HomeMy WebLinkAboutAgreement A-20-516 with City of Mendota.pdf1
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A G R E E M E N T
THIS AGREEMENT (“Agreement”) is made this _____ day of __________, 2020
(“Effective Date”), by and between the COUNTY OF FRESNO, a political subdivision of the State
of California, ("County"), and the CITY OF MENDOTA, ("Subrecipient").
WITNESSETH
WHEREAS, the County has received funds to administer and implement the program for
the Community Development Block Grant Coronavirus Response (“CDBG-CV”) Program activities
of the County, and its participating cities, in accordance with the provisions of Title I of the Housing
and Community Development Act of 1974, as amended (“HCD Act”), the Coronavirus Aid, Relief,
and Economic Security Act, (“CARES Act”); Public Law 93-383; and the laws of the State of
California; and
WHEREAS, CDBG-CV funding has been made available to the County to prevent, prepare
for, and respond to the coronavirus (“COVID-19”); and
WHEREAS, the County wishes to engage the Subrecipient to assist the County in utilizing
such funds; Subrecipient has submitted the Mendota Internet Connectivity, Project No. 19471-CV
(“Project”), for CDBG-CV funding; and
WHEREAS, the Subrecipient has estimated that the total cost of the Project is $61,179,
and has requested the sum of $61,179 from the County's allocation of CDBG-CV funds to complete
the Project; and
WHEREAS, the County Board of Supervisors, at a public hearing conducted on July 7,
2020, approved the Project for funding; and
WHEREAS, the Project is consistent with the objectives of the Fresno County Consolidated
Plan, including the annual Action Plan as amended.
NOW THEREFORE, in consideration of their mutual promises as hereinafter set forth, the
Subrecipient and County agree as follows:
I.PROJECT DESCRIPTION, LOCATION, TIME OF PERFORMANCE AND
BUDGET
A.The Project consists of providing temporary financial assistance, in the
20-1180
15th December
Agreement No. 20-516
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form of direct payment to internet service providers, for residents in the City impacted by COVID-
19. The Project will assist these residents with obtaining or maintaining internet connectivity for
work, school, shopping, and general information purposes.
B. The Subrecipient will be responsible for administering a CDBG-CV funded
project in a manner satisfactory to the County and consistent with standards required as a
condition of providing these funds.
C. The Project budget is estimated by the Subrecipient as follows:
Internet Service Assistance $61,179
Total $61,179
D. Notwithstanding Subrecipient’s estimates in the above-described Project
budget, payments for the Project from CDBG-CV funds shall be limited to the Subrecipient’s
actual costs, and shall not exceed the total amount of $61,179.
E. The proposed funding for the Project will be provided from the following
sources:
CDBG-CV $61,179
Local Contribution $ 0
Total $61,179
F. Prior to any changes that may occur which would modify the scope of the
Project, the Subrecipient shall submit a written request to the County. The Subrecipient shall
send its written request to:
Community Development Grants
County of Fresno
Department of Public Works and Planning
Community Development Division
2220 Tulare Street, 6th Floor
Fresno, CA 93721
If the Director of the County Department of Public Works and Planning (“Director”) determines the
modified Project is still eligible under the Federal CDBG-CV regulations, the Director is authorized
to permit such modifications. The County shall specify in a letter to the Subrecipient whether such
modifications to the scope of the Project are authorized, and if the Subrecipient may proceed.
II. OBLIGATIONS OF THE COUNTY
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A. The County shall reimburse the Subrecipient up to, but not more than,
$61,179 in CDBG-CV funds for the Project for the Subrecipient’s performance of its obligations
under this Agreement. All funds shall be paid in accordance with Section V of this Agreement.
B. The County shall review, within thirty (30) calendar days of receipt from
the Subrecipient, the proposal for the activities and specifications for the Project, as prepared by
the Subrecipient, for compliance with Federal regulations, conformance with state and local
requirements, and the total Project cost estimate, to ensure sufficient funds are available to
complete the Project. If such conditions have been met, the County shall specify in a letter to
the Subrecipient that these conditions have been met, and that the Project activities can
commence.
C. The County may, upon request by the Subrecipient, allow alternate
procurement procedures permitted under 24 CFR Part 84, provided the Subrecipient submits
satisfactory documentation and justification.
