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HomeMy WebLinkAboutAdden 1*400` ,w CAG -14-092, Adden #1-14 Department of Community and Human Services LQ Community Services Division KingCourrty Housing Community Development Section (206) 263-9105 TTY Relay: 711 CONTRACT AMENDMENT DCHS / CSD / Housing Community Development Contract No. Project/Exhibit(s) III - Renton CDBG Program Administration IV - Renton Minor Home Repair V - Renton Multi Service Center Emergency Assistance VI - Renton Domestic Abuse Women's Network (DAWN) Housing C14151 VII - Renton Refugee Women's Alliance Emergency Assistance C14152 Contractor Citv of Renton 5678334 Original Contract Date 01/01/2014 Amendment No. Address 1055 South Grady Way Amendment Start Date Renton, WA 98055 Amendment Requested By: Community Services Division Kathy Tremper / (206) 263-9097 PURPOSE Amendment Effects: 01/01/2014 X Scope of Service Time of Performance X Compensation X Method of Payment The Amendment adds $314,818 in Federal CDBG funds and the following new Exhibits to the Joint Agreement City 2014 Contract. Exhibit III -Renton CDBG Administration; Exhibit IV -Renton Minor Home Repair; Exhibit V -Renton MSC Emergency Assistance; Exhibit VI -Renton DAWN Housing and Exhibit VII -Renton REWA Emergency Assistance. A. STANDARD CONTRACT CHANGES Change funding table to read as follows: City of Renton Page 1 of 2 2014 Contract Amendment - 5678334 Exhibit Name Amount Fund Source II Meadow Crest Park Playground (C13752) $22,155 FEDERAL, CFDA #: 14.218 III CDBG Program Administration (C14507) $66,491 FEDERAL, CFDA #: 14.218 IV Minor Home Repair (C14751) $181,836 FEDERAL, CFDA #:.14.218 V Multi -Service Center Emergency Assistance (C14174) $37,363 FEDERAL, CFDA #: 14.218 VI Domestic Abuse Women's Network (DAWN) Housing (C14151) $20,402 FEDERAL, CFDA #: 14.218 VII Refugee Women's Alliance Emergency Assistance (C14152) $8,726 FEDERAL, CFDA #: 14.218 TOTAL $336,973 City of Renton Page 1 of 2 2014 Contract Amendment - 5678334 M On B. EXHIBIT CHANGES EM Add Exhibit III. Renton Community Development Block Grant Administration Add Exhibit IV. Renton Minor Home Repair Program Add Exhibit V. Renton Multi Service Center Emergency Assistance Add Exhibit VI. Renton Domestic Abuse Women's Network (DAWN) Add Exhibit VII. Renton Refugee Women's Alliance Emergency Assistance IN WITNESS HEREOF, the parties hereto have caused this amendment to be executed and instituted on the date first above written. KING COUNTY CITY OF RENTON FOR "It'� 4zr King Count Executive Signature ?J Denis Law, Mayor Date NAME (Please type or print) Date AtteAt: V V Jason A. Seth, cting City Clerk City of Renton Page 2 of 2 2014 Contract Amendment - 5678334 E iM LMM EXHIBIT III CITY OF RENTON COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM ADMINISTRATION Contract No.: 5678334 Project No.: C14507-1122987 -King County Project Manager: Kathy Trem er Citv Contact Person: Dianne Utecht Start Date: January 1, 2014 Telephone: 425 430-6655; Fax: 425 430-6603 End Date: December 31, 2014 Email: Dutecht@Rentonwa.gov I. WORK STATEMENT The agency known as the City of Renton (hereinafter referred to as "the Contractor") shall utilize King County Community Development Block Grant (CDBG) funds to perform the activities specified below. The Catalog of Federal Domestic Assistance (CFDA) number for the CDBG Program is 14.218. Such activities shall be provided in a manner fully compliant with all applicable federal, state and local laws, statutes, rules and regulations, as are now in effect or hereafter may be amended. The Contractor shall be compensated for the provision of such services in an amount not to exceed $66,491 in CDBG funds during the contract period January 1, 2014 through December 31, 2014. 11. PROGRAM DESCRIPTION The Contractor shall undertake, or assist in undertaking, activities which further the development of viable urban communities, including the provision of decent housing and a suitable living environment and expanding economic opportunities, principally for persons of low -and -moderate income, through community renewal and lower income housing assistance activities, funded from 2014 CDBG funds, from recaptured funds and from any program income generated from the expenditure of such funds. A. Definitions 1. "New stand-alone capital project" means a project that requires the establishment of a new Housing and Urban Development (HUD) Integrated Disbursement and Information System (IDIS) activity number, as opposed to an existing project where supplemental funding is being added. 2. "Stand-alone public service project" means a project that has not been funded by the sub -regional process utilized by those non -entitlement consortium cities signing the King County Consortium Interlocal Cooperation Agreement for the CDBG Program in the applicable program year. A contractor's stand-alone public service project may include more than one subcontract as long as only one HUD IDIS activity number is required and the Contractor submits all information, reports and invoices to the County as one project. B. Program Requirements The Contractor shall use CDBG funds to plan and administer the Contractor's CDBG projects in accordance with the CDBG Consortium Joint Agreement. The Contractor agrees to perform the following: The Contractor shall cooperate in the development of the Consolidated Housing and Community Development Plan and related plans. City of Renton Page 1 of 6 2014 Contract 5678334 - Exh III 2. The Contractor shall bear all responsibility for local annual program planning, using financial projections that shall be provided by the County. The Contractor shall ensure that: a. All selected projects are an eligible activity, meet a national objective, and are consistent with the Consolidated Plan and all applicable Joint Recommendations Committee (JRC) policies; b. Project applications shall be accompanied by records required to document compliance with CDBG Program Regulations, and Consolidated Plan policies applicable to each project. Such records include, but are not limited to, those required by 24 Code of Federal Regulations Part 570.208 to document the national objective for each project. These records shall be submitted to the County by September 29, 2014, along with a completed Form 1 Summary Sheet identifying estimated funding amounts for awarded project activities; C. The public participation requirements are met and documented and certification of such shall be provided to the County; d. All requested information by the County shall be submitted in a timely manner that allows the County enough time to meet HUD timelines; e. Changes to the local program that require the County to amend budget amounts and/or submit an amendment to the Annual Action Plan after it has been submitted to HUD shall only be accepted November through June. Budget amendments received by the fifth day of the month shall be effective on the first day of the next month; and The Contractor shall ensure the County receives all required security documents related to funded capital project activities (this includes non- profit agencies which have been awarded funds) prior to the execution of a contract between the awarded Contractor and the County in order to incorporate said documents into the contractual agreement. 3. Contractor staff shall implement CDBG-funded human service projects within the program year and submit both vouchers and required reports to the County in a complete and timely manner. Prior to the first and last payment on capital projects, exclusive of Housing Repair, acquisition and Community Based Development Organization projects, pre -approval must be received from County staff that federal labor requirements have been met. 4. Contractor legislative bodies shall approve or disapprove via motion or resolution all CDBG activities, locations, and allocations submitted by Joint Agreement City staff. 