HomeMy WebLinkAboutAgreement A-15-053 with City of Kerman.pdfAGREEMENT NO. 15-053
AGREEMENT 1
2 THIS AGREEMENT is made this 10th day of _F;...;e;.;:;b..:..:::ru:.=a;.J.,ry _____ , 2015,
3 by and between the COUNTY OF FRESNO, a political subdivision of the State of
4 California, hereinafter referred to as the "County", and the CITY OF KERMAN,
5 hereinafter referred to as the "City".
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7 WHEREAS, the County has been designated as the sponsoring agency to
8 administer and implement the Community Development Block Grant (CDBG) Program
9 activities for the County, and its participating cities, in accordance with the provisions of
10 Title I of the Housing and Community Development Act of 1974 , as amended, and the
11 laws of the State of California ; and
12 WHEREAS, CDBG funding has been made available to the County for housing
13 and community development activities; and
14 WHEREAS, the City has submitted the Kerman Katie's Park Improvements
15 Project No . 14371 (the Project) for CDBG funding; and
16 WHEREAS, the total cost of the Project is estimated to be $194,832 and the City
17 has requested the sum of $194,832 in CDBG funds be made available for the Project ;
18 and
19 WHEREAS, the County can make available $194,832 in CDBG funds needed for
20 the Project from the City's CDBG allocation ($144 ,832) and from unprogrammed 2014-
21 15 CDBG funds from the City of Mendota ($50,000); and
22 WHEREAS, the City of Mendota does not intend to use its available CDBG funds
23 during the 2014-15 program year and is agreeable to making these funds available to
24 the City of Kerman for the Kerman Katie 's Park Improvements Project; and
25 WHEREAS, in accordance with the Joint Powers Agreement executed on June
26 21, 2011, by and between the County and its participating cities , which include both the
27 City of Kerman and the City of Mendota , the County can make any unprogrammed
28 CDBG funds available to an eligible CDBG activity in need of funds in order to ensure
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1 the U.S. Department of Housing and Urban Development's timely expenditure
2 requirement ; and
3 WHEREAS, the Project is consistent with the objectives of the Fresno County
4 Consolidated Plan , including the annual Action Plan.
5 NOW THEREFORE , in consideration of their mutual promises as hereinafter set
6 forth , the City and County agree as follows :
7 I. PROJECT DESCRIPTION, LOCATION AND BUDGET
8 A. The Project consists of the installation of a pre-fabricated restroom
9 and construction of park amenities. The Project is located at Katie's Kids Nature Park,
10 located on the south side of Gateway Boulevard between Walnut and Park Avenues.
11 The improvements will provide recreational facilities for area residents.
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The Project site is owned by the City.
The work to be funded with CDBG funds is as follows :
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2.
Obtain all necessary permits .
Perform all necessary design engineering including , but not
16 limited to , surveying ; testing ; preparation of plans , specifications , and cost estimates; bid
17 documents and a cost or price analysis ; review of bids and recommendation for award .
18 3. Prepare and advertise Project bid notices and award
19 construction contracts including , but not limited to , the printing of bid documents ;
20 publishing of notices ; and preparation of bid summary.
21 4 . Perform all construction engineering including , but not limited
22 to , shop drawing review and approval ; contract change order preparation ; surveying ;
23 staking; inspection ; soil testing ; materials testing ; preparation of "as-built" drawings ;
24 labor compliance; and contract administration .
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D.
5 . Provide related eligible improvements .
The Project budget is estimated to be as follows :
Construction
Design & Construction Engineering
Contingency , Permits & Misc.
Total
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$160,000
18,100
16.732
$194 ,832
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E. Notwithstanding the estimates described in the above preliminary
Project budget, payments for the Project from CDBG funds will be based on the actual
costs and shall not exceed the total amount of $194,832.
F. The proposed funding for the Project will be provided from the
following sources:
CDBG
Local Financial Contribution
Total
$194,832
0
$194,832
G. Prior to any changes that may occur which would modify the scope
of the Project , the City shall submit a written request to the County. The City shall send
its written request to:
Program Manager, Community Development Grants
County of Fresno
Department of Public Works and Planning
Community Development Division
2220 Tulare Street, 6th Floor
Fresno, CA 93721
Telephone : (559) 600-4292
If the Director of the County Department of Public Works and Planning determines that
the modified Project is still eligible under the Federal CDBG regulations, the Director is
authorized to permit such modifications. The County shall specify in a letter to the City
that any modifications to the scope of the Project are authorized and that the City may
proceed.
