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R-09-12-17-8B1 - 12/17/2009RESOLUTION NO. R -09-12-17-8B1 WHEREAS, the City of Round Rock has applied for and received funds from the United States Government under Title I of the Housing and Community Development Act of 1974, Public Law 93-383, and WHEREAS, the City of Round Rock wishes to engage Round Rock Housing Authority ("Housing Authority") to assist the City in utilizing said funds, and WHEREAS, the City Council desires to enter into a Community Development Block Grant Agreement with Housing Authority to provide for the Neighborhood Outreach Center Services Coordinator, Now Therefore BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS, That the Mayor is hereby authorized and directed to execute on behalf of the City, a Community Development Block Grant Agreement with Round Rock Housing Authority, a copy of said agreement being attached hereto as Exhibit "A" and incorporated herein for all purposes. The City Council hereby finds and declares that written notice of the date, hour, place and subject of the meeting at which this Resolution was adopted was posted and that such meeting was open to the public as required by law at all times during which this Resolution and the subject matter hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act, Chapter 551, Texas Government Code, as amended. RESOLVED this 17th day of December, 2009. ALAN MCGRAW, Mayor ATTEST: City of Round Rock, Texas SARA L. WHITE, City Secretary 0:Awdox\SCC1ntsV0112V0905\MUNICIPAL\891217B1.DOC/rmc THE STATE OF TEXAS § COUNTY OF WILLIAMSON § COMMUNITY DEVELOPMENT BLOCK GRANT AGREEMENT (B -09 -MC -48-0514) THIS AGREEMENT, entered into this, day of L ' i'� . , 2( by and between the City of Round Rock, a Texas home -rule munic palet}T (herein called the "CITY") and Round Rock Housing Authority (herein called "HOUSING AUTHORITY"). WHEREAS; the CITY has applied for and received funds from the United States Government under Title I of the Housing and Community Development Act of 1974; Public Law 93-383; and WHEREAS, the CITY wishes to engage HOUSING AUTHORITY to assist the CITY in utilizing such funds; and WHEREAS, HOUSING AUTHORITY has a program entitled the "Neighborhood Outreach Center" which provides services to low to moderate income individuals, including but not limited to English as a second language instruction, tutoring, and after-school snacks for children and internet access for HOUSING AUTHORITY residents; and NOW, THEREFORE, in consideration of the mutual covenants and agreements contained herein the parties agree as follows: SECTION I: SCOPE OF SERVICES 1.1. Activities HOUSING AUTHORITY will be responsible for administering a Community Development Block Grant ("CDBG") Year 2009 program known as the Neighborhood Outreach Center Services Coordinator program in a manner satisfactory to the CITY and consistent with any standards required as a condition of providing these funds. Such program will include the following activities eligible under the CDBG Program: Program Delivery Activity: Pay the salary for the Neighborhood Outreach Center services coordinator who will be responsible for coordinating staff and volunteer activities, self sufficiency programs, and tutoring. r 77035.dodjmr 1 Activity: Pay the costs for elementary and secondary teachers to provide student instruction. Activity: Pay the costs for peer tutors aiding in elementary and secondary student instruction. General Administration The Executive Director of the HOUSING AUTHORITY ("Executive Director") will provide administrative oversight for the program. 1.2 National Objectives HOUSING AUTHORITY certifies that the activity carried out under this Agreement shall meet the national objective to benefit low and moderate income persons by providing English as a second language instruction, tutoring and after-school snacks for children and internet access for low to moderate income persons receiving services from the HOUSING AUTHORITY. 1.3. Levels of Accomplishment — Goals and Performance Measures In addition to normal administrative services required as part of this Agreement, HOUSING AUTHORITY agrees to provide the following program services: Activity Units of Service Per Month Total Units per Year Elementary and Secondary Education 48 432 Student Tutoring/Computer Lab Services 48 432 Units of Service shall be defined as hours of services provided. 1.4. Staffing To undertake the activity described above and accomplish the levels of service described above, HOUSING AUTHORITY will allocate staff time in support of the program funded under this Agreement as follows: Title Hrs. per Week # of Weeks = Estimated Hours Neighborhood Outreach Center Coordinator 32 36 = 1,152 . VI WUGr 1, Awa tnrougn September 3U, 2 Title Teacher — Elementary Teacher— Secondary Hrs. per Week # of Weeks 6 36 Estimated Hours 6 Timeframe: October 1, 2009 through September 30, 2010 36 216 216 Any changes in the key personnel assigned or their general responsibilities under this program are subject to the prior approval of the CITY. 1.5. Performance Monitoring The CITY will monitor the performance of HOUSING AUTHORITY against the goals and performance standards required herein. Substandard performance as determined by the CITY will constitute noncompliance with this Agreement. If action to correct such substandard performance is not taken by HOUSING AUTHORITY within thirty (30) days after being notified by the CITY, contract suspension or termination procedures will be initiated in accordance with Section V II of this Agreement. SECTION II: TIME OF PERFORMANCE Services of HOUSING AUTHORITY shall start on the 1st day of October, 2009 and end on the 30t1 day of September, 2010. The term of this Agreement and the provisions herein shall be extended to cover any additional time period during which HOUSING AUTHORITY remains in control of CDBG funds or other assets including program income. SECTION III: BUDGET Line Item Amount Salary for Neighborhood Outreach Center Services Coordinator $13,500.00 Salary for Elementary and Secondary Teachers $10,800.00 Background checks $360.00 Supplies and overhead $900.00 Internet service $3,888.00 Food (USDA afterschool snack program or $3 $888.00 .per child per day) 3 Any indirect costs charged must be consistent with the conditions of Paragraph 8.3(B) of this Agreement. In addition, CITY may require a more detailed budget breakdown than the one contained herein, and HOUSING AUTHORITY shall provide such supplementary budget information in a timely fashion in the form and content prescribed by CITY. SECTION IV: PAYMENT It is expressly agreed the total amount to be paid by the CITY under this Agreement shall not exceed 530,336.00. Drawdowns for the payment of eligible expenses shall be made against the line item budgets provided above and incorporated herein and in accordance with performance. Expenses for general administration shall also be paid against the line item budgets provided above and in accordance with performance. Payments will be contingent upon certification of HOUSING AUTHORITY's financial management system in accordance with the standards specified in OMB Circular A-122. Prior to receiving payment pursuant to this Agreement, HOUSING AUTHORITY shall submit a request for funds specifying the units of service performed during the relevant time period, as well as any other documentation required by CITY to determine compliance with this agreement and applicable regulations. SECTION V: NOTICES Notices required by this Agreement shall be in writing and delivered via mail (postage prepaid), commercial courier, or personal delivery or sent by facsimile or other electronic means. Any notice delivered or sent as aforesaid shall be effective on the date of delivery or sending. All notices and other written communications under this Agreement shall be addressed to the individuals in the capacities indicated below, unless otherwise modified by subsequent written notice. Notices made pursuant to this Agreement shall be directed to the following representatives: CITY: ROUND ROCK HOUSING AUTHORITY: Elizabeth Alvarado, Community Development Assistant Deborah Williams Executive Director City of Round Rock Round Rock Housing Authority 301 West Bagdad, Suite 140 PO Box 781 Round Rock, Texas 78664 Round Rock TX 78680-0781 Telephone: 512-341-3328 Telephone: 255-9159, ext. 201 Fax: 512-341-3152 Fax: 255-3941 e-mail: lalvarado@round-rock.tx.us e-mail: debraw@austin.rr.com 4 SECTION VI: SPECIAL CONDITIONS 6.1. Legal Fees If all funds budgeted by CITY for legal fees and related costs associated with CDBG activities for the current fiscal year are expended prior to the execution of this agreement, or during the term of this agreement, HOUSING AUTHORITY agrees to reimburse CITY for all of CITY'S legal fees related to this community development block grant agreement incurred by CITY after all of such funds are expended, including but not limited to, attorneys fees, recording costs and other costs incurred by CITY for legal services. HOUSING AUTHORITY shall reimburse CITY for legal fees under this section within ten (10) days of a request for reimbursement by CITY, provided however that CITY shall not request reimbursement under this section more than once per CITY fiscal quarter SECTION VH: GENERAL CONDITIONS 7.1. General Compliance HOUSING AUTHORITY agrees to comply with all applicable federal, state and local laws, regulations and policies governing the funds provided under this Agreement, including but not limited to those laws and regulations described in 24 CFR 570 CDBG Regulations Subpart K, provided however that HOUSING AUTHORITY, does not assume the CITY's environmental responsibilities, if any, described at 24 CFR § 570.604, and does not assume the CITY's responsibility, if any, for initiating the review process under the provisions of 24 CFR part 52. HOUSING AUTHORITY further agrees to utilize funds available under this Agreement to supplement rather than supplant funds otherwise available. 7.2. Independent Contractor It is understood and agreed that HOUSING AUTHORITY is an independent contractor and shall not be considered an employee of the CITY. HOUSING AUTHORITY shall at all times remain an independent contractor with respect to the services to be performed under this Agreement. The CITY shall be exempt from payment of all unemployment compensation, FICA and retirement benefits, as HOUSING AUTHORITY is an independent contractor. HOUSING AUTHORITY shall not be within protection or coverage of the CITY's Workers' Compensation insurance, Health Insurance, Liability Insurance or any other Insurance that the CITY from time to time may have in force and effect. 7.3. Hold Harmless HOUSING AUTHORITY shall indemnify, save harmless and exempt the CITY, its officers, agents, servants, and employees from and against any and all suits, actions, legal 5 proceedings, claims, demands, damages, costs, expenses, attorney fees and any and all other costs or fees incident to any action done as result of this Agreement and arising out of a willful or negligent act or omission of HOUSING AUTHORITY, its officers, agents, servants, volunteers and employees; provided, however, that HOUSING AUTHORITY shall not be liable for any suits, actions, legal proceedings, claims, demands, damages, costs, expenses and attorneys' fees arising out of a willful or negligent act or omission of the CITY, its officers, agents, servants and employees, or third parties. 7.4. Worker's Compensation HOUSING AUTHORITY shall provide Workers' Compensation Insurance coverage for all of its employees involved in the perfonnance of this Agreement. 7.5. Insurance and Bonding HOUSING AUTHORITY shall carry sufficient insurance coverage to protect contract assets from Loss due to theft, fraud and/or undue physical damage, and as a minimum shall purchase a blanket fidelity bond covering all employees in an amount equal to cash advances from the CITY. 7.6. Amendments The terms and conditions of this Agreement, including the attachments listed below, constitute the entire agreement between the parties and supersedes all previous cormnunications, representations, or agreements, either written or oral, with respect to the subject matter hereof. No modification or amendment to this Agreement will be binding on either party unless acknowledged in writing by their duly authorized representatives. 