5. The Contractor shall monitor performance under any subcontract. Monitoring shall be completed once every two years at a minimum, and shall include reviewing subcontractor's records to ensure compliance with the subcontract provisions required under Section XXIX., SERVICES PROVIDED IN ACCORDANCE WITH LAW AND RULE AND REGULATION, of the Contract, and the record-keeping provisions required under each Service Project Exhibit. The Contractor shall submit a copy of each monitoring report to the County with its Final Voucher Request of the year monitoring occurs. City of Renton Page 2 of 6 2014 Contract 5678334 - Exh I II 0 6. Conflict of Interest a. Interest of Officers, Employees, or Agents - No officer, consultant, elected or appointed official, employee, or agent of the Contractor who exercises any functions or responsibilities in connection with the planning and carrying out of the Block Grant Program, or who are in a position to participate in a decision making process or gain inside information with regard to such activities, may obtain a financial interest or benefit from a CDBG assisted activity, or have a financial interest in any contract, subcontract, or agreement with respect to CDBG assisted activity, either for themselves or those with whom they have business or immediate family ties, during their tenure or for one year thereafter. b. Interest of Subcontractor and Their Employees - The Contractor agrees that it shall incorporate into every subcontract required to be in writing and made pursuant to this Exhibit the following provisions: The Implementing Agency covenants that no person who presently exercises any functions or responsibilities in connection with the Block Grant Program, has any personal financial interest, direct or indirect, in this Contract. The Implementing Agency further covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of its services hereunder. The Implementing Agency further covenants that in the performance of this Contract no person having any conflicting interest shall be employed. Any interest on the part of the Implementing Agency or its employees must be disclosed to the Contractor and the County. 7. Copyright If this Contract results in any copyrightable material, King County reserves the right to royalty -free, nonexclusive and irrevocable license to reproduce, publish or otherwise use and to authorize others to use, the work for governmental purposes. 8. Public Information In all news releases and other public notices related to projects funded under this Agreement, the Contractor and any subcontracted agency shall include information identifying the source of funds as the King County Consortium CDBG Program. 9. Separation of Funds The Contractor shall not use year 2014 funds identified in the Project Budget above to pay for any costs incurred prior to January 1, 2014, or the date on which the County's Environmental Record is complete, whichever date is later. 10. Subcontracted Services a. In addition to the requirements of Section XX., SUBCONTRACTS AND PURCHASES, of the Contract, the Contractor shall execute written agreements with each agency with which it subcontracts to provide services (hereinafter "Implementing Agency") and shall incorporate into City of Renton Page 3 of 6 2014 Contract 5678334 - Exh III such subcontracts the following applicable provisions of this Exhibit: Section II.B., Program Requirements. b. The Contractor shall invoice the County for due and payable invoices of the Implementing Agency or for costs paid by the Contractor for goods, materials or services already provided. The Contractor shall invoice the County after the Implementing Agency has invoiced the Contractor. The Contractor shall include a copy of the Implementing Agency's invoice with its invoice submitted to the County. The Contractor shall ensure that all costs for which the Implementing Agency requests reimbursement are allowable in accordance with the Office of Management and Budget 2 Code of Federal Regulations (CFR) 230 (formerly OMB Circular A-122) or 2 CFR 225 (formerly OMB Circular A- 87), as applicable. C. The Contractor shall implement the project within the program year and submit both vouchers and required reports to the County in a complete and timely manner but no later than January 15, 2015. III. COMPENSATION AND METHOD OF PAYMENT A. Billing Invoice Requirements The Billing Invoice Package is due within 20 working days after the end of the first, second and third quarters. 2. The Contractor shall submit to the County its final invoice in accordance with Section V., COMPENSATION AND METHOD OF PAYMENT, of the Contract on a CDBG Program Voucher Reimbursement Request Form provided by the County. Such forms shall be signed by an authorized representative of the Contractor. 3. The quarterly voucher invoice shall be accompanied by all reports required by Section IV., REPORTING REQUIREMENTS, of this Exhibit, which fall due during the billing period. B. Method of Payment The Contractor shall be paid $66,491 for the total Exhibit compensation, subject to the terms in Section V., COMPENSATION AND METHOD OF PAYMENT, of the Contract, and the following terms and conditions. The Contractor shall submit a Billing Invoice Package that consists of an invoice statement and other quarterly reporting requirements as stated in Section IV., REPORTING REQUIREMENTS, of this Exhibit in a format approved by the County. 2. All required reports must accompany the invoice statement in order to receive payment. 3. An Accrual Letter must be received by December 10, 2014, stating the anticipated amount of the final invoice. 4. Final voucher reimbursement request shall be submitted by close of business January 15, 2015, with all required supporting documentation and reports. City of Renton Page 4 of 6 2014 Contract 5678334 - Exh Ill C. The Contractor shall apply the following County funds to the project in accordance with the Line Item Budget below. The total amount of reimbursement pursuant to this Exhibit shall not exceed $66,491. 1. CDBG Funds King County CDBG-2014 Joint Agreement City Funds, $66,491 CDFA 14.218 Total CDBG Funds $66,491 2. Line Item Budget Personnel Services (detail below) $66,491 Office or Operating Supplies $ 0 Consultant or Purchased Services $ 0 Construction Contracts $ 0 Communications $ 0 Travel and Training $ 0 Other (specific below) $ 0 Total CDBG Funds $66,491 3. Personnel Detail Position Title Position Full Time Annual Salary CDBG Funds Equivalent and Benefits CDBG Coordinator 1 FTE $91,094 $66,491 IV. REPORTING REQUIREMENTS A. Records In addition to the records required by Section X., MAINTENANCE OF RECORDS, of the Contract, the Contractor shall maintain files containing the following items for this project: 1. Motions, resolutions, and minutes documenting City Council actions relating to the Contractor's CDBG Pass-through funds; 2. Correspondence regarding Notice To Proceed on CDBG funded activities; 3. Correspondence regarding budget revision requests; 4. Copies of all invoices and reports submitted to the County; 5. Bills for payment; 6. Copies of approved invoices and warrants; 7. Documentation of the solicitation process used to select vendors and subcontractors with original purchase orders and subcontracts; 8. Documentation required by this Contract if any funds provided under this Exhibit are used to acquire equipment; and City of Renton Page 5 of 6 2014 Contract 5678334 - Exh III %W 141110 9. Records documenting that costs reimbursed with funding provided under this Exhibit are allowable in accordance with OMB Circular A-87. Such records shall include, but are not limited to: a. Personnel costs, payroll time sheets for actual salary and fringe benefit costs, time sheets signed by a supervisor and, if less than full time, annotated to document percent of time charged against this project; b. Staff travel, documentation of mileage charges for private auto; and C. Copy machine use, postage, telephone use, and office supplies when these costs are shared with other programs and no invoice is available, log sheets or annotated invoices. B. Reports The Contractor shall complete and submit the following reports: A completed Program Accomplishment Form for each quarter in a format provided by the County. 