II. OBLIGATIONS OF THE COUNTY
A. The County shall provide up to, but not more than , $194 ,832 of
CDBG funds to the City for the Project. All funds shall be paid to the City in accordance
with Section V-A of this Agreement.
B . The County shall review, within thirty (30) calendar days of receipt
from the City, the engineer selection process description and summary of the analysis
as prepared by the City to verify that a competitive process was conducted in
accordance with U .S. Department of Housing and Urban Development (HUD)
procurement standards. The County shall specify in a letter to the City that these
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1 conditions have been met and that the engineering contract can be awarded .
2 C. The County shall review, within thirty (30) calendar days of receipt
3 from the City, the design plans and specifications for the Project as prepared by the City
4 for compliance with Federal regulations, and the total Project cost estimate to ensure
5 sufficient funds are available to complete the Project. The County shall specify in a
6 letter to the City that these conditions have been met and that the Project can be
7 advertised .
8 D . The County shall also review , within twenty one (21) calendar days
9 of receipt from the City , the name of the low bidder and cost or price analysis of the low
10 bid proposal prepared by the City to determine whether the contractor will be reasonably
11 compensated in accordance with Federal requirements, and to verify the contractor is
12 bonded and has not been disbarred or suspended from participating in Federal projects .
13 The County shall specify in a letter to the City that the conditions of this Section have
14 been met and that the contract can be awarded .
15 E . The County shall attend the pre-construction meeting between the
16 City and the contractor to discuss labor compliance requirements for the Project , Project
17 monitoring , and to inform the City and contractor that the County will conduct field
18 reviews to ensure labor compliance and other conditions of the construction contract are
19 being met.
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F. The County shall conduct periodic inspections of the Project, as
may be required , to ensure that the intended use and group of beneficiaries of the
Project have not changed . Upon completion of the Project, but prior to the City 's
acceptance of the Project , the County shall conduct a final inspection of the Project.
The County shall specify in a letter to the City that the conditions of this Section have
been met.
Ill. OBLIGATIONS OF THE CITY
A. The City shall provide any and all sums of money in excess of
$194,832 that may be necessary to complete the Project. For the purposes of awarding
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1 the construction of the Project w ithin the Agreement amount, the bid documents should
2 include any proposed additive or deduct alternatives.
3 B. The City shall perform, or cause to be performed, all engineering
4 work required for the Project.
5 C. In selecting an engineer to perform any engineering work required
6 for the Project , the City shall go through a competitive process in accordance with
7 County Policy and HUD procurement standards . Prior to selection of the eng ineer, the
8 City shall prepare a written description of the process , perform a cost or price analysis,
9 and submit the process description and summary of the analysis to the County
1 0 Community Development Division for review. The City shall obtain a letter from the
11 County specifying that the conditions of this Section have been met.
12 D. The City shall specify in agreements with its consultants that all
13 engineering work funded with CDBG funds shall become the property of the City upon
14 payment by the City for the cost of such engineering work .
15 E. The City shall furnish evidence that it has free and clear title to all
16 parcels of land on which Project improvements will be located , with any liens or
17 encumbrances noted, and/or that it has obtained or can obtain all necessary easements ,
18 rights-of-way , licenses , permits and State and local approvals required for the
19 completion of the Project.
20 F . Upon completion of the design engineering , the City shall submit the
21 plans and specifications to the County Community Development Division. The County
22 will ensure Federal CDBG requirements have been adhered to and review cost
23 estimates to ensure sufficient funds are available. The City shall obtain a letter from the
24 County specifying these condit ions have been met and that the City is approved to
25 advertise for bids to construct the Project.
26 G. The City shall advertise for bids and shall award the construction
27 contract to the lowest responsible bidder. At least ten (1 0) calendar days prior to the bid
28 opening, the City shall notify the County of the date, time, and location of the bid
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opening.
