HomeMy WebLinkAboutCity of Pasco - 2018 CDBG Subrecipient Agreement (372 Senior Citizen's Center Recreation Specialist)COMMUNITY DEVELOPMENT BLOCK GRANT
CONTRACT DATA SHEET
City Agency: Contract Number: Contract S igned :
Contract Start:
City of Pasco-Administrative & C-2018 -2-4 Contract End :
Community Services Amendment:
Mr. Zach Ratkai , Director
Recreation Services
525 N 3rd Ave
Pasco, WA 99301
BRIEF PROJECT SUMMARY
ATTACH MENT 1-D
1/1/2018
12/31/2018
CDBG funds provide a portion of the salary and benefit s for recreation specialist to over see and operat e program at Pa sco's
se n ior center . This facility's p rogr am provides su p ervisi on an d lead ersh ip necessary for p r ograms servi ng the elder ly of Pasco
with suppor t services, nutrition, hea lth and livi ng skills support.
PERFORMANCE INDICATOR : People Assis t ed, Publi c service activities othe r than LMH
LOCAT IO N : 535 N Third Avenue
SERV ICE AREA: PRESUMED BENEFIT -EL DER LY
CONTRACT LINE ITEM DETAIL
HUD IDI S HU D IDIS EST LINE NATI O NAL ACTIVI TY TITLE
PROJECT ACTI V ITY UNITS ITEM OBJECTIVE
N UM BER NU M BE R
2018-2 372 9 7 5 05A L M C Senior Services
T otal Contract Amou nt
NW PROJECT# GR4CDTR18SR
CDBG CONT ACT
DOLLA R
A MO UNT
$31,640.00
$31 ,640.00
Li sted be low is your CDBG B lock Grant Administrator with phone number and ema il address . P lease contact your grant
administrator d irectly for te chnical assistance: Angie Pitman , (509) 543-5739, pitmana@ pasco-wa.gov
PROJECT CONTACT
This is th e contact p erson identified for Contract/Project Adminis tration. All infom1ation requests relating to yo ur
contrac t/project wi ll b e sent to th is person. If this person has changed or c hanges during the course of your contract please
in fo m1 Angie Pitman at (509) 543-5739 or by e mai l at: pitman a(cvpasco-wa.gov or note c hanges on this sheet and mail a copy
so we c an keep o ur databa se updated .
current Database lotormatjon
First. ................. .Brent
La st .................. Kubalek
Address ............ 525 N 3rd Ave
City .................. .Pasco
State ................. WA
Postal ............... 99301
Email ................ kubal ekb@pasco-wa.gov
Phone .............. (509) 545-5790
CONTRACT FACE SHEET
Agency
City of Pasco-Administrative & Community
Services
525 N 3rd Ave
Pasco WA 9930 I
Agency Representative
Mr. Zach Ratkai
Director
City of P asco-Adm inistrative & Community
Services
(509) 537-2078
ra tka iz@ pasco-wa.gov
Federal Funding Authority
Contract N umber/HUD IDIS
C-2018 -2-4 372
Start Date
January 1, 20 18
Contract Amount
$31 ,640
Modified Amount
End Date
December 3 I , 20 18
Modified Date
U.S. D e pa rtment of Housing and Urban D evelopme nt (HUD)
Federal Funds CFDA Number
14.218
Service Area
535 N Third Avenue
Tax ID Number
91-6001264
Contract Purpose
County
Frankl in County
Page Number
I
Number of Pages
CDBG funds provide a portion of the sa lary and benefits fo r recreation s pecialist to oversee and operate program at
P asco's senior center. This facility's program provi des s upervi sio n and leadership necessary for pro grams serving the
e ld erly of Pasco with s upport services, nutrition, health and living skill s support.
IN WITNESS WHEREOF, C ity of P asco and Contractor acknowledge and ac cept the terms of this agreement and
attachments hereto and have executed this agreement as of the date and year written below. The rights and obligations
of both parties to this agreement ar e governe d by:
Contract Cover Page
This Face Sheet,
Contract Document
Attachment A: Statement of Work and B udget, Application & Letter to Incur Costs
Attachment B : State and Federal Requirements and Ass urances , Genera l Conditions
Attachment C: Reports and Forms
City Representative: ?~'~ 10/n/, 8
Rick White, Director Date
Community & Economic Development
Agency Represe ntative: C ity of Pasco-Administrative & Community Se,,vices>?'/'J / r ,
/ /.,' ~ \0 77_,,i
Zac~ Ratkai , I),jfector ,_ · D te ·
Admin istrative & Community Services
Subrecipient Agreement with:
City of Pasco-Administrative & Community Services
Through
City of Pasco Community Development Block Grant Program
U.S. Department of Housing & Urban Development
Grant No. B-2018-MC-530009
Start date:
CFDA 14.218
HUD Activity: 372
Contract Number: C-2018-2-4
Project Number: GR4.CD.TR.18.SR
January 1, 2018
City of Pasco, Community & Economic Development Department
www.pasco-wa.gov
INTER-AGENCY RECIPIENT DEPARTMENT AGREEMENT
City of Pasco-Administrative & Community Services
372 Senior Citizen's Center Recreation Specialist
This Agreement is made between City of Pasco (herein called the City) and City of Pasco-
Administrative & Community Services, a department of the City, (he rein called Recipient Department)
for the Senior Citizen's Center Recreation Specialist project (herein called the Project), HUD ID 372.
Whereas, City has received an award (Federal Award Identification Number B-18-MC-53-0009)
authorized by the United States federal government under Title I of the Housing and Community
Development Act of 1974 (Public Law 93-383) to provide funds to undertake and carry out projects
under the Community Development Block Grant (CDBG) Program Entitlement Grants (CFDA 14.218)
in compliance with all applicable local , state, and federal laws, regulations and policies; and
Whereas the Recipient Department has applied for and received a CDBG award, contract
number C-2018-2-4, to fund the Project; and
Whereas, it benefits the City to engage the Recipient Department to accomplish the Scope of
Services and the objectives of the CDBG project; Now therefore,
The parties agree that:
1. SCOPE OF SERVICES
A. City Responsibilities
The City is responsible for administration of the CDBG contract, and ensuring CDBG funds are
used in accordance with all program requirements, pursuant to 24 CFR 570.501(b). The City will
provide such assistance and guidance to the Recipient Department, a department of the City, as
may be required to accomplish the objectives and conditions set forth in this Agreement.
The City is responsible for completing the following tasks to accomplish the objectives of the
Project:
Principal Tasks
• Completing Environmental Review
• Labor Compliance Monitoring
• Contract Administration Monitoring & Reporting
B. Recipient Department R esponsibilities
The intent of thi s Agreement is as follows: CDBG funds provide a portion of th e salary and
benefits for recreation specialist to oversee and operate program at Pasco's senior center. This
facility's program provides supervision and leade rship necessary for programs serving the elderly
of Pasco with support services, nutrition, health and living ski ll s s upport. The R ec ipient
Department will complete in a satisfactory and proper manner as detem1ined by the City the
following non-construction tasks to accomplish th e objectives of the project principally
benefiting low-and moderate-income persons. The Recipi ent Department will periodically meet
with the City to review the status of th ese tasks .
C-2018-2-4 372 SEN IO R CENTER REC SPEC.D OCX Page I of 26
Principal Tasks
• Project Mana gement
• Financial Management & Internal Controls
• Accomplishment & Financial Reporting
• Recordkeeping
• Civil Rights Compliance
• R eporting
• Procurement
• Construction Contract Management
• Labor Compliance
2. TIME OF PERFORMANCE
A. Effective Date
The effective date of this Agreement will be the date the parties sign and complete execution
of this agreement and will be in effect for the time period during which the Recipient
Department remains in control of CDBG funds or other CDBG assets.
Eligible costs may be reimbursed if incurred during the program year, January 1 through
December 31, if all requirements of this agreement have been met. Multi-year and/or on-
going activities may be reimbursed for costs incurred prior to the effective date, with a
written Letter to Incur Costs if requirements of the Annual Action Plan including Citizen
Participation have been met.
B. Closeout
The Recipient Department's obligation to the City does not end until all closeout
requirements are completed. The City will close-out the Federal award when it determines
that all applicable administrative a ctions and all required work of the Federal award have
been completed by the R ecipient D e partment. The City and the Recipient D epartment will
comply with the closeout procedures of 2 CFR 200.343 and the post-closeout procedures of2
C FR 300.344. Activities during the closeout p eriod include but are not limited to : identifying
any closeout costs or contingent liabilities subject to payment after the execution of any grant
closeout agreement, making final payments, di spos ing of program assets, determining the
custodianship of re cords, and determining a records retention schedule.
3. AGREEMENT REPRESENTATIVES
N otices r equire d by this Agreem ent sh a ll be in writing and delivere d via mail, personal delivery
or sent by facsimile or othe r e lectronic m eans. Any notice de livered or sent as aforesaid shall be
effective on the date of delive ry or sending. All notices and other written communications under
this Agreement shall be addressed to the individuals in the capacities indicated below, unless
otherwise modified b y subse que nt written notice.
Each party to this A greem e nt shall have a re presentative. T h e person name d in th e agreement or
appointed from time to time as re present ative, acts on b ehal f of the party. Each party may c hange
its representative upon prov iding writte n n otice to the other party. Communication and d et a il s
concern in g thi s contract sh a ll be directe d to th e following representati ves:
C-2018-2-4 372 SENIOR CENTER REC SPEC .DOCX Pa ge 2 of26
Citv
City of Pasco-Community & Economic
Development Department
Rick White, Director
525 N Third Avenue
Pasco , WA 99301
(509) 545-3441 Phone
(509) 545-3499 Fax
whiter@pasco-wa.gov
4. BUDGET
Recipient Department
City of Pasco-Administrative & Community
Services
Brent Kubalek
525 N 3rd Ave
PO Box 293
Pasco, WA 99301
(509) 545-5790 Phone
Fax
kubalekb@ pasco-wa.gov Email
The City will pass through to the Recipient Department no more thap thirty-one thousand six
hundred fourty and no/100 ($31,640) in CDBG funds for eligible incurred costs and expenses for
the Project according to the following project budget.
Project #GR4CDTR18SR -IDIS #372 Budgeted Amount
Budget Element
Salaries & Wages $31,640
Personnel Benefits
Supplies
Services
Indirect Cost Rate:
charge indirect
10% de minimis rate, or fill out "N/ A" declining to
CDBGTOTAL $31,640
Non-CDBG (General Fund) or Other source, Specify $200,500
GRAND TOTAL $160,488
The City may require a more detailed budget breakdown, and the Recipient Department will
provide such supplementary budget information in a timely fashion in the form and content
prescribed by the City.
Indirect Cost Rate if the Recipient Department chooses to charge indirect costs under this
grant, the Recipient Department shall provide their indirect cost rate that has been negotiated
between their entity and the Federal Government. If no such rate exists, a de minimis indirect
cost rate of 10% of modified total direct costs (MTDC) will be used. Indirect costs are
allowable provided administrative cap will not be exceeded.
"Modified Total Direct Costs (MTDC)" shall mean all direct salaries and wages, applicable
fringe benefits, materials and supplies, services, travel , and up to the first $25,000 of each
sub-award (regardless of the period of performance of the sub-awards under the award).
MTDC excludes equipment, capital expenditures, and rental costs.
Any amendments to this Agreement's Budget must be evaluated and approved in writing by
the City and the Recipient Departme nt.
C-20 18-2-4 372 SENIOR CENTER REC SPEC.DOCX Page 3 of 26
5. PAYMENT
The City shall reimburse the Recipient Department for all allowable expenses agreed upon
by the parties to complete the Scope of Service.
Reimbursement under this Agreement will be based on billings, supported by appropriate
documentation of costs actually incurred. It is expressly understood that claims for
reimbursement will not be submitted in excess of actual, immediate cash requirements
necessary to carry out the purposes of the agreement. Funds available under this Agreement
will be utili zed to supplement rather than supplant funds otherwise available.
It is understood that this Agreement is funded in whole or in part with CDBG funds through
the U.S. Department of Housing and Urban Development ("HUD") and is subject to those
regulations and restrictions normally associated with federally-funded programs and any
other requirements that the City may prescribe.
6. PERFORMANCE MONITORING
The City will monitor the performance of the Recipient Department by tracking project
progress, reviewing payment requests for applicable costs, managing the timely pass-through
of CDBG funds , overseeing compliance with CDBG requirements, and ensuring
recordkeeping and audit requirements are met. Substandard performance as determined by
the City will constitute noncompliance with this Agreement.
If action to correct such substandard performance is not taken by the Recipient Department
within a reasonable period of time after being notified by the City, contract suspension or
termination procedures will be initiated.
7. SPECIAL CONDITIONS
A. Eligibility
This is an eligible CDBG activity based upon HUD Matrix Code 05A, Senior Services, the
Recipient Department agrees to comply with the requirements of Title 24 CFR 570.20l(e);
and all other applicable Federal, state and local laws, regulations, and policies, governing the
funds provided under this Agreement.
B. CDBG National Objective
The Recipient Department certifies the activities carried out under this Agreement meet a
CDBG Program National Objective defined in 570.208(a)(2)-LOW-MODERATE
CLIENTELE BENEFIT.
PRESUMED BENEFIT -ELDERLY
C. Levels of Accomplishment
Proposed accomplishment: People Assisted 975
Levels of accomplishment may include such measures as persons or households assisted,
jobs created or retained, facilities, etc. and also should include time frames for perforn1ance.
To complete this proposal, the Recipient Departme nt will plan, administer and implement the
proj ect as described in the Recipient Department's grant application includ e d in this
Agreement as EXHIBIT A , which includes a d escription of the work to be performed, a
C-20 18-2-4 372 SENIOR CENTER REC SPEC.DOCX Page 4 of26
schedule with b e nchmarks for achievement, and detailed budget. Any change(s) in the
project scope, budget, location, or in the number of b eneficiaries served mu st be proposed
and submitted in writing to the City prior to incurring any costs. Such changes will b e
considered by formal request to modify or amend this Agreement.
8. GENERAL CONDITIONS
A. General Compliance
The Recipient Department agrees to comply with:
• The requirements of Title 24 CFR 570 (HUD regulations for CDBG); and
• All other applicable Federal, State and Local laws, regulations, and policies, governing
the funds provided under this Agreement.
B. CDBG National Objective
The Recipient Department certifies the activities carried out under this Agreement meet a
CDBG Program National Objective defined in Title 24 CFR 570.208(a)(2).
C. Funding Source Recognition
The Recipient Department will ensure recogmt1on of the roles of U.S. Department of
Housing and Urban Development, and the City of Pasco CDBG Program in providing
services through this Agreement. All activities, facilities and items utilized pursuant to this
Agreement will be prominently labeled as to the funding source. In addition, the Recipient
Department will include a reference to the support provided herein in all publications made
possible with funds made available under this Agreement.