D. The County shall conduct periodic inspections of the Project, as may be
required, in the determination of the County, to ensure that the intended activities and group of
beneficiaries of the Project have not changed. Upon completion of the Project, but prior to the
Subrecipient’s acceptance of the Project, the County shall conduct a final inspection of the
Project. If such conditions have been met, the County shall specify in a letter to the Subrecipient
that these conditions have been met.
III. OBLIGATIONS OF THE SUBRECIPIENT
A. The Subrecipient shall provide any and all sums of money in excess of
$61,179, which may be necessary to complete the Project.
B. The Subrecipient shall demonstrate in writing, and to the County’s
satisfaction, that it has the authority, operational ability, and financial resources for providing the
services being provided with CDBG-CV funds under this Agreement prior to award of the Project.
C. Upon completion of the activity plan, the Subrecipient shall submit the
specifications to the County. The County will ensure Federal CDBG requirements have been
adhered to, and review cost estimates to ensure sufficient funds are available. The Subrecipient
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shall obtain a letter from the County specifying these conditions have been met.
D. The Subrecipient may request to utilize alternate procurement procedures
allowed under 24 CFR Part 84, subject to prior approval by the County.
E. The Subrecipient shall give written notice thereof, to include a copy of the
executed contract between the Subrecipient and the vendor, to the County.
F. All proposed changes to the planned activities shall not proceed until prior
written approval has been given by the County. Request for approval of a change of services
provided shall include a narrative description of the work, a cost or price analysis in accordance
with HUD requirements, and a written certification from the Subrecipient that the approval of the
change is consistent with the final cost estimate approved by the County. In addition, the
Subrecipient shall certify that the change is within the scope of the Project and is necessary to
complete the Project.
G. The County has determined that the Project is exempt from the provisions
of the California Environmental Quality Act (CEQA) and the National Environmental Protection
Act (NEPA).
H. Upon completion of the Project, the Subrecipient shall notify the County
so a representative can perform an inspection of the Project to determine that it was completed
in accordance with the scope of work approved and authorized pursuant to this executed
Agreement.
I. Upon approval of Project completion by the County, the Subrecipient shall
provide the County with a resolution of acceptance, or similar documentation, demonstrating that
the Project was completed in accordance with the scope of work approved and authorized
pursuant to this executed Agreement and any approved subsequent amendments and/or
changes, and that the Subrecipient has accepted the Project. Prior to the final request for
payment, the Subrecipient shall also provide the County with a written summary of all Project
work completed with CDBG-CV and other funds.
J. During the contract period, the Subrecipient shall complete and submit
annually on June 1, and upon completion of the Project, a Project Outcome Measurement Report
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(POM) form, a copy of which is attached hereto as Exhibit 1 and incorporated herein by
reference. The POM shall contain the following information for the County’s Federal reporting
purposes to the U.S. Department of Housing and Urban Development (HUD):
1. Total number of households/persons assisted.
2. Number of total households/persons assisted that:
a. Now have new access to this type of service or facility.
b. Now have improved access to this type of service or facility.
c. Now are served by a service or facility that is no longer
substandard.
K. The Subrecipient must inform the County in writing of any program income
generated by the expenditure of CDBG-CV funds. Any program income generated as a result
of the Project must be paid to the County. For purposes of this Agreement, program income is
defined as proceeds received as a result of the CDBG-CV funded activities. If the Subrecipient
contributed financially to the Project, the Subrecipient may retain a share of the program income
in proportion to the Subrecipient's contribution to the Project, after the Subrecipient has provided
a written accounting acceptable to the County.
L. The Subrecipient must obtain prior written approval from the County
before making any modification or change in the services being provided, in whole or in part,
using CDBG funds in excess of $25,000. The Subrecipient shall provide affected citizens with
notice of, and opportunity to comment on, any proposed change to the services being provided
with CDBG funds. These requirements shall continue in effect for five years after the Project is
completed in HUD’s Integrated Disbursement and Information System (IDIS). In the event the
CDBG program is closed out, the requirements of this Section shall remain in effect for activities
funded with CDBG funds, unless action is taken by the Federal government to relieve the
Subrecipient of these obligations.
M. The Subrecipient acknowledges that the County may periodically inspect
the Project to ensure that the services are being provided as described in this Agreement. The
Subrecipient agrees to provide any necessary information to the County to carry out such
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inspections. Furthermore, the Subrecipient 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 Subrecipient shall, and shall cause its consultants, contractors, and
subcontractors to, comply with all applicable State and Federal laws and regulations governing
the Project.