2. Program requirement reports as follows: Quarter Milestones 15t Quarter 2014: January—March 2013 Project Completion Forms for Consolidated Annual Performance and Evaluation Report (CAPER); JAC HCD Forms 6 and 7 2nd Quarter; April -June Provide 1s' Quarter Vouchers, Reports and Updates; Coordinate with County on Preparation of Updated Consolidated Plan Deadline for Amendments — May 15, 2014 3`d Quarter: July—September Provide 2nd Quarter Vouchers, Reports and Updates; Coordinate with County on Preparation of Updated Due by September 29, 2014 Consolidated Plan Provide County with 2015 CDBG allocations, supporting documents: JAC HCD Forms 0 through 5 for 2015 Action Late September/early October Plan County to perform site visit — prepare sub -recipient documentation for Monitoring 4th Quarter: October—December Provide 3rd Quarter Vouchers, Reports and Updates; Coordinate with County on Preparation of Updated Due by December 10, 2014 Consolidated Plan Letter of Accrual for 2014 Administrative and Public Service expenditures 1s` Quarter 2015 1) Deadline for final voucher, reports and Project Due by January 15, 2015 Monitoring Report(s) 2) 2014 Project Completion Forms for Consolidated Annual Performance and Evaluation Report (CAPER); JAC HCD Forms 6 and 7 City of Renton Page 6 of 6 2014 Contract 5678334 - Exh III 0n EXHIBIT IV CITY OF RENTON RENTON MINOR HOME REPAIR (C14751) Contract No.: 5678334 Project No.: C14751-1122991 County Contract Monitor: Randy Po lock City Contact Person: Dianne Utecht -King Start Date: January 1, 2014 Telephone: 425 430-6655; Fax: 425 430-6603 End Date: December 31, 2014 Email: dutecht@rentonwa.gov WORK STATEMENT The Contractor shall provide funds to repair the existing stock of homes owned by very low to moderate income households in the city of Renton as described in this Exhibit beginning on January 1, 2014, and completing these services by December 31, 2014. The Catalog of Federal Domestic Assistance (CFDA) number for the Community Development Block Grant (CDBG) Program is 14.218. All such activities shall be provided in a manner which fully complies with all applicable federal, state and local laws, statutes, rules and regulations, as are now in effect or hereafter may be amended. The total amount of reimbursement pursuant to this Exhibit shall not exceed $181,836 in King County CDBG funds. II. PROGRAM DESCRIPTION A. Outcome Preservation of the housing of very low to moderate income home owners through the provision of services to repair the existing stock of homes owned by very low to moderate income households. B. Indicators The number of unduplicated households that receive minor housing repair assistance in the city of Renton. C. Eligibility Eligible clients shall have an annual gross family income that does not exceed the 80 percent limit based on the applicable Family Size in the following 2014 United States Housing and Urban Development (HUD) Income Guidelines Table. Clients shall self -certify in writing that their family income does not exceed the applicable limit. City of Renton Page 1 of 7 2014 Contract 5678334 - Exh IV 2014 HUD INCOME GUIDELINES Median Family Income = $88,200 Effective January 1, 2014 FAMILY 30% MEDIAN 50% MEDIAN 80% MEDIAN SIZE VERY LOW- MODERATE - LOW -INCOME INCOME INCOME 1 $18,550 $30,900 $44,750 2 $21,200 $35,300 $51,150 3 $23,850 $39,700 $57,550 4 $26,450 $44,100 $63,900 5 $28,600 $47,650 $69,050 6 $30,700 $51,200 $74,150 7 $32,800 $54,700 $79,250 8 $34,950 $58,250 $84,350 City of Renton Page 1 of 7 2014 Contract 5678334 - Exh IV *so 2. Income guidelines may be adjusted periodically by HUD. The Contractor agrees to use updated income guidelines that shall be provided by the County. The County shall provide the updated guidelines to the Contractor electronically or by hard copy. 3. Applicants meeting the following criteria are eligible for services: a. Applicant must live within the Renton city limits. b. Applicant must be an owner -occupant for at least one year. c. Applicant must not list home for sale within 12 months of receiving service. d. The home cannot be for sale at the time services are requested. D. Definitions Additional services include assessments, education, and inspections. 2. Repairs are done to maintain the primary structure, and include health, safety, electrical, plumbing, roofs and weatherization. 3. Unduplicated Households are households counted once each calendar year on the date the first service unit is provided. 4. Unit of service is a minor home repair, measured by unique job that is undertaken in a client's home. 5. Urgent repair includes activities that protect, repair or arrest the effects of disasters, imminent threats or physical deterioration that pose an imminent danger to life, health or safety. E. Program Requirements The Contractor shall use CDBG funds to maintain affordable housing for very low to moderate income Renton homeowners by providing minor repairs that promote health and safety, preserve the dwelling or modify for disabilities. a. The Contractor agrees to serve, at minimum, the following unduplicated number of households with funds provided under this Exhibit: b. The Contractor agrees to provide, at minimum, the following cumulative units of service: 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr Total Time Period 2014 2014 2014 2014 2014 Jan—Mar Apr—Jun Jul—Se Oct—Dec Number of unduplicated 71 60 48 41 220 housing units b. The Contractor agrees to provide, at minimum, the following cumulative units of service: City of Renton Page 2 of 7 2014 Contract 5678334 - Exh IV 1 st Qtr 2nd Qtr 3rd Qtr 4th Qtr Total Time Period 2014 2014 2014 2014 2014 Jan—Mar Apr—Jun Jul—Se Oct—Dec Minor Home Repairs 180 194 202 174 750 City of Renton Page 2 of 7 2014 Contract 5678334 - Exh IV The funds provided under this Exhibit shall be used to pay for the costs associated with the provision of these units of service. 2. Environmental Review Records a. The Contractor shall complete a King County Environmental Review Checklist (ERC), on a form provided by the County, before beginning work at each site, for each housing unit site that receives minor home repairs. The ERC shall include the project description, address and applicant name. b. When the project exceeds the definition of "routine maintenance", the Contractor shall submit a completed ERC to the County and shall not begin the project work until the County has approved the ERC form in writing. 3. Lead -Based Paint (LBP) Requirements a. The Contractor shall complete the Housing and Community Development (HCD) Supplementary Lead Based Paint Checklist for all repairs on houses built prior to 1978 and submit copies to HCD Project Manager with Quarterly Billing Invoice Package as outlined in Section III.B. of this Exhibit. b. The Contractor shall procure a neutral third party lead based paint certified contractor hired specifically to assess LBP threshold determinations (with the exception of those re -occurring activities that have been pre -determined to not disturb paint). The sub-contractor(s) shall not complete the LBP work on homes they have assessed and shall refer his/her determinations back to the Contractor to coordinate all LBP housing repairs and clearance through King County HCD Staff. c. The Contractor shall monitor job completion and LBP clearance of housing units per Housing Repair LBP standards as set forth in the Minor Home Repair Program Lead Based Paint Requirements and Process. d. If a project repair area is over de minimus and has children under the age of six residing in the house, and is over $5,000 in repair value, the project shall be referred to King County Housing Repair Program by Minor Home Repair (MHR) Staff for assessment and completion. In these instances, if the Contractor makes the referral and desires to continue funding the repair as a grant, it shall be responsible for all additional costs associated with addressing the repairs and the LBP. The Housing Repair Program will bill the MHR Program for the project in an amount adequate to cover all costs associated with the repair and LBP activity. If the MHR Program runs out of funds available for grant transfer referrals, the referrals will be assessed for the traditional non - amortizing loan program through the Consortium's Housing Repair Program, if desired by the client through normal channels of intake, and general HRP process. ii. The estimated HCD cost associated with LBP review, testing, determination and clearance has been determined to be no less than 500 to cover associated travel and Housing Repair Program (HRP) City of Renton Page 3 of 7 2014 Contract 5678334 - Exh IV LIM cm staff time, but will be itemized per project. Multiple tests might be necessary to complete clearance of a project. e. Lead Based Paint Records The Contractor shall maintain records documenting compliance with Regulations for Lead -Based Paint Poisoning Prevention in Certain Residential Structures at 24 Code of Federal Regulations (CFR) Part 35. Such records shall include, for each housing unit assisted under this Contract: i. Records evidencing that the housing repair was exempt pursuant to 24 CFR Part 35.115; or ii. Records evidencing that the scope of the housing repair work did not exceed the de minimus criteria at 24 CFR Part 35.1350(d) and that the Contractor provided the required pamphlet to the occupants of the housing unit pursuant to 24 CFR Part 35.910(b); or iii. Records evidencing that the housing repair work was completed in accordance with the procedures specified in 24 CFR Part 35, Subpart J including provision of required notices, and performance of evaluation and clearances. 