D. Amendments
The City or Recipient Department may amend this Agreement at any time provided that such
amendments make specific reference to this Agreement, and are executed in writing, sigried
by a duly authorized representative of each organization, and approved by the City's
certifying official or delegate. Such amendments will not invalidate this Agreement, nor
relieve or release the City or Recipient Department from its obligations under this
Agreement.
E. Remedies, Suspension. and Tem1ination
1. If the Recipient Department fails to comply with Federal statutes, regulations or the terms
and conditions of the award, the City may impose additional conditions, as described in 2
CFR 200.207. If the Federal awarding agency or City de termines that noncompliance
cannot be remedied by imposing additional conditions, the Federal awarding agency or
City may take one or more of the followin g actions, as appropriate in the circumstances:
a. Temporarily withhold cash payme nts p ending correction of the deficiency by the
Recipient Departme nt or more severe enforcement action by the City;
b . Disallow (that i s, deny both use of fund s and a ny applicable matching credit for) all
or part of the cost of the activity or action not in compliance;
c. Wholly or partly s usp end or terminate the award ;
C-20 18-2-4 372 SEN IOR CENTER REC SPEC.DOCX l'agc 5 of26
d. Initiate suspension or debam1ent proceedings as authorized under 2 CFR part 180 and
recommend that such a proceeding be initiated by the Federal awarding agency;
e. Withhold further Federal awards for the project or program; or
f. Take other remedies that may be legally available.
2. In accordance with 2 CFR 200.338-9, the City may suspend or terminate this Agreement
in the following circumstances:
a. If the Recipient Department fails to comply with the terms and conditions of a
Federal award;
b. For cause;
c . With the consent of the Recipient Department, in which case the two parties must
agree upon the termination conditions, including the effective date and, in the case of
partial termination, the portion to be terminated;
d. By the Recipient Department upon sending to the City written notification setting
forth the reasons for such termination, the effective date, and, in the case of partial
termination, the portion to be terminated. However, if the City determines in the case
of partial termination that the reduced or modified portion of the Federal award or
sub-award will not accomplish the purposes for which the Federal award was made,
the City may terminate the Federal award in its entirety
3. When a Federal award is terminated or partially terminated, the City will remain
responsible for compliance with the requirements in 2 CFR 200.343 and 2 CFR 200.344.
F. Equal Employment Opportunity
1. During the performance of this contract, the contractor (the Recipient Department) agrees
as follows:
a. The contractor will not discriminate against any employee or applicant for
employment because of race, color, religion, sex, sexual orientation, gender identity,
or national origin. The contractor will take affirmative action to ensure that applicants
are employed, and that employees are treated during employment, without regard to
their race, color, religion, sex, sexual orientation, gender identity, or national origin.
Such action shall include, but not be limited to the following: employment,
upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or
termination; rates of pay or other forms of compensation; and selection for training,
including apprenticeship. The contractor agrees to post in conspicuous places,
available to employees and applicants for employment, notices to be provided by the
contracting officer setting forth the provisions of this nondiscrimination clause.
b. The contractor will, in all solicitations or advancements for employees placed by or
on behalf of the contractor, state that all qualified applicants will receive
consideration for employment without regard to race, color, religion, sex, sexual
orientation, gender identity, or national origin.
c. The contractor will not discharge or in any other manne r discriminate against any
employee or applicant for employment because s uch employee or applicant ha s
C-20 18-2-4 372 SENIO R CENTER RE C SPEC.DOCX Page 6 of 26
inquired about, discussed, or disclosed the compensation of the employee or applicant
or another employee or applicant. This provision shall not apply to in stances in which
an employee who has access to the compensation information of other employees or
applicants as a part of such employee's essential job functions discloses the
compensation of s uch other employees or applicants to indi v idual s who do not
otherwise have access to such information, unless such disclosure is in response to a
formal complaint or charge, in furtherance of an investigation, proceeding, hearing, or
action, including an investigation conducte d by the employer, or is consistent with the
contractor's legal duty to furnis h information.
d. The contractor will send to each labor union or representative of workers with which
he has a collective bargaining agreement or other contract or understanding, a notice,
to be provided by the agency contracting officer, advising the labor union or workers'
representative of the contractor's commitments under Section 202 of Executive Order
No. 11246 of September 24, 1965 , and shall post copies of the notice in conspicuous
places available to employees and applicants for employment.
e. The contractor will comply with a ll provisions of Executive Order No. 11246 of Sept.
24, 1965 , and of the rules, regulations, and relevant orders of the Secretary of Labor.
f. The contractor will furnish all information and reports required by Executive Order
No. 11 246 of September 24, 1965, and by the rules, regulations , and orders of the
Secretary of Labor, or pursuant thereto, and will permit access to his books, records,
and accounts by the contracting agency and the Secretary of Labor for purposes of
investigation to ascertain comp li ance with such rules, regulations , and orders.
g. In the event of the co ntractor's noncompliance with the nondiscrimination clauses of
this contract or with any of such rules, regulations, or orders, this contract may be
cancelled, terminated, or suspended in whole or in part and the contractor may be
declared ineligible for further Government contracts in accordance with procedures
authorized in Executive Order No. 11246 of Sept. 24, 1965, and such other sanctions
may be imposed and remedies invoked as provided in Executive Order No. 11246 of
September 24, 1965, or by rule, regulation, or order of the Secretary of Labor, or as
otherwise provided by law.
h. The contractor will include the provisions of paragraphs (1) through (8) in every
subcontract or purchase order unless exempted by rules, regulations, or orders of the
Secretary of Labor issued pursuant to Section 204 of Executive Order No. 11246 of
September 24, 1965 , so that such provisions will be binding upon each subcontractor
or vendor. The contractor wi ll take such action with respect to any subcontract or
purchase order as may be directed by the Secretary of Labor as a means of enforcing
such provisions including sanctions for noncompliance: Provided, however, that in
the event the contractor becomes involved in, or is threatened with, liti gation with a
subcontractor or vendor as a result of such direction, th e contractor ma y r equest th e
United States to enter into s uch liti gation to protect th e interests of th e United States.
(Sec. 202 amended by EO 11375 of O ct. 13 , 1967, 32 FR 14303 , 3 CFR , 1966-1970
Com p., p. 684, EO 12086 of Oct. 5, 1978, 43 FR 4 6501 , 3 CFR, 1978 Comp., p. 230,
EO 13665 of April 8, 2014, 79 FR 20749, EO 13672 of July 21, 2014, 79 FR 4297 1)
C-20 18-2-4 372 SEN IO R CENTER REC SPEC.DOCX Pa ge 7 of 26
2. [All contracts that meet the definition of 'federally assisted construct ion contract " in 41
CFR Part 60-1.3 must also include this language; if it is not a 'federally assisted
construction contract", this Subsection 2 is not necessary]:
The app licant her eb y agr ees that it w ill incorporate or cause to be in co rporated into any
contract for constru ction work, or m odification th ereof, as defined in the regulations of
the Sec retary of Labor at 41 CFR Chapter 60, w hich is paid for in whole or in part with
fund s obtained from the Federal Government or borrowed on th e credit of the Federal
Government pursuant to a g ra nt, contract, lo an, insurance, or guarantee, or undertaken
pursuant to any Federal program invol v ing such grant, contract, loan , insurance, or
guarantee, the following equal opportunity c lause:
During the performance of thi s contract, the contractor agrees as follows:
a. The contractor will not discriminate against any employee or applicant for
employment because of race, color, religion, sex, sexual orientation, gender identity,
or national origin. T he contractor will take affirmative action to ensure that applicants
are employed, and that employees are treated during employment without regard to
thei r race, color, religion, sex , sexual ori e ntation, gender identity, or national origin.
Such action shall include, but not be limited to the following:
b. Employment, upgrading, demotion, or transfer; recruitment or recruitment
advertising; layoff or termination; rates of pay or other forms of compensation; and
selection for training, including apprenticeship. The contractor agrees to post in
conspicuous places, available to e mployees and applicants for employment, notices to
be provided setting forth the provisions of this nondiscrimination clause.
c. The contractor will , in all solicitations or advertisements for employees placed b y or
on behalf of the contractor, s tate that all qualified applicants will receive
consideration for employment without regard to race, color, religion, sex, sexual
orientation, gender id entity, or national origin.
d. The contractor will not discharge or in any other manner discriminate against any
employee or appli cant for employment because such employee or applicant has
inquired about, discussed , or disclosed the compensation of the emp loyee or applicant
or another e mployee or applicant. This provision s hall not appl y to in sta nces in which
an emplo yee who has access to the compensation information of other employees or
applicants as a part of such e mployee's essential job function s dis closes th e
compensation of such other emplo yees or applicants to individuals who do not
otherwise have access to s uch informatio n, unless such disclosure is in response to a
formal complaint or charge, in furtherance of an investi gation, proceeding, hearing, or
action, inc luding an investigation conducted b y th e employer, or is consistent w ith th e
contractor's legal duty to furnish information .
e. The contractor w ill send to each labor union or representative of workers with which
he has a collective bar ga ining agreement or other contract or understanding, a notice
to be provided adv is ing the said labo r union o r workers' representatives of the
contractor's com mitm ents under thi s section, and sh all pos t cop ies of the notice in
conspic uous pl aces ava il abl e to emplo yees a nd app li cants for emp loyme nt.
C-20 18-2-4 372 SEN IOR CENTER REC SPEC.DOCX Pa ge 8 o f 26
f. The contractor will comply with all prov1s1ons of Executiv e Order 1124 6 of
September 24, 1965 , and of the rules, regulations, and rel e vant orders of the Secretary
of Labor.
g. The contractor will furnish all information and re ports required by Executive Order
11246 of September 24, 1965 , and by rules, regulations, and orders of the Secretary
of Labor, or pursuant thereto, and will pem1it access to his books, records, and
accounts by the administering agency and the Secretary of Labor for purposes of
investigation to ascertain compliance with such rules, regulations, and orders.
h. In the event of the contractor's noncompliance with the nondiscrimination clauses of
this contract or with any of the said rules, regulations, or orders, this contract may be
canceled, terminated, or suspended in whole or in part and the contractor may be
declared ineligible for further Government contracts or federally assisted construction
contracts in accordance with procedures authorized in Executive Order 11246 of
September 24, 1965, and such other sanctions may be imposed and remedies invoked
as provided in Executive Order 11246 of September 24, 1965, or by rule, regulation,
or order of the Secretary of Labor, or as otherwise provided by law.
1. The contractor will include the portion of the sentence immediately preceding
paragraph ( 1) and the provisions of paragraphs ( 1) through (8) in every subcontract or
purchase order unless exempted by rules, regulations, or orders of the Secretary of
Labor issued pursuant to section 204 of Executive Order 11246 of September 24,
1965 , so that such provisions will be binding upon each subcontractor or vendor. The
contractor will take such action with respect to any subcontract or purchase order as
the administering agency may direct as a means of enforcing such provisions,
including sanctions for noncompliance:
Provided, however, that in the event a contractor becomes involved in, or is threatened with,
litigation with a subcontractor or vendor as a result of such direction by the administering
agency, the contractor may request the United States to enter into such litigation to protect
the interests of the United States.
The applicant further agrees that it will be bound by the above equal opportunity clause with
respect to its own employment practices when it participates in federally assisted
construction work: Provided, That if the applicant so participating is a State or local
government, the above equal opportunity clause is not applicable to any agency,
instrumentality or subdivision of such government which does not participate in work on or
under the contract.
The applicant agrees that it will assist and cooperate actively with the administering agency
and the Secretary of Labor in obtaining the compliance of contractors and subcontractors
with the equal opportunity clause and the rules , regulations , and relevant orders of the
Secretary of Labor, that it will furnish the administering agency and the Secretary of Labor
such information as they may require for the supervis ion of such compliance, and that it will
otherwise assist the administering agency in the discharge of the agency's primary
responsibility for securing compliance.
The applicant further agrees that it will refrain from ente ring into any contract or contract
modification subject to Executive Order 11246 of Septe mber 24, 1965 , with a contrac tor
deba1Ted fr o m, or who has not demonstrated eligibility for, Gove rnm e nt contracts and
C-2018-2-4 372 SEN IOR CENTER REC SPEC.DOCX Page 9 or 26
federally assisted construction contracts pursuant to the Execut ive Order and wi ll carry out
such sanctions and penalties for violation of the equal opportunity clause as may be imposed
upon contractors and subcontractors by the administering agency or the Secretary of Labor
pursuant to Part II, Subpart D of the Executive Order. In addition, the app li cant agrees that if
it fails or refuses to comply with these undertakings, the administering agency may take any
or all of the following actions: Cancel, terminate, or suspend in whole or in part this grant
(contract, loan, insurance, guarantee); refrain from extendin g any further assistance to the
applicant under the program with respect to which the failure or refund occurred until
satisfactory assurance of future compliance has been received from such applicant; and refer
the case to the Department of Justice for appropriate legal proceedings.
G. Labor Standards
The Recipient Department agrees to comply with the requirements of the Secretary of Labor
in accordance with the Davis-Bacon Act (40 U.S.C. 3141-3144, 3146-3148) as amended, the
provisions of Contract Work Hours and Safety Standards Act (40 U.S.C. 327 et seq.) as
amended, and all other applicable federal, state and local laws and regulations pertaining to
labor standards insofar as those acts apply to the perfomrnnce of this Agreement.
The Recipient Department agrees to comply with 18 U.S.C. 874 et seq. and implementing
regulations of the Department of Labor at 29 CFR Part 5, the Copeland "Anti-Kickback" Act
(40 U.S.C. 3 145 ) as supplemented by Department of Labor regulations (29 CFR Part 3), and
the Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708). The Recipient
Department shall maintain documentation that demonstrates compli ance with hour and wage
requirements of this part. Such documentation shall be made available to the City for review
upon request.
The Recipient Department understands that the City's decision to enter into this Agreement
is conditioned upon the Recipient Department's acceptance of and agreement to the
following:
1. The Recipient Depaitment or any subcontractor shall pay wages to laborers and
mechanics at a rate not less than the prevailing wages specified in a wage determination
made by the Secretary of Labor. The Recipient Department or any subcontractor shall
pay a ll mechanics and laborers emp loyed directly on the site of the work, unconditionally
and at least once a week, and without subsequent deduction or rebate on any account, the
full amounts accrued at time of payment, computed at wage rates not less than those
stated in the advertised specifications, regardless of any contractual relationship which
may be alleged to exist between the contractor or subcontractor and the laborers and
mechanics;
2. The R ecipient Department will post the scale of wages to be paid in a prominent and
easily accessib le place at the site of the work; and
3. There may be withheld from the Recipient Department so much of accrued payments as
the contracting officer considers necessary to pay to laborers and mechanics emp loyed by
the R ecipient D epartment or any subcontractor on the work the difference between the
rates of wages required b y the contract to be paid labore rs and mechanics on the work
and the rates of wages received by the labore rs and mechanics and not r efu nd ed to the
Recipient Department or subcontractors or their agents.