B. Whenever the Subrecipient uses the services of a contractor, the
Subrecipient 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), and all applicable rules and
orders issued hereunder. Compliance will be a condition of the Federal financial assistance
providing under this Agreement, and binding upon the Subrecipient and any of the Subrecipient’s
subcontractors. The Subrecipient certifies and agrees that no contractual or other disability
exists that would prevent compliance with these requirements. The Subrecipient further agrees
to comply with these Section 3 requirements and to include the following language in all
subcontracts executed under this Agreement: “The work to be performed under this Agreement
is a project assisted under a program providing direct Federal financial assistance from HUD and
is subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968,
as amended. Section 3 requires that to the greatest extent feasible opportunities for training and
employment be given to low- and very low- income residents of the project area, and that
contracts for work in connection with the project be awarded to business concerns that provide
economic opportunities for low- and very low-income persons residing the metropolitan area in
which the project is located”. Accordingly, the Subrecipient shall require any subcontractor to
complete and submit documentation prior to award of the contract, and upon Project completion,
that compliance with the Section 3 clause has been met.
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D. Whenever the City receives at least $100,000 for a project from the
County's CDBG Program under this Agreement, the Subrecipient 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 Subrecipient awards a contract using at least $100,000 of such CDBG-CV
funds, the Subrecipient shall require the subcontractors to complete and submit these two (2)
forms described hereinabove to both the Subrecipient and the County.
V. PAYMENT FOR THE PROJECT
A. It is expressly agreed and understood that the total amount to be paid by
the County under this Agreement shall not exceed $61,179. At monthly intervals, the
Subrecipient shall submit a written request to the County for payment of eligible expenses
incurred in accordance with the performance of this Agreement. The request for the County to
make such a payment shall be in accordance with the exemplar Project Pay Request Form,
attached hereto as Exhibit 2 and incorporated herein by reference. The request shall also be
accompanied by a written certification from the Subrecipient 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 for payment shall also be
accompanied by documentation acceptable to the County, such as checks, 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-CV funds
provided in this Agreement for all eligible costs specified herein up to the maximum amount
payable under Section I. Payments may be contingent upon certification of the Subrecipient’s
financial management system in accordance with the standards specified in 24 CFR 84.21.
B. The CARES Act requires that there are adequate procedures in place to
prevent any duplication of benefits, as required by section 312 of the Stafford Act, as amended
by section 1210 of the Disaster Recovery Reform Act of 2018 (division D of Public Law 115-254;
42 U.S.C. 5121 et seq.). Duplication of benefits occurs when Federal financial assistance is
provided to Subrecipient, and Subrecipient has received (or would receive, by acting reasonably
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to obtain available assistance) financial assistance for the same costs from any other source
(including insurance), and the total amount received exceeds the total need for those costs.
Subrecipient is required to certify that every request for payment does not constitute duplication
of benefits. Subrecipient agrees to repay any amount that is determined to be duplicative.
C. Any savings 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-CV funds in the same pro-rata share that
CDBG-CV funds were used in payment of the Project. If the Subrecipient is required to provide
any additional funds toward the Project other than described in this Agreement, any cost savings
shall be first used to reimburse the Subrecipient for its contribution in excess of the total amount
provided by this Agreement.
D. The County shall not be bound by any agreement between the
Subrecipient and its agents.
E. Upon the completion of the Project, the Subrecipient 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 final pay request
shall be in accordance with Exhibit 2. The County shall not be obligated to make any
payments under this Agreement if the request for payment is submitted by the Subrecipient
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
prior to the deadline if the Subrecipient can demonstrate just cause for the delay.
F. The County may withhold payment of the final payment request made by
the Subrecipient, until a final POM and written summary of all Project work completed with
CDBG-CV and other funds have been submitted to the County.
G. All requests for payment and supporting documentation shall be sent to:
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Business Manager
County of Fresno
Department of Public Works and Planning
Financial Services Division
2220 Tulare Street, 6th Floor
Fresno, CA 93721
H. The Subrecipient agrees to comply with 24 CFR 84.21-18, and agrees to
adhere to the accounting and bookkeeping procedures in accordance required therein.