7.7. Suspension or Termination Either party may terminate this Agreement at any time by giving written notice to the other party of such termination and specifying the effective date thereof at least thirty (30) days before the effective date of such termination. Partial terminations of the Scope of Service in Paragraph 1.1. above may only be undertaken with the prior approval of the CITY. The award made pursuant to this agreement may be terminated for convenience in accordance with 24 CFR 85.44 by either CITY or HOUSING AUTHORITY by setting forth the reasons for such termination, the effective date, and in the case of partial termination, the portion to be terminated. However, if in the case of a partial termination, CITY determines that the remaining portion of the award will not accomplish the purpose for which the award was made, CITY may terminate the award in its entirety. In the event of any termination for convenience, all finished or unfinished documents, data, reports or other materials prepared by HOUSING AUTHORITY under this Agreement shall, at the option of the CITY, become property of the CITY. In accordance with 24 CFR § 85.43, the CITY may also suspend or terminate this Agreement, in whole or in part; if HOUSING AUTHORITY materially fails to comply with any term of this Agreement, which include, but are not limited to the following: 6 A. Failure to comply with any of the rules, regulations or provisions referred to herein, or such statutes, regulations, executive orders, and HUD guidelines, policies or directives as may become applicable at any time; B. Failure, for any reason, of HOUSING AUTHORITY to fulfill in a timely and proper manner its obligations under this Agreement; C. Ineffective or improper use of funds provided under this Agreement; or D. Submission by HOUSING AUTHORITY to the CITY reports that are incorrect or incomplete in any material respect. The CITY may declare HOUSING AUTHORITY ineligible for any further participation in CITY contracts, in addition to other remedies as provided by law. Should HOUSING AUTHORITY fail to cure or correct such defects or failures identified by the CITY within the fifteen (15) days after notification of deficiencies, and such breach of contract relates to a violation of federal law or regulations which results in a demand for reimbursement from the Department of Housing and Urban Development (HUD) or its successor, the CITY may seek reimbursement of all funds from the CITY to HOUSING AUTHORITY under this Agreement. HOUSING AUTHORITY shall not be relieved of the liability to the CITY for damages sustained by the CITY by virtue of any breach of this Agreement by HOUSING AUTHORITY and the CITY may withhold any payments to HOUSING AUTHORITY for the purpose as set out and until such time as the exact amount of damages due the CITY from the HOUSING AUTHORITY is determined. Should the CITY become aware of any activity by HOUSING AUTHORITY which would jeopardize the CITY's position with HUD which would cause a payback of CDBG funds or other CITY federal funds then the CITY niay take appropriate action including injunctive relief against HOUSING AUTHORITY to prevent the transaction as aforesaid. The failure of the CITY to exercise this right shall in no way constitute a waiver by the CITY to demand payment or seek any other relief in law or in equity to which it may be justly entitled. 7.8. Pending Litigation HOUSING AUTHORITY agrees to inform CITY about any litigation HOUSING AUTHORITY is, or becomes, involved in. 7.9. Background Checks HOUSING AUTHORITY agrees to conduct a criminal background check on all employees working directly with youth. 7 SECTION VIII: ADMINISTRATIVE REQUIREMENTS 8.1. Financial Management A. Accounting Standards HOUSING AUTHORITY agrees to comply with 24 CFR 84.21-28 and agrees to adhere to the accounting principles and procedures required therein, utilize adequate internal controls, and maintain necessary source documentation for all costs incurred. B. Cost Principles HOUSING AUTHORITY shall administer its program in conformance with OMB Circulars A-122, "Cost Principles for Non -Profit Organizations," or A-21, "Cost Principles for Educational Institutions," as applicable. These principles shall be applied for all costs incurred whether charged on a direct or indirect basis. 8.2. Documentation and Record Keeping A. Record Keeping HOUSING AUTHORITY shall maintain all records required by the federal regulations specified in 24 CFR Part 570.506 and that are pertinent to the activities to be funded under this Agreement. Such records shall include, but are not be limited to: 1. Records providing a full description of each activity undertaken; 2. Records demonstrating that each activity undertaken meets one of the National Objectives of the CDBG program under 24 CFR Part 570.208; 3. Records required to determine the eligibility of activities under 24 CFR Part 570.201 - 570.206; 4. Financial records as required by 24 CFR Part 570.502, and OMB Circular A-110; and 5. Other records necessary to document compliance with Subpart K of 24 CFR 570. B. Retention HOUSING AUTHORITY shall retain all financial records, supporting documents, statistical records and all other records pertinent to this Agreement for a period of four (4) years after the termination of all activities funded under this Agreement. Notwithstanding the above, if there is litigation, claims, audits, negotiations or other actions that involve any of the records cited and that have started before the expiration of the four-year period, then such records must be retained until completion of the actions and resolution of all issues, or the expiration of the four-year period, which ever occurs later. 8 C. Client Data HOUSING AUTHORITY shall maintain client data demonstrating client eligibility for services provided. Such data shall include, but not be limited to, client name, address and annual household income level as shown in Exhibit "A", attached hereto and incorporated herein. Any other basis for determining eligibility must be approved by the CITY in advance in writing, and description of services provided. Such information shall be made available to CITY monitors or their designees upon request. D. Disclosure HOUSING AUTHORITY 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 CITY's or HOUSING AUTHORITY's responsibilities with respect to services provided under this contract is prohibited by the U.S. Privacy Act of 1974 unless written consent is obtained from such person receiving service and, in the case of a minor, that of a responsible parent/guardian. E. Close -Outs HOUSING AUTHORITY's obligation to the CITY shall not end until all closeout requirements are completed. Activities during this close-out period shall include, but are not limited to: making final payments, disposing of program assets, including, but not limited to, the return of all unused materials, equipment, unspent cash advances, program income balances, and receivable accounts to the CITY, and determining custodianship of records. Not withstanding the foregoing, the terms of this Agreement shall remain in effect during any period that HOUSING AUTHORITY has control over CDBG funds, including program income. F. Audits & Inspections All HOUSING AUTHORITY's records with respect to any matters covered by this Agreement shall be made available to the CITY, grantor agency, their designees or the Federal Government, at any time during normal business hours, as often as the CITY or grantor agency deems necessary, to audit, examine, and make excerpts or transcripts of all relevant data. Any deficiencies noted in audit reports must be fully cleared by HOUSING AUTHORITY within thirty (30) days after receipt by HOUSING AUTHORITY. Failure of HOUSING AUTHORITY to comply with the above audit requirements will constitute a violation of this contract and may result in the withholding of future payments. HOUSING AUTHORITY hereby agrees to have an annual agency audit conducted in accordance with current CITY policy concerning HOUSING AUTHORITY's audits and OMB Circular A-133. 9 8.3. Reporting and Payment Procedures A. Program Income HOUSING AUTHORITY shall report quarterly all program income, as defined at 24 CFR 570.500(a), generated by activities carried out with CDBG funds made available under this contract. The use of program income by HOUSING AUTHORITY shall comply with requirements set forth in 24 CFR 570.504. By way of further limitations, HOUSING AUTHORITY may use such income during the contract period for activities permitted under this contract and shall reduce requests for additional funds by the amount of any such program income balances on hand. All unused program income shall be returned to the CITY at the end of the contract period. Any interest earned on cash advances from the U.S. Treasury is not program income and shall be remitted promptly to the CITY. Reporting of any such program income shall, at a minimum, be included in quarterly reports under Section VIII of this Agreement. Information on program income provided in these reports will include, but not be limited to, summaries of program income generated; a summary of expenditures of these funds; and a description of the use of program income sufficient for determining eligibility of these expenses under CDBG guidelines. B. Indirect Costs If indirect costs are charged, HOUSING AUTHORITY will develop an indirect cost allocation plan for determining the appropriate HOUSING AUTHORITY share of administrative costs and shall submit such plan to the CITY for approval. C. Payment Procedures The CITY will pay to HOUSING AUTHORITY funds available under this Agreement based on information submitted by HOUSING AUTHORITY and consistent with an approved budget and CITY policies concerning payments. With the exception of certain advances, payments will be made for eligible expenses actually incurred by HOUSING AUTHORITY, and not to exceed actual cash requirements. Payments will be adjusted by the CITY in accordance with advance fund and program income balances available under this contract for costs incurred by the CITY on the behalf of HOUSING AUTHORITY. D. Progress Reports HOUSING AUTHORITY shall submit regular Quarterly Progress Reports to the CITY in the form, content, and frequency as required by the CITY. These shall include but not be limited to summary of expenditures, list of beneficiaries and a brief narrative of accomplishments. Beneficiary reports should be submitted on Exhibit "B", attached hereto and incorporated herein unless an alternative report is approved by CITY in advance and in writing. 10 E. Budgets The CITY and the HOUSING AUTHORITY may agree to revise the budget, provided in Section III above, from time to time in accordance with existing CITY policies. Any amendments to the budget must be approved in writing by both the CITY and HOUSING AUTHORITY. 8.4. Procurement A. Compliance HOUSING AUTHORITY shall maintain property inventory records, which clearly identifies any property purchased, improved or sold using funds provided under this Agreement. Property retained shall continue to meet eligibility criteria and shall conform to the "changes in use" restrictions specified in 24 CFR Parts 570.503(b)(8). All program assets (unexpended advanced funds) shall revert to the CITY upon termination of this Agreement. The only authorized expenditures of funds shall be for the costs set forth in Section III of this agreement and for indirect costs paid in compliance with Section 8.3(B). B. OMB Standards HOUSING AUTHORITY shall procure materials in accordance with the requirements of Attachment 0 of OMB Circular A-110, Procurement Standards, as amended, and shall subsequently follow Attachment N, Property Management Standards, as amended, covering utilization and disposal of property. These requirements are referenced in 24 CFR Part 84, titled "Common Rule". C. Travel HOUSING AUTHORITY shall obtain written approval from the CITY for any travel outside the metropolitan area with funds provided under this Agreement. The CITY shall determine that such travel is necessary and reasonable according to applicable standards outlined in OMB Circular A87. 8.5. Use and Reversion of Assets The use and disposition of real property and equipment under this Agreement shall be in compliance with the requirements of 24 CFR Part 84 and 24 CFR 570.502, 570.503 and 570.504, as applicable, which include but are not limited to the following: A. HOUSING AUTHORITY agrees that should it discontinue the services as provided for herein, or upon the expiration or termination of this Agreement, then HOUSING AUTHORITY shall transfer to the CITY all unexpended CDBG funds on hand at the time of discontinuance or expiration and any accounts receivable attributable to the use of funds under this Agreement within ten (10) days from the time of expiration or termination of this Agreement 11 or the cancellation, or termination of services. The funds remaining will be appropriated to eligible CDBG activities in keeping with the CITY`s budgetary process. B. Real property under HOUSING AUTHORITY's control that was acquired or improved, in whole or in part, with funds under this Agreement in excess of $25,000 shall be used to meet one of the CDBG National Objectives pursuant to 24 CFR 570.208 at least five (5) years after expiration of this Agreement. If HOUSING AUTHORITY fails to use CDBG- assisted real property in a manner that meets a CDBG National Objective for the prescribed period of time, HOUSING AUTHORITY shall pay the CITY an amount equal to the current fair market value of the property less any portion of the value attributable to expenditures of non- CDBG funds for acquisition of, or improvement to, the property. Such payment shall constitute program income to the CITY. HOUSING AUTHORITY may retain real property acquired or improved under this Agreement after the expiration of the five-year period. C. In all cases in which equipment acquired, in whole or in part, with funds under this Agreement is sold, the proceeds shall be program income (prorated to reflect the extent to that funds received under this Agreement were used to acquire the equipment). Equipment not needed by HOUSING AUTHORITY for activities under this Agreement shall be (a) transferred to the CITY for the CDBG program or (b) retained after compensating the CITY an amount equal to the current fair market value of the equipment less the percentage of non-CDBG funds used to acquire the equipment. SECTION IX: RELOCATION, REAL PROPERTY ACQUISITION AND ONE-FOR-ONE HOUSING REPLACEMENT 9.1. HOUSING AUTHORITY agrees to comply with (a) the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, as amended (URA), and implementing regulations at 49 CFR Part 24 and 24 CFR 570.606(b): (b) the requirements of 24 CFR 570.606(c) governing the Residential Anti -displacement and Relocation Assistance Plan under section 104(d) of the HCD Act; and 9c) the requirements in 24 CFR 570.606(d) governing optional relocation policies. HOUSING AUTHORITY shall provide relocation assistance to displaced persons as defined by 24 CFR 570.606(b)(2) that are displaced as a direct result of acquisition, rehabilitation, demolition or conversion for a CDBG-assisted project. HOUSING AUTHORITY also agrees to comply with applicable CITY ordinances, resolutions and policies concerning the displacement of persons from their residences. 