4. Subcontracted Services a. In addition to the requirements of Section XX. of the Contract, the Contractor shall execute written agreements with each agency with which it subcontracts to provide services (hereinafter "Implementing Agency") and shall incorporate into such subcontracts the provisions in Section II.E., Program Requirements, of this Exhibit. b. The Contractor shall invoice the County for due and payable invoices of the Implementing Agency or for costs paid by the Contractor for goods, materials or services already provided. The Contractor shall invoice the County after the Implementing Agency has invoiced the Contractor. The Contractor shall include a copy of the Implementing Agency's invoice with its invoice submitted to the County. The Contractor shall ensure that all costs for which the Implementing Agency requests reimbursement are allowable in accordance with the Office of Management and Budget 2 Code of Federal Regulations (CFR) 230 (formerly OMB Circular A-122) or 2 CFR 225 (formerly OMB Circular A-87), as applicable. c. The Contractor shall monitor all subcontracted services on a regular basis to assure contract compliance. Results of monitoring efforts shall be summarized in written reports and supported with documented evidence of follow-up actions taken to correct areas of noncompliance. 5. Copyright If this Contract results in any copyrightable material, King County reserves the right to royalty -free, nonexclusive and irrevocable license to reproduce, publish or otherwise use and to authorize others to use, the work for governmental purposes. City of Renton Page 4 of 7 2014 Contract 5678334 - Exh IV w■., `ftve 6. Public Information All marketing materials, news releases and other public notices related to projects funded under this Agreement shall include information identifying the source of funds as the King County Community Development Block Grant Program. F. Records The Contractor shall maintain files for this Exhibit containing the following items: 1. Notice of Grant Award; 2. Motions, resolutions, or minutes documenting Board or Council actions; 3. A copy of this Exhibit and the County's notice to proceed on this Exhibit; 4. Correspondence regarding budget revision requests; 5. Copies of all invoices and reports submitted to the County for this Exhibit; 6. Bills for payment; 7. Copies of approved invoices and warrants; 8. Documentation of the solicitation process used to select vendors and subcontractors with original purchase orders and subcontracts; 9. Documentation required by this Contract if any funds provided under this Exhibit are used to acquire equipment; 10. Records documenting that costs reimbursed with funding provided under this Exhibit are allowable in accordance with OMB Circular A-87. Such records include, but are not limited to: a. Personnel costs, payroll time sheets for actual salary and fringe benefit costs; time sheets shall be signed by a supervisor and, if less than full time, annotated to document percent of time charged against this Exhibit; b. Staff travel, documentation of mileage charges for private auto; and c. Copy machine use, postage, telephone use, and office supplies. G. Reports 1. The Contractor shall collect and report client information to the County quarterly and summarize annually on a Program Accomplishment Form provided by the County. 2. The Contractor shall submit with the final invoice a Completed Project Funding Report Form provided by the County, itemizing all funding used for the Exhibit. City of Renton Page 5 of 7 2014 Contract 5678334 - Exh IV M Ill. COMPENSATION AND METHOD OF PAYMENT Ln A. The Contractor shall apply the following CDBG funds in accordance with the Line Item Budget below. The total amount of reimbursement pursuant to this Exhibit shall not exceed $181,836. CDBG Funds King County CDBG Funds (CFDA 14.218) $173,947 Renton 2014 Joint Agreement City Pass—through Funds $ 15,000 Renton 2013 Joint Agreement City Pass—through $7,889 Recaptured Funds from 2013 Minor Home Repair Project $ 0 Travel and Training $ 750 Total CDBG Funds: $181,836 2. Line Item Budget Personnel $125,166 Office/OperatingOffice/Operating Supplies $ 15,000 Consultant or Purchased Services $ 39,770 Communications $ 0 Travel and Training $ 750 Other: detail below $ 1,150 Total CDBG Funds: $181,836 3. Other Detail: Equipment Rental $ 0 Tools purchase $ 500 Tools - repairs and maintenance $ 150 Solid waste disposal fees $ 0 Memberships $ 500 Total: $1,150 4. Personnel Detail Position Title Position Full Annual Salary CDBG Time Equivalent and Benefits Funds Housing Repair 1.0 FTE $ 102,001 $ 71,401 Technician Facilities Technician 1.0 FTE $ 76,807 $ 53,765 CDBG Total 1 2.0 FTE 1 $178,808 1 $125,166 B. Billing Invoice Package The Contractor shall submit a Billing Invoice Package that consists of an invoice statement and other quarterly reporting requirements as stated in Section IV., REPORTING REQUIREMENTS, of this Exhibit in a format approved by the County. City of Renton Page 6 of 7 2014 Contract 5678334 - Exh IV Lwn 2. All required reports must accompany the invoice statement in order to receive payment. 3. The Contractor shall submit an accrual letter on Contractor letterhead for any unpaid 2014 expenditures by December 10, 2014. 4. The 2014 fourth quarter Billing Invoice Package must be received by close of business on January 15, 2015. C. Method of Payment The County shall reimburse the Contractor for actual expenditures in accordance with the Line Item Budget in Section III.A. 2. Payment to the Contractor may be withheld for any quarter in which the Contractor has not submitted the reports specified in Section IV., REPORTING REQUIREMENTS of this Exhibit, or in which said reports are incomplete. IV. REPORTING REQUIREMENTS The Contractor shall submit electronically the following data reports in a format and to an address provided by the County and a hard copy with each invoice. A. The Contractor shall submit with each invoice a completed Program Accomplishment Form, in a format provided by the County. B. The Contractor shall use the following methods to measure the indicator specified in Section II. B. of this Exhibit: Number of unduplicated households. C. The Contractor shall submit with the final invoice a completed Project Funding Report form itemizing all funding used for the project, in a format provided by the County. City of Renton Page 7 of 7 2014 Contract 5678334 - Exh IV M En EXHIBIT V CITY OF RENTON RENTON MULTI SERVICE CENTER EMERGENCY ASSISTANCE (C14174) Contract No.: 5678334 Project No.: C14174-1122961 King County Project Manager: Kathy Trem er City Contact Person: Dianne Utecht Start Date: January 1, 2014 Telephone: 425 430-6655; Fax: 425 430-6603 End Date: December 31, 2014 Email: dutecht@rentonwa.gov I. WORK STATEMENT The Contractor shall provide supportive services in accordance with the terms and conditions described hereinafter. The total amount of reimbursement pursuant to this Exhibit shall not exceed $37,363 in King County Community Development Block Grant (CDBG) funds for the period January 1, 2014 through December 31, 2014. The Catalog of Federal Domestic Assistance (CFDA) number for the CDBG Program is 14.218. II. PROGRAM DESCRIPTION A. Outcome These activities address the following objective and outcome in the Community Planning and Development Outcome Performance Measurement System: Suitable Living Environment - Accessibility for the purpose of creating suitable living environments and affordability for purpose of creating suitable living environments. B. Indicators The number of unduplicated persons assisted with the provision of emergency services. C. Eligibility 1. Eligible clients shall have an annual gross family income that does not exceed the Moderate Income limits based on the applicable Family Size in the following 2014 United States Housing and Urban Development (HUD) Income Guidelines Table. Clients may self -certify in writing that their family income does not exceed the applicable limit. City of Renton Page 1 of 6 2014 Contract 5678334— Exh V 2014 HUD INCOME GUIDELINES King County, Washington - Effective January 1, 2014 Median Family Income = $88,200 30% MEDIAN 50% MEDIAN 80% MEDIAN FAMILY VERY VERY LOW- LOW - SIZE LOW-INCOME INCOME INCOME 1 $18,550 $30,900 $44,750 2 $21,200 $35,300 $51,150 3 $23,850 $39,700 $57,550 4 $26,450 $44,100 $63,900 5 $28,600 $47,650 $69,050 6 $30,700 $51,200 $74,150 7 $32,800 $54,700 $79,250 8 $34,950 $58,250 $84,350 City of Renton Page 1 of 6 2014 Contract 5678334— Exh V `we 2. The definition of family shall include all persons living in the same household who are related by birth, marriage or adoption and includes dependent children living away from home. The definition of income includes all sources of income required to be reported on Internal Revenue Service Form 1040. 