GRANT AGREEMENT FOR
THE YOUNG WOMEN’S CHRISTIAN ASSOCIATION OF SONOMA COUNTY, CALIFORNIA This Agreement is made this _____ day of ________, 2022 by and between the CITY OF SANTA ROSA (CITY) and THE YOUNG WOMEN’S CHRISTIAN ASSOCIATION OF SONOMA COUNTY, a California non-profit corporation (CONTRACTOR).
RECITALS
A. CONTRACTOR currently administers the YWCA Safe House (PROGRAM) which provides shelter for survivors of domestic violence who are Sonoma County residents.
B. Starting in Calendar Year 2019 and continuing through Fiscal Year 2021/2022, CITY provided funding to CONTRACTOR for administration of the PROGRAM through a series of Professional Services Agreements, Grants, and Amendments.
C. CITY desires to continue funding PROGRAM to benefit the residents of the City of Santa Rosa.
D. CITY wishes to fund the PROGRAM, using Federal American Rescue Plan Act (ARPA) and local funds.
E. The parties have negotiated upon the terms pursuant to which CONTRACTOR will provide services under this Agreement and CITY will fund the services and have herein reduced such terms to writing.
AGREEMENT
1. SCOPE OF SERVICES
CONTRACTOR shall, in a manner satisfactory to CITY, perform the scope of services described in Exhibit A (“Scope of Services”).
2. TERM OF AGREEMENT
The term of this Agreement shall commence on July 1, 2022, and continue in effect until terminated as provided herein.
3. GRANT
A. Notwithstanding any other provision of this Agreement, Program funding from CITY to CONTRACTOR shall not exceed Fifty Thousand and no/100 Dollars ($50,000) for the period July 1, 2022 to June 30, 2023. The City’s Chief Financial Officer is authorized to pay all proper claims under this Agreement from Fund 1209 and Key 340707.
Exhibit B
B. Payments by CITY to CONTRACTOR shall be made quarterly in arrears on the basis of the Budget in Exhibit B and upon the proper documentation of expenditures. CITY and CONTRACTOR intend to execute amendments to this Agreement to fund the PROGRAM and revise the Budget for subsequent years while this Agreement is in effect, subject to the appropriation of funding by COUNCIL. On or before the tenth day of each month, CONTRACTOR shall submit an invoice to CITY for the prior month. The Director of the Department of Housing and Community Services or designee (DIRECTOR) will review each invoice and may deny reimbursement where: 1) an expenditure is questionable or improperly documented; or 2) CONTRACTOR has not provided PROGRAM services. Invoices submitted after 30 days shall include acceptable written justification for the delay.
C. In addition to the rights of CITY under subsection B, above, in the event that the DIRECTOR determines that CONTRACTOR is not fully providing the PROGRAM services identified in Exhibit A, he shall have the right to reduce the grant award, unless the failure to provide services is beyond CONTRACTOR’s control. The exercise by the DIRECTOR of CITY’s rights under this provision shall not be construed as a waiver by CITY of any other right or remedy.
4. INSURANCE
CONTRACTOR shall maintain in full force and effect all of the insurance coverage described in, and in accordance with, Attachment One, “Insurance Requirements” which is attached hereto and hereby incorporated and made part of this Agreement by this reference. Maintenance of the insurance coverage as set forth in Attachment One is a material element of this Agreement and a material part of the consideration provided by CONTRACTOR in exchange for CITY’s agreement to make the payments prescribed hereunder. Failure by CONTRACTOR to (i) maintain or renew coverage, (ii) provide CITY notice of any changes, modifications, or reductions in coverage, or (iii) provide evidence of renewal, may be treated by CITY as a material breach of this Agreement by CONTRACTOR, whereas CITY shall be entitled to all rights and remedies at law or in equity, including but not limited to immediate termination of this Agreement. Notwithstanding the foregoing, any failure by CONTRACTOR to maintain required insurance coverage shall not excuse or alleviate CONTRACTOR from any of its other duties or obligations under this Agreement. In the event CONTRACTOR, with approval of CITY pursuant to Section 10 below, retains or utilizes any subcontractors or sub-consultants in the provision of any services under this Agreement, CONTRACTOR shall assure that any such subcontractor has first obtained, and shall maintain, all of the insurance coverage requirements set forth in the Insurance Requirements in Attachment One.
5. INDEMNITY/LIABILITY
CONTRACTOR shall, to the fullest extent permitted by law, indemnify, protect, defend and hold harmless CITY, and its employees, officials and agents (“Indemnified Parties”) from all claims, demands, costs or liability (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, interest, defense costs, and expert witness fees),
that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of CONTRACTOR, its officers, employees, volunteers or agents, in said performance of services under this Agreement, excepting only liability arising from the sole negligence, active negligence or intentional misconduct of CITY. If there is a possible obligation to indemnify, CONTRACTOR’S duty to defend exists regardless of whether it is ultimately determined that there is no obligation to indemnify.
6. INDEPENDENT CONTRACTOR
The parties intend that CONTRACTOR, in performing services herein specified, shall act as an independent contractor and shall have control of its work and the manner in which it is performed. It shall be free to contract for similar services to be performed for other employers while it is under contract with CITY. CONTRACTOR is not to be considered an agent or employee of CITY and is not entitled to participate in any pension plan, medical, or dental plans, or any other benefit provided by CITY for its employees.
7. SUCCESSORS AND ASSIGNS
CITY and CONTRACTOR each binds itself, its partners, successors, legal representatives, and assigns to the other party to this Agreement and to the partners, successors, legal representatives and assigns of such other party with respect to all promises and agreements contained herein.
