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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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.
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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