12 SECTION X: PERSONNEL & PARTICIPANT CONDITIONS 10.1. Civil Rights A. Compliance HOUSING AUTHORITY agrees to comply with city and state civil rights acts and ordinances, and with Title VI of the Civil Rights Act of 1964 as amended, Title VIII of the Civil Rights Act of 1968 as amended, Section 109 of Title I of the Housing and Community Development Act of 1974, Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, the Age Discrimination Act of 1975, Executive Order 11063, and with Executive Order 11246 as amended by Executive Orders 11375, 11478, 12107 and 12086. B. Nondiscrimination HOUSING AUTHORITY will not cause any person to be excluded from participation in, denied the benefits of, or subjected to discrimination under any of the program's activities receiving assistance under this Agreement based on the grounds of race, color, religion, sex, ancestry, national origin or handicap. In order to allow the CITY to monitor non-discrimination. HOUSING AUTHORITY will at minimum maintain records regarding the race of persons or households assisted under this contract and whether households assisted have a female head of household. HOUSING AUTHORITY will not discriminate against any employee or applicant for employment because of race, color, religion, sex, ancestry, national origin, or other handicap, age, marital status, or status with regard to public assistance. HOUSING AUTHORITY will take affirmative action to ensure all employment practices are free from such discrimination. Such employment practices include but are not limited to the following: hiring, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff, termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. HOUSING AUTHORITY agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the contracting agency setting forth the provisions of this nondiscrimination clause. HOUSING AUTHORITY agrees to comply with the non-discrimination in employment and contracting opportunities laws, regulation, and executive orders referenced in 24 CFR 570.607, as revised by Executive Order 13279. The applicable non-discrimination provisions in Section 109 of the Housing and Community Development Act (42 U.S.C. 5301 el seq.). C. Land Covenants This Agreement is subject to the requirements of Title VI of the Civil Rights Act of 1964 (P.L. 88-352) and 24 CFR 570.601 and 570.602. In regard to the sale, lease, or other transfer of land acquired, cleared or improved with assistance provided under this Agreement, HOUSING AUTHORITY shall cause or require a covenant running with the land to be inserted in the deed 13 or lease for such transfer, prohibiting discrimination as herein defined, in the sale, Iease or rental, or in the use or occupancy of such land, or in any improvements erected or to be erected thereon, providing that the CITY and the United States are beneficiaries of and entitled to enforce such covenants. HOUSING AUTHORITY, in undertaking its obligation to carry out the program assisted hereunder, agrees to take such measures as are necessary to enforce such covenant, and will not itself so discriminate. D. Compliance with Section 504 HOUSING AUTHORITY agrees to comply with any federal regulations issued pursuant to compliance with Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 706) or applicable updates which prohibits discrimination against the handicapped in any federally assisted program. The CITY shall provide HOUSING AUTHORITY with any guidelines necessary for compliance with that portion of the regulations in force during the term of this Agreement. 10.2. Affirmative Action A. Approved Plan HOUSING AUTHORITY agrees that it shall be committed to carry out pursuant to the CITY's specifications an Affirmative Action Program in keeping with the principles as provided in Presidents Executive Order 11246 of September 24, 1966. The CITY shall provide Affirmative Action guidelines to HOUSING AUTHORITY to assist in the formulation of such program. HOUSING AUTHORITY shall submit a plan for an Affirmative Action Program for approval prior to the award of funds. B. Women- and Minority -Owned Businesses (W/MBE) HOUSING AUTHORITY will use its best efforts to afford small businesses, minority business enterprises, and women's business enterprises the maximum practicable opportunity to participate in the performance of this Agreement. As used in this Agreement, the terms "small business' means a business that meets the criteria set forth in section 3(a) of the Small Business Act, as amended (15 U.S.C. 632), and "minority and women's business enterprise" means a business at least fifty-one (51) percent owned and controlled by minority group members or women. For the purpose of this definition, "minority group members" are Afro-Americans, Spanish-speaking, Spanish surnamed or Spanish -heritage Americans, Asian -Americans, and American Indians. HOUSING AUTHORITY may rely on written representations by businesses regarding their status as minority and female business enterprises in lieu of an independent investigation. C. Access to Records HOUSING AUTHORITY shall furnish and cause each of its own subcontractors to furnish all information and reports required hereunder and will permit access to its books, records and accounts by the CITY, HUD or its agent, or other authorized Federal officials for 14 purposes of investigation to ascertain compliance with the rules, regulations and provisions stated herein. D. Notifications HOUSING AUTHORITY will send to each labor union or representative of workers with which it has a collective bargaining agreement or other contract or understanding, a notice, to be provided by the agency contracting officer, advising the labor union or worker's representative of HOUSING AUTHORITY's commitments hereunder, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. E. Equal Employment Opportunity and Affirmative Action (EEO/AA) Statement HOUSING AUTHORITY will, in all solicitations or advertisements for employees placed by or on behalf of HOUSING AUTHORITY, state that it is an Equal Opportunity or Affirmative Action employer. F. Subcontract Provisions HOUSING AUTHORITY will include the provisions of Paragraphs X.A, Civil Rights, and B, Affirmative Action, in every subcontract or purchase order, specifically or by reference, so that such provisions will be binding upon each of its own subcontractors. 10.3. Employment Restrictions A. Prohibited Activity HOUSING AUTHORITY is prohibited from using funds provided herein or personnel employed in the administration of the program for: political activities; inherently religious activities; lobbying; political patronage; and nepotism activities. B. Labor Standards HOUSING AUTHORITY agrees to comply with the requirements of the Secretary of Labor in accordance with the Davis -Bacon Act as amended, the provisions of Contract Work Hours and Safety Standards Act as amended, the provisions of Contract Work Hours and Safety Standards Act (40 U.S.C. 327 el seq.) and all other applicable Federal, state and local laws and regulations pertaining to labor standards insofar as those acts apply to the performance of this Agreement. HOUSING AUTHORITY agrees to comply with the Copeland Anti -Kick Back Act (18 U.S.C. 874 et seq.) and its implementing regulations of the U.S. Department of Labor at 29 CFR Part 5. HOUSING AUTHORITY shall maintain documentation that demonstrates compliance with hour and wage requirements of this part. Such documentation shall be made available to the CITY for review upon request. 15 HOUSING AUTHORITY agrees that, except with respect to the rehabilitation or construction of residential property containing less than eight (8) units, all contractors engaged under contracts in excess of $2,000.00 for construction, renovation or repair work financed in whole or in part with assistance provided under this Agreement, shall comply with Federal requirements adopted by the CITY pertaining to such contracts and with the applicable requirements of the regulations of the Department of Labor, under 29 CFR Parts 1, 3, 5 and 7 governing the payment of wages and ratio of apprentices and trainees to journey workers; provided that, if wage rates higher than those required under the regulations are imposed by state or local law, nothing hereunder is intended to relieve HOUSING AUTHORITY of its obligation, if any, to require payment of the higher wage. HOUSING AUTHORITY shall cause or require to be inserted in full, in all such contracts subject to such regulations, provisions meeting the requirement of this paragraph, C. "Section 3" Clause 1. Compliance Compliance with the provisions of Section 3 of the HUD Act of 1968, as amended, and as implemented by the regulations set forth in 24 CFR 135, and all applicable rules and orders issued hereunder prior to the execution of this Agreement, shall be a condition of the Federal financial assistance provided under this Agreement and binding upon the CITY, HOUSING AUTHORITY and any of HOUSING AUTHORITY's subcontractors. Failure to fulfill these requirements shall subject the CITY, HOUSING AUTHORITY and any of HOUSING AUTHORITY's subcontractors, their successors and assigns, to those sanctions specified by the Agreement through which Federal assistance is provided. HOUSING AUTHORITY certifies and agrees that no contractual or other disability exists that would prevent compliance with these requirements. HOUSING AUTHORITY 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 (12 U.S.C. 1701). 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 in the metropolitan area in which the project is located." HOUSING AUTHORITY further agrees to ensure that opportunities for training and employment arising in connection with a housing rehabilitation (including reduction and abatement of lead-based paint hazards), housing construction, or other public construction project are given to low- and very low-income persons residing within the metropolitan area in which the CDBG-funded project is located; where feasible, priority should be given to low -and 16 very law -income persons within the service area of the project or the neighborhood in which the project is located, and to low- and very low-income participants in other HUD programs; and award contracts for work undertaken in connection with a housing rehabilitation (including reduction and abatement of lead-based pain hazards), housing construction, or other public construction project to business concerns that provide economic opportunities for low -and very low-income persons residing within the metropolitan area in which the CDBG-funded project is located; where feasible, priority should be given to business concerns that provide economic opportunities to low- and very low-income residents within the service area or the neighborhood in which the project is located, and to low- and very low-income participants in other HUD programs. HOUSING AUTHORITY certifies and agrees that no contractual or other legal incapacity exists that would prevent compliance with these requirements. 2. Notifications HOUSING AUTHORITY agrees to send to each labor organization or representative of workers with which it has a collective bargaining agreement or other contract or understanding, if any, a notice advising said labor organization or worker's representative of its commitments under this Section 3 clause and shall post copies of the notice in conspicuous places to employees and applicants for employment or training. 3. Subcontracts HOUSING AUTHORITY will include this Section 3 clause in every subcontract and will take appropriate action pursuant to the subcontract upon a finding that the subcontractor is in violation of regulations issued by the grantor agency. HOUSING AUTHORITY will not subcontract with any entity where it has notice or knowledge that the latter has been found in violation of regulations under 24 CFR Part 135 and will not let any subcontract unless the entity has first provided it with a preliminary statement of ability to comply with the requirements of these regulations. 