8. FINANCIAL REQUIREMENTS/AUDITS/REPORTING
A. CONTRACTOR shall be accountable to CITY for all funds requested by and disbursed to CONTRACTOR under this Agreement.
B. CONTRACTOR shall maintain a full set of books on a double entry basis in accordance with generally accepted accounting principles (GAAP), procedures, and regulations as deemed necessary by CITY. Such records shall be maintained by qualified personnel and completed in a timely manner.
C. CONTRACTOR shall, at all times during normal business hours and as often as CITY and the State of California may deem necessary, make available to their representatives for examination, all of CONTRACTOR’s records with respect to all matters covered by this Agreement and shall permit these representatives to audit, examine and make excerpts or transcripts from such records, and to make audits of all documents and conditions relating to this Agreement.
D. CONTRACTOR shall permit and facilitate observation and inspection of PROGRAM services and records at CONTRACTOR'S principal office and work site by CITY, its employees, auditors, representatives, and public authorities during reasonable business hours.
E. CONTRACTOR shall either establish a separate bank account for all funding received from CITY under this Agreement or practice full fund accounting.
CONTRACTOR shall not commingle the funds provided under this Agreement with any
other funds, revenue or monies.
F. Authorized representatives of CITY shall perform fiscal monitoring of CONTRACTOR'S record keeping and reporting to assure compliance with this Agreement.
G. CONTRACTOR shall maintain all records related to the performance of this Agreement during the term of this Agreement and for a period of five (5) years after completion of all services hereunder.
9. BUDGET
Any requested modification to the line items of the Budget shall be reviewed and approved by the DIRECTOR prior to the expenditures of funds detailed in the modification. Budget modifications shall not alter: 1) the Scope of Services; or 2) the total grant award under Section 3.
10. SUBCONTRACTS
A. Any subcontract funded under this Agreement shall be submitted to the DIRECTOR for review and approval prior to its execution.
B. Any subcontract funded under this Agreement shall be subject to the terms and conditions of this Agreement.
11. CONFLICT OF INTEREST
A. Section 42 of the City Charter and the CITY’s Conflict of Interest Code expressly apply to this Agreement. CONTRACTOR shall be responsible for ensuring compliance with this provision.
B. CONTRACTOR shall inform DIRECTOR of staffing changes at the executive/management level and changes in the membership of its Board of Directors within 30 days of such changes.
12. PUBLICITY
During the term of this Agreement and for one year thereafter, CONTRACTOR shall acknowledge CITY’s contribution to the PROGRAM in all publicity regarding the PROGRAM, including but not limited to, website and social media, flyers, press releases, posters, brochures, public service announcements, interviews, and newspaper articles .
The words "City of Santa Rosa” shall be explicitly stated in any and all pieces of publicity, with respect to the PROGRAM.
Upon request, CITY staff shall assist CONTRACTOR in generating publicity for the PROGRAM. CONTRACTOR agrees to cooperate with CITY staff in any CITY generated publicity or promotional activities related to the PROGRAM.
13. RELIGIOUS ACTIVITY PROHIBITED
CONTRACTOR agrees that the Grant Amount will not be used for religious activities, to promote religious interests, or for the benefit of a religious organization.
14. FIXED ASSETS
For purposes of this Agreement, a fixed asset is any physical item, excluding real property, having a cost in excess of $300.00 and a usable life of three years or more.
CONTRACTOR’S annual report to C ITY shall include invoices and receipts of payment for all fixed assets purchased. If at any time CONTRACTOR discontinues the PROGRAM, at any time during or after the Agreement period, all fixed assets purchased or acquired by CONTRACTOR having a cost in excess of $300.00 and a usable life of one year or more revert back to CITY.
15. NONSOLICITATION CLAUSE
CONTRACTOR warrants that it has not employed or retained any company or persons, other than a bona fide employee working solely for CONTRACTOR, to solicit or secure this Agreement and that it has not paid or agreed to pay any company or person other than a bona fide employee working solely for CONTRACTOR, any fee, commission, percentage, brokerage fee, gifts, or any other consideration, contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, CITY shall have the right to rescind this Agreement without liability or, at its discretion, reduce the grant award under this Agreement, or otherwise recover the full amount of such fee, commission, percentage brokerage fee, gift or contingent fee.
16. PUBLICATION RIGHTS COPYRIGHTS AND DATA OWNERSHIP
A. The copyright to any reports, papers, forms, or other materials or documents that are created in connection with the services performed under this Agreement shall vest in CITY unless otherwise authorized in writing by CITY.
B. All reports, documents, forms, photographs, maps, data and any other materials developed, collected or prepared by CONTRACTOR pursuant to this Agreement shall be the exclusive property of CITY unless written waiver is executed by CITY.
C. Publication rights to any documents or materials produced are to be reserved by CITY.
D. Both written and oral releases are considered to be within the context of publication. However, there is no intention to limit discussion of the study with small technical groups or lectures to employees or students. Lectures to other groups which describe the PROGRAM but disclose neither data nor results are permissible without advance approval.
E. CITY reserves a royalty-free nonexclusive and irrevocable right to reproduce, publish or otherwise use, and to authorize others to use the work developed pursuant to
this Agreement, for governmental purposes.
17. PROGRAM MONITORING AND EVALUATION
A. Purpose
CONTRACTOR shall be monitored and evaluated in terms of its effectiveness and timely compliance with the provisions of this Agreement and the effective and efficient achievement of PROGRAM objectives.
CONTRACTOR shall appoint a representative to be available to CITY for consultation and assistance during the performance of this Agreement.
CONTRACTOR shall undertake continuous quantitative and qualitative evaluation of the Scope of Services and shall make written quarterly reports to CITY utilizing the Quarterly Status Report form in Exhibit C. CONTRACTOR shall submit quarterly reports to CITY by October 10, January 10, April 10, and July 10, as more fully set forth in Exhibit C. The quarterly reports shall be compiled into an annual cumulative report submitted to CITY by CONTRACTOR at the end of the fiscal year, no later than July 31st.