H. Within seven (7) calendar days following the bid opening , the City
shall furnish the County Community Development Division with the name of the low
bidder and cost or price analysis of the low bid proposal prepared by the City so that the
County can verify with the Labor Relations and Equal Opportunity Division of the HUD
Area Office that the low bidder is bonded and has not been debarred or suspended from
participating in Federal p rojects , and that the contractor will be reasonably compensated
in accordance with Federal requirements . The City shall obtain a letter from the County
specifying these conditions have been met and that the City is approved to award the
Project for construction.
I. The City shall conduct a pre-construction meeting w ith the
contractor and shall notify the County Community Development Division at least ten (1 0)
calendar days prior to the meeting so a representative of the County can be in
attendance to discuss CDBG labor compliance requirements for the Project.
J. Prior to the construction start date, the City shall give written notice
thereof to the County Community Development Division .
K . All proposed construction contract change orders shall not proceed
until prior written approval has been given by the County. Request for approval of a
change order(s) shall include a narrative description of the work, a cost or price analysis
in accordance with HUD requ irements , a map depicting the location of the work
addressed with the requested change order, and a written certification from the C ity that
the approval of the change order is consistent with the final construction cost estimate
approved by the County. In addition , the C ity shall certify that the change order is within
the scope of the Project and is necessary to complete the Project.
L. The City shall send its written description of the engineer selection
process, cost or price analyses , design plans , specifications, name of low bidder and low
bid proposal , public notices , and all written correspondence to :
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Program Manager, Community Development Grants
County of Fresno
Department of Public Works and Planning
Community Development Division
2220 Tulare Street , 6th Floor
Fresno , CA 93721 (559) 600-4292
The City shall comply with the mitigation measures , conditions and
6 notes identified in Initial Study/Environmental Assessment No. 6820 (the "Assessment").
7 A copy of the Assessment will be provided to the City .
8 N. Upon completion of the Project, the City shall notify the County
9 Community Development Division thereof so a representative of the Division can
10 perform an inspection of the Project to determine that it was completed in accordance
11 with the scope of work approved and authorized pursuant to this executed Agreement.
12 0 . Upon approval of Project completion by the County, the City shall
13 provide the County Community Development Division with a resolution of acceptance , or
14 similar documentation , demonstrating that the Project was completed in accordance with
15 the scope of work approved and authorized pursuant to this executed Agreement and
16 any approved subsequent amendments thereto and/or change orders , and that the City
17 has accepted the Project. Prio r to the final request for payment, the City shall also
18 provide the County with a copy of the recorded Notice of Completion (NOC), a written
19 summary of all Project work completed with CDBG and other funds, and documentation
20 to demonstrate compliance with Section 3 of the Housing and Urban Development Act of
21 1968, as amended .
22 P. During the contract period, the City shall complete and submit
23 annually each June 1 , and upon completion of the Project, a Project Outcome
24 Measurement Report (POM) form , a copy of which is attached hereto as Exhibit 1 and
25 incorporated herein by refe rence . The POM shall contain the following information for
26 the County's Federal reporting purposes to the U .S. Department of Housing and Urban
27 Development (HUD):
28 1. Total number of households/persons assisted.
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2 . Number of total households/persons assisted that:
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Now have new access to this type of public facility or
infrastructure improvement.
Now have improved access to this type of publ ic
facility or infrastructure improvement.
Now are served by a public facility or infrastructure
that is no longer substandard .
The City shall be responsible for maintenance of the improvements
9 after construction is completed and shall do so from non-CDBG resources .
10 R. The City must inform the County in writing of any program income
11 generated by the expenditure of CDBG funds . Any program income generated as a
12 result of the Project must be paid to the County. For purposes of this Agreement ,
13 program income is defined as proceeds from the disposition of CDBG-acquired real
14 property, and principal and i nterest on CDBG loans . If the City contributed financially to
15 the improvement Project , the City may retain a share of the program income in
16 proportion to the City's contribution to the Project , after the City has provided a written
17 accounting acceptable to the County.
18 S. The City must obtain prior written approval from the County
19 whenever there is any modification or change in the use of any real property improved ,
20 in whole or in part , using CDBG funds . If any real property improved with CDBG funds is
21 sold and/or is utilized by the City for a use which does not qualify under the CDBG
22 Program, the City shall reimburse the County in an amount equal to the current fair
23 market value for the property, less any proportional share thereof attributable to
24 expenditures of non-CDBG funds. These requirements shall continue in effect for the
25 life of the improvements. In the event the CDBG Program is closed-out , the
26 requirements of this Section shall remain in effect for activities or property funded with
27 CDBG funds , unless action is taken by the Federal government to relieve the County of
28 these obligations .