3. Income guidelines may be adjusted periodically by HUD. The Contractor agrees to use updated income guidelines that shall be provided by the County. The County shall provide the updated guidelines to the Contractor electronically or by hard copy. 4. Services provided with funding under this Exhibit shall be limited to residents of Renton. D. Definitions "Emergency Assistance" can include assistance with utilities, gas, bus tickets, prescription/miscellaneous assistance, or cold weather motel vouchers. 2. One voucher is counted as one unit of service. E. Program Requirements The Contractor shall use CDBG funds to provide emergency assistance to at - risk, low income individuals and families, disabled persons and senior citizens through a subcontract with the Multi -Service Center. The Contractor's contract with the implementing agency shall include the following language. a. The Contractor agrees to serve, at minimum, the following unduplicated number of persons with funds provided under this Exhibit: b. The Contractor agrees to provide, at minimum, the following units of service: 1 st Qtr 2nd Qtr 3rd Qtr 4th Qtr Total in Number of households Jan—Mar Apr—Jun Jul—Se Oct—Dec Year 2014 Number of unduplicated 30 30 31 31 122 individuals assisted b. The Contractor agrees to provide, at minimum, the following units of service: The funds provided under this Exhibit shall be used to pay for a portion of the costs associated with the provision of these units of service. 2. Conflict of Interest a. Interest of Officers, Employees, or Agents: No officer, consultant, elected or appointed official, employee, or agent of the Contractor or Agency who exercises any functions or responsibilities in connection City of Renton Page 2 of 6 2014 Contract 5678334— Exh V 1 st Qtr Jan—Mar 2nd Qtr Apr—Jun 3rd Qtr Jul—Se 4th Qtr Oct—Dec Total in Year 2014 Number of households receiving Eviction 4 3 4 3 14 Prevention/Housing Stability Assistance Number of households receiving Emergency 14 14 14 14 56 Assistance program vouchers The funds provided under this Exhibit shall be used to pay for a portion of the costs associated with the provision of these units of service. 2. Conflict of Interest a. Interest of Officers, Employees, or Agents: No officer, consultant, elected or appointed official, employee, or agent of the Contractor or Agency who exercises any functions or responsibilities in connection City of Renton Page 2 of 6 2014 Contract 5678334— Exh V with the planning and carrying out of the Block Grant Program, or who are in a position to participate in a decision making process or gain inside information with regard to such activities, may obtain a financial interest or benefit from a CDBG assisted activity, or have a financial interest in any contract, subcontract, or agreement with respect to CDBG assisted activity, either for themselves or those with whom they have business or immediate family ties, during their tenure or for one year thereafter. b. Interest of Subcontractor and Their Employees: The Contractor agrees that it shall incorporate into every subcontract required to be in writing and made pursuant to this Agreement the following provisions: The Contractor covenants that no person who presently exercises any functions or responsibilities in connection with the Block Grant Program has any personal financial interest, direct or indirect, in this Contract. The Contractor further covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of its services hereunder. The Contractor further covenants that in the performance of this Contract no person having any conflicting interest will be employed. Any interest on the part of the Contractor or its employees must be disclosed to the Contractor and the County. 3. Copyright If this Contract results in any copyrightable material, King County reserves the right to royalty -free, nonexclusive and irrevocable license to reproduce, publish or otherwise use and to authorize others to use, the work for governmental purposes. 4. Public Information In all news releases and other public notices related to projects funded under this Agreement, the Contractor shall include information identifying the source of funds as the King County Consortium CDBG Program. 5. Subcontracted Services a. In addition to the requirements of Section XX., SUBCONTRACTS AND PURCHASES, of the Contract, the Contractor shall execute written agreements with each agency with which it subcontracts to provide services (hereinafter "Implementing Agency") and shall incorporate into such subcontracts the following applicable provisions of this Exhibit: Section II.E., Program Requirements. b. The Contractor shall invoice the County for due and payable invoices of the Implementing Agency or for costs paid by the Contractor for goods, materials or services already provided. The Contractor shall invoice the County after the Implementing Agency has invoiced the Contractor. The Contractor shall include a copy of the Implementing Agency's invoice with its invoice submitted to the County. The Contractor shall ensure that all costs for which the Implementing Agency requests reimbursement are allowable in accordance with the Office of Management and Budget (OMB) 2 Code of Federal Regulations (CFR) City of Renton Page 3 of 6 2014 Contract 5678334— Exh V cm 230 (formerly OMB Circular A-122) or 2 CFR 225 (formerly OMB Circular A-87), as applicable. 6. Special Conditions - Separation of Funds The Contractor shall not use year 2014 funds identified in the Project Budget above to pay for any costs incurred prior to January 1, 2014, or the date on which the County's Environmental Record is complete, whichever date is later. F. Records The Contractor shall maintain files for this Exhibit containing the following items: Notice of Grant Award; 2. Motions, resolutions, or minutes documenting Board or Council actions; 3. A copy of this Exhibit and the County's notice to proceed on this Exhibit; 4. Correspondence regarding budget revision requests; 5. Copies of all invoices and reports submitted to the County for this Exhibit; 6. Bills for payment; 7. Copies of approved invoices and warrants; 8. Documentation of the solicitation process used to select vendors and subcontractors with original purchase orders and subcontracts; 9. Documentation required by this Contract if any funds provided under this Exhibit are used to acquire equipment; 10. Records documenting that costs reimbursed with funding provided under this Exhibit are allowable in accordance with 2 CFR 225 (formerly OMB Circular A- 87), as applicable. 11. Such records include, but are not limited to: a. Personnel costs, payroll time sheets for actual salary and fringe benefit costs; time sheets shall be signed by a supervisor and, if less than full time, annotated to document percent of time charged against this Exhibit; b. Staff travel, documentation of mileage charges for private auto; and C. Copy machine use, postage, telephone use, and office supplies when these costs are shared with other programs and no invoice is available, log sheets or annotated invoices. G. Reports The Contractor shall collect and report client information to the County quarterly and annually on a Program Accomplishment Form provided by the County. 2. The Contractor shall submit with the final invoice a Completed Project Funding Report Form provided by the County, itemizing all funding used for the Exhibit. City of Renton Page 4 of 6 2014 Contract 5678334— Exh V M Ill. COMPENSATION AND METHOD OF PAYMENT A. The Contractor shall apply the following CDBG funds in accordance with the Line Item Budget below. The total amount of reimbursement pursuant to this program Exhibit shall not exceed $37,363. 1. CDBG Funds 2. Line Item Budget Personnel $ 0 King County CDBG — Renton 2014 Pass- through Funds (CFDA 14.218 $37,363 Consultant or Purchased Services $37,363 Total CDBG Funds: $37,363 Travel and Training 2. Line Item Budget Personnel $ 0 Office/Operating Supplies $ 0 Consultant or Purchased Services $37,363 Communications $ 0 Travel and Training $ 0 Other: $ 0 Total CDBG Funds: $37,363 B. Billing Invoice Package The Contractor shall submit a Billing Invoice Package quarterly that consists of an invoice statement and other reporting requirements as stated in Section IV., REPORTING REQUIREMENTS, of this Exhibit in a format approved by the County. 2. All required reports must accompany the invoice statement in order to receive payment. 3. The Billing Invoice Package is due within 20 working days after the end of first, second and third quarters. 4. An Accrual Letter must be received by December 10, 2014, stating the anticipated amount of the final invoice. 