B. Responsibilities of CITY
CITY shall monitor and evaluate the PROGRAM.
C. Responsibilities of CONTRACTOR
CONTRACTOR shall submit quarterly reports, substantiating that the PROGRAM is operating in compliance with all the requirements of this Agreement. In the event financial or reporting issues are identified by CITY or through a compliance review by CITY, CONTRACTOR may be required to reimburse the CITY for funds that were expended on ineligible activities.
18. FAIR HOUSING AND EQUAL OPPORTUNITY CERTIFICATIONS
A. Civil Rights Act of 1964 (Title VI)
Title VI of the Civil Rights Act of 1964 (42 USC 2000d et seq.; P.L. 88-352) and regulations pursuant thereto (Title 24 CFR 1) states that no person in the United States shall, on the basis of race, color, or national origin, be excluded from participation in, be denied the benefits of, or otherwise be subjected to discrimination under any program or activity receiving financial assistance extended to CONTRACTOR. This assurance shall obligate CONTRACTOR, or in the case of an transfer, the transferee, for a period during which the real property and structure(s) are used for a purpose for which the financial assistance is extended or for another purpose involving the provision of similar services or benefits.
B. Fair Housing Act of 1968
The Fair Housing Act (42 USC 3601-3620; P.L. 90-284) states that it is the policy of the United States to provide, within constitutional limitations, for fair housing throughout the United States and prohibits any person from discriminating in the sale or rental of housing, the financing of housing, or the provision of brokerage services, including in any way making unavailable or denying a dwelling to any person, because of race, color, religion, sex, national origin, handicap, or familial status. CONTRACTOR shall administer all programs and activities assisted under this agreement in a manner to affirmatively further the policies of the Fair Housing Act.
C. Executive Order 11063 – Equal Opportunity in Housing
Executive Order 11063, as amended by Executive Order 12259, and regulations pursuant thereto (24 CFR 107), prohibits discrimination because of race, color, creed, sex, or national origin in the sale, leasing, rental, or other disposition of residential property and related facilities (including land to be developed for residential use), or in the use or occupancy thereof.
D. Section 109 of the Housing and Community Development Act of 1974
Section 109 of the Housing and Community Development Act of 1974 states that no person in the United States shall, on the basis of race, color, national origin, or sex be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity funded in whole or in part with funds made available under this title.
Section 109 further provides that any prohibition against discrimination on the basis of age under the Age Discrimination Act of 1975 (42 USC 6101 et seq.) or with respect to an otherwise qualified handicapped person as provided in Section 504 of the Rehabilitation Act of 1973 (29 USC 794) shall also apply to any program or activity funded in whole or in part with funds made available pursuant to Section 109.
E. Executive Order 13166 – Limited English Proficiency
The Limited English Proficiency (LEP) Guidelines, based upon Title VI of the Civil Rights Act of 1964 (24 CFR 1.4, Executive Order 13166) requires recipients of federal funding to provide language translation or interpreter services to its clients and potential clients who are limited in English proficiency.
A person with Limited English Proficiency (LEP) is a person who does not speak English as their primary language and who has a limited ability to read, write, speak, or understand English. Affirmative steps must be taken to communicate with people who need services or information in a language other than English. A policy must be developed to serve applicants, participants, and persons eligible for housing assistance and support services.
CONTRACTOR must analyze the various kinds of contacts it has with the public
to assess language needs and decide what reasonable steps should be taken. In order to determine the level of access needed by LEP persons, the following four factors must be balanced:
1. The number or proportion of LEP persons eligible to be served or likely to be applying for Program services;
2. The frequency with which LEP persons utilize these programs and services;
3. The nature and importance of the Program, activity, or service provided; and
4. The benefits from providing LEP services and the resources available and costs to the CONTRACTOR for those services.
Balance these four factors will ensure meaningful access by LEP persons to critical services while not imposing undue burdens on the CONTRACTOR.
CONTRACTOR shall develop and implement a LEP policy consistent with the above guidelines and provide CITY with copies of its LEP policy.
F. Section 504 of the Rehabilitation Act of 1973 and Americans with Disabilities Act of 1990
Section 504 of the Americans with Disabilities Act of 1973, as amended, prohibits discrimination based on handicap in assisted Programs and activities. In performance of this Agreement, CONTRACTOR shall perform all services described herein in compliance with all applicable federal, state, and local laws, regulations, an ordinances, including, but not limited to, the Rehabilitation Act of 1973 (29 USC 794) and the Americans with Disabilities Act (ADA) of 1990 (42 USC 1201, et seq.), and any regulations or guidelines issued pursuant to the ADA which generally prohibit discrimination against individuals with disabilities and may require reasonable accommodation.
G. Age Discrimination Act of 1975
The Age Discrimination Act of 1975, as amended, prohibits discrimination because of age in programs and activities receiving financial assistance.
H. Executive Orders 11625, 12432, 12138 – Minority and Women Owned Business Opportunities
These Executive Orders state that Program participants shall take affirmative action to encourage participation by businesses owned and operated by minority groups and women.
19. DRUG-FREE WORKPLACE
CONTRACTOR acknowledges that pursuant to the Federal Drug-Free Workplace Act of 1989, the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited on CONTRACTOR’S premises.
CONTRACTOR agrees that any violation of this prohibition by CONTRACTOR, its employees, agents, or assigns will be deemed a material breach of this Agreement.
20. ASSIGNMENT
CONTRACTOR shall not assign any rights or duties under this Agreement to a third party without the express written consent of CITY.
