 24 CFR Part 24. E. In no event shall any payment to SUBRECIPIENT 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 SUBRECIPIENT. Neither shall such payment, act, or omission in any manner impair or prejudice any right, power, privilege, or remedy available to CITY to enforce its rights hereunder, which rights, powers, privileges, or remedies are always specifically preserved. No representative or agent of CITY may waive the effect of this provision. F. This Agreement, together with referenced exhibits and attachments, constitutes the entire agreement between the parties hereto, and any prior agreement, assertion, statement, understanding, or other commitment antecedent to this Agreement, whether written or oral, shall have no force or effect whatsoever; nor shall an agreement, asser- tion, statement, understanding, or other commitment occurring during the term of this Agreement, or subsequent thereto, have any legal force or effect whatsoever, unless properly executed in writing, and if appropriate, rec- orded as an amendment of this Agreement. G. In the event any disagreement or dispute should arise between the parties hereto pertaining 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 U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT (HLTD) for matters of compliance, will have the final authority to render or to secure an interpretation. H. If SUBRECIPIENT provides services to the homeless, it is required to report homeless data to the Homeless Management Information System (HMIS). I. For purposes of this Agreement, all official communications and notices among the parties shall be deemed made if sent postage paid to the parties and address set forth below: TO CITY: City Manager City of Denton 215 E. McKinney Denton, Texas 76201 w/ a copy to: Trey Lansford, Deputy City Attorney 215 E. McKinney Denton, TX 76201 TO SUB RECIPIENT: Giving Hope, Inc. Attn: Executive Director/CEO/Commander 117 W. Sycamore Denton, TX 76201 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 jurisdiction sitting in Denton County, Texas. " ���".... � ��� '� � W � ►t��r�� �aw7�� a�w�t�°i° dr��:ca lN�i;; ,���•c.�ar��NMi 1�Gt� l��a;rr ��c,� 11� '�"l�T"T�1 �� �C�� � E �C� i-� iN�� a,�T��.��� ° ��� N������l�y �u�����s t���iw �n � ��� ���t��N ���� �:li�� 1P�� ���� ��� __ � ��� _... r ��� 9 �i. l'"�„�^ �.� ca�`�� CITY OF DENTON: iE3Y; �Jb�/� 1: T � � �� TODD HILEMAN, CITY MANAGER ATTEST: •�� BY. � �v � d� �� �� ��� ��"" �'�: � �..mm� ���,�..m.�� ������ f� �h»f��a"1�; Wdt&�11."1��, ° �" "�'" � ��;� 1� l��"�TARY ,r�_�'l�l���"'�""���� AS TO LE�F�C� �"!�;)��„l�'�w ,; � r , �� � °��"� . ; � , �Y .� ���r"W� �, � � - �, �'a��� �^".�,�.��� �„ , ���� _ _ _ AARON LEAL, CITY ATTORNEY Giving Hope, Inc.: ,� � BY: �����a��. ��,������ _— _ . � _ . �.. .........m r TITLE: � � � K m ���� � M � ������.�� �`��� ���. 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R-�. . * # : � � � . � � � _ .., �� . - ���•�- ��� .�'�c � � - -����� ' •���� • .. , �. � � �. . � e ,� . � . • . - ����� , � � . � r � - � . . � ., � - w� � - � � � . � , � � ����� . . � . �- -� � �. . . _ � � . � �: , w .• - � �- - � � . ,;. _ . . . , � - # � -- _ � . . . � . • • - - - .- � .�r .� - • - • �• - . •; * . � -� w �, ���. �_ _ : # . � �. . �. . � �- � -.�� . �. � � . �. .� � ' i � �' � ���s - •� �-- • -. � r���• �. . . �„� - - • - -� .