5. Final voucher reimbursement request shall be submitted by close of business January 15, 2015, with all required supporting documentation and reports. C. Method of Payment 1. The County shall reimburse the Contractor on a quarterly basis for actual expenditures in accordance with the Line Item Budget in Section IIIA. 2. Payment to the Contractor may be withheld for any quarter in which the Contractor has not submitted the reports specified in Section IV., REPORTING REQUIREMENTS, of this Exhibit, or in which said reports are incomplete. City of Renton Page 5 of 6 2014 Contract 5678334— Exh V i� IV. REPORTING REQUIREMENTS CM The Contractor shall submit electronically the following data reports in a format and to an address provided by the County and hard copy with each invoice. A. The Contractor shall submit with each invoice a completed Program Accomplishment Form, in a format provided by the County. B. The Contractor shall use the following methods to measure the indicator specified in Section 11. B. of this Exhibit: Number of unduplicated persons. C. The Contractor shall submit with the final invoice a completed Project Funding Report form itemizing all funding used for the project, in a format provided by the County. City of Renton Page 6 of 6 2014 Contract 5678334- Exh V Zn rn EXHIBIT VI CITY OF RENTON RENTON DOMESTIC ABUSE WOMEN'S NETWORK (DAWN) HOUSING (C14151) Contract No.: 5678334 Project No.: C14151-1122957 County Project Manager: Kathy Trem er City Contact Person: Dianne Utecht -King Start Date: January 1, 2014 Telephone: 425 430-6655; Fax: 425 430-6603 End Date: December 31, 2014 Email: dutecht@rentonwa.gov I. WORK STATEMENT The Contractor shall provide supportive services in accordance with the terms and conditions described hereinafter. The total amount of reimbursement pursuant to this Exhibit shall not exceed $20,402 in King County Community Development Block Grant (CDBG) funds for the period January 1, 2014 through December 31, 2014. The Catalog of Federal Domestic Assistance (CFDA) number for the CDBG Program is 14.218. II. PROGRAM DESCRIPTION A. Outcome These activities address the following objective and outcome in the Community Planning and Development Outcome Performance Measurement System: Suitable Living Environment - Accessibility for the purpose of creating suitable living environments and affordability for purpose of creating suitable living environments. B. Indicators The number of unduplicated women and children assisted with the provision of shelter services. C. Eligibility 1. Eligible clients shall have an annual gross family income that does not exceed the Moderate Income limits based on the applicable Family Size in the following 2014 United States Housing and Urban Development (HUD) Income Guidelines Table. Clients may self -certify in writing that their family income does not exceed the applicable limit. City of Renton Page 1 of 6 2014 Contract 5678334 — Exh VI 2014 HUD INCOME GUIDELINES King County, Washington - Effective January 1, 2014 Median Family Income = $88,200 30% MEDIAN 50% MEDIAN 80% MEDIAN FAMILY VERY VERY LOW- LOW - SIZE LOW-INCOME INCOME INCOME 1 $18,550 $30,900 $44,750 2 $21,200 $35,300 $51,150 3 $23,850 $39,700 $57,550 4 $26,450 $44,100 $63,900 5 $28,600 $47,650 $69,050 6 $30,700 $51,200 $74,150 7 $32,800 $54,700 $79,250 8 $34,950 $58,250 $84,350 City of Renton Page 1 of 6 2014 Contract 5678334 — Exh VI x..11 *.W#„ 2. The definition of family shall include all persons living in the same household who are related by birth, marriage or adoption and includes dependent children living away from home. The definition of income includes all sources of income required to be reported on Internal Revenue Service Form 1040. 3. Income guidelines may be adjusted periodically by HUD. The Contractor agrees to use updated income guidelines that shall be provided by the County. The County shall provide the updated guidelines to the Contractor electronically or by hard copy. 4. Services provided with funding under this Exhibit shall be limited to residents of Renton. D. Definitions One night of shelter, hotel or extended stay housing per person is counted as one unit of service. 2. "Shelter services" include bednights provided at DAWN's emergency shelter, hotel/motel voucher or extended stay housing. E. Program Requirements The Contractor shall use CDBG funds to provide emergency assistance to at - risk, low income individuals and families, disabled persons and senior citizens through a subcontract with the Domestic Abuse Women's Network. The Contractor's contract with the implementing agency shall include the following language. a. The Contractor agrees to serve, at minimum, the following unduplicated number of persons with funds provided under this Exhibit: b. The Contractor agrees to provide, at minimum, the following units of service: 1 st Qtr 2nd Qtr 3rd Qtr 4th Qtr Total in Jan—Mar Apr—Jun Jul—Se Oct—Dec Year 2014 Number of unduplicated 3 2 2 1 8 individuals assisted 65 65 65 65 260 b. The Contractor agrees to provide, at minimum, the following units of service: The funds provided under this Exhibit shall be used to pay for a portion of the costs associated with the provision of these units of service. 2. Conflict of Interest a. Interest of Officers, Employees, or Agents: No officer, consultant, elected or appointed official, employee, or agent of the Contractor or Agency who exercises any functions or responsibilities in connection with the planning and carrying out of the Block Grant Program, or who are in a position to participate in a decision making process or gain inside information with regard to such activities, may obtain a financial City of Renton Page 2 of 6 2014 Contract 5678334 — Exh VI 1 st Qtr 2nd Qtr 3rd Qtr 4th Qtr Total in Jan—Mar Apr—Jun Jul—Se Oct—Dec Year 2014 Number of shelter bedni hts provided 65 65 65 65 260 The funds provided under this Exhibit shall be used to pay for a portion of the costs associated with the provision of these units of service. 2. Conflict of Interest a. Interest of Officers, Employees, or Agents: No officer, consultant, elected or appointed official, employee, or agent of the Contractor or Agency who exercises any functions or responsibilities in connection with the planning and carrying out of the Block Grant Program, or who are in a position to participate in a decision making process or gain inside information with regard to such activities, may obtain a financial City of Renton Page 2 of 6 2014 Contract 5678334 — Exh VI interest or benefit from a CDBG assisted activity, or have a financial interest in any contract, subcontract, or agreement with respect to CDBG assisted activity, either for themselves or those with whom they have business or immediate family ties, during their tenure or for one year thereafter. b. Interest of Subcontractor and Their Employees: The Contractor agrees that it shall incorporate into every subcontract required to be in writing and made pursuant to this Agreement the following provisions: The Contractor covenants that no person who presently exercises any functions or responsibilities in connection with the Block Grant Program has any personal financial interest, direct or indirect, in this Contract. The Contractor further covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of its services hereunder. The Contractor further covenants that in the performance of this Contract no person having any conflicting interest will be employed. Any interest on the part of the Contractor or its employees must be disclosed to the Contractor and the County. 3. Copyright If this Contract results in any copyrightable material, King County reserves the right to royalty -free, nonexclusive and irrevocable license to reproduce, publish or otherwise use and to authorize others to use, the work for governmental purposes. 4. Public Information In all news releases and other public notices related to projects funded under this Agreement, the Contractor shall include information identifying the source of funds as the King County CDBG Program. 