10.4. Conduct A. Assignability HOUSING AUTHORITY shall not assign or transfer any interest in this Agreement without the prior written consent of the CITY. B. Subcontracts 1. Approvals HOUSING AUTHORITY shall not enter into any subcontracts with any agency or individual in the performance of this contract without written consent of the CITY prior to the execution of such Agreement. 17 2. Monitoring of Subcontractors HOUSING AUTHORITY will monitor all subcontracted services on a regular basis to assure contract compliance. Results of monitoring efforts shall be summarized in written reports and supported with evidence of follow-up actions taken to correct areas of noncompliance. 3. Content HOUSING AUTHORITY shall cause all of the provisions of this contract in its entirety to be included in and made a part of any subcontract executed in the performance of this Agreement. 4. Selection Process HOUSING AUTHORITY shall undertake to ensure that all subcontracts let in the performance of this agreement shall be awarded on a fair and open competition basis in accordance with applicable procurement requirements. Executed copies of all subcontracts shall be forwarded to the CITY along with documentation concerning the selection process. C. Hatch Act HOUSING AUTHORITY agrees that no funds provided, nor personnel employed under this Agreement, shall be in any way or to any extent engaged in the conduct of political activities in violation of Chapter 15 of Title V United States Code. D. Conflict of Interest HOUSING AUTHORITY understands and agrees to abide by the provisions of 24 CFR 84.42 and 570.611, which include, but are not limited to the following: 1. HOUSING AUTHORITY shall maintain a written code or standards of conduct that shall govern the performance of its officers, employees or agents engaged in the award and administration of contracts supported by Federal funds. 2. No employee, officer or agent of HOUSING AUTHORITY shall participate in the selection, or in the award, or administration of, a contract supported by Federal funds if a conflict of interest, real or apparent, would be involved. 3. No covered persons who exercise or have exercised any functions or responsibilities with respect to CDBG-assisted activities, or who are in a position to participate in a decision-making process or gain inside information with regard to such activities, may obtain a financial interest in any contract, or have a financial interest in any contract, subcontract, or agreement with respect to the CDBD-assisted activity, or with respect to the proceeds from the CDBG-assisted activity, either for themselves or those with whom they have business or immediate family ties, during their tenure or for a period of one (1) year thereafter. 18 These conflict of interest provisions apply to "covered persons" which shall include any person who is an employee, agent, consultant, officer, or elected official of the CITY, HOUSING AUTHORITY or any designated public agencies which are receiving funds under the CDBG Entitlement program. E. Lobbying HOUSING AUTHORITY hereby certifies that: 1. No Federal appropriated fiends have been paid or will be paid, by or on behalf of it, 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 any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement; 2. If any funds other than Federal appropriated funds have been paid or will be paid 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 this Federal contract, grant, loan or cooperative agreement, it will complete and submit Standard Form -LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions; and 3. It will require that the language of paragraph (4) of this certification be included in the award documents for all subawards at all tiers including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements and that all subrecipients shall certify and disclose accordingly: 4. Lobbying Certification This certification is a material representation of a fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S.C. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. F. Copyright If this Agreement results in any copyrightable material or inventions, the CITY and/or grantor agency reserves the right to royalty -free, non-exclusive and irrevocable license to reproduce, publish or otherwise use and to authorize others to use, the work or materials for governmental purposes. 19 G. Religious Organization HOUSING AUTHORITY agrees that funds provided under this Agreement will not be utilized for inherently religious activities, such as worship, religious instruction, or proselytization; to promote religious interests; or for the benefit of a religious organization as specified in 24 CFR 570.200(j). SECTION XI: ENVIRONMENTAL CONDITIONS 11.1. Air and Water HOUSING AUTHORITY agrees to comply with the following requirements insofar as they apply to the performance of this Agreement: A. Clean Air Act, 42 U.S.C., 7401, et seq.; B. Federal Water Pollution Control Act, as amended, 33 U.S.C., 1251, et seq., as amended, 1318 relating to inspection, monitoring, entry, reports, and information, as well as other requirements specified in said Section 114 and Section 308, and all regulations and guidelines issued thereunder; and C. Environmental Protection Agency (EPA) regulations pursuant to 40 CFR Part 50, as amended. 11.2. Flood Disaster Protection In accordance with the requirements of the Flood Disaster Protection Act of 1973 (42 U.S.C. 4001), HOUSING AUTHORITY shall assure that for activities located in an area identified by the Federal Emergency Management Agency (FEMA) as having special flood hazards, flood insurance under the National Flood Insurance Program is obtained and maintained as a condition of financial assistance for acquisition or construction purposes including rehabilitation. 11.3. Lead -Based Paint HOUSING AUTHORITY agrees that any construction or rehabilitation of residential structures with assistance provided under this Agreement shall be subject to HUD Lead -Based Paint Regulations at 24 CFR 570.608, and 24 CFR Part 35, Subpart B. Such regulations pertain to all CDBG-assisted housing and require that all owners, prospective owners, and tenants of properties constructed prior to 1978 be properly notified that such properties may include lead- based paint. Such notification shall point out the hazards of lead-based paint and explain the symptoms, treatment and precautions that should be taken when dealing with lead-based paint poisoning and the advisability and availability of blood lead level screening for children under seven. The notice should also point out that if lead-based paint is found on the property, abatement measures may be undertaken. The regulations further require that, depending on the 20 amount of Federal funds applied to a property; paint testing, risk assessment, treatment and/or abatement may be conducted. 11.4. Historic Preservation HOUSING AUTHORITY agrees to comply with the Historic Preservation requirements set forth in the National Historic Preservation Act of 1966, as amended (16 U.S.C. 470) and the procedures set forth in 36 CFR Part 800, Advisory Council on Historic Preservation Procedures for Protection of Historic Properties, insofar as they apply to the performance of this agreement. In general, this requires concurrence from the State Historic Preservation Officer for all rehabilitation and demolition of historic properties that are fifty years old or older or that are included on a Federal, state, or local historic property list. SECTION XII: SEVARABILITY 12.1. If any provision of this Agreement is held invalid, the remainder of the Agreement shall not be affected thereby and all other parts of this Agreement shall nevertheless be in full force and effect. SECTION XIII: SECTION HEADINGS AND SUBHEADINGS 13.1. The section headings and subheadings contained in this Agreement are included for convenience only and shall not limit or otherwise affect the terms of this Agreement. SECTION XIV: WAIVER 14.1. The CITY's failure to act with respect to a breach by HOUSING AUTHORITY does not waive its right to act with respect to subsequent or similar breaches. The failure of the CITY to exercise or enforce any right or provision shall not constitute a waiver of such right or provision. IN WITNESS WHEREOF, this Agreement is executed as of the date first written above. (Signatures on the following page.) 21 Approved as to form: Stephan L. Sheets, City Attorney CITY: City of Round Rock HOU ING AU Rou ALAN MCGRAW, Mayor EBORAH WILLIAMS, ATTEST: SARA% WHITE City Secretary Executive Director 22 Exhibit A City of Round Rock Community Development Block Grant Program Self Declaration of Income Year 2008-09 Program This activity is funded with federal Community Development Block Grant (CDBG) funds and is designed to primarily benefit low to moderate -income households (LMI).This requires that the Applicant meet and certify the amount of their annual household income in order to participate in the program. Applicant should not provide his/her signature unless he/she has read and understands the income information they are certifying under penalty of law. At the discretion of the program, Applicant may be required to provide documentation to support the self -declaration of income. Client Data: Applicant: SSN#: Address: City Zip Program beneficiary, if different from Applicant. A separate form must be completed for each child in the same family who is participating in a program. Name: SSN# Address: City Zip Female Head of Household: ['Yes ❑No ("Yes" if you are a single parent with children) Ethnicity: HISPANIC or LATINO ❑ YES n NO RACE (check one): ❑ White (W) 0 Am Indian/Alaskan Native (Al) ❑ Asian & White (AW) j ❑ Other Multi -R (0) 0 Black/African-Amer. (B) 0 Native Hawaiian/Other Pacific Islander (HI) ❑ Black African American & White (BW) ❑ Asian 0 Am. Indian/Alaskan Native & White (IAW) 0 Am Indian/Alaskan Native & Blk (JAB) Applicant Household Income Information Estimate the annual income of the household by projecting the prevailing rate of income of each person at the time assistance is provided for the individual, family, or household (as applicable). Estimated annual income shall include income from all sources of household members as applicable. Income or asset enhancement derived from the CDBG- assisted activity shall not be considered in calculating estimated annual income. LOCATE FAMILY SIZE AND THEN CIRCLE ANNUAL (Page 1) OR MONTHLY (Pape 2) AMOUNT THAT IS CLOSEST TO FAMILY INCOME Annual Income $ No. In Family 25% 30% HUD's 30% 35% 40% 45% HUD's 50% 23 _ 55% 1 60% 1 65% 1 70%, 75% 1 80% HUD's 80% 1 I 12,450 14,940 j 14,950 17,430 19,920 j 22,410 1 24,900 I 27,390 29,880 32,370 34,860 37,350 39,840 39,850 2 I 14,225 17,070 i_ 17,100 I 19,915 22,760 ; 25,605 28,450 31,295 34,140 36,985 39,830 f 42,675 I 45,520 i 45,500 3 1 16,000 19,200 i 19,200 22,400 25,600 28,800 ; 32,000 1 35,200 j 38,400 41,600 44,800 48,000 51,200 51,200 4 ! 17,775 21,330 ;'. 21,350 24,885 28,440 31,995 ! 35,550 1 39,105 i 42,660 � 46 215 49,770 53,325 ! 56,900 5 1 19200 S 23,040 i i 23,050 { 24,750 i 26,450 I 26,880 28,875 30,870 30,720 33,000 ; 35,280 34,560. 37,125 39,690 i 38,400 41,250 44,100 ! 42,240 45,375 48,510 46,080 49,500 52,920 49,920 53,625 57,330 53,760 57,750 61,740 57,600 61,875 66,150 56 880 , 61,440 i 61,450 6 I 20,625 24,750 ' 26,460 1 66,000 I 66000 7 1 22,050 70,560 1 8 1 23,475 28,170 i 28,200 1 32,865 37,560 ! 42,256 1 46,950 1 51,645 , 56,340 61,035 65,730 70,425 75,120 i 70,550 75,100 Monthly Income $ No. In Family 1 2 25% 30% 1,038 I 1,245 1,185 1 1,423 3 4 5 6 7 8 1,333 1,800 1,481 i 1,778 HUD's 30% 1,246 1,421 1,800 1,779 1,600 1,920 1,719 2,063 1,838 2,205 1,956 2,348 1,921 2,063 2,204 2,346 35% 1,453 1,660 1,867 2,074 2,240 2,406 2,573 2,739 I HUD's 40% 45% 50% . 55% 1,660 1,868 1 2,075 2,283 1,897 2,134 j 2,371 2,608 2,133 2,400 2,667 2,933 2,370 2,666 i 2,963 3,259 2,560 I 2,880 i 3,200 3,520 2,750 3,094 3,438 3,781 2,940 3,308 3,675 4,043 3,130 3,521 i 3,913 • 4,304 50% 65% 70% 75% 80% HUD's 80% 2,490 2,845 2,696 ; 2,905 3,082 i 3,319 3,200 3,555 3,840 4,125 4,410 4,695 3,467 1 3,733 3,851 ' 4,148 4,180 i 4,480 4,469 1 4,813 4,778 5,145 5,066 I 5.478 3,113 ! 