C-20 18-2-4 372 SEN IOR CENTE R REC SPEC.DO CX Page 10 of26
The Recipient Department agrees that , except with respect to the rehabilitation or
construction of residential property containing less than eight (8) units, all contractors
engaged under contracts in excess of $2,000.00 for construction, renovation or repair work
financed in whole or in part with assistance provided under this contract, shall comply with
state and federal re quirements adopted by the City pertaining to such contracts and with the
applicable requirements of the regulations of the Department of Labor, under 29 CFR Parts 1,
3, 5 and 7 governing the payment of wages and ratio of apprentices and trainees to journey
workers; provided that, if wage rates higher than those required under the regulations that are
imposed by state or local law , nothing hereunder is intended to relieve the Recipient
Department of the obligation, if any, to require payment of the higher wage. The Recipient
Department shall cause or require to be inserted in full, in all such contracts subject to such
regulations, provisions meeting the requirements of this paragraph.
9. ADMINISTRATIVE REQUIREMENTS
A. Financial Management
1. Accounting Standards
The Recipient Department agrees to comply with 2 CFR 200.300 and agrees to adhere to the
accounting principles and procedures required therein, utilize adequate internal controls, and
maintain necessary source documentation for all costs incurred.
2. Cost Principles
The Recipient Department will administer its program in conformance with 2 CFR 200.400.
These principles will be applied for all costs incurred whether charged on a direct or indirect
basis.
3. Duplication of Costs
The Recipient Department certifies that work to be performed under this Agreement does not
duplicate any work to be charged against any other contract, subcontract or other source.
B. Documentation and Record Keeping
1. Records to Be Maintained
The Recipient Department will maintain all records required by Federa l regulations,
including those specified in 24 CFR 570.506 and 24 CFR Part 85.20 that are pertinent to the
activities to be funded under this Agreement. Such records will include but not be limited to:
a. Records providing a full description of each activity assisted (or being ass isted) with
CDBG funds, including its location (if the activity has a geographical locus), the
amount of CDBG fund s budgeted, obligated and expend ed for th e activity, and the
provi sion in s ubpart C under which it is e li gi bl e;
b. Records demonstrating that each activity unde rtake n mee ts one of the National
Objectives of the CDBG program set forth in 24 CFR 570.506;
c. Records that demonstrate that the recipient has made the detem1inations required as a
condition of eligibility of certain act iv ities, as prescribed in 24 CFR 570.20l(f),
C -20 18-2-4 372 SENIO R CENTF.R REC SPEC.DOCX Page 11 of26
,,
570.20l(i)(2), 570.20l(p), 570.201(q), 570.202(b)(3), 570.206(.t), 570.209 , 570.210,
and 570.309;
·d.-Records which demonstrate compliance with§ 570.503(b)(7) or§ 570.505 regarding
any change of use ofreal property acquired or improved with CDBG assistance;
e. Records documenting compliance with the civil rights components of the CDBG
program, and fair housing and equal opportunity records;
(. Records . that demonstrate compliance with the citizen part1c1pation requirements
prescribed in 24 CFR part 91, subpart B , for entitlement recipients;
g. : Records which demonstrate compliance with the requirements in § 570.606 regarding
acquisition, displacement, relocation, and replacement housing;
h. ·Financial records, in accordance with the applicable requirements listed in § 570.502,
including· source documentation for entities not subject to 2 CFR part 200. Recipient
, Department shall maintain evidence to support how the CDBG funds provided to
such entities are expended. Such documentation must include, to the extent
applicable, invoices, schedules containing comparisons of budgeted amounts and
actual expenditures, construction progress schedules signed by appropriate parties
(e.g., general contractor and/or a project architect), and/or other documentation
appropriate to the nature of the activity. Recipient Department records pertaining to
obligations, expenditures, and drawdowns must be able to relate financial transactions
to either a specific origin year grant or to program income received during a specific
program year;
1. Labor standards records required to document compliance with the Davis Bacon Act
(40 U.S.C. 3141-3144, 3146-3148) as amended, the provisions of Contract Work
Hours and Safety Standards Act (40 U.S.C. 327 et seq.) as amended, State prevai ling
wage law and all other applicable Federal, state and local laws and regulations
applicable to CDBG-funded construction projects;
J. · Agreements and other records related to lump sum disbursements to private financial
.. institutions for financing rehabilitation as prescribed in § 570.513 ; and
L Other rec0rds necessary to document compliance with 24 CFR 570.600-614 Subpart
K-Other · Program Requirements or other applicable laws and regulations,
including:
• Affirmatively Furthering Fair Housing
• Section 109
• Labor Standards
• Environmental Revi ews
• National Flood Insurance program
, • Displacement, relocation, acquisition and repl acem e nt of housin g
• Employment and contracting opportunities
• Lead Based Paint
• Use of Debarred, suspended or ineligible co ntractors or subrecipien ts
• Un iform administrative requirements a nd cost principles
• Confl ict oflnterest
C-20 18-2-4 372 SE NI O R CENTER REC S PEC.DOCX Page 12 of26
• Executive Order 12372
• Eligibility restrictions for certain res id ent aliens
• Architectural Barriers Act and the Americans with Disabilities Act.
2. Access to Records and Retention
The City and other authorized representatives of the state and federal governments shall have
access to any b ooks, documents, papers a nd records of the Recipient Department that are
directl y p ertinent to thi s Agreement for the purposes of makin g audit, examination, excerpts
and transcriptions.
All s uch records and all other records p ertinent to this Agreeme nt and wo rk undertaken under
this Agreement will be retained by the Recipient Department for a period of six (6) years
after final audit of the CDBG project, unless a lon ger period is required to resolve audit
findings or litigation. In such cases, the City will request a longer period of record retention.
3. Audits and Inspection Records
The Recipient Department that expends $750,000 or more in a fiscal year in federal funds
from all sources hereby agrees to have an annual agency audit conducted in accordance with
current uniform administrative requirements 2 CFR 200.501; the reference Catalog of
Federal Domestic Assistance (CFDA) number is 14.218 for the audit.
Any deficiencies noted in audit reports must be fully resolved by the Recipient Department
within thirty (30) days after receipt by the Rec ipient Department. Failure of the Recipient
D epartment to comply with the above audit requireme nts will constitute a violation of this
Agreement and may result in the withholding of future payments.
The Recipient Department is responsible for any audit exceptions incurred by its own
organization or that of its Contractors. The City reserves the right to recover from the
Recipient Department all disallowed costs resulting from the audit.
All Recipient Department re cords with r es pect to any matters covered b y this Agreement will
be made available to the City, and duly authorized officials of the state and federal
government, at any time during normal business hours, as often as deemed necessary, to
audit, examine, and make excerpts or transcripts of all relevant data.
The Recipient D epartment shall maintain beneficiary data demons trating eligibility for
services provided. Such data shall include, but not be limited to, name, address, income level
or other basis for determining eli gibility, and descript ion of service provide d. Such
information shall be made available to City or their d es ignees for revi ew upon request.
T he R eci pi e nt De partment und e rstands that beneficia ry information collected under this
co ntract is private and the use or disclos ure of s uc h information, when not directly connected
with the administration of the C ity's and/or Recipient D epartment's responsibilities w ith
res pect to services prov ided und er thi s contract, is prohibited unl ess written consent is
obtained from such person receiving servi ce and, in th e case of a minor, th at of a respons ibl e
parent/guardi an.
C-20 18-2-4 37 2 SEN IO R CENTER RE C SPEC.DOCX Page 13 o f 26
C. Reporting
1. Program Income
The Recipient Department will report annually all program income, as defi ned by 24 CFR
570.500, generated by activities cmTied out with CDBG funds made ava ilable under thi s
Agreement. The use of program income b y the R ecipi ent Department will comply w ith the
requirements set fort h by 24 CFR 570.504. The Recipient D epartment may use such income
during the contract period for activities p ermitte d under this contract and shall reduce any
request for additional funds by the amount o f any such program income balance on hand . All
unexpended program income shall be returned to the City at the end of the contract period.
Any interest earned on cash advances from the U.S. Treasury and from funds held in a
revolving fund account is not program income and s hall be remitted promptly to the City.
2. Periodic Reports
The Recipient Department, at such times and in such forms as the City may require, will
furnish the City such periodic reports as it may request pertaining to the work or services
undertaken pursuant to this Agreement, the costs and obligations incurred or to be incurred in
connection therewith, and any other matters covered by this Agreement.
The Recipient Department will submit quarterly progress reports and financial reports in the
form, content, and frequency as required by the City. Reports will be submitted in the
formats provided by the City, which are attached to this agreement as EXHIBIT C. Progress
reports are to be submitted quarterly, by the 15th of the month following the end of the
preceding quarter. The Recipient Department will submit a final summary report upon
project completion.
Reimbursement for project costs incurred will be contingent upon the regular and timely
submission of required reports. Reports not submitted, submitted late or incomplete may
result in reduced funding.
The Federal Funding Accountability and Transparency Act (FF ATA), passed in 2006 and
amended in 2008, requires information disclosure concerning entities receiving financial
assistance through Federal awards such as contracts, sub-contracts, grants, and sub -grants.
Awardees are required to report selected information within 30 days of awards and sub-
awards greater than $25,000 . All sections of the FFATA reporting form must be completed
immediately and returned to the City to facilitat e required FF AT A information reporting.
D . U se and Reversion of Assets
The use and disposition of real property and e quipment under this Agreement will be in
compliance w ith the r equirements of 2 CFR 200.311 and 3 13 , 24 CF R 570.502, 570.503,
570.504, as applicable, w hich include but are not limite d to the following:
1. The Recipient Department will transfer to th e C it y an y C DBG funds on hand and an y
accounts rece ivabl e attributa bl e to the use of funds under this Agreement at the time of
expiration, cance llation , or te rmination.
2. Real property under the Recipient Department's contro l that was acquired or improved,
in w hole or in part, w ith funds unde r this A gr eement in excess of $25 ,000 will be used to
m eet one of the CDBG National Objectives pursuant to 24 CFR 570 .208 until five (5)
C-2018-2-4 372 SEN IO R CENTER REC SPEC .DOCX Page 14 of26
years after the contract is closed. If the Recipient Department fails to use CD BG-assisted
real prope rty in a manner that meets a CDBG National Objective for this 5-year period of
time, the Recipient Department will pay the City an amount equal to the current fair
market value of the property less any portion of the value attributable to expenditures of
non-CDBG funds for acquisition of, or improvement to, the property after the CDBG
program's approval. Such payment will constitute program income to the City. The
Recipient Department may retain real property acquired or improved under this
Agreement after the expiration of the ten-year period.
3. In cases in which equipment acquired, in whole or in part, with funds under this
Agreement is sold, the proceeds will be program income. Equipment not needed by the
Recipient Department for activities under this Agreement will be (a) transferred to the
City for CDBG-eligible activities as approved by the CDBG program or (b) retained after
compensating the City.
10. PERSONNEL AND PARTICIPANT CONDITIONS
The Recipient Department understands and agrees to comply with each of the following
conditions:
A. Civil Rights
1. Title VI of the Civil Rights Act of 1964:
Under Title VI of the Civil Rights Act of 1964, no person will, on the grounds of race, color,
creed, religion, sex or national origin, be excluded from participation in, be denied the
benefits of, or be subjected to discrimination under any program or activity receiving federal
financial assistance.
2. Section 109 of the Housing and Community Development Act of 1974:
No person in the United States will on the grounds of race, color, creed, religion, sex or
national origin be excluded from participation in, be denied benefits of, or be subjected to
discrimination under any program or activity funded in whole or in part with funds made
available under this title.
3. Age Discrimination Act of 1975, as Amended
No person will be excluded from participation, denied program benefits, or subjected to
discrimination on the basis of age under any program or activity rece iving federal funding
assistance. (42 U.S.C . 610 et. seq .)
4. Section 504 of the Rehabilitation Act of 197 3, as Amended
No otherwise qualified individual will, solely by reason or his or her di s ability, be excluded
from participation (including employme nt), denied program bene fits, or subjected to
discrimination under any program or activity receiving Federal funds. (29 U.S.C. 794)
5. Public Law l O 1-336, America ns with Dis abilities Act of 1990
Subj ect to the provisions of this title, no qua lified indiv idual with a di s ability will, by reason
of s uc h di s ability , b e exclude d from p a rti c ipation in or b e denied the b e nefits of the services,
programs , or activities of a public e ntity, or b e s ubjected to di scrimination by any such entity .
C-20 18-2-4 372 SEN IO R CENTER REC SPEC.D OC X Pa ge 15 o f 26
6. Architectural Barriers Act of 1968, as Amended
Certain fed e rally-funded building or facilities shall be des igned, constructed or altered to
ensure accessibility to, and use by, physically handicapped persons. Some buildings and
facilities that include CDBG funds subject to the Architectural Barriers Act must comply
with the Unifom1 Federal Accessibility Standards (24 CFR Part 40 appendix A for residential
structures and 41 CFR Part 101-19 Appendix A for general buildings). (42 U.S.C. 4151-
4157)
7. Americans with Disabilities Act of 1990
Prohibited discrimination against disabled persons includes the failure to design and
construct facilities (first occupied after January 26 , 1993) that are accessible to and usable by
persons with disabilities. The ADA also requires the removal of architectural and
communication barriers that are structural in nature in existing facilities. ( 42 U.S.C. 12131;
47 U.S.C . 155,201 ,218 and 225)
B. Section 3 of the Housing and Community Development Act of 1968 (12 U.S.C. 1701 u)
Compliance in the Provision of Training, Employment, and Business Opportunities:
1. The work to be perfom1ed under this agreement is on a project assisted under a program
providing direct federal financial assistance from HUD and is subject to the requirements
of Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C.
1701 u. Section 3 requires that to the greatest extent feasible opportunities for training and
employment be given lower-income residents of the project area; and contracts for work
in connection with the project be awarded to business concerns which are located in, or
owned in substantial part, by persons residing in the area of the project.
2. The parties to this contract will comply with the provisions of said Section 3 and the
regulations set forth in 24 CFR 135, and all applicable rules and orders of HUD and the
City issued thereunder prior to the execution of this contract. The parties to this contract
certify and agree that they are under no contractual or other disability that would prevent
them from complying with these provisions.
3. The Recipient Department will send to each labor organization or representative of
workers with which he has a collective bargaining agreement or other contract or
understanding, if any, a notice advising the said labor organization or workers '
representative of his commitments under this Section 3 clause and will post copies of the
notice in conspicuous places available to employees and applicants for employment or
training.