Subrecipient must utilize adequate internal controls and maintain necessary source
documentation for all costs paid with CDBG-CV funds in accordance with the performance of
this Agreement.
I. All records and accounts shall be available for inspection by the County,
the State of California, if applicable, the Comptroller General of the United States, and HUD or
any of their duly authorized representatives at all reasonable times for a period of at least four
(4) years following final payment under this Agreement, or the closure of all other pending
matters, whichever is later. Records shall include but not be limited to: Records providing a full
description of each activity; records documenting compliance with the fair housing and equal
opportunity components; financial records as required by 24 CFR 570.502, and 24 CFR 84.21-
28 and any other records necessary to document compliance. The Subrecipient shall certify
accounts when required or requested by the County.
J. The Subrecipient shall maintain client data demonstrating eligibility for
services provided. Such date shall include, but not be limited to, client name, income level or
other basis for determining eligibility, and description of service. Such information shall be made
available to County monitors or their designees for review upon request. The Subrecipient
understands that client information collected under this contract is private and the use or
disclosure of such information, when not directly connected with the administration of the
Subrecipient’s responsibilities with respect to services provided under this contract, is prohibited,
unless written consent is obtained from such person receiving service.
K. The Subrecipient, as a subrecipient of Federal financial assistance, is
required to comply with the provisions of the Single Audit Act of 1984 (31 U.S.C. Sections 7501
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et seq.), as amended. Whenever the Subrecipient receives CDBG-CV funds from the County
for the Project, a copy of any audit performed by the Subrecipient in accordance with said Act
shall be forwarded to the County Community Development Grants Program Manager within nine
(9) months of the end of any Subrecipient fiscal year in which funds were expended and/or
received for the Project. Failure to perform the requisite audit functions as required by this
paragraph may result in the County performing any necessary audit tasks or, at the County's
option, the County contracting with a public accountant to perform the audit. All audit costs
related to the Subrecipient's failure to perform the requisite audit are the sole responsibility of the
Subrecipient, and such audit work costs incurred by the County shall be billed to the
Subrecipient, as determined by County’s Auditor-Controller/Treasurer-Tax Collector. In the
event the Subrecipient is only required to perform an audit under the provisions of the Act
because the Subrecipient is receiving CDBG-CV funds, the County may perform, or cause to be
performed, the required audit to determine whether funds provided through this Agreement have
been expended in accordance with applicable laws and regulations. Any audit-related costs
incurred by the County under this provision shall be charged to the County CDBG Program. The
Subrecipient agrees to take prompt and appropriate corrective action on any instance of material
non-compliance with applicable laws and regulations.
L. The Subrecipient shall send a copy of the audit to:
Community Development Grants
County of Fresno
Department of Public Works and Planning
Community Development Division
2220 Tulare Street, 6th Floor
Fresno, CA 93721
VI. INDEMNIFICATION
The Subrecipient shall indemnify, defend, and save harmless the County, its
officers, agents, and employees from and against any and all damages, claims, and losses
whatsoever (including attorney’s fees and costs) occurring or resulting to persons, firms, or
corporations furnishing or supplying work, services, materials, or supplies in connection with the
performance of this Agreement, and from any and all damages, claims, and losses (including
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attorney’s fees and costs) occurring or resulting to any person, firm, or corporation for damage,
injury, or death arising out of or connected with the Subrecipient's performance of, or failure to
perform, its obligations under this Agreement. The provisions of this Section VI shall survive the
termination of this Agreement.
VII. TIME OF PERFORMANCE
A. The following schedule shall commence on the date this Agreement is
executed by the County.
1. Complete Specifications and Submit to the County for Review –
January 4, 2021.
2. Complete County Review and Approval of Specifications – February
4, 2021.
3. Begin Processing Applications – February 8, 2021.
B. Evidence of delivery, inspection, and acceptance by the Subrecipient shall
be submitted to the County Community Development Division no later than November 30, 2021.
C. The final POM Report, written summary of all work completed, and request
for final payment shall be submitted to the County no later than January 31, 2022.
D. The Subrecipient shall give immediate written notification to the County
Community Development Division of any events that occur which may affect the above time
schedule and completion date and the time schedule specified in the contract documents, or any
event that may have significant impact upon the Project or affect the attainment of the Project's
objectives. The Director is authorized to make adjustments in the above schedule if, in the
Director's judgment, any delay is beyond the control of the parties involved.