21. MODIFICATION
This Agreement shall not be modified except in writing executed by both parties.
The DIRECTOR is authorized to approve and execute amendments to this Agreement on behalf of CITY.
22. TERMINATION OF AGREEMENT
CITY may terminate this Agreement for convenience upon ten (10) days’ written notice to CONTRACTOR. Upon such notice, CONTRACTOR shall immediately suspend all services under this Agreement.
CITY may terminate this Agreement immediately for cause, which shall include as example but not as a limitation:
A. Failure, for any reason, of CONTRACTOR to fulfill, in a timely and proper manner, its obligations under this Agreement including compliance with CITY, State, and Federal laws and regulations and applicable directives;
B. Failure to meet the performance standards contained in other sections of this Agreement;
C. Improper use or reporting of funds provided under this Agreement;
D. Suspension, termination or modification of any of the grants upon which CITY planned to fund this Agreement;
E. Any event, (whether natural, social, political or financial) which is beyond the control of CITY and which results in a change in the funds available to CITY, or which triggers a need by CITY to reallocate funding to CONTRACTOR.
F. In connection with the provisions of subsections D and E, above, CONTRACTOR understands that CITY has based its overall allocation of funds to CONTRACTOR and to other recipients on an assumed level of contribution from outside sources and on the basis of current budgeting requirements. It is therefore agreed that during the term of this Agreement, should all or any part of the funding available to CITY be reduced in any amount whatsoever, or should CITY be faced with unusual or unexpected natural, social, political or financial events which diminish CITY's ability to fund agreements with CONTRACTOR and other recipients, or which events generate additional needs in the community, then CITY shall have the right to review and reallocate the amount of funding to be advanced to CONTRACTOR under this Agreement. There is no requirement that such reallocation and reduction, if any, be proportionate among the various recipients under contract with CITY. On any of the occurrences described above, CITY may terminate all or any part of the remaining funding due to
CONTRACTOR under this Agreement. CITY shall have the sole discretion to determine whether there is a need to reallocate or terminate funding to CONTRACTOR, as well as the sole discretion to determine the amount of the reduction and reallocation.
Should such a reduction in funding occur, CITY shall notify CONTRACTOR as soon as reasonably practicable after CITY has made the determination of the need to reconsider its funding allocation. Should there be a modification of this Agreement; the modification shall take effect upon notice from CITY to CONTRACTOR in writing. All other terms and conditions of the Agreement shall remain in effect.
In no event shall CITY be obligated to fund any part of this Agreement from CITY's own financial resources.
23. LAWS, REGULATIONS, FEES, TAXES
A. CONTRACTOR shall carry out its responsibilities pursuant to this Agreement in accordance with all applicable Federal, State and Local laws and all policies, procedures, regulations and requirements as the federal government, State, and CITY from time to time prescribe.
B. CONTRACTOR shall comply with Title VI of the Civil Rights Act of 1964 (24 CFR §§ 1 et seq.) which states that no person shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance.
C. CONTRACTOR shall pay all fees and taxes as required by law.
24. NOTICES
Except as otherwise specifically provided in this Agreement, any notice, submittal or communication required or permitted to be served on a party hereto, may be served by personal delivery to the person or the office of the person identified below. Service may also be made by mail, by placing first-class postage affixed thereto, and addressed as indicated below, and depositing said envelope in the United States mail to:
CITY: CONTRACTOR:
Department of Housing and Community
Services
YWCA Sonoma County
PO Box 3506
90 Santa Rosa Avenue Santa Rosa, California 95402
Santa Rosa, California 95404
25. ENTIRE AGREEMENT
This agreement is the entire Agreement between the parties.
26. INCORPORATION OF ATTACHMENT AND EXHIBITS
The attachment and exhibits to this Agreement are incorporated and made part of this Agreement, subject to the terms and provisions herein.
27. SIGNATURES REQUIRED FOR CORPORATIONS
If this Agreement is entered into by a corporation, it shall be signed by two corporate officers, one from each of the following two groups: a) the chairman of the board, president or any vice-president; b) the secretary, any assistant secretary, chief financial officer, or any assistant treasurer. The title of the corporate officer shall be listed under the signature.
28. COUNTERPARTS AND ELECTRONIC SIGNATURES
This Agreement and future documents relating thereto may be executed in two or more counterparts, each of which will be deemed an original and all of which together constitute one Agreement. Counterparts and/or signatures delivered by facsimile, pdf or CITY -approved electronic means have the same force and effect as the use of a manual signature. Both CITY and CONTRACTOR wish to permit this Agreement and future documents relating thereto to be electronically signed in accordance with applicable federal and California law. Either Party to this Agreement may revoke its permission to use electronic signatures at any time for future documents by providing notice pursuant to the Agreement. The Parties agree that electronic signatures, by their respective signatories are intended to authenticate such signatures and to give rise to a valid, enforceable, and fully effective Agreement. The CITY reserves the right to reject any signature that cannot be positively verified by the CITY as an authentic electronic signature.
29. FEDERAL PROVISIONS
CONTRACTOR shall comply with the provisions in Exhibit D to this Agreement.
In the event of a conflict between any provision in Exhibit D and any other provision of this Agreement, the more stringent provision shall control and prevail.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of this date and year first above written.