4. The Recipient Department will include this Section 3 clause in every subcontract for
work in connection with the project and will, at the direction of the applicant, or recipient
of federal financial assistance, take appropriate action pursuant to the subcontract upon a
finding that the subcontractor is in violation of regulations issued b y the Secretary of
HUD, 24 CFR 135. The Recipient Department will not subcontract with an y
subcontractor where it has notice or knowledge that the latter has been found in v iolation
of reg ulations under 24 CFR 135 and will not let any subcontract, unless the
subcontractor has first prov ide d it with a preliminary statement of ability to comply with
the re quirements of th ese regulations.
C-20 18-2-4 372 SEN IO R CENTER REC S P EC .DOCX Page 16 of 26
5. Compliance with the provisions of Section 3, the regulation s set forth in 24 CFR 135 , an d
all app li cabl e rules and orders of HUD and the C ity issued h e reunder prior to the
execution of the contract, wi ll be a condi tion of the federa l fin ancial ass istance provided
to the project, binding upon the Recipient Department of such ass is tance, its successors,
and ass ig n s. Fai lure to fulfill th ese req uirem ents wi ll subj ect the Recipi e nt D epartment,
its consultants and subcontractor s, its successors and assigned to those sanctions specified
by thi s Agreement, and to su c h sanction s as are s pecified b y 24 CFR 135.
C. Conduct
1. Assignability
The Recipient Department will not assign or transfer any interes t in this Agreement without
the prior written consent of the City thereto ; prov ided, however, that claims for money due or
to become due to the Recipient Department from the City under thi s contract may b e
assigned to a bank, trust company, or other financial instit ution w ithout such approval.
No tice of any such assignment or transfer wi ll be furni shed promptly to the City.
2. Conflict of Interest
No member of the C ity's governing body and no other public official of such locality, who
exercises any function s or res pons ibilities in connection with th e planning or carrying out of
the proj ect, w ill have any personal financial inte rest, direct or indirect, in thi s Agreement;
and the Recipient Department will take appropriate steps to assure compliance.
The Recipien t D epartment agrees to abide by the provisions of 2 CFR 200.31 8 and 24 C FR
570.611, which includes maintaining a written code or s tandard s of conduct that will govern
the p erformance of it s officers, employees or agents engaged in the award and admini stration
of contracts s upporte d b y Federal funds.
The Recipient D ep artment covenants that its e mployees have no interest and wi ll not acquire
interest, direct or indirect , in the study ar ea or any parcels therein or any other interest which
would conflict in any m anner or degree with the perfo rmance of serv ic es h ereunde r. The
R ecipient D epartme nt further covenants that in the performance of this Agreement, no person
having such interest will b e employed by the R ecipient D epartme nt.
3. Certification regarding D eba rn1 ent, Suspe nsion, Ine li gibility and Voluntary Excl usion -
Lower Tier Covered Transactions
a. The lower tier contractor certifies, by signing this contract that neither it nor its
principals is presently d ebarred , su spe nde d, proposed for debarme nt, declared
in e li gible, o r voluntarily excluded from participation in thi s transaction b y an y
Fed eral d epartme nt or agen cy.
b. Whe re the lower tier contractor is una bl e to certify to any of the s tateme nts in thi s
contract, su ch contractor wi ll attac h an explanati o n to this con tract.
c. The contractor further agrees b y s igning thi s contract that it w ill not knowing ly enter
into any lower ti e r covered transaction w ith a person who is debarred , suspended,
declared ine li g ibl e, or vo luntari ly exc luded from partic ipation in t hi s covered
tran sacti on .
C-20 18-2--l 372 SEN IOR CENTER R EC SPEC .DOCX Page 17 of 26
D. Procurement
The Recipient Department shall undertake to en sure that all subcontracts let in the
perfomrnnce of this Agreement s hall be awarded on a fair and open competition basis in
accordance with applicable federal, state and local procurement requirements. Executed
copies of all subcontracts shall be forwarded to the City along w ith documentation
concerning the selection process.
E. Subcontracts
The Recipient Department may, upon the City's specific written approval of the contract
ins trument, enter into any subcontract or procurement action authorized as necessary for the
successful completion of this Agreement. All procurement actions and subcontracts shall be
in accordance with applicable federal and state law relating to contracting by public agencies.
F. Copyright
If this Agreement results in any copyrightable material or inventions, the City reserves the
right to royalty-free, non-exclusive and irrevocable license to reproduce, publish or otherwise
use and to authorize others to u se, the wo rk or materials for governmental purposes.
G. Religious Activities
The Recipient Department agrees that funds provided under this Agreement will not be
utilized for inherently religious activities prohibited by 24 CFR 570.200(j), such as worship,
religious instruction, or proselyti zation.
H. Lobbying
The Recipient Department is prohibited from using funds provided herein or personnel
employed in the administration of the program for political activities, lobbying, or political
patronage. The Recipient Department agrees to comply with the relevant sections of the Byrd
Anti-Lobbying An1endment (31 U.S.C. 1352).
11. ENVIRONMENTAL CONDITIONS
All projects must obtain an overall environmental clearance before any funds provided under
this Agreement are obligated. The Recipient Department must comply with the provisions of
the National Environmental Policy Act of 1969 (42 U.S.C. Section 4321 , et seq.) and 24 CFR
Part 58. The purpose of this Act is to attain the widest use of the environment without
d egradation, risk to health or safety or other undesirable and unintended consequences. An
overall environmental review, which includes completion of a s tatutory checklist,
determination of significant impact, and publication of a finding of signifi cant impact or
finding of no significant impact for each project by s ite address, i s required. Such
environment review will be completed by the City.
The Recipient Department will supply the C ity any and all information required to make final
detern1ination of environmental impact once an individual site address has been identified.
The R ecipient Department mus t submi t e nvironmental checklists and documentation to the
City prior to committing any funds to a project or requesting th a t fund s be released for the
project. The City must certify that th e proposed project wi ll not signifi cantl y imp act the
C-20 18-2-4 372 SEN IO R CENTER REC SPEC DOCX Page 18 of 26
environment and that the Recipi ent Department has complied with environmental regulations
prior to release of funds.
The Recipient Department agrees to notify City immediately of any changes to the project
address, or scope of work and refrain from making any expenditures until a new
environmental clearance has been completed. Funds will not be disbursed for reimbursement
of expenditures on any project that fails to meet these conditions.
A. Environmental Protection
The Recipient Department agrees to comply with the following requirements insofar as they
apply to the performance of this Agreement: Clean Air Act, 42 U.S.C., 7401, et seq., as
amended; Federal Water Pollution Control Act (a.k.a. the Clear Water Act), 33 U.S.C., 1251,
et seq., as amended; and Environmental Protection Agency (EPA) regulations pursuant to 40
CFR Part 50, as amended.
B. Flood Disaster Protection
In accordance with the requirements of the Flood Disaster Protection Act of 1973 ( 42 U.S.C.
4001 ), the Recipient Department shall assure that for activities located in an area identified
by the Federal Emergency Management Agency (FEMA) as having special flood hazards,
flood insurance under the National Flood Insurance Program is obtained and maintained as a
condition of financial assistance for acquisition or construction purposes (including
rehabilitation).
C. Lead Based Paint
Subpart B of 24 CFR Part 35 and Section 401(b) of the Lead Based Paint Poisoning
Prevention Act apply to CDBG assisted rehab and construction requiring that lead based
paint hazards must be eliminated to the extent practicable. The Recipient Department agrees
that any construction or rehabilitation of residential structures with assistance provided under
this Agreement shall be subject to HUD Lead Based Paint Regulations at 24 CFR 570.608 ,
and 24 CFR Part 35, Subpart B. Such regulations pertain to all CDBG assisted housing and
require that all owners, prospective owners, and tenants of properties constructed prior to
1978 be properly notified that such properties may include lead based paint. Such notification
shall point out the hazards of lead based paint and explain the symptoms, treatment and
precautions that should be taken when dealing with lead based paint poisoning and the
advisability and availability of blood lead level screening for children under seven. The
notice should also point out that if lead based paint is found on the property, abatement
measures may be undertaken. The regulations further require that, depending on the amount
of federal funds applied to a property, paint testing, risk assessment, treatment and/or
abatement may be conducted.
D. Historic Preservation
The Recipient Department agrees to comply with the Historic Preservation requirements set
forth in the National Historic Preservation Act of 1966 , as amended (16 U.S.C. 470) and the
procedures set forth in 36 CFR Part 800, Advisory Council on Historic Preservation
Procedures for Protection of Historic Properties, insofar as they apply to the performance of
this agreement. In g eneral, this requires concurrence from the State Historic Preservation
Office r for all rehabilitation and demolition of historic properties that are fifty years old or
older or that are included on a federal , state, or local historic property list.
C-201 8-2-4 372 SEN IO R CENTER REC SPEC.DOCX Page I 9 of 26
E. Energy Efficiency
The Recipient Department agrees to comply with the mandatory standards and policies
relating to energy efficiency which are contained in the state energy conservation plan issued
in compliance with the Energy Policy and Conservation Act (42 U.S.C. 6201).
12. SEVERABILITY
If any provision of this Agreement is held invalid , the remainder of this Agreement will not
be affected thereby and all other parts of this Agreement will nevertheless be in full force and
effect.
13. PERFORMANCE W AIYER
The City's failure to act with respect to a breach by the Recipient Department does not waive
its right to act with respect to subsequent or similar breaches. The failure of the City to
exercise or enforce any right or provision will not constitute a waiver of such right or
prov1s1on.
14. DISPUTE RESOLUTION
This Agreement has been and shall be construed as having been made and entered into and
delivered within the State of Washington, and it is agreed by each party hereto that this
Agreement shall be governed by the laws of the State of Washington and applicable federal
laws.
In the event of a dispute regarding the enforcement, breach , default, or interpretation of this
Agreement, said dispute shall be resolved by the City's City Council.
15. ENTIRE AGREEMENT
This Agreement constitutes the entire agreement between the City and the Recipient
Department for the use of funds received under this Agreement and it supersedes all prior
communications and proposals, whether electronic, oral , or written between the City and the
Recipient Department with respect to this Agreement.
C-2018-2-4 372 SEN IOR CENTER REC SPEC.DOCX Page 20 of 26
IN WITNESS WHEREOF, the City and th e Recipi e nt Depa rtment have executed this A greement as of
the date a nd year las t written below.
CITY OF PASCO
Byczj~
" Rick White, Community & Economic Development
Director
Date: _(_0~(7~2_{{~f? ____ _
Approved As To Form:
Leland B Kerr, City Attorney
C-20 18-2 -4 372 SEN IOR CENT ER REC SPEC.DOC X Pa ge 2 1 o f 26
RECIPIENT DEPARTMENT
By:
Zach Ratkai , C it y of Pasco-
Administrative & Community Services
Director
Date: _\o_1_z_~1-I t ____ _
EXHIBIT A
Table 3
Grant Application
Letter to Incur Costs
A-I
U.S. Department of Housing
and Urban Development
Jurisdiction's Name:
Table 3
Consolidated Plan Listing of Projects
City of Pasco, 525 North 3rd Avenue, Pasco, WA 99301
0MB Approval No. 2506-0117
(Exp. 8/31 /2008)
Priority Need: Goal 3/Strategy 3.2, Homeless interventions and prevention, and supporti ve services
Project Title: HUD ID 372 -Senior Citizen's Center Recreation Specialist
Project Description:
CDBG funds provide a portion of the salary and benefits for recreation specialist to oversee and operate
program at Pasco's senior center. This facility's program provides supervision and leadersh ip necessary for
programs serving the elderly of Pasco with support services, nutrition, health and li ving skills support.
Objective category: Suitable Living Environment
Outcome category : Availability/ Accessibility
Location/Target Area: 525 N Third Avenue, Pasco, WA 99301
PRESUMED BENEFIT -ELDERLY
The primary purpose of the project is to help:
D the Homeless D Person s with HI V/AIDS
Objective Number Project ID
SLE--4 0002
HUD Matrix Code CDBG Citation
05A-Senior Services 570.201(e)
Type of Recipient CDBG National Objective
City LMC-570.208(a)(2)
Start Date (mm/dd/yyyy) Completion Date (mm/dd/yyyy)
1/1/2018 12/31 /2018
Performance Indicator Annual Units
3 -People Assisted 975
Local ID Units Upon Completion
GR4CDTR 18SR
D Pe rson s wi th Di sabilit ies
Funding Sources:
CDBG
Other Funding
HOME
HOPWA
Total Formula
Prior Year Funds
Assisted Housing
PHA
ESG
Total
D Pub lic Housing Needs
CDBG
................................... $3.1,640 .
........... $200,500 .. 00 ...
0
0 .....................................................
0
0
0
0
0
$232,140.00
Applicant
Address
Project Name
Contact Person
Telephone
Federal Tax ID#
CDBG Funds Requested
C-2018-2-4 HUD
Senior Citizen's Center Recreation Special ist
Community Development Block Grant Application
2018 Program Year
City of Pasco-Administrative & Community Services
525 N 3rd Ave, Pasco, WA 99301
1'1 Avenue Center -Senior Se rvices
Dan Dotta, Acti ng Director A&CS
509-543-5757 Email dottad@pasco-wa.gov
0916001264
(required)
$37,500
DUNS# 009974598
(required)
Leverage ..jfZ,o0,.1:,0D
1. Describe your project and its proposed location, including what exactly the CDBG funds will be used for, a
description of the persons you will be serving, and why the project is needed.
Fun ding is needed for staffing to provide services to people 50 and ol d er. These services help to provide
social, m ental and physical needs of seniors within Pasco . The se rvices include fitness, footcare
m eals, educational, presentations, arts and crafts, and other leis u re activities. Most services are provided
free t o se nior ci t izens and will take place at the 1st Aven ue Cente r building located on 505 N. 1st Ave., Pasco,
in front of the multi-modal building.
2. Describe the unmet need in the comm unity using st atistics, demographics or other factual information.
Though Pasco has a relatively low 65+ senior population (6. 7%), Pasco also has the lowest per capita income
level in the Tri-Cities area. Pasco also has the fewest number of senior living housing complexes which limits
the availability of activities and socia l opportunities avai labl e to Pa sco's senior population. Thi s helps fill that
need.
3. Refer to the Community Priority Needs (EXHIBIT A). -What Goal, Strategy, Objective and Outcome does
your pr oject fulfill?
Goal# 1 Outcome# 1 _11_1 ____ Strategy# _2 ____ Objective # -----------
4. Projects will be ranked acco rd ing to the local alloca tion priorities. Refer to Allocation Policy (EXHIBIT B)
(Check only one box)
A. High Priority D B. Average Priority ...X.. C. Low Priority D D. No Priority D
Exp lain how your application satisfies that priority: This is a socia l service project to assist se niors
To help meet their social, physical an d menta l needs .