3,320 3,556 i 3,793 4,000 i 4,267 4,444 1 4,740 4,800 i 5,120 5,156 j 5,500 5,513 4 5,880 5,869 I 6,260 Number of persons living in household: Number of adults (18 yrs and older) living in household: Applicant Self Declaration Certification Evidenced by the signature below, Applicant certifies his or her annual household income. Applicant certifies that the information herein provided is true and accurate. Applicant further acknowledges that any inaccuracy and/or misrepresentation provided herein may constitute fraud, which is punishable by law. Applicant certifies that all information provided herein and any attachments hereto, are true and correct as of the date set forth opposite signature. Applicant acknowledges that Title 18, Section 1001 of the U.S. Code states that any person that makes intentional or negligent statements to any department of the United States Government is guilty of a felony that could result in but not be limited to a fine, imprisonment, or both. Applicant Signature Date Program Use Only: Program/Activity Name: HUD Income guidelines used to certify client dated: Based upon client information provided, client household: (check one) ❑ Does meet income qualifications ❑ Does not meet income qualifications Reviewer's Signature: Date: 24 3,317 3,792 4,267 4,742 5,121 5,500 5,679 6,258 Exhibit B Client ! Beneficiary Data This report is prepared in digital format. The following exhibit is an example of the information required to complete the client / beneficiary data. s 0 72- 2 2 4 z C _ra) DATE: December 8, 2009 SUBJECT: City Council Meeting — December 17, 2009 ITEM: 8B1. Consider a resolution authorizing the Mayor to execute a Community Development Block Grant Agreement in the amount of $30,336.00 with the Round Rock Housing Authority for the Neighborhood Outreach Center. Department: Planning and Community Development Staff Person: Jim Stendebach, Planning and Community Development Director Elizabeth Alvarado, Community Development Assistant Justification: This activity was approved by Council in the 2009-2013 First Program Year Action Plan, adopted by Resolution R -09-07-23-10B1 approved on July 23, 2009. These funds will be used for after school mentoring, tutoring, English as a Second Language (ESL) classes and computer access to the residents of the Round Rock Housing Authority. Strategic Plan Relevance: N/A Funding: Cost: $30,336.00 Source of funds: CDBG Outside Resources: N/A Public Comment: All public notice and hearing requirements throughout the development of the action plan have been complied with by the City and the US Department of Housing and Urban Development and are available for review. EXECUTED DOCUMENT FOLLOWS THE STATE OF TEXAS § COUNTY OF WILLIAMSON § COMMUNITY DEVELOPMENT BLOCK GRANT AGREEMENT (B -09 -MC -48-0514) THIS AGREEMENT, entered into this114 T day oft l -r 20(x_%by and between the City of Round Rock, a Texas home -rule municipality (herein called the "CITY") and Round Rock Housing Authority (herein called "HOUSING AUTHORITY"). WHEREAS, the CITY has applied for and received funds from the United States Government under Title I of the Housing and Community Development Act of 1974, Public Law 93-383; and WHEREAS, the CITY wishes to engage HOUSING AUTHORITY to assist the CITY in utilizing such funds; and WHEREAS, HOUSING AUTHORITY has a program entitled the "Neighborhood Outreach Center" which provides services to low to moderate income individuals, including but not limited to English as a second language instruction, tutoring, and after-school snacks for children and internet access for HOUSING AUTHORITY residents; and NOW, THEREFORE, in consideration of the mutual covenants and agreements contained herein the parties agree as follows: SECTION I: SCOPE OF SERVICES 1.1. Activities HOUSING AUTHORITY will be responsible for administering a Community Development Block Grant ("CDBG") Year 2009 program known as the Neighborhood Outreach Center Services Coordinator program in a manner satisfactory to the CITY and consistent with any standards required as a condition of providing these funds, Such program will include the following activities eligible under the CDBG Program: Program Delivety Activity: Pay the salary for the Neighborhood Outreach Center services coordinator who will be responsible for coordinating staff and volunteer activities, self sufficiency programs, and tutoring. 177035.doc/jrnr 1 -s$1 Activity: Pay the costs for elementary and secondary teachers to provide student instruction. Activity: Pay the costs for peer tutors aiding in elementary and secondary student instruction. General Administration The Executive Director of the HOUSING AUTHORITY ("Executive Director") will provide administrative oversight for the program. 1.2 National Objectives HOUSING AUTHORITY certifies that the activity carried out under this Agreement shall meet the national objective to benefit low and moderate income persons by providing English as a second language instruction, tutoring and after-school snacks for children and interne access for low to moderate income persons receiving services from the HOUSING AUTHORITY. 1.3. Levels of Accomplishment — Goals and Performance Measures In addition to normal administrative services required as part of this Agreement, HOUSING AUTHORITY agrees to provide the following program services: Activity Units of Service Per Month Total Units per Year Elementary and Secondary Education 48 432 Student Tutoring/Computer Lab Services 48 432 Units of Service shall be defined as hours of services provided. 1.4. Staffing To undertake the activity described above and accomplish the levels of service described above, HOUSING AUTHORITY will allocate staff time in support of the program funded under this Agreement as follows: Title Hrs. per Week # of Weeks = Estimated Hours Neighborhood Outreach Center Coordinator T!___ _1`___ 32 36 = 1,152 October 1, 2008 through September 30, 2 Title Hrs. per Week # of Weeks = Estimated Hours Teacher — Elementary 6 36 — 216 Teacher— Secondary 6 36 = 216 October 1, 2009 through September 30, Any changes in the key personnel assigned or their general responsibilities under this program are subject to the prior approval of the CITY. 1.5. Performance Monitoring The CITY will monitor the performance of HOUSING AUTHORITY against the goals and performance standards required herein. Substandard performance as determined by the CITY will constitute noncompliance with this Agreement. If action to correct such substandard performance is not taken by HOUSING AUTHORITY within thirty (30) days after being notified by the CITY, contract suspension or termination procedures will be initiated in accordance with Section V II of this Agreement. SECTION II: TIME OF PERFORMANCE Services of HOUSING AUTHORITY shall start on the 1st day of October, 2009 and end on the 30th day of September, 2010. The term of this Agreement and the provisions herein shall be extended to cover any additional time period during which HOUSING AUTHORITY remains in control of CDBG funds or other assets including program income. SECTION III: BUDGET Line Item Amount Salary for Neighborhood Outreach Center Services Coordinator $13,500.00 Salary for Elementary and Secondary Teachers $10,800.00 Background checks $360.00 Supplies and overhead $900.00 Internet service $3,888.00 Food (USDA afterschool snack program or $3 $888.00 per child per day) 3 Any indirect costs charged must be consistent with the conditions of Paragraph 8,3(B) of this Agreement, In addition, CITY may require a more detailed budget breakdown than the one contained herein, and HOUSING AUTHORITY shall provide such supplementary budget information in a timely fashion in the form and content prescribed by CITY. SECTION IV: PAYMENT It is expressly agreed the total amount to be paid by the CITY under this Agreement shall not exceed 830,336.00,. Drawdowns for the payment of eligible expenses shall be made against the line item budgets provided above and incorporated herein and in accordance with performance. Expenses for general administration shall also be paid against the line item budgets provided above and in accordance with performance. Payments will be contingent upon certification of HOUSING AUTHORITY's financial management system in accordance with the standards specified in OMB Circular A-122. Prior to receiving payment pursuant to this Agreement, HOUSING AUTHORITY shall submit a request for funds specifying the units of service performed during the relevant time period, as well as any other documentation required by CITY to determine compliance with this agreement and applicable regulations. SECTION V: NOTICES Notices required by this Agreement shall be in writing and delivered via mail (postage prepaid), commercial courier, or personal delivery or sent by facsimile or other electronic means. Any notice delivered or sent as aforesaid shall be effective on the date of delivery or sending. All notices and other written communications under this Agreement shall be addressed to the individuals in the capacities indicated below, unless otherwise modified by subsequent written notice. Notices made pursuant to this Agreement shall be directed to the following representatives: CITY: ROUND ROCK HOUSING AUTHORITY: Elizabeth Alvarado, Community Development Assistant Deborah Williams Executive Director City of Round Rock Round Rock Housing Authority 301 West Bagdad, Suite 140 PO Box 781 Round Rock, Texas 78664 Round Rock TX 78680-0781 Telephone: 512-341-3328 Telephone: 255-9159, ext. 201 Fax: 512-341-3152 Fax: 255-3941 e-mail: lalvarado@round-rock.tx.us e-mail: debraw@austin.rr.com 4 SECTION VI: SPECIAL CONDITIONS 6.1. Legal Fees If all funds budgeted by CITY for legal fees and related costs associated with CDBG activities for the current fiscal year are expended prior to the execution of this agreement, or during the terra of this agreement, HOUSING AUTHORITY agrees to reimburse CITY for all of CITY's legal fees related to this community development block grant agreement incurred by CITY after all of such funds are expended, including but not limited to, attorneys fees, recording costs and other costs incurred by CITY for legal services, HOUSING AUTHORITY shall reimburse CITY for legal fees under this section within ten (10) days of a request for reimbursement by CITY, provided however that CITY shall not request reimbursement under this section more than once per CITY fiscal quarter SECTION VII: GENERAL CONDITIONS 7.1. General Compliance HOUSING AUTHORITY agrees to comply with all applicable federal, state and local laws, regulations and policies governing the funds provided under this Agreement, including but not limited to those laws and regulations described in 24 CFR 570 CDBG Regulations Subpart K, provided however that HOUSING AUTHORITY, does not assume the CITY's environmental responsibilities, if any, described at 24 CFR § 570.604, and does not assume the CITY's responsibility, if any, for initiating the review process under the provisions of 24 CFR part 52, HOUSING AUTHORITY further agrees to utilize funds available under this Agreement to supplement rather than supplant funds otherwise available. 7.2. Independent Contractor It is understood and agreed that HOUSING AUTHORITY is an independent contractor and shall not be considered an employee of the CITY. HOUSING AUTHORITY shall at all times remain an independent contractor with respect to the services to be performed under this Agreement. The CITY shall be exempt from payment of all unemployment compensation, FICA and retirement benefits, as HOUSING AUTHORITY is an independent contractor. HOUSING AUTHORITY shall not be within protection or coverage of the CITY's Workers' Compensation insurance, Health Insurance, Liability Insurance or any other Insurance that the CITY from time to time may have in force and effect. 7.3. Hold Harmless HOUSING AUTHORITY shall indemnify, save harmless and exempt the CITY, its officers, agents, servants, and employees from and against any and all suits, actions, legal 5 proceedings, claims, demands, damages, costs, expenses, attorney fees and any and all other costs or fees incident to any action done as result of this Agreement and arising out of a willful or negligent act or omission of HOUSING AUTHORITY, its officers, agents, servants, volunteers and employees; provided, however, that HOUSING AUTHORITY shall not be liable for any suits, actions, legal proceedings, claims, demands, damages, costs, expenses and attorneys' fees arising out of a willful or negligent act or omission of the CITY, its officers, agents, servants and employees, or third parties. 7.4. Worker's Compensation HOUSING AUTHORITY shall provide Workers' Compensation Insurance coverage for all of its employees involved in the performance of this Agreement. 7.5. Insurance and Bonding HOUSING AUTHORITY shall carry sufficient insurance coverage to protect contract assets from loss due to theft, fraud and/or undue physical damage, and as a minimum shall purchase a blanket fidelity bond covering all employees in an amount equal to cash advances from the CITY. 7.6. Amendments The terms and conditions of this Agreement, including the attaclunents listed below, constitute the entire agreement between the parties and supersedes all previous communications, representations, or agreements, either written or oral, with respect to the subject matter hereof. No modification or amendment to this Agreement will be binding on either party unless acknowledged in writing by their duly authorized representatives. 