CM-2015-991 - 12/4/2015INTERDEPARTMENTAL AGREEMENT FY2015 COMMUNITY
DEVELOPMENT BLOCK GRANT (CDBG) PROGRAM
This Interdepartmental Agreement ("Agreement") is entered into by and between
the Community Development Office ("CDO"), the City of Round Rock, Texas ("City") and the
Transportation Department ("Department") of the City.
WHEREAS, the City has received funds from the U. S. Department of Housing and
Urban Development ("HUD") under Title I of the Housing and Community Development Act of
1974 ("Act"), as amended, for utilization in connection with the City's Community
Development Block Grant ("CDGB") Program;
WHEREAS, the City's governing body ("City Council') has adopted a budget
for expenditure of the City's FY15 CDBG Program funds and has allocated:
$260,000 ("Funds") for a project entitled Greenhill Sidewalk Improvements
("Project")
WHEREAS, CDO is responsible for the administration of CDBG Funds and for
monitoring of the Project;
WHEREAS, CDO wishes to engage the Department to implement and manage the
Project; and
WHEREAS, in consideration of the tasks, activities, and services to be performed and
rendered by the Department under this Agreement, CDO shall provide the Department with
the HUD approved Funds for completion of the Project.
NOW, THEREFORE, the parties to this Agreement covenant and agree, and by the
execution of this Agreement are bound, to the mutual obligations contained in this Agreement
and to the performance and accomplishment of the tasks, activities and services as
described.
I. TERRA
1.1. Except as otherwise provided for pursuant to the provisions of this Agreement, this
Agreement commences immediately upon its full execution and terminates on either (i)
December 31, 2016, or (ii) Project completion, whichever occurs earliest in time. At the
completion of the term, CDO reserves the right to recapture funding for projects which have not
yet begun.
11. COMPLIANCE WITH FEDERAL, STATE, AND LOCAL
LAWS
2.1 The Department understands that the Funds provided to it under this Agreement are
funds which have been made available to the City by the federal government in accordance with
the Act and pursuant to the City's HUD approved grant application and with other specific
assurances made and executed by the City. The Department, therefore, assures and certifies
that it will comply with applicable requirements of the Act, with all regulations promulgated
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urt-2Gt5.9'�
thereunder, as codified at Title 24 of the Code of Federal Regulations ("CFR"), and with any and
all applicable amendmentsto the Act and the CFR.
2.2 The Department shall observe and comply with all federal, State, and local laws,
regulations, and rules affecting the Department's operations pursuant to this Agreement.
III. PERFORMANCE
3.1 The Department shall manage, implement, perform, provide, and carry out in a timely
manner all of the tasks, activities, and services set forth in the FY2015 CDBG Request for
Application/Project response ("Response") which was submitted to CDO for consideration to
receive funding and which is incorporated in this Agreement by reference as if set out fully
within this document.
3.2 Modifications or revisions to the scope of the Project discussed in the Response, which
scope formed the basis for this Project to receive Funds, may be made only pursuant to the prior
written approval of the Administrator of CDO.
3.3 Department in managing CDBG Funds shall comply with CDBG processes as established
by CDO.
IV. FISCAL
4.1 In as much as the City Council has delegated to CDO the responsibility for fiscal
oversight, control, and monitoring of CDBG Program Funds, the Department shall submit to
CDO, written approval prior to final processing, all Project matters that are fiscal in nature
including, but not limited to, requests for payment, purchase orders, requisitions, budget
adjustments, and invoices. The Department understands and agrees that Funds are
awarded only for the indicated term of this Agreement.
V. MAINTENANCE AND ACCESSIBILITY OF RECORDS
5.1 The Department agrees to maintain records that will provide accurate, current, separate,
and complete disclosure of the status of any Funds received pursuant to this Agreement.
5.2 The Department further agrees that (i) maintenance of the records must be in
compliance with all terms and provisions of federal law providing for complete disclosure of
the status of any Funds received pursuant to this Agreement; (ii) the records must be kept in
compliance with all applicable federal and State laws, regulations, and rules establishing
standards for governmental financial management; (iii) the Department's records system
must, at all times, contain sufficient documentation to provide in detail full support and
justification for each expenditure of the Funds provided under this Agreement.
5.3 As often, at such time, and in such form as needed, CDO may require the
Department, by verbal or written request, shall make available and/or furnish to CDO any and
all statements, reports, data, and information deemed necessary by CDO to matters which
pertain to this Agreement.
VI. CHANGES AND AMENDMENTS
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6.1 Alterations, additions, or deletions to the terms of this Agreement may be made by
written amendment and must be executed by both CFO and the Department.
Executed this � day of lrM-f�A —L4,-,— 2015.
TRANSPORTATION DEPARTMENT
441—
Gary H der, Director
FINANCE DEPARTMENT
Sus'aW Morgan, CFO
COMMUNITY DEVELOPMENT OFFICE
Eliza eth Alvarado, CDBG Coordinator
CITY ADMINISTRATION
� 1
Laurie Hadley, C ty anager 61
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City of Round Rock
RT�"s RO°K Agenda Item Summary
Agenda Number:
Title: Consider the execution of an Interdepartmental Agreement with the City of
Round Rock Office of Community Development and the Transportation
Department in the amount of $260,000 for the CDBG 2015 Greenhill
Sidewalk Improvements Project.
Type: City Manager Item
Governing Body: City Manager Approval
Agenda Date: 12/4/2015
Dept Director: Susan Morgan
Cost:
Indexes:
Attachments: LAF Interdept agreement sidewalks.pdf, Interdepartmental Agreement -
Transportation (11-18-15) (00346921xA08F8).rtf
Department: Finance Department
Text of Legislative File CM -2015-991
The City of Round Rock adopted the CDBG 2015-2016 Annual Action Plan by resolution
No. R-2015-2623 on July 23, 2015. The approved action plan identifies how the City of
Round Rock will use CDBG funds to meet priority needs in the community. The Greenhill
Sidewalk Improvements Project was identified as an eligible activity that will benefit a low to
moderate income area. The scope of work consists of construction of new sidewalks to the
South side of the street on Barhall, East Side of Aberdeen, West side of Bradmore,
Northside of Ameswood Dr., West Side of Denfield Dr., to include sidewalks on the East
side of the two entrances (Bradmore & Denfield Dr.) into Greenhill Subdivision. Project will
require curb ramps and full driveway reconstruction to some driveways and only minor
repairs to others in order to meet ADA compliance. An interdepartmental agreement is
required to ensure the Transportation Department's compliance with federal, state and local
laws, rules and regulations as well as compliance with CDBG processes.
Staff recommends approval.
City of Round Rock Page 1 Printed on 12/312015