5. Subcontracted Services a. In addition to the requirements of Section XX., SUBCONTRACTS AND PURCHASES, of the Contract, the Contractor shall execute written agreements with each agency with which it subcontracts to provide services (hereinafter "Implementing Agency") and shall incorporate into such subcontracts the following applicable provisions of this Exhibit: Section II.E., Program Requirements. b. The Contractor shall invoice the County for due and payable invoices of the Implementing Agency or for costs paid by the Contractor for goods, materials or services already provided. The Contractor shall invoice the County after the Implementing Agency has invoiced the Contractor. The Contractor shall include a copy of the Implementing Agency's invoice with its invoice submitted to the County. The Contractor shall ensure that all costs for which the Implementing Agency requests reimbursement are allowable in accordance with the Office of Management and Budget (OMB) 2 Code of Federal Regulations (CFR) 230 (formerly OMB Circular A-122) or 2 CFR 225 (formerly OMB Circular A-87), as applicable. City of Renton Page 3 of 6 2014 Contract 5678334 — Exh VI NOW, °`.i 6. Special Conditions - Separation of Funds The Contractor shall not use year 2014 funds identified in the Project Budget above to pay for any costs incurred prior to January 1, 2014, or the date on which the County's Environmental Record is complete, whichever date is later. F. Records The Contractor shall maintain files for this Exhibit containing the following items: Notice of Grant Award; 2. Motions, resolutions, or minutes documenting Board or Council actions; 3. A copy of this Exhibit and the County's notice to proceed on this Exhibit; 4. Correspondence regarding budget revision requests; 5. Copies of all invoices and reports submitted to the County for this Exhibit; 6. Bills for payment; 7. Copies of approved invoices and warrants; 8. Documentation of the solicitation process used to select vendors and subcontractors with original purchase orders and subcontracts; 9. Documentation required by this Contract if any funds provided under this Exhibit are used to acquire equipment; 10. Records documenting that costs reimbursed with funding provided under this Exhibit are allowable in accordance with OMB Circular A-87. Such records include, but are not limited to: a. Personnel costs, payroll time sheets for actual salary and fringe benefit costs; time sheets shall be signed by a supervisor and, if less than full time, annotated to document percent of time charged against this Exhibit; b. Staff travel, documentation of mileage charges for private auto; and C. Copy machine use, postage, telephone use, and office supplies when these costs are shared with other programs and no invoice is available, log sheets or annotated invoices. G. Reports The Contractor shall collect and report client information to the County quarterly and annually on a Program Accomplishment Form provided by the County. 2. The Contractor shall submit with the final invoice a Completed Project Funding Report Form provided by the County, itemizing all funding used for the Exhibit. City of Renton Page 4 of 6 2014 Contract 5678334 — Exh VI cm III. COMPENSATION AND METHOD OF PAYMENT Lon A. The Contractor shall apply the following CDBG funds in accordance with the Line Item Budget below. The total amount of reimbursement pursuant to this program Exhibit shall not exceed $20,402. 1. CDBG Funds 2. Line Item Budget Personnel $ 0 King County CDBG — 2014 Renton Pass- through Funds (CFDA 14.218 $20,402 Consultant or Purchased Services $20,402 Total CDBG Funds: $20,402 Travel and Training 2. Line Item Budget Personnel $ 0 Office/Operating Supplies $ 0 Consultant or Purchased Services $20,402 Communications $ 0 Travel and Training $ 0 Other: $ 0 Total CDBG Funds: $20,402 B. Billing Invoice Package The Contractor shall submit a Billing Invoice Package quarterly that consists of an invoice statement and other reporting requirements as stated in Section IV., REPORTING REQUIREMENTS, of this Exhibit in a format approved by the County. 2. All required reports must accompany the invoice statement in order to receive payment. 3. The Billing Invoice Package is due within 20 working days after the end of first, second and third quarters. 4. An Accrual Letter must be received by December 10, 2014, stating the anticipated amount of the final invoice. 5. Final voucher reimbursement request shall be submitted by close of business January 15, 2015, with all required supporting documentation and reports. C. Method of Payment 1. The County shall reimburse the Contractor on a quarterly basis for actual expenditures in accordance with the Line Item Budget in Section III.A. 2. Payment to the Contractor may be withheld for any quarter in which the Contractor has not submitted the reports specified in Section IV., REPORTING REQUIREMENTS, of this Exhibit, or in which said reports are incomplete. City of Renton Page 5 of 6 2014 Contract 5678334 — Exh VI IM 0 EXHIBIT VII CITY OF RENTON RENTON REFUGEE WOMEN'S ALLIANCE EMERGENCY ASSISTANCE (C14152) Contract No.: 5678334 Pro'ect No.: C14152-1122960 King County Project Manager: Kathy Trem er City Contact Person: Dianne Utecht Start Date: January 1, 2014 Telephone: 425 430-6655; Fax: 425 430-6603 End Date: December 31, 2014 Email: dutecht@rentonwa.gov I. WORK STATEMENT The Contractor shall provide supportive services in accordance with the terms and conditions described hereinafter. The total amount of reimbursement pursuant to this Exhibit shall not exceed $8,726 in King County Community Development Block Grant (CDBG) funds for the period January 1, 2014 through December 31, 2014. The Catalog of Federal Domestic Assistance (CFDA) number for the CDBG Program is 14.218. II. PROGRAM DESCRIPTION A. Outcome These activities address the following objective and outcome in the Community Planning and Development Outcome Performance Measurement System: Suitable Living Environment - Accessibility for the purpose of creating suitable living environments and affordability for purpose of creating suitable living environments. B. Indicators The number of unduplicated persons assisted with the provision of case management and emergency services. C. Eligibility 1. Eligible clients shall have an annual gross family income that does not exceed the Moderate Income limits based on the applicable Family Size in the following 2014 United States Housing and Urban Development (HUD) Income Guidelines Table. Clients may self -certify in writing that their family income does not exceed the applicable limit. City of Renton Page 1 of 6 2014 Contract 5678334 — Exh VII 2014 HUD INCOME GUIDELINES King County, Washington - Effective January 1, 2014 Median Family Income = $88,200 30% MEDIAN 50% MEDIAN 80% MEDIAN FAMILY VERY VERY LOW- LOW - SIZE LOW-INCOME INCOME INCOME 1 $18,550 $30,900 $44,750 2 $21,200 $35,300 $51,150 3 $23,850 $39,700 $57,550 4 $26,450 $44,100 $63,900 5 $28,600 $47,650 $69,050 6 $30,700 $51,200 $74,150 7 $32,800 $54,700 $79,250 8 $34,950 $58,250 $84,350 City of Renton Page 1 of 6 2014 Contract 5678334 — Exh VII CM IV. REPORTING REQUIREMENTS M The Contractor shall submit electronically the following data reports in a format and to an address provided by the County and hard copy with each invoice. A. The Contractor shall submit with each invoice a completed Program Accomplishment Form, in a format provided by the County. B. The Contractor shall use the following methods to measure the indicator specified in Section II. B. of this Exhibit: Number of unduplicated persons. C. The Contractor shall submit with the final invoice a completed Project Funding Report form itemizing all funding used for the project, in a format provided by the County. City of Renton Page 6 of 6 2014 Contract 5678334 — Exh VI NwAve 14001 2. The definition of family shall include all persons living in the same household who are related by birth, marriage or adoption and includes dependent children living away from home. The definition of income includes all sources of income required to be reported on Internal Revenue Service Form 1040. 3. Income guidelines may be adjusted periodically by HUD. The Contractor agrees to use updated income guidelines that shall be provided by the County. The County shall provide the updated guidelines to the Contractor electronically or by hard copy. 4. Services provided with funding under this Exhibit shall be limited to residents of Renton. D. Definitions "Case Managers" provide on-going assistance with barrier removal and self- reliance by providing referrals, advocacy for services, and paperwork completion for housing and utility assistance. 2. Each client served will count as one unit of service for emergency assistance. 3. "Emergency Assistance" can include assistance with a housing subsidy, utilities, food vouchers, or bus tickets. 