2018 CDBG Appl ication 1
S. How does your application meet the National Objective of primarily benefiting low and moderate-income
persons? (Check only one box -a, b, c, d)
a. D You receive income data verification from each individual or household beneficiary of the program(LMC/LMH)
b. _LYour project serves only the following clientele (LMI Presumed Benefit): (check only one box)
.JLElderly persons
D Illiterate persons
D Battered spouses
D Homeless persons
D Abused children
D Migrant farm workers
D Severely disabled adults
0 Persons living with AIDS/HIV
D Other: Describe
c. D Your project will create jobs that employ low to moderate-income employees (LMJ).
d. D Your project/activity serves only a limited area which is proven by American Community Survey data to be
primarily low-moderate income (LMA). Complete Item 6 Below:
6 . Provide a vicinity map (separate page) showing the location of the project and service area. Include a narrative
description of the project boundaries (or address) and the area to be served (LMA). Attach pages if necessary.
Boundaries: Will servic e any seniors from throughout Pasco but location of building is in Tract 202
Project Address/Location : SOS N. 1st Ave, Pasco, WA 99301
Census
Tract(s)#
Block
Group(s)#
7. Provide *Performance Indicators, Objectives and Outcomes {EXHIBIT CJ benchmarks you hope to achieve in
program year 2018, e.g., How many unduplicated persons will be served, how many houses will be rehabbed,
how many jobs created, how many public buildings or parks will be improved
Do not inflate your estimates -the numbers provided will be used to assess your proposed project's success.
• Public Facility -Buildings Parks Facility -People • Pub/le Facility -Community Infrastructure -People
• Public Service -People -Individuals • Farade -Businesses or Jobs -People/Individuals
• Rehabilitation -Houses -Households • Economic Development -Jobs or businesses -Individuals/People
Number Performance CDBG Cost Per Total CDBG Non-CDBG
Served Indicator Unit Cost Match
Example 5 Households $5,000 $25,000 $25,000
1st Quarter People
2nd Quarter People
3 rd Quarter People
4t h Quarter People
*TOTAL SERVED People $37,S00
8. Of the total number "Served" listed in the above table, please categorize your clientele by the following criteria:
Number of clients below 30% median income
Number of clients below SO% median income
Number of client s below 80% median income
Number of elderly clients
Number of minority clients
Number of disabled clients
Total Pasco residents served
Number of Female Head of Hou se hold
2018 CDB G Application
-------------
-------------
*Total must
match total
Served above.
_____________ Supplemental
housing -------------information -------------
2
9. What is the dollar amount of CDBG funds your agency has received in the past three years?
2015 2016 2017
Kennewick
Pasco $30,000 $30,000 $30,000
Richland
10 What impact will your project have in the community? How will you measure your success?
Seniors within Pasco will have the opportunity to socialize and participate in the many programs that we
offer. We will measure success by tracking participation numbers throughout the year.
11 The following are the maximum income guidelines fo r 2016 CDBG funded programs {80% is the maximum
eligible). These guidelines will be updated in early 2018.
2017 HUD income Limit Guidelines for Kennewick -Pasco -Richland Effective June 6, 2016
1 Person 2 People 3 People 4 People S People 6 People 7 People 8 People
30% 13,700 16,240 20,420 24,600 28,780 32,960 37,140 41,320
50% 22,800 26,050 29,300 32,SSO 35,200 37,800 40,400 43,000
80% 36,500 41,700 46,900 52,100 56,300 60,450 64,650 68,800
Median 45,600 52,100 58,600 65,100 70,400 75,600 80,800 86,000
For Informat10n Only, 2018 Income Limits will apply.
12 Give a detailed breakdown of the total budget for this project by line item. Show where the CDBG funds you
are requesting will be applied toward the line items listed below. List any other sources of funds yo u will use
to match with the CDBG funds. Your total expenses should equal the amount of CDBG funds requ ested and all
other source fund s. Please provide supplementary documentation for the budget if available.
Expense Requested CDBG
Other Fund s Source of Other
TOT AL BUDGET Funds Funds
PERSONNEL:
Salaries $37,500 $95,000 General Fund $132,500
Delivery
OPERATIONS:
Rent/Lease
Utilities $37,000 General Fund $37,000
Supplies $10,500 General Fund $10,500
CONSTRUCTION:
Engineering
Materials
Labor
Contracts
Incidentals
PROPERTY:
Purchase Price
Closing Costs
OTHER (De sc ribe):
M&O Services $58,000 General Fund $58,000
TOTAL $37,500 $200,500 $238,000
2018 CDBG Application 3
13 Are the above "other sources" of funds secured? Provide documentation of budget for source of other funds:
Yes, they are from the city General Fund.
14 If you do not receive the requested funds, or receive only a portion of what you request, what will you do?
Some services may have to be cut and layoffs may take place.
15 If your request includes recurring costs such as staff time, supplies, etc., what is your plan to secure funds for
these needs in the future? (The purpose of CDBG funds is not to fund projects that are the general
responsibility of government or to maintain the operation of a non-profit organization.)
Seek additional general fund monies, look for sponsors, charge user fees for specific p r ograms, and to seek
donations.
16 Self-Asse ss ment, Check "yes " or "no" for each of the following questions:
Risk Assessment Question? Yes No
1. Is your organ i zation new to the CDBG program? • X
2 . Is this a new activity for the organization? • X
a. Has this activity been completed successfully in prior years? X • b. Have CDBG performance goals been met in prior years? X • 3 . Does the organization have unresolved audit findings? • X
4. Is staff responsible for the CDBG project new or inexperienced? • X
5. Does your project displace or relocate any individual or bu siness? • X
6 . Does your project involve construction/ renovation? • X
a. Do you own the property? X • b. Do you have experience with fed e ral Davis-Ba con wage requirements ? X • 7. What type of CDBG activity is your project? (Choose one)
1) Administration X
2 ) Public Service • 3) Economic Development • 4) Affordable Housing (acquisition/rehabilitation, etc.) • 5) Public Facility (Buildings/Parks, etc.) • 6) Code Enfo r cement • 7) Community Infrastructure (curb/gutter/sidewalks/sewer/water, etc.) • 8) Revitalization (Describe):
•
2018 CDBG Application 4
Certifications and Assurances
I/we make the following certifications and assurances as a required element of the Application to which it is
attached, under standing that the truthfulness of the facts affirmed here and the continuing compliance with these
requirements are conditions precedent of the award or continuation of the related contract(s).
The City of Pasco reserves the right at its sole discretion to reject any or all applications received without penalty
and is not obligated to enter into a contract of any applicant. Incomplete, late or ineligible Application packets may
be returned to the applicant without further con sideration.
I understand that the City will not reimburse for any costs incurred in the preparation of this App lication. Al l
applications will become the property of the City, and I/we claim no proprietary right to the ideas, w r itings, items
or samples.
SUBMITTED BY:
~\ck TlfU!~, l&u-um fu0/:e, Works v~~c+or
Printed Name & Title
~1)£. ~. J..JJ/7
Date
2018 CDBG Appli cation 5
ATTACHMENTS
2018 CDBG Application 1
Community Development Block Grant Application
2018 CDBG Program Year
Public Service Special
Attachment #1
Complete this page if you are continuing a "Public Service11 activity
1. When was your agency organized/ formed? 1891
2. We are a: .JLWashington State Municipal Corp O non-profit 0 fa ith -based
3. Does your agency have federal IRS non-profit status? Ye s .JL
4 . List any required accreditation your agency/ staff must have in order to do bu siness:
None
No •
5. To what other agencies have you applied for funding and w hat commitments have you obtained for this
purpose ?
City General Fund
6. Will CDBG funds be used to assist in leveraging or matching o t her funding?
7. Is this the first year for the program?
a. Year began:
8 . If you receive funding for 2018, how will your program be funded in the future?
Anticipate CDBG funds in 2019 and City General Fund and p rogram fee monies.
YesO
YesO
No.JL
No.JL
9. If you recei ved CDBG funding in prior years and are requesting increased funding, please quantify the increase
in service that you will provide and explain new demand or unmet need in the community for the increa se in
service.
Requesting the sam e amount as requested in 2017
2018 CDBG Applicati on 2
COMMUNITY DEVELOPMENT DEPARTMENT509-545-344 1 I FAX 509-545-3499
P.O . BOX 293, 525 NORTH THIRD AVENUE, PASCO, WASHINGTON 99301
Mr. Dan Dotta, Interim Director
City of Pasco-Administrative & Community Services
525 N 3rd Ave
PO Box 293
Pasco, WA 9930 I
May 8, 2018
Subject: C-2018-2-4, CDBG Subrecipient Agreement Award
372 Senior Citizen's Center Recreation Specialist Letter to Incur Costs
Dear Mr. Dotta:
I am pleased to infonn you that subject activity has been selected by the Pasco City Council (Reso lution 3795) to receive up to
$30,000 in 2018 Community Development Block Grant (CDBG) funds. This award is contingent upon receipt of Community
Development Block Grant entitlement award from the U . S. Department of Housing and Urban Development (HUD).
This award is based on your eligibility review of your 2018 C DBG Grant application for Senior Citizen's Center Recreation
Specialist. Any d eparture from the information in the application, as approved, such as changes to th e scope of work, budget or
schedule may lead to the rescission of the award. Please notify this department in writing immediately of po tential changes of this
nature.
This letter allows your organization to incur costs in an amount not to exceed ten percent ofvour award for the following
activit ies not requiring an environmental review, which may be needed to begin your project:
• Preliminary environmental studies and rev iew of24 CFR 58.5 laws and authorities including Section 106 of the National
Hi storic Preservation Act of 1996;
• Preliminary e ng ineering feasibility studies to the extent needed for the environmental assessment;
• Project related administration costs including staffing, advertisements and other administrative expenses;
When work is started on the basis of this letter, CDBG procurement procedures, tenns, a nd requirements must be met for
development of contracts and agreements for a n y of the above activities. Construction projects requiring an environmental review
cannot be committed (contracts signed o r work s tarted), nor can H U D o r non-HUD funds be committed, until specific procedures
required by the State Environmental Policy Act (SEPA) and the National Environmental Policy Act (NEPA) have been
completed and the time period for public review, if a pplicable, has expired.
All activities must meet the full requirements of2 CFR 200 Unifonn Administrative Requirements, Cost Principles, and Audit
Requirements for Federal Awards. Eligible costs will be re imbursed only after a written agreement ha s been fonnally executed,
an environmental review is complete, and all costs to deemed to be allowable, reasonable and necessary.
Krystle Shanks will assist in developing this contract which we expect to finali ze within 7 days from execution of th e final H U D
award letter. In preparation, staff from your organ ization may request an electronic copy of Playing by the Rules su brec ip ient
handbook or individual grant s management training. If more than one request for training is received a CDBG M anagement
Workshop will be scheduled to accommodate those requests. You may contact me directly at (509) 543-5739 or via email at
pitmana@ pasco-wa.gov or by contacting Krystle Shanks at (509)545-3441 or via email at shanksk@pasco-wa.gov. We look
forward to working with you on thi s worthwhile project.
Enclosures: Written Agreement
Angela R. Pitman, CDBG Administrator
Commun it y & Economic Development
EXHIBIT B
State and Federal Requirements and Assurances
B -1
Attachment B
STATE AND FEDERAL
REQUIREMENTS AND ASSURANCES
In addition to laws listed in the general terms and conditions of this Agreement, the Grantee
assures compliance wit h the following regulations as they pertain to the local project.
Contact the City if you want assistance in obtaining a copy of these regulations .
A. HOUSING AND COMMUNITY DEVELOPMENT
1. Public Law 90-284, Title VIII of the Civil Rights Act of 1968 (42 U.S .C. 360 1 et seq .),
commonly referred to as the Federal Fair Housing Act, as amended by the Fair Hou sing
Amendments Act of 1988 (P .L. 100-430)
2. Executive Order 11063. as amended by Executive Order 12259 (24 CFR Part 107)
3 . The Housing and Community Development Act of 1974, as amended through 1992 :
Sections 109; 104 (b) 4 ; 104 (d); and 104 (I), which prohibit discrimination and require
identification of housing and community development needs ; a "residential anti-
displacement and relocation assistance plan "; and adoption and enforcement of poli c ies
prohibiting the use of excessive force.
4 . Title II and Ill of the Uniform Relocation Assistance and Real Property Acquisition
Policies Act of 1970 (42 U S .C. 4630) as amended in 1989)
5 . Title IV of the Lead-Based Paint Poisoning Prevention Act (42 U.S.C . 4831 b)
6. Public Law 110-289, section 3 , "Emergency Assistance for the Redevelopment of
Abandoned and Foreclosed Homes" (also referred to as the Neighborhood Stabilizat ion
Program ), of the Housing and Economic Recovery Act, 2008 (Docket No. FR-5255 -1-
01)
7. The American Recovery and Reinvestment Act of 2009
B. LABOR
1 . Davis-Bacon Act, as amended (40 U.S.C. 3141 et seq.)
2 . Prohibition of Use of CDBG for J o b-Pirating Activities, 24 CFR Part 570.482(f), revised
June 2006
C. ENVIRONMENTAL AND CULTURAL
1. The National Environmental Policy Act of 1969 (NEPA) (42 U.S.C . Section 4321 et seq .,
and 24 CFR Part 51)
2. The Clean Ai r Act, as amended (42 U .S .C. 7401 et seq .)
3. HUD Environmental Criteria and Standards (24 CFR Part 58)
~-Executive Order 11990, May 24, 1977, as amended by Executive Order 11990:
Protection of Wetlands (42 FR 26961 et seq.)
5. The Wild and Scenic Rivers Act of 1968, as amended (16 U.S.C. 1271 et seq .)
6. Executive Order 11988, May 24 , 1977: Floodplain Management and Wetland Protection
(42 FR 26951 et seq .)
7. Coastal Zone Management Act of 1972, as amended {16 U .S.C. 1451 et seq .)
8 . The Endangered Species Act of 1973, as amended (16 U.S.C. 1531 et seq .)
9 . The Reservoir Salvage Act of 1960, as amended by the Archaeological and Historic
Preservation Act of 1974 (16 U .S .C . 469 et seq .)
10. The Safe Drinking Water Act of 1974, as amended {42 U .S .C . 300f et seq ., 21 U .S.C .
349, as amended, and 40 CFR Part 149 (Environmental Protection Agency));
1 1 . T he Federal Water Pollution Control Act of 1972, as amended, including the Clean
Water Act of 1977, Public Law 92-212 (33 U.S.C . Section 1251 et seq.)
12. The Solid Waste Disposal Act, as amended by the Resource Conservation and
Recovery Act of 1976 {42 U .S .C . Section 6901 et seq .)