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T. The City acknowledges that the County may pe riodically inspect the
Project to ensure the property is being used as described in this Agreement. The City
agrees to provide any necessary information to the County to carry out such inspections .
Furthermore , the City agrees to take corrective action if the County determines that
modifications to the use and location of the Project have resulted in a violation of the
Federal CDBG regulations.
IV. CONFORMANCE WITH APPLICABLE LAWS AND REGULATIONS
A. The City , its consultants , contractors , and subcontractors shall
comply with all applicable State and Federal laws and regulations governing projects
that utilize Federal funds.
B. Whenever the City uses the services of a contractor, the City shall
require that the contractor comply with all Federal , State and local laws , ordinances ,
regulations and Fresno County Charter provisions applicable in the performance of their
work .
C. This Project is subject to the requirements of Section 3 of the
Housing and Urban Development Act of 1968 , as amended , 12 U.S.C . 1701(u).
Accordingly , the City shall requ ire the prime contractor to complete and submit
documentation prior to award of the construction contract and upon Project completion
that compliance with the Section 3 clause has been met.
D. Whenever the City receives at least $100 ,000 for a project from the
County's CDBG Program under this Agreement , the City shall complete and submit to
the County Community Development Division a "Certification of Payments to Influence
Federal Transactions" form and a "Standard Form LLL -Disclosure of Lobbying
Activities" form . Likewise , before the City awards a contract using at least $100 ,000 of
such CDBG funds , the City shall require the consultant and/or contractor and all their
sub-consultants and/or subcontractors to complete and submit these two (2) forms
described hereinabove to both the City and the County.
Ill
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V. PAYMENT FOR THE PROJECT
A. At monthly intervals , the City shall submit a written request to the
County for payment of specified costs incurred in the performance of this Agreement.
The request for payment shall be accompanied by a written certification from the City
that the request for payment is consistent with the amount of work that has been
completed, and that said work is in accordance with the contract documents and this
Agreement. The request fo r payment shall also be accompanied by documentation
acceptable to the County , such as invoices or vouchers for services or materials
purchased, contractor's costs , or other costs chargeable to the Project. After
appropriate review and inspection , the County shall make payment from CDBG funds
provided in this Agreement for all el igible costs specified herein .
B. Any sav ings realized in the final cost of the Project , due to Project
cost and/or scope of work reductions , liquidated damages , or any other reason , shall be
used to reduce the amount of this Project paid for with CDBG funds and shall be
credited to the City's CDBG allocation . If the City is required to provide any funds toward
the Project , any cost savings shall be first used to reimburse the City for its contribution
in excess of the total amount provided by this Agreement.
C . Payment for advertis i ng and award shall be based on the actual
costs of printing and noticing.
D. The County will not be bound by any agreement between the City
and its agents .
E. Upon the completion of the Project , the City shall submit to the
County Community Development Division a written request for final payment of costs
which shall provide a detailed description of the Project pay items and costs . The
County shall not be obligated to make any payments under this Agreement if the request
for payment is submitted by the City more than sixty (60) days after the Notice of
Completion has been filed with the County Recorder's Office. An extension to the sixty
(60) day period may be granted by the Director of the County Department of Public
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1 Works and Planning prior to the deadline if the City can demonstrate just cause for the
2 delay.
3 F. The County may withhold reimbursement to the City until a final
4 POM, recorded NOC, and written summary of all Project work completed with CDBG
5 and other funds , and evidence of compliance with the Section 3 clause as specified in
6 Sections 111-0 and IV-C, have been submitted to the County.
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sent to :
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All requests for payment and supporting documentation shall be
Financial Services Manager
County of Fresno
Department of Public Works and Planning
Financial Services Division
2220 Tulare Street , 6th Floor
Fresno , CA 93721
Telephone: (559) 600-4298
The City shall establish accounting and bookkeeping procedures in
14 accordance with standard accounting and bookkeeping practices, including, but not
15 limited to, employee time cards , payrolls, and other records of all transactions to be paid
16 with CDBG funds in accordance with the performance of this Agreement. All records
17 and accounts shall be available for inspection by the County, the State of California, if
18 applicable, the Comptroller General of the United States , and HUD or any of their duly
19 authorized representatives , at all reasonable times , for a period of at least five (5) years
20 following final payment under this Agreement or the closure of all other pending matters,
21 whichever is later. The City shall certify accounts when required or requested by the
22 County.
23 I. The City , as a sub-recipient of Federal financial assistance , is
24 required to comply with the provisions of the Single Audit Act of 1984 (31 U.S .C .