7.7. Suspension or Termination Either party may terminate this Agreement at any time by giving written notice to the other party of such termination and specifying the effective date thereof at least thirty (30) days before the effective date of such termination. Partial terminations of the Scope of Service in Paragraph 1.1. above may only be undertaken with the prior approval of the CITY. The award made pursuant to this agreement may be terminated for convenience in accordance with 24 CFR 85.44 by either CITY or HOUSING AUTHORITY by setting forth the reasons for such termination, the effective date, and in the case of partial termination, the portion to be terminated. However, if in the case of a partial termination, CITY determines that the remaining portion of the award will not accomplish the purpose for which the award was made, CITY may terminate the award in its entirety. In the event of any termination for convenience, all finished or unfinished documents, data, reports or other materials prepared by HOUSING AUTHORITY under this Agreement shall, at the option of the CITY, become property of the CITY. In accordance with 24 CFR § 85.43, the CITY may also suspend or terminate this Agreement, in whole or in part, if HOUSING AUTHORITY materially fails to comply with any term of this Agreement, which include, but are not limited to the following: 6 A. Failure to comply with any of the rules, regulations or provisions referred to herein, or such statutes, regulations, executive orders, and HUD guidelines, policies or directives as may become applicable at any time; B. Failure, for any reason, of HOUSING AUTHORITY to fulfill in a timely and proper manner its obligations under this Agreement; C. Ineffective or improper use of funds provided under this Agreement; or D. Submission by HOUSING AUTHORITY to the CITY reports that are incorrect or incomplete in any material respect. The CITY may declare HOUSING AUTHORITY ineligible for any further participation in CITY contracts, in addition to other remedies as provided by law. Should HOUSING AUTHORITY fail to cure or correct such defects or failures identified by the CITY within the fifteen (15) days after notification of deficiencies, and such breach of contract relates to a violation of federal law or regulations which results in a demand for reimbursement from the Department of Housing and Urban Development (HUD) or its successor, the CITY may seek reimbursement of all funds from the CITY to HOUSING AUTHORITY under this Agreement. HOUSING AUTHORITY shall not be relieved of the liability to the CITY for damages sustained by the CITY by virtue of any breach of this Agreement by HOUSING AUTHORITY and the CITY may withhold any payments to HOUSING AUTHORITY for the purpose as set out and until such time as the exact amount of damages due the CITY from the HOUSING AUTHORITY is determined. Should the CITY become aware of any activity by HOUSING AUTHORITY which would jeopardize the CITY's position with HUD which would cause a payback of CDBG funds or other CITY federal funds then the CITY may take appropriate action including injunctive relief against HOUSING AUTHORITY to prevent the transaction as aforesaid. The failure of the CITY to exercise this right shall in no way constitute a waiver by the CITY to demand payment or seek any other relief in law or in equity to which it may be justly entitled. 7.8. Pending Litigation HOUSING AUTHORITY agrees to inform CITY about any litigation HOUSING AUTHORITY is, or becomes, involved in. 7.9. Background Checks HOUSING AUTHORITY agrees to conduct a criminal background check on all employees working directly with youth, 7 SECTION VIII: ADMINISTRATIVE REQUIREMENTS 8.1. Financial Management A. Accounting Standards HOUSING AUTHORITY agrees to comply with 24 CFR 84.21-28 and agrees to adhere to the accounting principles and procedures required therein, utilize adequate internal controls, and maintain necessary source documentation for all costs incurred. B. Cost Principles HOUSING AUTHORITY shall administer its program in conformance with OMB Circulars A-122, "Cost Principles for Non -Profit Organizations," or A-21, "Cost Principles for Educational Institutions," as applicable. These principles shall be applied for all costs incurred whether charged on a direct or indirect basis. 8.2. Documentation and Record Keeping A. Record Keeping HOUSING AUTHORITY shall maintain all records required by the federal regulations specified in 24 CFR Part 570.506 and that are pertinent to the activities to be funded under this Agreement. Such records shall include, but are not be limited to: 1. Records providing a full description of each activity undertaken; 2. Records demonstrating that each activity undertaken meets one of the National Objectives of the CDBG program under 24 CFR Part 570.208; 3. Records required to determine the eligibility of activities under 24 CFR Part 570.201 - 570.206; 4. Financial records as required by 24 CFR Part 570.502, and OMB Circular A-110; and 5. Other records necessary to document compliance with Subpart K of 24 CFR 570. B. Retention HOUSING AUTHORITY shall retain all financial records, supporting documents, statistical records and all other records pertinent to this Agreement for a period of four (4) years after the termination of all activities funded under this Agreement. Notwithstanding the above, if there is litigation, claims, audits, negotiations or other actions that involve any of the records cited and that have started before the expiration of the four-year period, then such records must be retained until completion of the actions and resolution of all issues, or the expiration of the four-year period, which ever occurs later. 8 C. Client Data HOUSING AUTHORITY shall maintain client data demonstrating client eligibility for services provided. Such data shall include, but not be limited to, client name, address and annual household income level as shown in Exhibit "A", attached hereto and incorporated herein. Any other basis for determining eligibility must be approved by the CITY in advance in writing, and description of services provided. Such information shall be made available to CITY monitors or their designees upon request. D. Disclosure HOUSING AUTHORITY 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 CITY's or HOUSING AUTHORITY's responsibilities with respect to services provided under this contract is prohibited by the U.S. Privacy Act of 1974 unless written consent is obtained from such person receiving service and, in the case of a minor, that of a responsible parent/guardian. E. Close -Outs HOUSING AUTHORITY's obligation to the CITY shall not end until all closeout requirements are completed. Activities during this close-out period shall include, but are not limited to: making final payments, disposing of program assets, including, but not limited to, the return of all unused materials, equipment, unspent cash advances, program income balances, and receivable accounts to the CITY, and determining custodianship of records. Not withstanding the foregoing, the terms of this Agreement shall remain in effect during any period that HOUSING AUTHORITY has control over CDBG funds, including program income. F. Audits & Inspections All HOUSING AUTHORITY's records with respect to any matters covered by this Agreement shall be made available to the CITY, grantor agency, their designees or the Federal Government, at any time during normal business hours, as often as the CITY or grantor agency deems necessary, to audit, examine, and make excerpts or transcripts of all relevant data. Any deficiencies noted in audit reports must be fully cleared by HOUSING AUTHORITY within thirty (30) days after receipt by HOUSING AUTHORITY. Failure of HOUSING AUTHORITY to comply with the above audit requirements will constitute a violation of this contract and may result in the withholding of future payments. HOUSING AUTHORITY hereby agrees to have an annual agency audit conducted in accordance with current CITY policy concerning HOUSING AUTHORITY's audits and OMB Circular A-133. 9 8.3. Reporting and Payment Procedures A. Program Income HOUSING AUTHORITY shall report quarterly all program income, as defined at 24 CFR 570.500(a), generated by activities carried out with CDBG fiords made available under this contract. The use of program income by HOUSING AUTHORITY shall comply with requirements set forth in 24 CFR 570.504. By way of further limitations, HOUSING AUTHORITY may use such income during the contract period for activities permitted under this contract and shall reduce requests for additional funds by the amount of any such program income balances on hand. All unused program income shall be returned to the CITY at the end of the contract period. Any interest earned on cash advances from the U.S. Treasury is not program income and shall be remitted promptly to the CITY. Reporting of any such program income shall, at a minimum, be included in quarterly reports under Section VIII of this Agreement. Information on program income provided in these reports will include, but not be limited to, summaries of program income generated; a summary of expenditures of these fiends; and a description of the use of program income sufficient for determining eligibility of these expenses under CDBG guidelines. B. Indirect Costs If indirect costs are charged, HOUSING AUTHORITY will develop an indirect cost allocation plan for determining the appropriate HOUSING AUTHORITY share of administrative costs and shall submit such plan to the CITY for approval. C. Payment Procedures The CITY will pay to HOUSING AUTHORITY funds available under this Agreement based on information submitted by HOUSING AUTHORITY and consistent with an approved budget and CITY policies concerning payments. With the exception of certain advances, payments will be made for eligible expenses actually incurred by HOUSING AUTHORITY, and not to exceed actual cash requirements. Payments will be adjusted by the CITY in accordance with advance fund and program income balances available under this contract for costs incurred by the CITY on the behalf of HOUSING AUTHORITY. D. Progress Reports HOUSING AUTHORITY shall submit regular Quarterly Progress Reports to the CITY in the form, content, and frequency as required by the CITY. These shall include but not be limited to summary of expenditures, list of beneficiaries and a brief narrative of accomplishments. Beneficiary reports should be submitted on Exhibit "B", attached hereto and incorporated herein unless an alternative report is approved by CITY in advance and in writing. 10 E. Budgets The CITY and the HOUSING AUTHORITY may agree to revise the budget, provided in Section III above, from time to time in accordance with existing CITY policies. Any amendments to the budget must be approved in writing by both the CITY and HOUSING AUTHORITY. 8.4. Procurement A. Compliance HOUSING AUTHORITY shall maintain property inventory records, which clearly identifies any property purchased, improved or sold using funds provided under this Agreement. Property retained shall continue to meet eligibility criteria and shall conform to the "changes in use" restrictions specified in 24 CFR Parts 570.503(b)(8). All program assets (unexpended advanced fiends) shall revert to the CITY upon termination of this Agreement. The only authorized expenditures of funds shall be for the costs set forth in Section III of this agreement and for indirect costs paid in compliance with Section 8.3(B). B. OMB Standards HOUSING AUTHORITY shall procure materials in accordance with the requirements of Attachment 0 of OMB Circular A-110, Procurement Standards, as amended, and shall subsequently follow Attachment N, Property Management Standards, as amended, covering utilization and disposal of property. These requirements are referenced in 24 CFR Part 84, titled "Common Rule". C. Travel HOUSING AUTHORITY shall obtain written approval from the CITY for any travel outside the metropolitan area with funds provided under this Agreement. The CITY shall determine that such travel is necessary and reasonable according to applicable standards outlined in OMB Circular A87. 8.5. Use and Reversion of Assets The use and disposition of real property and equipment under this Agreement shall be in compliance with the requirements of 24 CFR Part 84 and 24 CFR 570.502, 570.503 and 570.504, as applicable, which include but are not limited to the following: A. HOUSING AUTHORITY agrees that should it discontinue the services as provided for herein, or upon the expiration or termination of this Agreement, then HOUSING AUTHORITY shall transfer to the CITY all unexpended CDBG funds on hand at the time of discontinuance or expiration and any accounts receivable attributable to the use of funds under this Agreement within ten (10) days from the time of expiration or termination of this Agreement 11 or the cancellation, or termination of services. The funds remaining will be appropriated to eligible CDBG activities in keeping with the CITY'S budgetary process. B. Real property under HOUSING AUTHORITY's control that was acquired or improved, in whole or in part, with funds under this Agreement in excess of $25,000 shall be used to meet one of the CDBG National Objectives pursuant to 24 CFR 570.208 at least five (5) years after expiration of this Agreement. If HOUSING AUTHORITY fails to use CDBG- assisted real property in a manner that meets a CDBG National Objective for the prescribed period of time, HOUSING AUTHORITY shall pay the CITY an amount equal to the current fair market value of the property less any portion of the value attributable to expenditures of non- CDBG funds for acquisition of, or improvement to, the property. Such payment shall constitute program income to the CITY. HOUSING AUTHORITY may retain real property acquired or improved under this Agreement after the expiration of the five-year period. C. In all cases in which equipment acquired, in whole or in part, with funds under this Agreement is sold, the proceeds shall be program income (prorated to reflect the extent to that funds received under this Agreement were used to acquire the equipment). Equipment not needed by HOUSING AUTHORITY for activities under this Agreement shall be (a) transferred to the CITY for the CDBG program or (b) retained after compensating the CITY an amount equal to the current fair market value of the equipment less the percentage of non-CDBG funds used to acquire the equipment. SECTION IX: RELOCATION, REAL PROPERTY ACQUISITION AND ONE-FOR-ONE HOUSING REPLACEMENT 9.1. HOUSING AUTHORITY agrees to comply with (a) the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, as amended (URA), and implementing regulations at 49 CFR Part 24 and 24 CFR 570.606(b): (b) the requirements of 24 CFR 570.606(c) governing the Residential Anti -displacement and Relocation Assistance Plan under section 104(d) of the HCD Act; and 9c) the requirements in 24 CFR 570.606(d) governing optional relocation policies. HOUSING AUTHORITY shall provide relocation assistance to displaced persons as defined by 24 CFR 570.606(b)(2) that are displaced as a direct result of acquisition, rehabilitation, demolition or conversion for a CDBG-assisted project. HOUSING AUTHORITY also agrees to comply with applicable CITY ordinances, resolutions and policies concerning the displacement of persons from their residences. 