Attachments:
Attachment One: Insurance Requirements
EXHIBIT A: SCOPE OF SERVICES
EXHIBIT B: BUDGET
EXHIBIT C: QUARTERLY STATUS REPORT
EXHIBIT D: FEDERAL PROVISIONS
CONTRACTOR
YWCA Sonoma County
By _______________________________
Name ____________________________
Title _____________________________
Taxpayer ID #______________________
By _______________________________
Name ____________________________
Title _____________________________
CITY OF SANTA ROSA
A Municipal Corporation
By ______________________________
Name: Megan Basinger
Title: Housing & Community Services
Director
ATTEST__________________________
City Clerk
APPROVED AS TO FORM
By______________________________
Office of the City Attorney
Attachment One Insurance Requirements
Form approved by the City Attorney 4-14-14
ATTACHMENT ONE
INSURANCE REQUIREMENTS
A. Insurance Policies: Grantee shall, at all times during the terms of this Agreement, maintain and keep in full force and effect, the following policies of insurance with minimum coverage as indicated below and issued by insurers with AM Best ratings of no less than A-:VI or otherwise acceptable to the City.
Insurance
Minimum
Coverage Limits
Additional Coverage Requirements
1. Commercial
general liability
$ 1 million per
occurrence
Coverage must be at least as broad as ISO CG
00 01 and must include completed operations
coverage. If insurance applies separately to a
project/location, aggregate may be e qual to per
occurrence amount. Coverage may be met
by a combination of prima ry and umbrella
or excess insurance but umbrella and
excess shall provide coverage at least as
broad as specified for underlying coverage.
Coverage shall not exclude subsidence.
$ 2 million
aggregate
2. Business auto
coverage
$ 1 million ISO Form Number CA 00 01 covering any auto
(Code 1 ), or if Grantee has no owned autos,
hired, (Code 8) and non-owned autos (Code 9),
with limit no less than $ 1 million per accident
for bodily injury and property damage.
3. Professional liability
(E&O)
$ 1 million per
claim
Grantee shall provide on a policy form
appropriate to profession. If on a claims made
basis, Insurance must show coverage date
prior to start of work and it must be maintained
for three years after completion of work.
$ 1 million
aggregate
4. Workers’
compensation and
employer’s liability
$ 1 million As required by the State of California, with Statutory Limits and Employer’s Liability
Insurance with limit of no less than $ 1 million
per accident for bodily injury or disease . The
Workers’ Compensation policy shall be
endorsed with a waiver of subrogation in favor
of the City for all work performed by the
Grantee, its employees, agents and
subcontractors.
B. Endorsements:
1. All policies shall provide or be endorse d to provide that c overage shall not be canceled, except after prior written notice has been provided to the City in accordance with the policy provisions.
2. Liability, umbrella and excess policies shall provide or be endorsed to provide the
Attachment One Insurance Requirements
Form approved by the City Attorney 4-14-14
following:
a. For any claims related to this project, Grantee’s insurance coverage shall be primary and any insurance or self -insurance maintained by City shall be excess of the Grantee’s insurance and shall not contribute with it; and, b. The City of Santa Rosa, its off icers, agents, employees and volunteers are to be cove red as additional insureds on the CGL policy. General liability coverage can be provided in the form of an endorsement to Grantee’s insurance at least as broad as ISO Form CG 20 10 11 85 or if not available, through the addition of both CG 20 10 and CG 20 37 if a later edition is used.
C. Verification of Coverage and Certificates of Insurance: Grantee shall furnish City with original certificates and endorsements effecting coverage required above.
Certificates and endorsements shall make reference to polic y numbers. All certificates and endorsements are to be received and approved by the City before work commences and must be in effect for the duration of the Agreement. The City reserves the right to require complete copies of all required policies and endorsements.
D. Other Insurance Provisions:
1. No policy required by this Agreement shall prohibit Grantee from waiving any right of recovery prior to loss. Grantee hereby waives such right with regard to the indemnitees.
2. All insurance coverage amounts provide d by Grantee and available or applicable to this Agreement are intended to apply to the full extent of the policies. Nothing contained in this Agreement limits the application of such in surance coverage.
Defense costs must be paid in addition to coverage amounts.
3. Policies containing any self -insured retention (SIR) provision shall provide or be endorsed to provide that the SIR may be satisfied by either Grantee or City. Self- insured retentions above $10,000 must be approved by City. At City’s option, Grantee may be required to provide financial guarantees.
4. Sole Proprietors must provide a representation of their Workers’ Compensation Insurance exempt status.
5. City reserves the ri ght to modify these insurance requirements while this Agreement is in effec t, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.
EXHIBIT A: SCOPE OF SERVICES
Contractor shall do the following:
1. Exclusively use City of Santa Rosa (“City”) payments to Contractor under Exhibit B (Compensation) to continue to fund five (5) beds at the YWCA Safe House for survivors of domestic violence for one Program Year commencing July 1, 2022 and ending June 30, 2023.
2. City payments shall cover the entire cost of intervention, prevention, and treatment services offered through the YWCA Safe House, including access to long-term support for up to one (1) year, but not beyond the termination date of this Agreement, through the Encore Aftercare Program (also known as the "Adobe Program"), which is a two-year supportive services program focused on continuing the healing process that clients started at the Safe House to create a life free of violence through counseling, support services, and family advocacy.
3. Ensure that YWCA Safe House clients receive the following intervention and treatment services:
a. Safe Shelter
b. Family/Case Management Services
c. Legal advocacy with obtaining a temporary restraining order and a referral for a 30-minute consultation with a domestic violence attorney
d. Court Accompaniment
e. Individual therapy sessions while in the safe house, with access to continued support for up to one (1) year (but not beyond the termination date of this Agreement) f. Daily advocacy support - domestic violence support group, safety and financial planning, parenting, and housing search assistance.