25 Sections 7501 et seq.), as amended . Whenever the City expends and/or receives
26 CDBG funds from the County for the Project , a copy of any audit performed by the City
27 in accordance with said Act shall be forwarded to the County Community Development
28 Grants Program Manager within nine (9) months of the end of any City fiscal year in
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1 which funds were expended and/o r received for the Project. Failure to perform the
2 requisite audit functions as required by this paragraph may result in the County
3 performing any necessary audit tasks, or, at the County's option , the County contracting
4 with a public accountant to perform the audit. All audit costs related to the City's failure
5 to perform the requisite audit are the sole responsibility of the City and such audit work
6 costs incurred by the County shall be billed to the City as determined by County's
7 Auditor-Controller!Treasurer-Tax Collector. In the event the City is only required to
8 perform an audit under the provis ions of the Act because the City is receiving CDBG
9 funds , the County may perform , or cause to be performed, the required audit to
10 determine whether funds provided through this Agreement have been expended in
11 accordance with applicable laws and regulations. Any audit-related costs incurred by
12 the County under this provision shal l be charged to the County CDBG Program . The
13 City agrees to take prompt and appropriate corrective action on any instance of material
14 non-compliance with applicable laws and regulations .
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20 VI.
J. The City shall send a copy of the audit to :
Program Manager , Community Development Grants
County of Fresno
Department of Public Works and Planning
Community Development Division
2220 Tulare Street , 6th Floor
Fresno , CA 93721
Telephone: (559) 600 -4292
INDEMNIFICATION
21 Each party to this Agreement shall indemnify, defend and hold harmless
22 the other party, its officers , agents , employees and representatives , from any and all
23 loss , liability , costs, expenses and damage to persons or property, and from any and all
24 claims, demands and actions in law or equity (including attorney's fees and legal
25 expenses) arising or alleged to have arisen directly from any wrongful acts caused by its
26 respective activities pursuant to this Agreement.
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VII. TIME OF PERFORMANCE
A. The following schedule shall commence on the date this Agreement
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1 is executed by the County .
2 1. Complete Consultant Engineer Selection Process -January
3 16 ,2015.
4 2 . Complete Design Engineering and Submit to the County for
5 Review-March 2, 2015.
6 3 . Complete County Review and Approval of Plans -May 15 ,
7 2015 .
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Begin Advertising for Bids-June 1, 2015 .
Award Contract-August 5, 2015 .
The Project 's Notice of Completion shall be filed with the Fresno
11 County Recorder's Office no later than December 4 , 2015.
12 C. The final POM Report , written summary of all work completed ,
13 documentation demonstrating compliance with the Section 3 clause, and request for
14 final payment shall be submitted to the County no later than February 2 , 2016 .
15 D. The City shall give immediate written notification to the County
16 Community Development Division of any events that occur which may affect the above
17 time schedule and completion date and the time schedule specified in the contract
18 documents, or any event that may have significant impact upon the Project or affect the
19 attainment of the Project's objectives . The Director of the County Department of Public
20 Works and Planning is authorized to make adjustments in the above schedule if, in the
21 Director's judgment, any delay is beyond the control of the parties involved.
22 VIII. BREACH OF AGREEMENT
23 In the event the City fails to comply with any of the terms of this
24 Agreement, the County may , at its option , deem the City's failure a material breach of
25 this Agreement and utilize any of the remedies set forth in 24 CFR 85.43 or that it deems
26 appropriate. Should the County deem a breach of this Agreement material, the County
27 shall immediately be relieved of its obligations to make further payment as provided
28 herein. Termination of this Agreement due to breach shall not, in any way whatsoever,
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limit the rights of the County in seek ing any other legal relief in a court of law or equity ,
including the recovery of damages . In addition to the Agreement being terminated by
the County in accord with a material breach of this Agreement by the City, this
Agreement may also be terminated for convenience by the County in accord with 24
CFR 85.44 .