12 SECTION X: PERSONNEL & PARTICIPANT CONDITIONS 10.1. Civil Rights A. Compliance HOUSING AUTHORITY agrees to comply with city and state civil rights acts and ordinances, and with Title VI of the Civil Rights Act of 1964 as amended, Title VIII of the Civil Rights Act of 1968 as amended, Section 109 of Title I of the Housing and Community Development Act of 1974, Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, the Age Discrimination Act of 1975, Executive Order 11063, and with Executive Order 11246 as amended by Executive Orders 11375, 11478, 12107 and 12086. B. Nondiscrimination HOUSING AUTHORITY will not cause any person to be excluded from participation in, denied the benefits of, or subjected to discrimination under any of the program's activities receiving assistance under this Agreement based on the grounds of race, color, religion, sex, ancestry, national origin or handicap. In order to allow the CITY to monitor non-discrimination, HOUSING AUTHORITY will at minimum maintain records regarding the race of persons or households assisted under this contract and whether households assisted have a female head of household. HOUSING AUTHORITY will not discriminate against any employee or applicant for employment because of race, color, religion, sex, ancestry, national origin, or other handicap, age, marital status, or status with regard to public assistance. HOUSING AUTHORITY will take affirmative action to ensure all employment practices are free from such discrimination. Such employment practices include but are not limited to the following: hiring, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff, termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. HOUSING AUTHORITY agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the contracting agency setting forth the provisions of this nondiscrimination clause. HOUSING AUTHORITY agrees to comply with the non-discrimination in employment and contracting opportunities laws, regulation, and executive orders referenced in 24 CFR 570.607, as revised by Executive Order 13279. The applicable non-discrimination provisions in Section 109 of the Housing and Community Development Act (42 U.S.C. 5301 el seq.). C. Land Covenants This Agreement is subject to the requirements of Title VI of the Civil Rights Act of 1964 (P.L, 88-352) and 24 CFR 570.601 and 570.602. In regard to the sale, lease, or other transfer of land acquired, cleared or improved with assistance provided under this Agreement, HOUSING AUTHORITY shall cause or require a covenant running with the land to be inserted in the deed 13 or lease for such transfer, prohibiting discrimination as herein defined, in the sale, lease or rental, or in the use or occupancy of such land, or in any improvements erected or to be erected thereon, providing that the CITY and the United States are beneficiaries of and entitled to enforce such covenants. HOUSING AUTHORITY, in undertaking its obligation to carry out the program assisted hereunder, agrees to take such measures as are necessary to enforce such covenant, and will not itself so discriminate. D. Compliance with Section 504 HOUSING AUTHORITY agrees to comply with any federal regulations issued pursuant to compliance with Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 706) or applicable updates which prohibits discrimination against the handicapped in any federally assisted program. The CITY shall provide HOUSING AUTHORITY with any guidelines necessary for compliance with that portion of the regulations in force during the term of this Agreement. 10.2. Affirmative Action A. Approved Plan HOUSING AUTHORITY agrees that it shall be committed to carry out pursuant to the CITY's specifications an Affirmative Action Program in keeping with the principles as provided in Presidents Executive Order 11246 of September 24, 1966. The CITY shall provide Affirmative Action guidelines to HOUSING AUTHORITY to assist in the formulation of such program. HOUSING AUTHORITY shall submit a plan for an Affirmative Action Program for approval prior to the award of funds. B. Women- and Minority -Owned Businesses (W/MBE) HOUSING AUTHORITY will use its best efforts to afford small businesses, minority business enterprises, and women's business enterprises the maximum practicable opportunity to participate in the performance of this Agreement. As used in this Agreement, the terms "small business' means a business that meets the criteria set forth in section 3(a) of the Small Business Act, as amended (15 U.S.C. 632), and "minority and women's business enterprise" means a business at least fifty-one (51) percent owned and controlled by minority group members or women. For the purpose of this definition, "minority group members" are Afro-Americans, Spanish-speaking, Spanish surnamed or Spanish -heritage Americans, Asian -Americans, and American Indians. HOUSING AUTHORITY may rely on written representations by businesses regarding their status as minority and female business enterprises in lieu of an independent investigation. C. Access to Records HOUSING AUTHORITY shall furnish and cause each of its own subcontractors to furnish all information and reports required hereunder and will permit access to its books, records and accounts by the CITY, HUD or its agent, or other authorized Federal officials for 14 purposes of investigation to ascertain compliance with the rules, regulations and provisions stated herein. D. Notifications HOUSING AUTHORITY will send to each labor union or representative of workers with which it has a collective bargaining agreement or other contract or understanding, a notice, to be provided by the agency contracting officer, advising the labor union or worker's representative of HOUSING AUTHORITY's commitments hereunder, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. E. Equal Employment Opportunity and Affirmative Action (EEO/AA) Statement HOUSING AUTHORITY will, in all solicitations or advertisements for employees placed by or on behalf of HOUSING AUTHORITY, state that it is an Equal Opportunity or Affirmative Action employer. F. Subcontract Provisions HOUSING AUTHORITY will include the provisions of Paragraphs X.A, Civil Rights, and B, Affirmative Action, in every subcontract or purchase order, specifically or by reference, so that such provisions will be binding upon each of its own subcontractors. 10.3. Employment Restrictions A. Prohibited Activity HOUSING AUTHORITY is prohibited from using funds provided herein or personnel employed in the administration of the program for: political activities; inherently religious activities; lobbying; political patronage; and nepotism activities. B. Labor Standards HOUSING AUTHORITY agrees to comply with the requirements of the Secretary of Labor in accordance with the Davis -Bacon Act as amended, the provisions of Contract Work Hours and Safety Standards Act as amended, the provisions of Contract Work Hours and Safety Standards Act (40 U.S.C. 327 et seq.) and all other applicable Federal, state and local laws and regulations pertaining to labor standards insofar as those acts apply to the performance of this Agreement. HOUSING AUTHORITY agrees to comply with the Copeland Anti -Kick Back Act (18 U.S.C. 874 et seq.) and its implementing regulations of the U.S. Department of Labor at 29 CFR Part 5. HOUSING AUTHORITY shall maintain documentation that demonstrates compliance with hour and wage requirements of this part. Such documentation shall be made available to the CITY for review upon request. 15 HOUSING AUTHORITY agrees that, except with respect to the rehabilitation or construction of residential property containing less than eight (8) units, all contractors engaged under contracts in excess of $2,000.00 for construction, renovation or repair work financed in whole or in part with assistance provided under this Agreement, shall comply with Federal requirements adopted by the CITY pertaining to such contracts and with the applicable requirements of the regulations of the Department of Labor, under 29 CFR Parts 1, 3, 5 and 7 governing the payment of wages and ratio of apprentices and trainees to journey workers; provided that, if wage rates higher than those required under the regulations are imposed by state or local law, nothing hereunder is intended to relieve HOUSING AUTHORITY of its obligation, if any, to require payment of the higher wage. HOUSING AUTHORITY shall cause or require to be inserted in full, in all such contracts subject to such regulations, provisions meeting the requirement of this paragraph. C. "Section 3" Clause 1. Compliance Compliance with the provisions of Section 3 of the HUD Act of 1968, as amended, and as implemented by the regulations set forth in 24 CFR 135, and all applicable rules and orders issued hereunder prior to the execution of this Agreement, shall be a condition of the Federal financial assistance provided under this Agreement and binding upon the CITY, HOUSING AUTHORITY and any of HOUSING AUTHORITY's subcontractors. Failure to fulfill these requirements shall subject the CITY, HOUSING AUTHORITY and any of HOUSING AUTHORITY's subcontractors, their successors and assigns, to those sanctions specified by the Agreement through which Federal assistance is provided. HOUSING AUTHORITY certifies and agrees that no contractual or other disability exists that would prevent compliance with these requirements. HOUSING AUTHORITY 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 (12 U.S.C. 1701). 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 in the metropolitan area in which the project is located." HOUSING AUTHORITY further agrees to ensure that opportunities for training and employment arising in connection with a housing rehabilitation (including reduction and abatement of lead-based paint hazards), housing construction, or other public construction project are given to low- and very low-income persons residing within the metropolitan area in which the CDBG-funded project is located; where feasible, priority should be given to low -and 16 very law -income persons within the service area of the project or the neighborhood in which the project is located, and to low- and very low-income participants in other HUD programs; and award contracts for work undertaken in connection with a housing rehabilitation (including reduction and abatement of lead-based pain hazards), housing construction, or other public construction project to business concerns that provide economic opportunities for low -and very low-income persons residing within the metropolitan area in which the CDBG-funded project is Located; where feasible, priority should be given to business concerns that provide economic opportunities to low- and very low-income residents within the service area or the neighborhood in which the project is located, and to low- and very low-income participants in other HUD programs. HOUSING AUTHORITY certifies and agrees that no contractual or other legal incapacity exists that would prevent compliance with these requirements. 2. Notifications HOUSING AUTHORITY agrees to send to each labor organization or representative of workers with which it has a collective bargaining agreement or other contract or understanding, if any, a notice advising said labor organization or worker's representative of its commitments under this Section 3 clause and shall post copies of the notice in conspicuous places to employees and applicants for employment or training. 3. Subcontracts HOUSING AUTHORITY will include this Section 3 clause in every subcontract and will take appropriate action pursuant to the subcontract upon a finding that the subcontractor is in violation of regulations issued by the grantor agency. HOUSING AUTHORITY will not subcontract with any entity where it has notice or knowledge that the latter has been found in violation of regulations under 24 CFR Part 135 and will not let any subcontract unless the entity has first provided it with a preliminary statement of ability to comply with the requirements of these regulations. 10.4. Conduct A. Assignability HOUSING AUTHORITY shall not assign or transfer any interest in this Agreement without the prior written consent of the CITY. B. Subcontracts 1. Approvals HOUSING AUTHORITY shall not enter into any subcontracts with any agency or individual in the performance of this contract without written consent of the CITY prior to the execution of such Agreement. 