E. Time is of the essence in the Subrecipient’s performance of this
Agreement.
VIII. BREACH OF AGREEMENT
In the event the Subrecipient fails to comply with any of the terms of this Agreement,
the County may, at its option, deem the Subrecipient's failure a material breach of this Agreement,
and utilize any remedies permitted by law that the County deems appropriate. Should the County
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deem a breach of this Agreement material, the County shall immediately be relieved of its
obligations to make further payment as provided herein. Termination of this Agreement due to
breach shall not, in any way whatsoever, limit the rights of the County in seeking 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 accordance with a material breach of this Agreement by the
Subrecipient, this Agreement may also be terminated for convenience by the County in accordance
with state and federal law.
IX. TERMINATION OF PROJECT
A. If the Subrecipient decides to cancel the Project covered by this
Agreement, the Subrecipient shall submit a request in writing to the County Department of Public
Works and Planning, Community Development Division explaining just cause for the request.
The Director is authorized to approve such a request if, in the Director's judgment, there is just
cause for the Project’s cancellation.
B. If the Subrecipient’s request to cancel the Project covered by this
Agreement is approved by the Director, the Subrecipient shall promptly return to the County all
CDBG-CV funds paid pursuant to this Agreement.
X. VENUE; GOVERNING LAW
Venue for any action arising out of or relating to this Agreement shall be only in
Fresno County, California. The rights and obligations of the parties and all interpretation and
performance of this Agreement shall be governed in all respects by the laws of the State of
California.
XI. ENTIRE AGREEMENT
This Agreement constitutes the entire agreement between the Subrecipient and the
County, with respect to the subject matter hereof, and supersedes all previous negotiations,
proposals, commitments, writings, advertisements, publications, and understandings of any nature
whatsoever, unless expressly included in this Agreement.
///
///
1 IN WITNESS WHEREOF , the parties have executed this Agreement on the date set forth
2 on page one of this Agreement.
3
4 CITY OF MENDOTA
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SUBRECI Pl ENT
B~ ~-
City lan~r
ATTEST:
APPROVED AS TO LEGAL FORM :
FUND NO: 0001
SUBCLASS NO : 10000
ORG NO : 7205
ACCOUNT NO : 7885
PROJECT NO : N19471-CV
ACTIVITY CODE : 7307
SW:JA:
COUNTY OF FRESNO
Ernest Buddy Mendes hairman of the
Board of Supervisors of the
County of Fresno
ATTEST :
Bernice E. Seidel
Clerk of the Board of Supervisors
County of Fresno , State of California
By:~~
Deputy
REMIT TO :
City of Mendota
Attention : Cristian Gonzales , City Manager
643 Quince Street
Mendota , CA 93640
Telephone : (559) 655 -4298
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G :17205ComDevl -Agendas-Agreement s\202011 215 _Mendota Internet Co nnecti vi ty CD BG 19471-CV _Agt.docx
Octo be r 5, 202 0
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Exhibit 1
County of Fresno
Project Outcome Measurement Report
G:\7205ComDev\~Agendas-Agreements\2020\1215_Mendota Internet Connectivity CDBG 19471-CV_Agt.docx
October 2, 2020
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, the County requests 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: ______________________________________________
Exhibit 2
Project Pay Request
G:\7205ComDev\~Agendas-Agreements\2020\1215_Mendota Internet Connectivity CDBG 19471-CV_Agt.docx
October 2, 2020
Date
Business Manager
County of Fresno
Department of Public Works and Planning
Financial Services Division
2220 Tulare Street, 6th Floor
Fresno, CA 93721
Subject: Request for Payment, CDBG-CV Project No. _________
<District Name>
<Project Title>
In accordance with the executed Agreement for the above-referenced project, the <District
Name> is requesting payment of $_______ for project costs.
The District certifies that this request for payment is consistent with the amount of work that
has been completed to date, performed in accordance with the construction contract
documents and the executed Agreement, and as evidenced by the enclosed invoices and
supporting documents. The District also certifies that this request does not constitute a
duplication of benefits under federal requirements as described in Section V, Paragraph B of
the Agreement.
Payee Invoice # Amount
Sincerely,
<District Manager>
<District Name>
Enclosure(s)