1 3. The Fish and Wildlife Coordination Act of 1958, as amended (16 U.S.C . Section 661 et
seq .)
14. The National Historic Preservation Act of 1966 (16 U .S.C. 470)
15. The Archaeological and Historical Data Preservation Act of 1974 (16 U.S .C . 469a-1 et
seq .)
16. Executive Order 11593, Protection and Enhancement of the Cultural Environment, May
13, 1971
17 . Farmland Protection Policy Act of 1981 (7 U .S .C. 4201 et seq. and 7 CFR Part 658)
18 . Environm ental Justice (Executive Order 12898), as amended by Executive Order 12948
19. Explosive and Flammable Operations (Section 2 of the Housing Act of 1949, as
amended (42 U.S C. 1441 ), Section 7(d) of the Dept HUD Act of 1965 (42 U.S.C.
3535(d)), Section 2 of the Housing and Urban Development Act of 1969 (42 U.S.C.
1441(a)), and 24 CFR Part 51 Subpart C)
20. Airport Clear Zones and Accident Potential Zones (Section 2 of the Housing Act of 1949
as amended (42 U .S.C. 1441 ), affirmed by Section 2 of the Housing and Urban
Development Act of 1969, P.L. No 90-448, Section 7(d) of the Dept HUD Act of 1965
(42 U .S.C . 3535{d}). and 24 CFR Part 51 Subpart D)
21 . Toxic Chemicals and Radioactive Materials {Comprehensive Environmental Response,
Compensation , and Liability Act of 1980 as amended by Superfund Amendments and
Reauthorization Act and 24 CFR 58.5(i))
22 . Determining Conformity of Federal Actions to State or Federal Implementation Pla ns
(Environmental Protection Agency -40 CFR Parts 6 , 51 , and 93)
STATE
1 . Relocation Assistance and Real Property Acquisition Policy, Chapter 8.26 RCW
2. Prevailing Wages on Public Works, Chapter 39.12 RCW
3. State Environmental Policy Act (SEPA), Chapter 43.21 C RCW
4 . State Building Code, Chapter 19.27 RCW; Energy Related Building Standards, Chapter
19.27A RCW; and Provisions in Buildings for Aged and Handicapped Persons, Chapter
70.92 RCW
5. lnterlocal Cooperation Act, Chapter 39 .34 RCW
6 . State Environmental Polic y Act (S EPA), Chapter 43 .21(C) RCW
7. Noise Control. Chapter 70 .107 RCW
8. Shoreline Management Act of 1971, Chapter 90 .58 RCW
9. Governor's Executive Order 89-10, December 11, 1989: Protection of Wetlands. and
Governor's Executive Order 90-04, April 21, 1990: Protection of Wetlands
GENERAL TERMS AND CONDITIONS
1. DEFINITIONS
As used throughout this Contract, the following terms shalt have the meaning set forth below:
A. "Authorized Representative• shall mean the Director and/or the designee authorized in writing to
act on the Director's behalf.
B . "Subrecipient" shall mean the entity identified on the face sheet performing service(s) under th is
Contract, and shall include all employees and agents of the Subrecipient.
C. "City· shall mean the City of Pasco, Community & Economic Development Department or its
successor agency.
D. "Personal Informat ion" shall mean information identifiable to any person , includ ing , but not limited
to , information that relates to a person's name , health, finances , education, business , use or
receipt of governmental services or other activities, addresses, telep hone numbers, socia l
security numbers, driver license numbers, other identifying numbers, and any financial identifiers.
E. "State'· shall mean the state of Washington .
F . "Subcontractor" shall mean one not in the employment of the Subrecipient, who is performing all
or part of those services under a separate contract with the Subrecipient. The terms
"subcontractor" and "subcontractors" mean subcontractor(s) in any tier.
2 . ALL WRITINGS CONTAINED HEREIN
This Agreement contains all the terms and condit ion s agreed upon by the parties . No other
understandings, oral or otherwise, regarding the subject matter of this Agreement shall be deemed to
exist or to bind any of the parties hereto.
3 . AMENDMENTS
This Agreement may be amended by mutual agreement of the parties . Such amendments shall not
be binding unless they are in writing and signed by personnel authorized to bind each of the par1 ies .
4 . ASSIGNMENT
Neither this Agreement, nor any claim arising under this Agreement, shall be transferred or assigned
by the Subrecipient without prior written consent of City.
5. ATTORNEYS' FEES
Unless expressly permitted under another provision of the Contract. in the event of litigation or other
action brought to enforce Contract terms, each party agrees to bear its own attorneys fees and costs .
6. AUDIT
A. General Requirements
Subrecipients are to procure audit services based on the following guidelines .
The Subrecipient shall maintain its records and accounts so as to facilitate the audit requirement
and shall ensure that Contractors also maintain auditable records.
The Subreciplent is responsible for any audit exceptions incurred by its own organization or that
of its Contractors .
City reserves the right to recover from the Subrecipient all disallowed costs resulting from th e
audit.
Subrecipient Agreement for Federal Funds
GENERAL TERMS AND CONDITIONS
As applicable, Subrecipients required to have an audit must ensure the audits are performed in
accordance with Generally Acce pted Auditing Standards (GAAS), Government Audit ing
Standards (the Revised Yellow Book) developed by the Comptroller General.
Responses to any unresolved management findings and disallowed or questioned costs shall be
included with the audit report . The Subrecipienl must respond to City requests for information or
corrective action concerning audit issues within thirty (30) days of the date of request.
B . Federal Funds Requirements• 0MB Circular A-133 Audits of States, Local Governments
and Non-Profit Organiz.ations
Subrecipients expending $500,000 or more in a fiscal year in federal funds from all sources ,
direct and indirect, are required to have an audit conducted in accordance with Office of
Management and Budget (0MB) Revised Circular A-133 ··Audits of States. Local Governments,
and Non-Profit Organizations • Revised 0MB A-133 requires th e Subrec1pienl to provide the
auditor w ith a schedule of Federal Expenditure for the fiscal year(s) be ing audited The Schedule
of State Financial Assistance must be included. Both schedules include:
Grantor agency name
Federal agency
Federal program name
Other identifying agreement numbers
Catalog of Federal Domestic Assistance (CFDA} number
Grantor agreement number
Total award amount including amendments (total grant award}
Begin ning balance
Current year revenues
Current year expenditures
Ending balance
Program total
If the Subrecipient is a state or local government entity, the Office of the State Auditor shall
conduct the audit. Audits of non-profit organizations are to be conducted by a certified public
accountant selected by the Subrecipient in accordance with 0MB Circular A-110 "Uniform
Administrative Requirements for G rants and Agreements with Institutions of Higher Educat ion,
Hospitals, and Other Non-Profit Organizations."
The Subreclplent shall include the above audit requirements in any subcontracts .
In any case , the Subreciplent's financial records must be available for rev iew by City.
C. Documentation Requirements
The Subrecipient must send a copy of any required audit Report ing Package as described in
0MB Circular A-133, Part C, Section 320(c) no later than nine (9) months after the end of the
Subrecipient's fiscal year(s) to:
City of Pasco
Community & Economic Development Department
525 N Third Avenue
Pasco, WA 99301
• Corrective action plan for audit findings within three (3) months of the audit being
received by City.
& Copy of the Management Letter
Subrecipient Agreement for Federal Funds 2
GENERAL TERMS ANO CONDITIONS
7. CERTIFICATION REGARDING DEBARMENT, SUSPENSION OR INELIGIBILITY AND
VOLUNTARY EXCLUSION-PRIMARY AND LOWER TIER COVERED TRANSACTIONS
A. Subrecipient, defined as the primary participant and it principals, certifies by signing these
General Terms and Conditions that to the best of its knowledge and belief that they:
1. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or
voluntarily excluded from covered transactions by any Federal department or agency .
2. Have not w ithin a three-year period preceding this Agreement. been convicted of or had a
civil judgment rendered against them for commission of fraud or a criminal offense in
connection with obtaining, attempting to obtain , or performing a public or private agreement
or transaction, violation of Federal or State antitrust statutes or commission of embezzlem ent,
theft , forgery, bribery, falsification or destruction of records , making false statements , tax
evasion, rece iving stolen property, making false claims , or obstruction of justice ;
3. Are not presently indicted for or otherwise criminally or civilly cha rg ed by a governmental
entity (Federal , State. or local) with commission of any of the offenses enumerated in
paragraph (1 )(b) of this section; and
-4 . Have not within a three-year period preceding the signing of this Agreement had one or more
public transactions (Federal, State, or local) terminated for cause of default .
B. Where the Subrecipient is unable to certify to any of the statements in this Agreement , the
Subrecipient shall attach an explanation to this Agreement.
C. The Subrecipient agrees by sign ing this Agreement that it shall not knowingly enter into any lower
tier covered transaction w ith a person who is debarred, suspended, declared ineligible, or
voluntarily excluded from participation in this covered transaction , unless authorized by City.
D. The Subrecipient further agrees by signing this Agreement that it will include the clause title d
"Certification Regarding Debarment, Suspe nsion, Ineligibility and Voluntary Exclusion-
Lower Tier Covered Transaction," as is below, without modification . in all lower tier covered
transactions and in all solicitations for lower tier covered transactions:
CERTIFICAT ION REGARDING DEBARMENT, SUSPENSION OR INELIGIBILITY AND
VO LUNT ARY EXCLUSION -LOWER TIER COVERED TRANSACTIONS
a) The lower tier con t ractor cert ifies , by signing this Agreement tha t neither it nor its principals is
presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily
excluded from participation in this transaction by any Federal department or agency.
b) Where the lower tier contractor is unable to certify to any of the statements in this Agreement.
such contractor shall attach an explanation to this Agreement.
E. The terms covered transaction, debarred , suspended, Ineligible, lower tier covered
transaction, person, primary covered transaction, principal, and voluntarily excluded , as
used in this section , have the meanings set out in the Definitions and Coverage sections of the
rules implementing Executive Order 12549. You may contact City for assistance in obtaining a
copy of these regulations.
8 . CONFIDENTIALITY/SAFEGUARDING OF INFORMATION
A. "Confidential Information' as used in this section includes:
1 . All material provided to the Subrecipient by City that is designated as "confide ntial" by City;
2. All material produced by the Subrecipient that is designated as "confidential" by City; an d
Subrecipient Agreement for Federal Funds 3
GENERAL TERMS AND COND ITIONS
3. All Personal Information in the possession of the Subrecipien t that may not be disclosed
under state or federal law. ·Persona l Information· includes but is not limited to information
related to a person's name, health, finances, education , bus iness, use of government
services, addresses, telephone numbers, social security number. driver's license number and
other identifying numbers, and "Protected Health Information• under the federal Health
Insurance Portability and Accountability Act of 1996 (H IPAA).
B . The Subrecipient shall comply with all state and f e deral laws related to the use, sharing, transfer,
sale , or disclosure of Confidential Information. The Subrecipient shall use Confidential Information
solely for the purposes of this Agreement and shall not use, share, transfer, sell or disclose any
Confidential Information to any third party except with the prior written consent of City or as may
be required by law. The Subrecipient shall take all necessary steps to assure that Confidential
Information is safeguarded to prevent unauthorized use. sharing, transfer . sale or disclosure of
Confidential Information or violation of any state or federal laws related thereto. Upon request ,
the Subrecipient shall provide City with its policies and procedures on confidentiality. City may
require changes to such policies and procedures as they apply to this Agreement whenever City
reasonably determines that changes a re necessary to prevent unauthorized disclosures. The
Subrecipient shall make the changes within the lime period specified by City. Upon request, the
Subrecipient shall immediately return to City any Confidential Information that City reasonably
determines has not been adequately protected by the Subrecipient against unauthorized
disclosure.
C . Unauthorized Use or D isclosure . The Subrecipient shall notify City within five (5) working days of
any unauthorized use or disclosure of any confidential information, and shall take necessary
steps to mitigate the harmful effects of such use or d isclosure.
9 . CONFORMA NC E
If any provision of this contract violates any statute or rule of law of the state of Washington, it is
considered modified to conform to that statute or rule of law.
10. COPYRIG HT PROVISIONS
Unless otherwise provided, all Materials produced under th is Agreement shall be considered "works
for hire• as defined by the U S. Copyright Act and shall be owned by City. City shall be considered
the author of such Materials. In the event the Materials are not considered "works for hire• under the
U.S. Copyright laws, the Subrecipient hereby irrevocably assigns all right, title , and interest in all
Materials, including all intellectual property rights , moral rights . and rights of publ icity to City effective
from the moment of creation of such Materials .
·Materials• means all items in any format and includes, but is not limited to, data, reports , documents,
pamphlets, advertisements , books, magazines, surveys, studies, computer programs, films. tapes ,
and/or sound reproductions. "Ownership• includes the right to copyright, patent, register and the
ability to transfer these rights .
For Materials that are delivered under the Agreement , but that incorporate pre-existing materials not
produced under the Agreement, the Su brecipient hereby grants to City a nonexclusive, royalty-free ,
irrevocable license (with rights to sublicense to others) in such Materials to translate , reproduce ,
distribute, prepare derivative works, publicly perform, and publicly display. The Subrecipient warrants
and represents that the Subrecipient has all rights and perm issions, inclu d ing intellectual property
rights, moral rights and rights of publicity, necessary to grant such a license to City.
The Subrecipient shall exert all reaso nable effort to advise City, at the time of delivery of Materials
furnished under this Agreement, of all known or p otential invasions of privacy contained therein and
of any portion of such document which was not produced in the performance of this Agreement. The
Subrecipient shall provide City with prompt written notice of each notice or claim of infringement
received by the Subrecipient with respect to any Materials delivered under this Agreement. City shall
have the right to modify or remove any restrictive markings placed upon the Materials by the
Subrecipient.
Subreci pient Agreement for Fe deral Funds 4
GENERAL TERMS AND CONDITIONS
11. DISALLOWED COSTS
The Subrecipient is responsible for any audit exceptions or disallowed costs incurred by its own
organization or that of its Contractors .
12. DISPUTES
Except as otherwise provided in this Agreement, when a dispute arises between the parties and it
cannot be resolved by direct negotiation, either party may request a dispute hearing with the Director
of City, who may designate a neutral person lo decide the dispute.
The request for a dispute hearing must:
• be in writing;
• state the disputed issues;
• state the relative positions of the parties;
• state the Subrecipient's name, address, and Agreement number; and
be mailed to the Director and t he other party's (respondent's) Agreement Representative
within three (3) working days after the parties agree that they cannot resolve the dispute.
The respondent shall send a written answer to the requestor's statement to both the Director or the
Director's designee and the requestor w ithin five (5) working days.
The Director or designee shall review the written statements and reply in writing to both parties within
ten (10) working days . T he Director or designee may extend this period if necessary by notifying the
parties .