4. By the due dates noted below, prepare and submit to City the Quarterly Status Report (Exhibit C).
5. This requirement for preparation and submission of the Quarterly Report shall survive termination of this Agreement.
6. Separate from the Quarterly Reports, prepare and submit to City any other reports as City may reasonably require.
7. Quarterly Reporting Term and Due Dates:
Report Period Covered in Program Year Due Date
Quarter 1: July 1, 2022 – September 30, 2022 October 10, 2022
Quarter 2: October 1, 2022 – December 31, 2022 January 10, 2023 Quarter 3: January 1, 2023 – March 31, 2023 April 10, 2023 Quarter 4: April 1, 2023 – June 30, 2023 July 10, 2023
EXHIBIT B: BUDGET
City shall pay Contractor quarterly upon receipt of the Quarterly Report as required by Exhibit A - Scope of Services.
Quarter 1
July 1 –
September 30
Quarter 2
October 1 –
December 31
Quarter 3
January 1 –
March 31
Quarter 4
April 1 –
June 30
# of beds 5 5 5 5
Compensation per
Quarter $12,500.00 $12,500.00 $12,500.00 $12,500.00
# of adults received individual therapy or peer counseling:
# of children received individual therapy or peer counseling:
# of adults attended support group:
% of participants safely housed without abuser upon exit:
% of participants safely housed to permanent housing location without abuser upon exit:
% of adults employed:
Narrative re outreach conducted or other information pertinent to the quarter:
Submitted by:
Print name:
Date:
Exhibit C: Quarterly Status Report
YWCA Safe House/Encore Programs
City of Santa Rosa Quarterly Reporting Form
Quarter #:
Quarter End Date:
Safe House/Encore Demographics
Total # of Safe House clients served:
# of Safe House adults served:
# of Safe House children served:
Total # of Encore Clients Served:
Total # of Beds:
Total # of Bed Nights:
Utilization Data
% of clients with permanent restraining order:
Exhibit D
FEDERAL PROVISIONS
Section 1. Financial Requirements/Audits/Reporting
a. Contractor shall adhere to all applicable requirements set forth and defined in 24 CFR § 85.20 and 24 CFR § 84.21-28 as amended by 24 C.F.R § 570.502.
b. Contractor shall be accountable to City for all funds requested by and disbursed to Contractor under this Agreement.
c. Contractor shall maintain a full set of books on a double entry basis in accordance with generally accepted accounting principles (GAAP), procedures, and regulations as deemed necessary by City. Such records shall be maintained by qualified personnel and completed in a timely manner.
d. Contractor shall, at all times during normal business hours and as often as City, the State of California, the U.S. Department of Housing and Urban Development (HUD), and the Comptroller General of the United States may deem necessary, make available to their representatives for examination, all of Contractor's records with respect to all matters covered by this Agreement and shall permit these representatives to audit, examine, and make excerpts or transcripts from such records, and to make audits of all documents and conditions relating to this Agreement. All costs are subject to the eligibility requirements of HUD.
e. Contractor shall comply with the audit requirements contained in the Single Audit Act Amendments of 1996, revised OMB Circular A-133, "Audits of States, Local Governments, and Non-Profit Organizations," and 2 CFR 200.514 - Audit Requirements.
f. Contractor shall permit and facilitate observation and inspection of Program services and records at Contractor's principal office and work site by City, its employees, auditors, representatives, and public authorities during reasonable business hours.
g. Contractor shall either establish a separate bank account for all funding received from City under this Agreement or practice full fund accounting.
Contractor shall not commingle the funds provided under this Agreement with any other funds, revenue, or monies.
h. Authorized representatives of City shall perform fiscal monitoring of Contractor's record keeping and reporting to assure compliance with this Agreement.
i. Any funds received as return of costs or as income generated from activities funded by the Agreement are the property of City and are to be transmitted to City promptly, unless there is a written agreement with City approving the use of these funds. Reimbursed costs or Program income shall be used prior to the advancement of additional funds pursuant to this Agreement and, further, shall be used for Community Development Block Grant (CDBG) program-eligible purposes.
j. Contractor shall maintain all records related to the performance of this Agreement during the term of this Agreement and for a period of five (5) years after completion of all services hereunder.
Section 2. Budget
Any requested modification to the line items of the Budget shall be reviewed and approved by the Director of Housing & Community Services, or designee, as per 2 CFR 200.308 - Revision of Budget and Program Plans - prior to the expenditures of funds detailed in the modification.
Budget modifications shall not alter: 1) the Scope of Services; or 2) the total compensation under Section 2.
Section 3. Subcontracts
a. Any subcontract funded under this Agreement shall be submitted to the Director of Housing & Community Services, or designee,for review and approval prior to its execution.
b. In the event Contractor is a private nonprofit or neighborhood based nonprofit organization, or a local development or small business investment corporation, Contractor is required to comply with the procurement procedures of OMB Circular A- 122 (incorporated herein by reference) and 2 CFR 200.317-200.326 - Procurement Standards for the procurement of supplies and services in connection with activities funded under this Agreement.
c. Any subcontract funded under this Agreement shall be subject to the terms and conditions of this Agreement, including Appendix II of 2 CFR, Part 200 - Contract Provisions for Non-Federal Entity Contracts Under Federal Awards.