� # . . #. � � � . . -, � ,,, . . ,+- . •� � �-a_ �. +: � � � � �. i ► �- ^��: # ' ►' �: • � t' w �'� � , • s Emergency Shelters as defined in 24 C.F.R. § 576.102 The purpose of ESG emergency shelters is to provide essential services to sheltered homeless persons. Essential services can address the immediate needs of homeless persons living on the street, in emergency shelter or in transi- tional housing, and can help enable homeless persons become more independent. • Case Management • Child Care • Education Services r • . . . - . � ' � r � � •' • . • Legal Services • Life Skills Training • Mental Health Services • Substance Abuse Treatment Services • Transportation • Services for Special Papulations • Shelter o eless Preventfon as defned in 24 C.F.R. § 576.103 The purpose of ESG Homeless Prevention is to prevent a househald from being evicted and becaming homeless. Agencies must assess and document that the househald would become homeless (per the definition above) but far the ESG assistance. In other words, a household would require emergency shelter ar wauld otherwise become literally homeless in the absence of ESG assistance. Hamelessness Prevention assistance must be provided in accordance with the hausing relocation and stabilization services requirements in § 576.105, the shart- and medium-term rental assistance requirements in § 576.106, and the written standards and procedures established under§ 576.400. • Financial Assistance • Services � 1�:;��.;ro:�irr ��, �ti����°�;I�_�_I'1�.tc��r���i„r1 �liz�����r� ����L�u�lnt.� � �r�c�_N��r���a�ac�.������,1;. Ivlediation l ���r�l ��a_�+i�,c,� �--- ��".�°�:;c�it ;1��;���i�� • Short- and Medium-Term Tenant Based Rental Assistance may be provided with up to 25 months of rental assistance during any 3-year period ' , � � ' � � , , w- -w • � , � ' �• -� �t'•� '.��'.. , _ w .� w � . • . - ; - - • �.. # . � . ,� . � • -, w ,: �� � - • �- . - • ., w . - - .� . � � ' �� r '- • + . . . �• � • w-w . • •, - - • , - • ."• , r : .� , • _ - . _� . . . # ! - • . �' -w - - '. . ', . -� - - . � 1� , w . . . �, r . w r � -w - - . � '� w- + • � 1! • Financial Assistance • Services I Mc����;iit�; `a����� ���....�.....�.�..1.���.��t��,t�t ' k��a���r���, �a������uC� � <��� �I�l���a���,.M_x�+�at� Mediation l ��;�I ���v_i��� 4� �cwc9rt I���.��;���M". Short- and Medium-Term Tenant Based Rental Assistance may be provided with up to 25 months of rental assistance during any 3-year period I �; ., � . � � � - - � �' ' . �: I � ,' � # �. � � . . � . .. � . � . . ,. _ . . , + . -� -� ♦ r. �, . * - ♦ ' ' � . • � -w � , r, r. • • � � . w. • • r. ►. • �. . _• ' ' � . w -�� : • -.� . �. �, * - . � . - - � . �r .' • . r �• w , • t _ . . . • �. �, r- � r + �. , r ' - 1 • s �. , � ' �. . R, : �;��. , • ♦ � �A 1 � ' - � �� � . � � .. 1 � 4; r' . � .. � ... � .� ' • � - .:�1 � � '...� � �,.. � ... �� �.. �.�� w� � '.. � �' � '.�.. ,�.. � . * # � � General Management o Salaries o Travel Costs ���r �'��a��a�R��a �pt�; o Administrative Services o �,c��,t +,�f ��ac�,+�l�,. �t�,��N �e.�e r��� �u��� a�ci���N�M��1���:Ri�;��� Training ( D Sponsored ONLY) - � �* . ♦ -r . • - R' � � 1' ' ��� - � *� �� . •�� ����� • ' # � - . ♦ , • � ♦ � � � � � � ' �� i� . 1 � � � . :!' 1 � � �. _ • � . . � - . � s � � , ,��- - . ��� - r � • � - . � - � . _ w � • , , �' • � . �� l��'� �� ; '` ' . - - . - � � � . . • . � - � �• . �� - . �� ♦ � . - � . . , � �� - ��� � � . ' � � � �� � �- � • ���� + r - . �� � . • � ���� . ����� - w - �� - - � - � �� � � � � � . . . . � �� � . r-��� • - . �' � r��� -��• *� �-.� : i . 1 �..TOTAL._BUDGET __ ---- ..