The decision shall not be admissible in any succeeding judicial or quas i-judicial proceeding .
The parties agree that this dispute process shall precede any action in a judicial or quasi-judicial
tribunal.
Nothing in this Agreement shall be construed to limit the parties' choice of a mutually acceptable
alternate dispute resolution (ADR) method in addition to the dispute hearing procedure outlined
above.
13. DUPLICATE PAYMENT
The Subrecipient certifies that work to be performed under this contract does not duplicate any work
to be charged against any other contract, subcontract, or other source.
14. ETHICS/CONFLICTS OF INTEREST
In performing under this Agreement, the Subrecipient shall assure compliance with the Ethics in
Public Service Act (Chapter 42.52 RCW ) and any other applicable state or federal law related to
ethics or conflicts of interest.
15. GOVERNING LAW AND VENUE
This Agreement shall be construed and interpreted in accordance with the laws of the stale of
Washington, and the venue of any action brought hereunder shall be in the Superior Court for
Franklin County.
16. INDEMNIFICATION
To the fullest extent permitted by law, the Subrecipient shall indemnify, defend, and hold harmless the
state of Washington, City, all other agencies of the State and all officers, agents and employees of
the State, from and against all claims or damages for injuries to persons or property or death arising
out of or incident to the performance or failure to perform the Agreement. The Subreciplenl's
obligation to indemnify, defend, and hold harmless includes any claim by the Subrecipient's agents,
employees, representatives , or any Subcontractor or its agents, employees, or representatives.
Subrecipient Agreement for Federal Funds 5
GENERAL TERMS Ar.JD CONDITIONS
The Subrecipient's obligation to indemnify, defend, and hold harmless shall not be elim inated or
reduced by any actual or alleged concurrent negligence of the State or its agents , agencies ,
employees and officers.
Subcontracts shall include a comprehensive indemnification clause holding harmless the
Subrecipient, City, the state of Washington, its officers, employees and authorized agents.
The Subrecipient waives its immunity under Title 51 RCW to the extent ii is required to indemnify,
defend and hold harmless the State and its agencies, officers, agents or employees .
17. INDEPENDENT CAPACITY OF THE CONTRACTOR
The parties intend that an independent contractor relationship will be created by this Contrac t. The
Subrecipient and its employees or agents performing under this Contract are not employees or
agents of the state of Washington or City. The Subrecipient will not hold itself out as or claim to be an
officer or employee of City or of the state of Washington by reason hereof, nor will the Subrecipient
make any claim of right , privi lege or benefit which would accrue to such officer or employee under
law. Conduct a nd control of the work will be solely with the Subrecipient.
18. INDUSTRIAL INSURANCE COVERAGE
The Subrecipient shall comply with all applicable provisions of Title 51 RCW, Industrial Insurance . If
the Subrecipient fails to provide industrial insurance coverage or fails to pay premiums or penalties on
behalf of its employees a s may be requ ired by law, City may collect from the Subrecipient the full
amount payable to the Industrial Insurance Accident Fund. City may deduct the amount owed by th e
Subrec1pient to the accident fund from the amount payable to the Subrecipient by City under this
Contract, and transm it th e deducted amount to the Department of Labor and Industries, (L&I) Divisi on
of Insurance Services. Th is prov isi on does not waive any of L&l 's rights to collect from the
Subrecip1ent.
19. ~
The Subrecipient sh a ll comply with all applicable laws , ord inances, codes, regulation s, and pol icies of
local , state, and federa l governments, as now or hereafter amended , including, but not limited to :
United States Laws, Regulations and Circulars (Federal}
A. Audits
Office of Manag ement and Budget (0MB) Revised Circula r A-133 "Audits of States, Local
Governments, and Non-Profit Organizations."
B. Labor and Safety Standards
Convict Labor, 18 U.S.C . 75 1, 752 , 4081 , 4082.
Drug-Free Workplace Act of 1988 , 41 USC 701 et seq.
Federal Fair Lab or Standards Act, 29 U.S.C. 201 et seq .
Work Hours and Safety Act of 1962, 40 U.S .C . 327-330 and Department of Labor Regulations, 29
CFR Part 5.
c . Laws against Discrimination
Age Discr imination Act of 1975, Public Law 94 -135, 42 U.S.C . 6101 -07 , 45 CFR Part 90
Nondiscrimination in Federally Assisted Programs .
Americans with Disabilities Ac t of 1990. Pub lic Law 101 -336
Equal Employment Opportunity, Executive Order 1 1246, as amended by Executive Ord er 11 375
and supplemented in U.S. Department of Labor Regulations , 41 CFR Chapter 60 .
Executive Order 1124 6 . as am ended by EO 11375, 11478, 12086 and 121 02.
Subrecipient Agreem e nt for Feder al Fund s 6
GENERAL TERMS AND CONDITIONS
Handicapped Employees of Government Subrecipients, Rehabilitation Act of 1973, Section 503 ,
29 U.S.C . 793.
Handicapped Recipients of Federal Financial Assistance , Rehabilitation Act of 1973, Section 504,
29 U .S.C . 794 .
Minority Business Enterprises, Executive Order 11625, 15 U.S .C. 631 .
Minority Business Enterprise Development, Executive Order 12432, 48 FR 32551.
N ond iscrimination and Equal Opportunity, 24 CFR 5.105(a).
Nondiscrimination in benefits, Title VI of the Civil Rights Act of 1964 , Pub lic Law 88-352, 42
U.S.C . 2002d et seq, 24 CFR Part 1.
Nondiscrimination in employment, Title VII of the Civil Rights Act of 1964 , Public Law 88-352 .
Nond iscrimination in Federally Assisted Construction Contracts , Executive Order 11246, 42
U .S .C . 2000e, as amended by Executive Order 11375, 41 CFR Chapter 60.
Section 3, Housing and Urban Development Act of 1968, 12 USC 1701u (See 24 CFR
570.607(b )).
D. Office of Management and Budget Circulars
Cost Principles fo r State , Local and Indian Tribal Governments , 0MB Circular A-87 , 2 CFR , Part
225.
Cost Principles for Nonprofit Organizations, 0MB Circular A-122 (if the Subrecipient is a nonprofit
organization).
Grants and Cooperative Agreements with State and Local Governments , 0MB Circular A-102 (if
the Subrecipient is a local government or federally recognized Indian tribal government).
Uniform Ad ministrative Requirements for Grants and Other Agreements with Institutions of Higher
Education, Hospitals and Other Nonprofit Organizations , 0MB Circular A-110 .
E. Other
Anti -Kickback Act, 18 U.S .C . 874; 40 U .S .C . 276b, 276c ; 41 U.S .C . 51-54 .
Governmental Guidance for New Restrictions on Lobbying; Interim Final Guidance, Federal
Register 1, Vol. 54 , No. 243\Wednesday, December 20, 1989.
Hatch Political Activity Act , 5 U .S.C . 1501-8.
Internal Revenue Service Rules , August 31, 1990
Lobbying and Disclosure, 42 USC 3537a and 3545 and 31 USC 1352 (Byrd Anti-lobbying
Amendment). 31 U.S.C . 1352 provides that contractors who apply or bid for an award of $100,000
or more must file the required certification . Each tier certifies to the tier above that it will not and
has not used Federal appropriated funds to pay any person or organization for influencing or
attempting to influence an officer or employee of any agency, a member of Congress, officer or
employee of Congress, or an employee of a member of Congress in connection with obtaining
any Federal contract, grant or other award covered by 31 U.S .C. 1352. Each tier must disclose
any lobbying with non-Federal funds that takes place in connection with obtaining any Federal
award . Such disclosures are forwarded from tier to tier up to the recipient.
Non-Supplanting Federal Funds.
Section 8 Housing Assistance Payments Program .
F. Privacy
Privacy Act of 1974, 5 U.S.C. 552a.
Subrecipienl Agreement for Federal Funds 7
GENERAL TERM S AND CONDITIO NS
Was hington State Laws and Regu lations
A. Affirmative action, RCW 41 .06 .020 (11 ).
B . Boards of directors or officers of non-profit corporations -Liability -Limitations , RC W 4.24 .264 .
C . Disclosure-campaign finances-lobbying, Chapter 42.17 RCW .
D . Discrimination-human rights commission, Chapter 49 .60 RCW .
E. Ethics in public service, Chapter 42.52 RCW.
F. Office of minority and women's business enterprises , Chapter 39 .19 RCW and Chapter 32 6-02
WAC.
G . Open public meetings act. Chapter42.30 RCW .
H . Public records act, Chapter 42 .56 RCW .
I. State budgeting, accounting, and reporting s ystem , Chapter 43.88 RCW .
2 0. LICENSING , ACCREDITATION AND REGISTRATION
The Subrecipient shall comply with all applicable local , stal e, and federal licensing, accreditation and
registration requirements or standards necessary for the performance of th is Contract.
21 . LIMITATION OF AUTHORITY
Only the Authorized Representative or Authorized Representative 's designee by writing (designation
to be made prior to action) shall have the express, implied, or apparent authority to alter, amend,
modify, or waive an y clause or condition of this Co ntract.
22. NONCOMPLIANCE WITH NONDISCRIMINATION LAWS
During the performance of this Agreement, the Subrecipient sha ll comply with all federa l, state , and
local nondiscrimination laws, reg u lations and policies . In the event of the Subrecipient's no n-
compliance or refusa l to comply w it h any nondiscrimination law, regulation or policy, this Agreement
may be rescinded , canceled or terminated in who le or in part, and the Sub recipient may be declared
ineligible for further Agreements with City. The Subrecipient shall, however, be given a reasonable
time in which to cure this noncompliance . Any dispute may be resolve d in accordance with the
"Disputes" procedure set forth herein
23. POLITICAL ACTIVITIES
Political activity of Subrecipient employees and officers are limited by the State Ca m paign Finances
and Lobbying provisions of Chapter 42 .17 RCW and the Federal Hatch Act 5 USC 1501 -1508.
No funds may be used for working for or against ballot measures or for or aga inst the candidacy of
any person for public office.
24. PREVAILING WAGE LAWS
All contractors and subcontractors performing work on a construction project funded t hrough this
agreement shall c omply with p revailing wage laws by paying the higher of stale or federa l pr evailing
wages according lo.
State Prevail ing Wages on Public Works , Chapter 39.12 RCW , as applicable to the Proj ect funded by
this agreement, including but not l im ited to the filing of the ·statement of Intent to Pay Prevailing
Wages" and "Affidavit of Wages Paid'' as required by RCW 39.12.040 . The Subrecipient shall
maintain records sufficient to evid ence compliance with Chapter 39 .12 RCW , and shall make such
records available for City's review upon request ; or
The Davis Bacon Act, 40 U.S .C. 276a-276a-5 and related federal acts provide that all laborers and
mechanics employed by contract ors o r subcontractors in the performance shall be paid wa ges at
Subrecipient Agreement for Federal Funds 8
GENERAL TERMS ANO CONDITIONS
rates not les s than those prevailing on similar construction in the locality as determined by the
Secretary of Labor.
25. PROCUREMENT ST AN DAROS FOR FEDERALLY FUNDED PROGRAMS
A Subrecipient which is a local government or Indian Tribal government must establish procurement
policies and procedures in accordance with 0MB Circulars A-102. Uniform Administrative
Requirements for Grants in Aid for State and Local Governments, for all purchases funded by this
Agreement.
A Subrecipient which is a nonprofit organization shall establish procurement policies in accordance
with 0MB C ircular A -110, Uniform Administrative Requirements for Grants and Agreements with
Nonprofit Agencies , for all purchases funded by this Agreement.
The Subrecipient s procurement system should include at least the following :
1. A written code or standard of conduct that shall govern the performance of its officers,
employees, or agents engaged in the awarding of contracts us ing federa l funds.
2 . Procedures that ensure all procurement transactions shall be conducted in a manner to
provide, to the maximum extent practical, open and free competition .
3. Minimum procedural requirements , as follows :
a. Follow a procedure to assure the avoidance of purchasing unnecessary or duplicative
items.
b. Solicitations shall be based upon a clear and accurate description of the technical
requirements of the procured item s.
c Positive efforts shall be made to use small and m inority-owned businesses .
d . The type of procuring instrument (fixed price , cost reimbursement ) shall be determined by
the Subrecipient , but must be appropriate for the particular procurement and for
promoting the best interest of the program involved.
e. Contracts shall be made only with reasonable subcontractors who possess the potential
ability to perform successfully under the terms and cond itions of the proposed
procurement.
f. Some form of price or cost analysis should be performed in connection with every
procurement action .
g . Procurement records and files for purchases shall include all of the following :
1) Subrecipient selection or rejection.
2) The basis for the cost or price
3) Justification for lack of competitive bids if offers are not obtained.
h. A system for Agreement administration to ensure Subrecipient conformance with terms,
conditions and specifications of this Agreement , and to ensure adequate and timely
follow-up of all purchases.
4. Subrecipient and Subcontractor must receive prior approval from City for using funds from
this Agreement to enter into a sole source Agreement or an Agreement where only one bid or
proposal is received when value of this Agreement is expected to exceed $5,000 .
Prior approval requests shall include a copy of proposed contracts and any related
procurement documents and justification for non-competitive procurement , if applicable.
26. PROHIBITION AGAINST PAYMENT OF BONUS OR COMMISSION
The funds provided under this Contract shall not be used in payment of any bonus or commission 1or
the purpose of obtain ing approval of the application for such funds or any other approval or
Subrecipient Agreement fo r Federal Funds 9
GENE RAL TERMS AND CONDITIONS
concurrence under this Contract provided , however, that reasonable fees or bona fide technical
consultant, managerial, or other such services , other than actual solicitation, are not hereby
prohibited if otherwise eligibl e as project costs.
27 . PUBLICITY
The Subrecipient agrees not to publish or use any advertisi ng or publicity materials in which the state
of Washington or City's name is mentioned , or language used from which the connection with the
state of Washington's or City's name may reasonably be inferred or implied, without the prior written
consent of City.
28. RECAPTURE
In the event that the Subrecipient fa ils to perform this Agreement in accordance with state laws,
federal laws, and/or the provisions of this Agreement , City reserves the right to recapture funds in an
amount to compensate City for the noncompliance in addition to any other remedies ava ilable at l aw
or in equity.
29 . RECORDS MAINTENANCE
The Subrecipient shall maintain all books, records , documents , data and other evidence relating to
this Agreement and performance of the services described herein, incl uding but not limited to
accounting procedures and practices which sufficiently and properly reflect all direct and indirect
costs of any nature expended 1n the performance of this Agreement. Subrecipient shall retain such
records for a period of six years following the date of fi nal payment.
If any litigation, cl aim or audit is started before the expirat ion of the six (6) year period, the record s
shall be retaine d until all litigation, c laims, or audit findings involving the records have been finally
resolved .