4. One hour of case management is counted as one unit of service. E. Program Requirements 1. The Contractor shall use CDSG funds to provide emergency assistance to at - risk, low income individuals and families, disabled persons and senior citizens through a subcontract with the Refugee Women's Alliance. The Contractor's contract with the implementing agency shall include the following language. a. The Contractor agrees to serve, at minimum, the following unduplicated number of persons with funds provided under this Exhibit: b. The Contractor agrees to provide, at minimum, the following units of service: 1 st Qtr 2nd Qtr 3rd Qtr 4th Qtr Total in Number of Case Jan—Mar Apr—Jun Jul—Se Oct—Dec Year 2014 Number of unduplicated 6 6 6 5 23 individuals assisted b. The Contractor agrees to provide, at minimum, the following units of service: The funds provided under this Exhibit shall be used to pay for a portion of the costs associated with the provision of these units of service. City of Renton Page 2 of 6 2014 Contract 5678334 — Exh VII 1 st Qtr Jan—Mar 2nd Qtr Apr—Jun 3rd Qtr Jul—Se 4th Qtr Oct—Dec Total in Year 2014 Number of Case 35 35 34 33 137 Management Hours Number of clients receiving Emergency 1 1 1 1 4 Assistance The funds provided under this Exhibit shall be used to pay for a portion of the costs associated with the provision of these units of service. City of Renton Page 2 of 6 2014 Contract 5678334 — Exh VII 2. 3 4 5 M Conflict of Interest M a. Interest of Officers, Employees, or Agents: No officer, consultant, elected or appointed official, employee, or agent of the Contractor or Agency who exercises any functions or responsibilities in connection with the planning and carrying out of the Block Grant Program, or who are in a position to participate in a decision making process or gain inside information with regard to such activities, may obtain a financial interest or benefit from a CDBG assisted activity, or have a financial interest in any contract, subcontract, or agreement with respect to CDBG assisted activity, either for themselves or those with whom they have business or immediate family ties, during their tenure or for one year thereafter. b. Interest of Subcontractor and Their Employees: The Contractor agrees that it shall incorporate into every subcontract required to be in writing and made pursuant to this Agreement the following provisions: The Contractor covenants that no person who presently exercises any functions or responsibilities in connection with the Block Grant Program has any personal financial interest, direct or indirect, in this Contract. The Contractor further covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of its services hereunder. The Contractor further covenants that in the performance of this Contract no person having any conflicting interest will be employed. Any interest on the part of the Contractor or its employees must be disclosed to the Contractor and the County. Copyright If this Contract results in any copyrightable material, King County reserves the right to royalty -free, nonexclusive and irrevocable license to reproduce, publish or otherwise use and to authorize others to use, the work for governmental purposes. Public Information In all news releases and other public notices related to projects funded under this Agreement, the Contractor shall include information identifying the source of funds as the King County Consortium CDBG Program. Subcontracted Services a. In addition to the requirements of Section XX., SUBCONTRACTS AND PURCHASES, of the Contract, the Contractor shall execute written agreements with each agency with which it subcontracts to provide services (hereinafter "Implementing Agency") and shall incorporate into such subcontracts the following applicable provisions of this Exhibit: Section II.E., Program Requirements. b. The Contractor shall invoice the County for due and payable invoices of the Implementing Agency or for costs paid by the Contractor for goods, materials or services already provided. The Contractor shall invoice the County after the Implementing Agency has invoiced the Contractor. The City of Renton Page 3 of 6 2014 Contract 5678334 — Exh VII ,A,, 140W Contractor shall include a copy of the Implementing Agency's invoice with its invoice submitted to the County. The Contractor shall ensure that all costs for which the Implementing Agency requests reimbursement are allowable in accordance with the Office of Management and Budget (OMB) 2 Code of Federal Regulations (CFR) 230 (formerly OMB Circular A-122) or 2 CFR 225 (formerly OMB Circular A-87), as applicable. 6. Special Conditions - Separation of Funds The Contractor shall not use year 2014 funds identified in the Project Budget above to pay for any costs incurred prior to January 1, 2014, or the date on which the County's Environmental Record is complete, whichever date is later. F. Records The Contractor shall maintain files for this Exhibit containing the following items: 1. Notice of Grant Award; 2. Motions, resolutions, or minutes documenting Board or Council actions; 3. A copy of this Exhibit and the County's notice to proceed on this Exhibit; 4. Correspondence regarding budget revision requests; 5. Copies of all invoices and reports submitted to the County for this Exhibit; 6. Bills for payment; 7. Copies of approved invoices and warrants; 8. Documentation of the solicitation process used to select vendors and subcontractors with original purchase orders and subcontracts; 9. Documentation required by this Contract if any funds provided under this Exhibit are used to acquire equipment; 10. Records documenting that costs reimbursed with funding provided under this Exhibit are allowable in accordance with OMB Circular A-87. Such records include, but are not limited to: a. Personnel costs, payroll time sheets for actual salary and fringe benefit costs; time sheets shall be signed by a supervisor and, if less than full time, annotated to document percent of time charged against this Exhibit; b. Staff travel, documentation of mileage charges for private auto; and C. Copy machine use, postage, telephone use, and office supplies when these costs are shared with other programs and no invoice is available, log sheets or annotated invoices. G. Reports The Contractor shall collect and report client information to the County quarterly and annually on a Program Accomplishment Form provided by the County. City of Renton Page 4 of 6 2014 Contract 5678334 — Exh VII 1%W V4W 2. The Contractor shall submit with the final invoice a Completed Project Funding Report Form provided by the County, itemizing all funding used for the Exhibit. COMPENSATION AND METHOD OF PAYMENT A. The Contractor shall apply the following CDBG funds in accordance with the Line Item Budget below. The total amount of reimbursement pursuant to this program Exhibit shall not exceed $8,726. 1. CDBG Funds King County CDBG — 2014 Renton Pass- $8,726 through Funds (CFDA 14.218 $ 0 Total CDBG Funds: $8,726 Consultant or Purchased Services n C 2. Line Item Budget Personnel $ 0 Office/Operating Supplies $ 0 Consultant or Purchased Services $8,726 Communications $ 0 Travel and Training $ 0 Other: $ 0 Total CDBG Funds: $8,726 Billing Invoice Package 1. The Contractor shall submit a Billing Invoice Package quarterly that consists of an invoice statement and other reporting requirements as stated in Section IV„ REPORTING REQUIREMENTS, of this Exhibit in a format approved by the County. 2. All required reports must accompany the invoice statement in order to receive payment. 3. The Billing Invoice Package is due within 20 working days after the end of first, second and third quarters. 4. An Accrual Letter must be received by December 10, 2014, stating the anticipated amount of the final invoice. 5. Final voucher reimbursement request shall be submitted by close of business January 15, 2015, with all required supporting documentation and reports. Method of Payment 1. The County shall reimburse the Contractor on a quarterly basis for actual expenditures in accordance with the Line Item Budget in Section IIIA. 2. Payment to the Contractor may be withheld for any quarter in which the Contractor has not submitted the reports specified in Section IV., REPORTING REQUIREMENTS, of this Exhibit, or in which said reports are incomplete. City of Renton Page 5 of 6 2014 Contract 5678334 — Exh VII CM REPORTING REQUIREMENTS on The Contractor shall submit electronically the following data reports in a format and to an address provided by the County and hard copy with each invoice. A. The Contractor shall submit with each invoice a completed Program Accomplishment Form, in a format provided by the County. B. The Contractor shall use the following methods to measure the indicator specified in Section II. B. of this Exhibit: Number of unduplicated persons. C. The Contractor shall submit with the final invoice a completed Project Funding Report form itemizing all funding used for the project, in a format provided by the County. City of Renton Page 6 of 6 2014 Contract 5678334 — Exh VII