-� ___..._... .... ....... _, .. ..... _ —1 _$_ 158,000 OO�..11 :� � c : � �, �� �; --- ------- .................._..__... .__ ..._.,r.�.._... .. .�..._�.... ._..... Street Outreach $ 12,500.00 �...� .................._ .mmm_ ....�.... _....__ ���...... ........_ ____._ ______ � Emergency Shelter � � ESSENTIAL SERVICES SHELTER OPERATIONS ---.... . . --- ........ _ . ... o elessness Prevention $ 50,250.00 HOUSING RELOCATION & STABILIZATION FINANCIAL ASSISTANCE HOUSING RELOCATION & STABILIZATION SERVICES TENANT BASED RENTAL ASSISTANCE ......_ __....-- � . ....m�.�m,,.... __. _ ........ ... ..... �._�.... ................. � mm .. 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Gospel and meet human need. Any agency, governmental or private, which enters into a contractual or cooperative relationship with The Salvation Army should be advised that: 2 �j The Salvation Army is an international religious and charitable movement, organized and operated on a quasi-military pattern, and is a branch of the Christian church. All programs of The Salvation Army are administered by Salvation Army Officers, who are ministers of the Gospel. The motivation of the organization is love of God and a practical concern for the needs of humanity. 4. The Salvation Army's provision of food, shelter, health services, counseling, and other physical, social, emotional, psychological and spiritual aid, is given on the basis of need, available resources and established program policies. Organizations contracting and/or cooperating with The Salvation Army may be assured that because The Salvation Army is rooted in Christian compassion and is governed by Judeo-Christian ethics, The Salvation Army will strictly observe all provisions of its contracts and agreements. Commissioners Conference: May 1996 �"��.�' 1VL ��n l, "�lllLi�'��IIII � 1 �pp�� �.� 1W �.� �'ill�G � �....�r ��IG .!�. M'T ��.�.�'� ��a ��'!� Ilu ���r �� � ..����. fi�" �� � . �..k °.� � � � �I �.��',�S �'.�i ��.: ���� � ��.11 ����'a �^'� � � �� �'�.�� `'�'@. � 9U �. Illf.'tl a ���� �.e I "�`�V� ��'_c���� W�. �.'� � VL "� IVI'.r �.r U. �� � IIII.'.:1� W�.�. � x.W� .!� I� ��.� 11U � W�.+.���� ,�� � ��:�ppV ."� I ��p� � � �„�llll!�UY� �.fy,"„d'..� ��Ih.��""W �.�,��."W!Vll'�'Mll4'�I'd.Jl ���V Illl llll � A'��., IIII llV.'illi,,,��1�0 WHERE��S, the City of Denton and Clu-istian Community Action entered iuto an Eilier�ency Solutio7is Ser��ice Agrccment fo�• th� term o:f' November 1, 2017 tJirotYgh Octc�ber 3 I, 2018 cm Februaiy 2, 2U18 (the "Seitirice Agreeinent"), authorized U_y Ordinance No. 2017-07_5; and Wl ]EREAS, pursuant to Sectioi� 23.E of the Service agreement, the f'unding amortnt for H. o�.��elessness ['rerre.ntion needs to be increased: aaad 'WHI::.RI�.AS, the parties ag.ree lhat the cha�ige .ia.l funding is to be mem. orialiiecl by the Axi.�e.nd�nent pursuant to Scctic�n 23.A of the Service Agreen��nt; NOW T�IERE}�OKE 7hc City of'I)enton and Christian Co�ntnunit�� Action hereby agree tl�at the tirnding ailocated f��r Homelessness Preventio�i iii Exhibit B; "F3ud�el," to the Seivice A�reement is hereby increased in t.11� amo�7nt ofi $14,CS3.49, f��r a total amotutt of $144,112.49 (lhc "Chan�e Order i�tYnds"). Thc Chan�e Order Fu�ids shall be uscd for the san3e public purposes and admini5tc;red in the same mannez� spccified in the Scrr�i.ce Agrcement. Al.l c>tl�ez• provisions, terix��, a>venants, duties, rigl.�ts, anci agreeri.�e.��ts cotatained in the Serviee A�;rcenient not amcnded hei•ein shall remain in full force arid effect. IN WITNESS OF WHICH the parties ci�� la�t��t.