30 . REGISTRATION WITH DEPARTMENT OF REVENUE
If required by law, the Subrecip1ent shall complete registration with the Washi ngton State Department
of Re venue.
31. SAVINGS
In the event funding from state, federal, or other sources is withdrawn , reduced, or limited in any way
afte r the effective date of this Agreement and prior to normal completion, City may term inate the
Agreement under the "Termination for Convenience" clause. without the ten ca lendar day notice
requirement. In lieu of termination, the Agreement may be amended lo reflect the new funding
limitations and conditions
32 . SEVERABILITY
If any provision of this Agr eement or any provision of any document incorporated by reference shall
be held invalid , such invalidity shall not affect the other prov isions of this Agreement that can be given
effect without the invalid provision, if such remainder conforms to the requirements of law and the
fundamental purpose of this Agreement and to th is end the provisions of this Agreement are declared
to be severable .
33. SUBCONTRACTING
The Subrecipient may o nly subcontract work contemplated under this Contract if it obtains the prior
written approval of City.
If City approves subcontracting, the Subrecipient shall ma inta in written procedures related to
subcontracting, as well as copies of all subcontracts and records related to subcontracts . For cause,
City in writing may: (a) require th e Subrecipient lo amend its subcontracting procedures as they relate
Subrecipi ent Agree ment for Federal Funds 10
GENERAL TERMS AND CONDITIONS
to this Contract; (b} prohibit the Subrecipient from subcontracting with a particular person or entity; or
(c) require the Subrecipient to rescind or amend a subcontract.
Every subcontract shall bind the Subcontractor to follow all applicable terms of this Contract. The
Subrecipient is responsible to City if the Subcontractor fails to comply with any applicable term or
condition of this Contract . The Subrecipient shall appropriately monitor the activities of the
Subcontractor to assure f iscal conditions of this Contract. In no event shall the existence of a
subcontract operate to release or reduce the liability of th e Subrecipient to City for any breach in the
performance of the Subrecipient's duties.
Every subcontract shall include a term that City and t he Slate of Washington are not liable for claims
or damages arising from a Subcontractor's performance of the subcontract.
34. SURVIVAL
The 1erms, conditions, and warranties con1ained in this Agreement that by their sense and context are
intended to survive the completion of the performance, cancellation or termination of this Agreement
shall so survive.
35. TAXES
All payments accrued on account of payroll taxes, unemployment contributions, the Subrecipient's
income or gross receipts , any other taxes, insurance or expenses for the Subrecipient or its staff shall
be the sole responsibility of the Subrecipienl.
36 . TERMINATION FOR CAUSE/ SUSPENSION
In event City determines that the Subrecipient failed to comply with any term or condition of this
Agreemen1 , City may terminate the Agreement in whole or in part upon written notice to the
Subrecipient. Such termination shall be deemed "for cause • Termination shall take effect on the date
specified in the notice.
In the alternative, City upon written notice may allow the Subrecipient a specific period of time in
which to correct the non-compliance . During the corrective-action time period , City may suspend
further payment to the Subrecipienl in whole or in part , or may restrict the Subrecipient's right to
perform duties under this Agreement. Failure by the Subrecipient to take timely corrective action
shall allow City to terminate the Agreement upon written notice to the Subrecipient.
"Termination for Cause• shall be deemed a "Termination for Convenience· when City determines that
the Subrecipient did not fail to comply with the terms of the Agreement or when City determines the
failure was not caused by the Subrecipient's actions or negligence.
If the Agreement is terminated for cause , the Subrecipient shall be liable for damages as authorized
by law, including, but not limited to , any cost difference between the original Agreement and the
replacement Agreement, as well as all costs associated with entering into the replacement
Agreement (i.e ., competitive bid ding, mailing, advertising, and staff time).
37. TERMINATION FOR CONVENIENCE
Except as otherwise provided in this Agreement, City may, by ten {10) bus iness days written notice,
beginning on the second day after the mailing, terminate this Agreement, in whole or in part. If this
Agreement is so terminated, City shall be liable only for payment requ ired under the terms of this
Agreement for services rendered or goods delivered prior to the effective date of termination .
38 . TERMINATION PROCEDURES
After receipt of a notice of termination , except as otherwise directed by City, the Subrecipient shall :
A. Stop work under the Agreement on the date, and to the extent specified, in the notice;
B. Place no further orders or subcontracts for materials , services, or facilities related to the
Agreement;
Subrecipient Agreement for Federal Fund s 11
GENERAL TERMS AND CONDITIONS
C . Assign t o City all of the rights. title, and interest of the Subrecipient under the orders and
subcontracts so terminated, in which case City has the right, at its discretion, to settle or pay any
or all claims arising out of the termination of such orders and subcontracts . Any attempt by the
Subrecipient to settle such claims must have the prior written approval of City, and
D . Preserve and transfer any materials, Agreement deliverables and/or City property in the
Subrecipient's possession as directed by City.
Upon termination of the Agreement, City shall pay the Subrecipient for any service provided by the
Subrecipient under the Agreement prior to the dat e of termination. City may withhold any amount due
as City reasonably determines is necessary to protect City against potential loss or liability resulting
from the termination. City shall pay any withheld amount to the Subrecipient if City later determines
that loss or liability will not occur.
The rights and remedies of City under th is section are in addition to any o ther rights and remedies
provided under this Agreement or otherwise provided under law.
39. WAIVER
Waiver of any default or breach shall not be deemed to be a waiver of any subsequent default or
breach. Any waiver shall not be construed to be a modification of the term s of this Agreement unless
stated to be such in writing and signed by Authorized Representative of City.
Subrecipi ent Agreement for Federal Funds 12
__ FFATA (All)
V PROGRESS REPORTS (All)
EXHIBIT C
Reports and Forms
__ PROGRAM fNCOME (Economic Deve lopment or Revolving Loan Funds)
__ CONTRACTOR COMPLlA NCE FORM (All)
__ CONTRACTOR/SUBCONTRACTOR ACTIVITY (Construction Only -Over$ I 0,000)
__ LABOR COMPLIANCE REPORT (Construction Only -Over $2 ,000)
SECTION 3 PLA (A ll -$100,000 and over in Awards and/or Contracts)
C-1
CITY OF PASCO
FFATA POLICIES & PROCEDURES
Policy
The City of Pasco (City) will comply with FF AT A reporting requirements for all first-tier
subawards (subgrants and subcontracts) related to prime Federal awards.
All first-tier subawardees that are subject to FF AT A reporting must have a Dun and Bradstreet
Universa l Numbering System (DUNS #) and a valid Central Contract Registration (CCR)
registration in order to enter into the contract or agreement with the City on federally funded
projects.
Responsibilities
I. The City has the overall responsibility to ensure compliance with FF AT A reporting
requirements on all first-tier subawards (subgrants and subcontracts) related to prime Federal
grants and contracts. City is responsible for submitting required infonnation to the Federal
government through the FF AT A Sub-award Reporting System (FSRS.gov), in accordance
with established deadlines.
2. The City is responsible for:
a. Detem1ining FF AT A reportability for any first tier s ub-awards / subcontracts.
b. Confirming that the subrecipient or vendor has obtained a DUNS # and a valid CCR
registration.
3. The City is responsible for ensuring that the FF AT A Data Elements and confirmation of a
va lid CCR registration prior to approving any Subrecipient Agreement or
Contract/Subcontract that is subject to FF AT A reporting.
4. The attached FF ATA CDBG Reporting Checklist will be required for any subaward
$25,000 or more. FIRST TIER SUBRECIPIENT AGREEMENTS -AND DIRECT
CONTRACTS $25,000 OR GREATER.
Q. Who is r equired to file a FFATA report in FSRS ?
A. The FFATA Sub-award Reporting System (FSRS) will collect data from Federal
pr ime awardees on sub-awards they make: a prime gr ant awar dee will be requi red to
report on its sub-gr ants and a prime contract awardee will be required to report on its
sub-contracts.
Q. What is a sub-award?
A. The Office of Management & Budget issued guidance identifying the requirement
to report first-tier sub-awards on April 6, 2010 and that guidance may be found at the
0MB Open Government site at http://www.whi t ehouse.gov/omb/open. That guidance
defines a sub-awar d as generally referring to a monetary award made as a result of a
Federal award to a grant recipient or contractor to a sub-recipient o r sub-contractor
r espectively.
GRANTS
In accordance with 2 CfR Chapter 1, Part 170 REPORTING SUB-AWARD AND
EXECUTIVE COMPENSATION INFORMATION, Prime Awardees awarded a federal
grant are required to fil e a FFATA sub-award report by the end of the month fol lowing
the month in which the prime awardee awards any sut>-grant equal to or greater than
525,000. The reporting requ irements are as follows:
• This requirement i s for both mand atory and discretionary grants awarded on
or after October 1, 2010.
• All sub-a ward information must be reported by the prime awardee.
• For those new Federal grants as of October 1, 2010, if the initial award is
equal to or over $25,000, reporting of sub-a,...,ard and execut iv e compensation
data is requ i red.
• If the initial award is below $25,000 but subsequent grant modifications result
in a total award equal to or over $25,000, the award will be subject to the
reporting requirements, as of t he date the award exceeds $25,000.
• If the initial award equals or exceeds $25,000 but funding is subsequently de-
obligated such that the total aw ard amount falls beJow $25,000, the award
continues to be subject to the reporting requirements of the Transparency Act
and this Guidance.
CITY OF PASCO
COMMUNITY D EVELOPMENT BLOCK GRANT PROGRAM
QUARTERLY REPORT
HUD ID 372 Public ser vice activities other than LMH
EXHIBITC
Quarter (Q#-YR): 2018 Report Date: 10/22/2018
R eport Period: O #1-J an-Mar. O #2 -Apr.-June O #3-July-Sept. O #4 -0ct. -Dec.
Reports are due on the 15th the month following the end of the quarter: 4 /15, 7/15, 10/15 and 1/15
Sub/Recipient:
Project:
City of Pasco-Administrative & Community Services
C -2018 -2 -4 Senior Citizen's Center Recreation Specialist
Person Completing Project:
ob Title:
Contact Telephone Number
New World Project ID GR4CDTR18SR
NOTE: Information must be prepared for "NEW" unduplicated person or households as compared
to what has been reported on the previous quarterly report.
ACCOMPLISHMENT DATA (PROJECTED 975 P eople Assisted)
Total Project Beneficiary count is by: LMC
•Individu al •Family •H ousehold or
•Area Benefit
Project Location (Site Address or Parcel Number): 535 N Thir d Avenue
1. Describe Current Status of Project (for example: planning, procurement, pre-development,
permitting, construction, activity underway, service marketing, etc.) and Current Focus of
Activity:
2. D escribe Significant Actions Taken During R eport Period:
3. Describe and Provide Reasons for Changes in Original Project Goals/Milestones:
Exhibit C -Public Servic es
~
4. Number of beneficiaries served below, at or above area median income:
PRESUMED BENEFIT -ELDERLY
Extremely Low
At or below 30%
Low
31 %-50%
Total Number of Single head of household
OR
Moderate
51 %-80%
person households) I II~--.
T otal Number Elderly Total Number Disabled
Non -
Low/Moderate
Above 80%
( do not include one
NOTE: Number of Persons by Race (total should equal total number of Persons served listed above)
5. Please fill in one ethnicity category for each person served:
ETHNICITY Hispanic or Latino ------
Not Hispanic or Latino
TOTAL ETHNICITY
6. Please fill in one RACE category for each person served:
RACE ______ American Indian/ Alaskan Native
Black/ African American ------
Native Hawaiian/Pacific Islander ------
Asian ------
------White (includes Hispanic or Latino)
TOTAL RACE
NOTE:Total #-persons served must equal the count in the race and ethnicity categories above.
7. During this Project Period Were CDBG Funds Expended?
Total Non-CD BG Project Funds Expended report Period
Total CDBG Funds Expended During Report Period
TOT AL funds expended during report period
Describe Other Project Funds Expended During Report Period:
Source
Exhibit C -Public Servi ces
•YES ONO
$
$
$
$
$
$
$
Amount
Signature of Authorized Representative
Type Name Date
Exhibit C -Public Services
CITY OF PASCO
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
QUARTERLY REPORT
HUD ID 372 Public service activities other than LMH
EXHIBITC
Quarter (Q#-YR): 2018 Report Date: 10/22/2018
Report Period:
Reports are due on the 15 th the month following the end of the quarter: 4 /15, 7/15, 10/15 and 1/15
Sub/Re cipient:
Project:
City of Pa sco-Administrative&: Community Services
Person Completing Project:
C -2018-2 -4 Senior Citizen's Center Recreation Specialist
ob Title:
Contact Telephone Number
New World Project ID GR4CDTR18SR
NOTE: Information must be prepared for "NEW" unduplicated person or households as compared
to what has been reported on the previous quarterly report.
ACCOMPLISHMENT DATA (PROJECTED 975 People Assisted)
Total Project Beneficiary count is by: LMC
•Individual •Family •Household or •Area Benefit
Project Location (Site Address or Parcel Number): 535 N Third Avenue
1. Describe Current Status of Project (for example: planning, procurement, pre-development,
permitting, construction, activity underway, service marketing, etc.) and Current Focus of
Activity:
2. D escribe Significant Actions Taken During Report Period:
3. Describe and Provide Reasons for Changes in Original Project Goals/Milestones:
Exhibit C -Public Services
4. Number of beneficiaries served below, at or above area median income:
PRESUMED BE NEFIT -ELDERLY
Extremely Low
At or below 30%
Low
31%-50 %
Total Number of Single head of household
OR
Moderate
51 %-80%
person households ) I I ,--I ---,
Total Number Elderly Total Number Di s abled
No n -
Low/Moderate
Above 80 %
( do not include one
NOTE: Number of Persons by Race (total should equal total number of Persons served listed above)
5. Please fill in one ethnicity category for each person served:
ETHNICITY ______ Hispanic or Latino
------No t Hispanic or Latino
TOT AL ETHNICITY
6. Please fill in one RACE category for each person served:
RACE ______ Am erican Indian/ Ala skan Na tive
Black/ African American ------
Na tive H awaiian/Pacific Islander ------
Asian ------
------White (includes Hispanic or Latino)
TOTALRACE
NOTE:Total #-persons served must equal the count in the race and ethnicity categories above.
7. During this Project Period Were CDBG Funds Expended?
Total Non-CD BG Project Funds Exp ended report Period
Total CDBG Funds Expended During Report Period
TOTAL funds expended during report period
Describe Other Project Funds Expended During Report Period:
Source
Exhibit C -Public Services
•YES •NO
$
$
$
$
$
$
$
Amount
Signature of Authorized Repre sentative
Type Name Date
Exhi bit C -Publ ic Services