17 2. Monitoring of Subcontractors HOUSING AUTHORITY will monitor all subcontracted services on a regular basis to assure contract compliance. Results of monitoring efforts shall be summarized in written reports and supported with evidence of follow-up actions taken to correct areas of noncompliance. 3. Content HOUSING AUTHORITY shall cause all of the provisions of this contract in its entirety to be included in and made a part of any subcontract executed in the performance of this Agreement. 4. Selection Process HOUSING AUTHORITY shall undertake to ensure that all subcontracts let in the performance of this agreement shall be awarded on a fair and open competition basis in accordance with applicable procurement requirements. Executed copies of all subcontracts shall be forwarded to the CITY along with documentation concerning the selection process. C. Hatch Act HOUSING AUTHORITY agrees that no funds provided, nor personnel employed under this Agreement, shall be in any way or to any extent engaged in the conduct of political activities in violation of Chapter 15 of Title V United States Code. D. Conflict of Interest HOUSING AUTHORITY understands and agrees to abide by the provisions of 24 CFR 84.42 and 570.611, which include, but are not limited to the following: 1. HOUSING AUTHORITY shall maintain a written code or standards of conduct that shall govern the performance of its officers, employees or agents engaged in the award and administration of contracts supported by Federal funds. 2. No employee, officer or agent of HOUSING AUTHORITY shall participate in the selection, or in the award, or administration of, a contract supported by Federal funds if a conflict of interest, real or apparent, would be involved. 3. No covered persons who exercise or have exercised any functions or responsibilities with respect to CDBG-assisted activities, or who are in a position to participate in a decision-making process or gain inside information with regard to such activities, may obtain a financial interest in any contract, or have a financial interest in any contract, subcontract, or agreement with respect to the CDBD-assisted activity, or with respect to the proceeds from the CDBG-assisted activity, either for themselves or those with whom they have business or immediate family ties, during their tenure or for a period of one (1) year thereafter. 18 These conflict of interest provisions apply to "covered persons" which shall include any person who is an employee, agent, consultant, officer, or elected official of the CITY, HOUSING AUTHORITY or any designated public agencies which are receiving funds under the CDBG Entitlement program. E. Lobbying HOUSING AUTHORITY hereby certifies that: 1. No Federal appropriated funds have been paid or will be paid, by or on behalf of it, 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 any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement; 2. If any funds other than Federal appropriated funds have been paid or will be paid 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 this Federal contract, grant, loan or cooperative agreement, it will complete and submit Standard Form -LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions; and 3. It will require that the language of paragraph (4) of this certification be included in the award documents for all subawards at all tiers including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements and that all subrecipients shall certify and disclose accordingly: 4. Lobbying Certification This certification is a material representation of a fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S.C. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. F. Copyright If this Agreement results in any copyrightable material or inventions, the CITY and/or grantor agency reserves the right to royalty -free, non-exclusive and irrevocable license to reproduce, publish or otherwise use and to authorize others to use, the work or materials for governmental purposes. 19 G. Religious Organization HOUSING AUTHORITY agrees that funds provided under this Agreement will not be utilized for inherently religious activities, such as worship, religious instruction, or proselytization; to promote religious interests; or for the benefit of a religious organization as specified in 24 CFR 570.200(j), SECTION XI: ENVIRONMENTAL CONDITIONS 11.1. Air and Water HOUSING AUTHORITY agrees to comply with the following requirements insofar as they apply to the performance of this Agreement: A. Clean Air Act, 42 U.S.C., 7401, et seq.; B. Federal Water Pollution Control Act, as amended, 33 U.S.C., 1251, et seq., as amended, 1318 relating to inspection, monitoring, entry, reports, and information, as well as other requirements specified in said Section 114 and Section 308, and all regulations and guidelines issued thereunder; and C. Environmental Protection Agency (EPA) regulations pursuant to 40 CFR Part 50, as amended. 11.2. Flood Disaster Protection In accordance with the requirements of the Flood Disaster Protection Act of 1973 (42 U.S.C, 4001), HOUSING AUTHORITY shall assure that for activities located in an area identified by the Federal Emergency Management Agency (FEMA) as having special flood hazards, flood insurance under the National Flood Insurance Program is obtained and maintained as a condition of financial assistance for acquisition or construction purposes including rehabilitation. 11.3. Lead -Based Paint HOUSING AUTHORITY agrees that any construction or rehabilitation of residential structures with assistance provided under this Agreement shall be subject to HUD Lead -Based Paint Regulations at 24 CFR 570.608, and 24 CFR Part 35, Subpart B. Such regulations pertain to all CDBG-assisted housing and require that all owners, prospective owners, and tenants of properties constructed prior to 1978 be properly notified that such properties may include lead- based paint. Such notification shall point out the hazards of lead-based paint and explain the symptoms, treatment and precautions that should be taken when dealing with lead-based paint poisoning and the advisability and availability of blood lead level screening for children under seven. The notice should also point out that if lead-based paint is found on the property, abatement measures may be undertaken. The regulations further require that, depending on the 20 amount of Federal funds applied to a property, paint testing, risk assessment, treatment and/or abatement may be conducted. 11.4. Historic Preservation HOUSING AUTHORITY agrees to comply with the Historic Preservation requirements set forth in the National Historic Preservation Act of 1966, as amended (16 U.S.C. 470) and the procedures set forth in 36 CFR Part 800, Advisory Council on Historic Preservation Procedures for Protection of Historic Properties, insofar as they apply to the performance of this agreement. In general, this requires concurrence from the State Historic Preservation Officer for all rehabilitation and demolition of historic properties that are fifty years old or older or that are included on a Federal, state, or local historic property list. SECTION XII: SEVARABILITY 12.1. If any provision of this Agreement is held invalid, the remainder of the Agreement shall not be affected thereby and all other parts of this Agreement shall nevertheless be in full force and effect. SECTION XIII: SECTION HEADINGS AND SUBHEADINGS 13.1, The section headings and subheadings contained in this Agreement are included for convenience only and shall not limit or otherwise affect the terms of this Agreement. SECTION XIV: WAIVER 14.1. The CITY's failure to act with respect to a breach by HOUSING AUTHORITY does not waive its right to act with respect to subsequent or similar breaches. The failure of the CITY to exercise or enforce any right or provision shall not constitute a waiver of such right or provision. IN WITNESS WHEREOF, this Agreement is executed as of the date first written above. (Signatures on the following page.) 21 Appr e. as to form: Stephan Sheets, City Attorney CITY: City of Round Rock )14 HOU ING AU HORITY: Rou y ' o k sin Aj.4 ority ALAN MCGRAW, Mayor EBORAH WILLIAMS, ATTEST: LtliAtt- SARA r WHITE City Secretary Executive Director 22 Exhibit A City of Round Rock Community Development Block Grant Program Self Declaration of Income Year 2008-09 Program This activity is funded with federal Community Development Block Grant (CDBG) funds and is designed to primarily benefit low to moderate -income households (LMI).This requires that the Applicant meet and certify the amount of their annual household income in order to participate in the program. Applicant should not provide his/her signature unless he/she has read and understands the income information they are certifying under penalty of law. At the discretion of the program, Applicant may be required to provide documentation to support the self -declaration of income. Client Data: Applicant: SSN#: Address: City Zip Program beneficiary, if different from Applicant. A separate form must be completed for each child in the same family who is participating in a program. Name: SSN# Address: City Zip Female Head of Household: ❑Yes Ethnicity: HISPANIC or LATINO ❑ YES - NO RACE (check one): ❑No ("Yes" if you are a single parent with children) ❑ White (1N) ❑ Am India/Alaskan Native (Al) O Black/African-Amer.O B '^ ❑Native Hawaiian/Other Pacific Islander (HI) 0 Asian 0 Asian & White (AW) 0 Other Multi -R (0) 0 Black African American & White (BW) 0 Am. Indian/Alaskan Native & White (IAW) 0 Am Indian/Alaskan Native & Blk (IAB) Applicant Household Income Information Estimate the annual income of the household by projecting the prevailing rate of income of each person at the time assistance is provided for the individual, family, or household (as applicable). Estimated annual income shall include income from all sources of household members as applicable. Income or asset enhancement derived from the CDBG- assisted activity shall not be considered in calculating estimated annual income. LOCATE FAMILY SIZE AND THEN CIRCLE ANNUAL (Page 1) OR MONTHLY (Page 2) AMOUNT THAT IS CLOSEST TO FAMILY INCOME A No. In Family HUD's 30% HUD's 50% HUD's 80% 25% 30% 35% 40% 45% 55% 60% 65% 70% 75% 80% 23 1 ; 12,450 14,225 14 940 14,950 17,430 I 19,920 1 22,410 24,900 t 27,390 29,880 32,370 34,860 137,350 39840 2 1 17,070 17,100 ? 19,915 I 22780 I 25,605 28,450 31,295 34,140 1 36,985 39,830 , 42,675 E 45,520 39,850 45,500 3 I 16,000 19,200 3 19,200- 22,400 25,600 I 28,800 ; 32,000 35,200 38,400 41,600 44,800 48,000 51,200 51,200 4 17,775 21,330 21,350 24,885 i 28,440 i 31,995 35,550 3 39,105 42,660 46,215 49,770 53,325 56,880 56,900 5 i 19,200 23,040 23,050 26880 I 30,720 1 34,560 I 38,400 1 42,240 46,080 49,920 53,760 57,600 61,440 { 61,450 6 I 20,625 24,750 24,750 28,875 1 33,000 i 37,125 i 41,250 1 45,375 I 49,500 i 53,625 57,750 ; 61,875 66,000 66,000 26,460 26450 30,870 I 35,280 ' 39,690 44,100 1 48,510 52920 57,330 61,740 66,150 fi 70,560 j 70,550 • 7 1 22,050 8 j 23,475 28,170 28,200 ? 32,865 I 37,560 i 42,255 46,950 1 51,645 56,340 j 61,035 I 65,730 170,425 75,120 i 75,100 Monthly Income $ No. In Family 25% 30% 'HUD's 30% 35% 40% 45% HUD's 50% 55% 60% 65% 70% 75% 80% 1 1,038 1,245 2 1,185 1,423 3 1,333 1,600 4 1,481 1,778 5 1,600 1,920 6 7 8 1,719 2,083 1,838 2,205 1,956 2,348 1,246 1,421 1,600 1,779 1,921 2,063 1,453 1 1,660 1,868 1,860 1,897 2,134 1,867 i 2,133 2,400 2,074 2,370 2,666 2,240 i 2,560 I 2,880 2,204 2,346 2,408 2,750 3,094 2,573 2,940 I 3,308 2,739 1 3,130 3,521 2,075 2,371 2,667 2,963 3,200 3,438 3,675 3,913 2,283 2,490 2,608 2,845 2,933 3,259 3,520 3,200 2,698 2,905 3,113 I 3,320 3,082 3,319 3,556 3,793 3,467 3,733 4,000 4,267 HUD's 80% 3,317 3,792 4,267 3,555 3,851 l 4,148 4,444 4,740 4,742 3,840 4,160 4,480 4,800 3,781 4,125 4,043 4,410 4,304 4,695 5,120 5,121 4,469 j 4,813 5,156 j 5,500 5,500 4,778 5,145 5,513 5,880 5,879 5,086 1 5,478 5,869 6,260 6,258 Number of persons living in household: Number of adults (18 yrs and older) living in household: Applicant Self Declaration Certification Evidenced by the signature below, Applicant certifies his or her annual household income. Applicant certifies that the information herein provided is true and accurate. Applicant further acknowledges that any inaccuracy and/or misrepresentation provided herein may constitute fraud, which is punishable by law. Applicant certifies that all information provided herein and any attachments hereto, are true and correct as of the date set forth opposite signature. Applicant acknowledges that Title 18, Section 1001 of the U.S. Code states that any person that makes intentional or negligent statements to any department of the United States Government is guilty of a felony that could result in but not be limited to a fine, imprisonment, or both. Applicant Signature Date Program Use Only: Program/Activity Name: HUD Income guidelines used to certify client dated: Based upon client information provided, client household: (check one) o Does meet income qualifications i Does not meet income qualifications Reviewer's Signature: Date: 24 Exhibit B Client / Beneficiary Data This report is prepared in digital mita, The following exhibit! &aan leo£acinf information aquildmcomplete m0client / beneficiary dta 4 { ƒ f9