IX . TERMINATION OF PROJECT
A. If the City decides to cancel the Project covered by this Agreement ,
8 the City shall submit a request in writing to the County Department of Public Works and
9 Planning, Community Development Division explaining just cause for the request. The
10 Director of the Department is authorized to approve such a request if, in the Director's
11 judgment, there is just cause for the Project 's cancellation .
12 B. If the Director approves the City's request to cancel the Project , any
13 unexpended CDBG funds budgeted to the Project under this Agreement may be
14 credited to the City's CDBG allocation , as appropriate .
15 X. VENUE; GOVERNING LAW
16 Venue for any action arising out of or relating to this Agreement shall be
17 only in Fresno County , California. The rights and obligations of the parties and all
18 interpretation and performance of th is Agreement shall be governed in all respects by
19 the laws of the State of California .
20 XI. ENTIRE AGREEMENT
21 This Agreement constitutes the entire agreement between the City and the
22 County with respect to the subject matter hereof and supersedes all previous
23 negotiations, proposals , commitments , writings , advertisements, publications, and
24 understandings of any nature whatsoever unless expressly included in this Agreement.
25 /II
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27 Ill
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1 IN WITNESS WHEREOF , the parties have executed this Agreement on the
2 date set forth above.
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REVIEWED AND RECOMMENDED
4 FOR APPROVAL
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By•~ &./"~
A anweavEir, Director
Department of Public Works
and Planning
8 APPROVED AS TO ACCOUNTING
FORM:
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10 By:~ (~JJ ICidcrow, c.~~
11 Auditor-Controller/ Treasurer-Tax
Collector
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13 APPROVED AS TO LEGAL FORM:
DANIEL C. CEDERBORG,
14 COUNTY COUNSEL
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23 FUND NO: 0001
SUBCLASS NO: 10000
24 ORG NO: 7205
ACCOUNT NO: 7885
25 PROJECT NO: N14371
ACTIVITY CODE: 7219
AW:JA:jc
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COUNTY OF FRESNO
ATTEST: Bernice E. Seidel, Clerk
Board of Supervisors
By :~ &~D-fJ
Deputy
CITY OF KERMAN
ATTEST:
~
~~LEGAL FORM
City Attorney
REMIT TO :
City of Kerman
Attn: Luis Patlan, City Manager
850 S. Madera Avenue
Kerman , CA 93630
Telephone: (559) 846-9384
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28 G :I7205ComDevi-Agendas-Agreementsl2015101 06 _KermanKatie'sParklmpCDBG 14371_Agt.doc
November 4, 2014
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Exhibit 1
County of Fresno
Project Outcome Measurement Report
Project#: Project Name :
The County of Fresno is required to submit information annually on each project
funded with Community Development Block Grant (CDBG) funds, per U.S.
Department of Housing and Urban Development (HUD) guidelines. As a
recipient of CDBG funds from the County, we request that you provide the
following information:
1. Years Reported: ________________ through ________________ __
2. Enter the number of persons assisted that:
a. Now have new access to this type of public facility or infrastructure
improvement: or N/A
(New access to a public facility or infrastructure is when the facility did not
previously exist and is provided for the first time .)
b. Now have improved access to this type of public facility or
infrastructure improvement: or N/A
(Improved access to a public facility or infrastructure is when the facility or
infrastructure is improved or expanded, enabling the grantee to expand the
number of people or type of service the facility provides .)
c. Are served by this public facility or infrastructure improvement that
is no longer substandard: or N/A
(A public facility or infrastructure is no longer substandard when the CDBG funds
were used to meet a quality standard , or measurably improve the quality of the
facility or infrastructure .)
(Note : The numbers of persons entered in a, b, and c , above , must add up to the total
number of persons entered in question 3.)
3. Total number of persons assisted:
4. Please describe the accomplishments made on this project in the past
year (i.e. construction progress). If the project is complete, please
describe the overall accomplishments made on the project.
Form Completed By:
G :\7205ComDevi-Agendas-Agreements\20 15101 06 _ KermanKatie'sP arklmpC DBG 14371_ Agt. doc
August 21 , 2012