Section 4. Conflict of Interest
a. In addition to the conflict of interest requirements in OMB Circular A-102 and 24 CFR
85.36 (b)(3), no person who is an employee, agent, Contractor, officer, or elected or appointed official of Contractor or a Program sponsor and who exercises or has exercised any functions or responsibilities with respect to assisted activities, or who is 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 the activity, or have an interest in any contract, subcontract, or agreement with respect thereto, or the proceeds thereunder, either for himself or herself or for those with whom he or she has family or business ties, during his or her tenure or for one year thereafter.
b. No member of, or delegate to, the Congress of the United States shall be permitted to share, or take part in this Agreement or in any benefit arising therefrom.
c. No employee or officer of City, no member of Council, and no other public official of City who exercises any functions or responsibilities with respect to City's Public Service Providers Program during his/her tenure, or for one year thereafter, shall have any interest, direct or indirect, in any contract or subcontract, or the proceeds thereof, for work to be performed in connection with this Agreement. Employees of City may participate in this Program subject to waivers by HUD. Contractor shall be responsible for obtaining compliance with this provision.
d. Individuals associated with the Contractor's agency are prohibited from using positions with City for a purpose that is or gives the appearance of being motivated by a desire for private gain for themselves or others, particularly with those with whom they have family, business, or other ties.
e. Contractor shall inform Director of staffing changes at the executive/management level and changes in the membership of its Board of Directors within 30 days of such changes.
f. Compliance with Lobbying Provisions: In addition to, and not in substitution for, other provisions of this Agreement regarding the provision of services with the funds, Contractor agrees to the following provisions pursuant to the Housing and Community Development Act of 1992.
i. No federally appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, or the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement.
ii. None of the funds, materials, property, or services provided directly or indirectly under this Agreement shall be used for any partisan political activity, to further the election or defeat of any candidate for public office, or to support or defeat legislation pending before Congress.
iii. Contractor shall require that the language of this section be included in all subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements and that all subrecipients shall certify and disclose accordingly. This is a material representation of fact upon which reliance was placed when this Agreement was made.
iv. Not more than one member of an immediate family shall be employed by Contractor or a component thereof directly or indirectly receiving HUD funds. For purposes of this provision, immediate family shall include husband, wife, brothers, sisters, children, and parents (both legal parents and step-parents). If Contractor has any doubt as to its compliance with this requirement, it shall submit a written request to City for clarification and advice as to the proper course of action to be taken. Where noncompliance is found, City shall have the right, upon discovering such noncompliance, to order Contractor to dismiss one or as many of its employees as are required to restore compliance with this requirement.
Section 5. Religious Activity Prohibited
Contractor agrees that the Grant Amount will not be utilized for religious activities, to promote religious interests, or for the benefit of a religious organization per the federal regulations set forth in 24 CFR § 570.200U.
Section 6. Program Monitoring and Evaluation
a. Purpose
Contractor shall be monitored and evaluated in terms of its effectiveness and timely compliance with the provisions of this Agreement and Community Development Block Grant regulations incorporated herein and the effective and efficient achievement of Program objectives.
Contractor shall appoint a representative to be available to City for consultation and assistance during the performance of this Agreement.
Contractor shall undertake continuous quantitative and qualitative evaluation of the Scope of Services and shall make written quarterly reports to City utilizing the Quarterly Status Report form in Exhibit C-2. The quarterly reports shall be submitted to City by October 10, January 10, April 10, and July 10, as more fully set forth in Exhibit C-2. The quarterly reports shall be compiled into an annual cumulative report and submitted to City by Contractor at the end of each fiscal year, no later than July 31st. The cumulative report shall also include the following information:
i. The number of clients with new or continuing access to the service or benefit provided; ii. The number of clients with improved access to the service or benefit provided; and iii. The number of clients that receive the service or benefit that is no longer substandard.
b. Responsibilities of City
City shall monitor and evaluate the Program.
c. Responsibilities of Contractor
Contractor shall provide evidence of client income and ethnicity in order to substantiate that the Program is operating in compliance with all regulations and circulars identified in Section 8 of this Agreement. In the event financial or reporting issues are identified by City or through a compliance review by HUD, Contractor may be required to reimburse the City for funds that were expended on ineligible activities as identified in Community Development Block Grant regulations (24 CFR § 570).
Section 7. Fair Housing and Equal Opportunities Certifications
a. Civil Rights Act of 1964 (Title VI)
Title VI of the Civil Rights Act of 1964 (42 U.S.C. §§ 2000d et seq.; P.L. 88-352) and regulations pursuant thereto (Title 24 CFR § 1) states that no person in the United States shall, on the basis of race, color, or national origin, be excluded from participation in, be denied the benefits of, or otherwise be subjected to discrimination under any program or activity receiving Federal financial assistance extended to Contractor. This assurance shall obligate Contractor, or in the case of any transfer, the transferee, for the period during which the real property and structure(s) are used for a purpose for which the Federal financial assistance is extended or for another purpose involving the provision of similar services or benefits.
b. Fair Housing Act of 1968
The Fair Housing Act (42 U.S.C. §§ 3601-3620; P.L. 90-284) states that it is the policy of the United States to provide, within constitutional limitations, for fair housing throughout the United States and prohibits any person from discriminating in the sale or rental of housing, the financing of housing, or the provision of brokerage services, including in any way making unavailable or denying a dwelling to any person, because of race, color, religion, sex, national origin, handicap or familial status. Contractor shall administer all programs and activities
assisted under this Agreement in a manner to affirmatively further the policies of the Fair Housing Act.
c. Executive Order 11063 -- Equal Opportunity in Housing
Executive Order 11063, as amended by Executive Order 12259, and regulations pursuant thereto (24 CFR § 107), prohibits discrimination because of race, color, creed, sex, or national origin in the sale, leasing, rental or other disposition of residential property and related facilities (including land to be developed for residential use), or in the use or occupancy thereof, if such property and related facilities are provided with Federal financial assistance.
d. Section 109 of the Housing and Community Development Act of 1974
Section 109 of the Housing and Community Development Act of 1974 states that no person in the United States shall on the basis of race, color, national origin, or sex be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity funded in whole or in part with funds made available under this title.