�y affix their signatures and enter into this Agreement has been executed on this the ,�,���� day of ��������;� , 2018. CITY OF �`� �+,; I� �"C � �I . , BY ,� � ,....._ � �,�M, ����w_�. �,� �� �,�� �°'°""° e.. ......;��.�:..�.�� ..............�_. ................�..,................._,..._,__..._..._.. ------�.. TODD HILEMAN, CITY MANAGER ATTEST: BY�, � ��-� ��� ���aa � �,. � _ ----------... .N ���f�rl��" � � �'�:ls �°C��.�, ' �"1""�'" � I ^, �"�� �^;TARY CHRISTIAN �'i�M : TITLE: �I � ��""�� �CTION THIS AGREEMENT HAS BEEN BOTH REVIEWED AND APPROVED as to financial and operational obligations and business terms. �e �. � , � �� , °� .., r ,'�" ; � n ��: � � ��� �� �M �, . �._.. � �. �� � Signature � „� � . s".� ,�.^�a���'-id,�a'� ���� S , a'�u° m �° ��„�+��.,�"�,T"o"'�"... �'�"�',. .�„�.„y r C, Tltle �� ,, , � �„ �� , �m � , ,�w � � �,�'J� �f d�^'� ��m �. �`�'v'��'"P'�p ap a� A �,...e.� � ����������•i�u�ent � Date Signed: ........... ..............��°� `�� APPROVED AS TO LEGAL FORM: �NI � �F ,P �� �''� BY: u ��� ����� � � " "° � . . �_: � �"�—. AARON LEAL, CITY ATTORNEY AMENDMENT TO 2017-2018 EMERGENCY SOLUTIONS GRANT SERVICE AGREEMENT BETWEEN TAE CITY OF DENTON AND GIVING HOPE, INC. WHEREAS, the City of Denton and Giving Hope, Inc., entered into an �mergency Solutions Grant Service Agreeinent for the terni of November 1, 2017 through October 31, 2018 on February 2, 2018 (the "Service Agreement"), authorized by Ordinance No. 2017-075; and WHEREAS, pursuant to Section 23.E of the Service agreement, the funding amount for Homelessness Prevention needs to be decreased; and WHEREAS, the parties agree that the change in funding is to be meinorialized by the Amendment pursuant to Section 23.A of the Service Agreement; NOW THEREFORE The City of Denton and Giving Hope, Inc. hereby agree that the fiuiding allocated for Homelessness Prevention in Exhibit B, `Budget," to the Service Agreement is hereby decreased in the amount of $14,653.49, leaving a total of $35,596.51 (the "Change Order Funds"). The Change Order Funds shall be used for the same public purposes and administered in the same manner specified in the Service Agreement. All other provisions, terms, covenants, duties, rights, and agreements contained in the Service Agreement not amended herein shall remain in fiill force and effect. IN WITNESS OF WHICH the parties �ca Ir��°s�l�ry ���"�i� tk��i � signatures �x�z�� enter into this Agreement has been executed on this the ����� �:4��.� a�� _„ 2018. �.� CITY OF DENTON: � � � ,� BY � �� � � �,.� � �� �.� '�� ���._A� , � . .....�... �..... '��;��D M-I[N':�1�'���, CITY MANAGER ATTEST: �� � BY: M� � �, .......�. ,� l� � I� N� ; "'v�J �:'LTERS, w, "i",r"° �E:��. �C�'I"ARY �� GIVING HOPE, ���`» "4"' BY: � �._v.__ �._.�� . �:.. ��� _ ��� ._... TITLE: ����e �,� ��"_ _�.X���� � �e ��,......_. .. _—e� THIS AGREEMENT HAS BEEN BOTH REVIEWED AND APPROVED as to financial and operational obligations and business terms. r� �,,n , ��: o �'",p- „, � r� �', �� E � � � ^".��;� �, C�' m �' �-, ��' �� .� � � fa., w'�" w��i�at���a�'+� �� p �� ,� r � � e ��� �'" � �� � � ,��E � � a � /a, � � ,�,�1 " � r � G;� +�"' �r � �',� �Pfi�° �' �, �� Title ��' � � �."'�'�^� �; �G` ,,�,�,rr"� � ,J�, �,� �„ �� m����`� � � ��' ��a"�a���"� ��n��c'pu�" Date Signed: _����� � � ��� � APPROVED,.�� TO LEGAL FORM: ��� � � �� , � � ., � � � BY: �d � .,..� � � � �°� � �,���� ,, � � � � � � �: • ,..���. �� � �.r� �� � �� LEAL, CITY ATTORNEY