Section 109 further provides that any prohibition against discrimination on the basis of age under the Age Discrimination Act of 1975 (42 U.S.C. §§ 6101 et seq.) or with respect to an otherwise qualified handicapped person as provided in section 504 of the Rehabilitation Act of 1973 (29 U.S.C. §794) shall also apply to any program or activity funded in whole or in part with funds made available pursuant to Section 109.
e. Executive Order 11246 -- Employment and Contracting Opportunities
Executive Order 11246, as amended by Executive Orders 11375, 11478, 12086 and 12107, and all regulations pursuant thereto (41 CFR Chapter 60) states that no person shall be discriminated against on the basis of race, color, religion, sex, or national origin in all phases of employment during the performance of Federal or federally-assisted construction contracts and affirmative action shall be taken to ensure equal employment opportunity. Contractor will incorporate, or cause to be incorporated, into any contract for construction work or modification thereof, as defined in the regulations of the Secretary of Labor at 41 CFR Chapter 60, which is paid for in whole or in part with funds obtained from the federal government or borrowed on the credit of the federal government pursuant to a grant, contract, loan, insurance, or guarantee, the following equal opportunity clause.
f. Executive Order 13166 - Limited English Proficiency
The Limited English Proficiency (LEP) Guidelines, based upon Title VI of the Civil Rights Act of 1964 (24 CRF 1.4 Executive Order 13166) requires recipients of federal funding to provide language translation or interpreter services to its clients and potential clients who are limited in English proficiency.
A person with Limited English Proficiency (LEP) is a person who does not speak English as their primary language and who has a limited ability to read, write, speak or understand English.
Affirmative steps must be taken to communicate with people who need services or information in a language other than English. A policy must be developed to serve applicants, participants, and/or persons eligible for housing assistance and support services.
Contractor must analyze the various kinds of contacts it has with the public, to assess language needs and decide what reasonable steps should be taken. In order to determine the level of access needed by LEP persons, the following four factors must be balanced:
i. the number or proportion of LEP persons eligible to be served or likely to be applying for program services;
ii. the frequency with which LEP persons utilize these programs and services; iii. the nature and importance of the program, activity, or service provided; and iv. the benefits from providing LEP services, and the resources available and costs to the CDC for those services.
Balancing these four factors will ensure meaningful access by LEP persons to critical services while not imposing undue burdens on the Contractor. Contractor shall develop and implement a LEP policy consistent with the above guidelines and provide City with copies of its LEP Policy.
g. Section 504 of the Rehabilitation Act of 1973 and Americans with Disabilities Act of 1990
Section 504 of the Rehabilitation Act of 1973, as amended, prohibits discrimination based on handicap in federally assisted and conducted programs and activities. In performance of this Agreement, Contractor shall perform all services described herein in compliance with all applicable federal, state and local laws, rules, regulations, and ordinances, including but not limited to Rehabilitation Act of 1973 (29 U.S.C. § 794) and the Americans With Disabilities Act (ADA) of 1990, (42 U.S.C. §§ 12101, et seq.), and any regulations and guidelines issued pursuant to the ADA, which generally prohibits discrimination against individuals with disabilities and may require reasonable accommodations.
h. Age Discrimination Act of 1975
The Age Discrimination Act of 1975, as amended, prohibits discrimination because of age in programs and activities receiving Federal financial assistance.
i. Executive Orders 11625, 12432, 12138 - Minority and Women Owned Business Opportunities
These Executive Orders state that program participants shall take affirmative action to encourage participation by businesses owned and operated by minority groups and women.
Section 8. Drug Free Workplace
Contractor acknowledges that pursuant to the Federal Drug-Free Workplace Act of 1989, the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited on Contractor's premises. Contractor agrees that any violation of this prohibition by the Contractor, its employees, agents or assigns will be deemed a material breach of this Agreement.
Section 9. Remedies for Noncompliance
a. If Contractor materially fails to comply with any term of an award, whether stated in a Federal statute or regulation, an assurance, a notice of award, or elsewhere, City may take one or more of the following actions, as appropriate in the circumstances, and as per 2 CFR 200.338-200.342 - Remedies for Noncompliance:
i. Temporarily withhold cash payments pending correction of the deficiency by Contractor or more severe enforcement action;
ii. Disallow (that is, deny both use of funds and matching credit for all or part of the cost of the activity or action not in compliance);
iii. Wholly or partly suspend or terminate the current award for Contractor's Program;
iv. Withhold further awards for the Program; or
v. Take other remedies that may be legally available.
b. HEARINGS, APPEALS: In taking an enforcement action, City will provide Contractor an opportunity for such hearing, appeal or other administrative proceeding to which the Contractor is entitled under any statute or regulation applicable to the action involved.
c. EFFECTS OF SUSPENSION AND TERMINATION: Costs incurred by Contractor during a suspension or after termination of an award are not allowable unless City expressly authorizes them in the notice of suspension or termination or subsequently.
Other Contractor costs during suspension or after termination which are necessary and not reasonably avoidable are allowable if:
i. The costs result from obligations which were properly incurred by Contractor before the effective date of suspension or termination, are not in anticipation of it, and, in the case of a termination, are noncancellable; and ii. The costs would be allowable if the award were not suspended or expired normally at the end of the funding period in which the termination takes effect.
d. RELATIONSHIP TO DEBARMENT AND SUSPENSION: The enforcement remedies identified in this section, including suspension and termination, do not preclude Contractor from being subject to 2 CFR part 2424 (see 24 CFR §85.35).
Section 10. Laws, Regulations, Fees, Taxes
a. Contractor shall carry out its responsibilities pursuant to this Agreement in accordance with all applicable Federal, State and Local laws and all policies, procedures, regulations and requirements as HUD, State, and City from time to time prescribe.
b. Contractor shall comply with Title VI of the Civil Rights Act of 1964 (24 CFR §§ 1 et seq.) which states that no person shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance.
c. Contractor shall pay all fees and taxes as required by law.