CM-2017-1338 - 3/13/2017THE STATE OF TEXAS §
COUNTY OF WILLIAMSON §
AMENDMENT TO COMMUNITY DEVELOPMENT BLOCK GRANT AGREEMENTS
THIS AMENDMENTT�tc
COMM ITY EVELOPMENT BLOCK GRANT
AGREEMENT is entered into thi ay of 11A 2017 by and between the
City of Round Rock, a Texas home -rule municipality (herein called "CITY") and the Hope
Alliance (herein called "ALLIANCE").
WHEREAS, CITY and ALLIANCE entered into Community Development Block Grant
Agreements on November 25, 2014 ("2014-2015 Agreement") and January 14, 2016 ("2015-
2016 Agreement") (hereinafter collectively referred to as the "Agreements"); and
WHEREAS, ALLIANCE was awarded $75,000 pursuant to the 2014-2015 Agreement
and $90,000 pursuant to the 2015-2016 Agreement, for a total of $165,000, to make
improvements to a domestic violence shelter;
WHEREAS, CITY and ALLIANCE have agreed to amend the Agreements in order to
incorporate professional services as an eligible expense;
NOW, THEREFORE, in consideration of the mutual covenants and agreements
contained herein, the Parties agree to amend the following sections of 2014-2015 Agreement to
read as follows:
1.1 Activities
ALLIANCE will be responsible for administering a Community
Development Block Grant ("CDBG") program known as the domestic violence
rehabilitation and shelter improvements in a manner satisfactory to 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
Activities: Building rehabilitation of domestic violence shelter for
battered women and related professional services.
City will make available FY2014-2015 funds up to the
gross amount of $75,000 from October 1, 2014 through
September 30, 2017.
373296bk
General Administrative
The Executive Director of ALLIANCE ("Executive Director") will
provide administrative oversight for the program.
1.2 National Objectives
ALLIANCE certifies that the activities carried out under this Agreement shall meet the
national objective of benefiting low -and moderate -income persons through public facility
improvements to an existing structure for a domestic violence shelter through rehabilitation
actions. As such the ALLIANCE shall be responsible for ensuring that all activities and
beneficiaries meet the definition of:
❑ LMA—Low/Mod Area Benefit
® LMC — Low/Mod Clientele Benefit or presumed Low Mod Clientele
❑ LMH — Low/Mod Housing Benefit
❑ LMJ — Low/Mod Job Benefit
ALLIANCE shall use said grant for contracting rehabilitation actions for a domestic
violence shelter which will afford ALLIANCE the ability to provide rehabilitation services
within the CDBG national program objective of benefiting low and moderate income clients,
provided, however, no funds shall be distributed until ALLIANCE submits required
documentation to the CDBG Coordinator, and disbursement of funds is expressly approved and
authorized by said Coordinator.
1.3. Levels of Accomplishment — Goals and Performance Measures
In addition to normal administrative services required as part of this Agreement,
ALLIANCE agrees to provide the following program services and meet the following goal(s):
Activity
Unduplicated Clients Receiving
To rehabilitate current
Program Services Per Year
Building rehabilitation for
330 unduplicated clients
domestic violence shelter for
secure, and compliant emergency
battered women.
shelter
Goal
Outcome
To rehabilitate current
330 adults and children shelter
emergency shelter facility for
residents will have access to safe,
battered women and their
secure, and compliant emergency
children
shelter
2
Duplicate services to a unique client are permissible in order to maintain continuity with current
client cases and insure service completion. Duplicate clients shall not be counted towards
ALLIANCE's goals and performance measures.
ALLIANCE agrees to meet the following accomplishment milestones:
Milestone
Proposed Start Date
Estimated
Duration
Person(s) Responsible
Feasibility/Planning
Draft design review
November 2016
Completed
Patty Conner
Initial, and eventual rescind, of
request for bid
November 2016
Completed
Patty Conner
Design
Design Development
May 2017
1 Mo.
Patty Conner/Architect
Conduct design review
June 2017
1 Mo.
Patter Conner/Architect
Pre-Construction/Construction
Conduct code and environmental
study
May 2017
1 Mo.
Patty Corner/Architect
Conduct bid process
July 2017
3 Mos.
Patty Corner/Architect
Permitting
September 2017
1 Mo.
Patty Conner/Contractor
Construction
October 2017
8 Mos.
Patty Conner/Contractor
50% Construction Complete
January 2018
4 Mos.
Patty Conner/Contractor
100% Construction complete
April 2018
4 Mos.
Patty Conner/Contractor
Program deliverables shall be submitted as follows:
Program Deliverable
Deliverable Supporting
Submission Schedule
Documentation
Special Grant Condition Policies
Policies as stated in this
Within thirty (30) days of
(Section VI)
agreement
agreement execution
Insurance
Insurance Certificate
Annually within thirty (30) days
of renewal
Detailed project Schedule
Project Schedule
Within thirty (30) days of
agreement execution and
annuall thereafter (if applicable)
Project Plans and
Project Schedule
Within thirty (30) days of
Specifications/Engineering Report
Agreement Execution
Submission of Progress Report
Exhibit C
Monthly until completion of
rehabilitation.
Financial and Compliance Audit
N/A
Annually one hundred eighty
(180) days after FY end until
2018
2.1 Services of ALLIANCE shall start on the October 1, 2014. This Agreement shall expire
on September 30, 2018, unless extended in writing by ALLIANCE and CITY, except as
J
provided below. ALLIANCE shall complete all services contemplated by this Agreement prior
to its expiration.
SECTION III:
BUDGET
All funds expended by ALLIANCE pursuant to this agreement shall be expended in
accordance with the following budget:
EXPENDITURE
DESCRIPTION
CDBG FUNDS
OTHER
PROJECT
CATEGORY
FEDERAL
TOTAL
FUNDS
Facility Improvements -
Costs associated with
$75,000 (PY 14/15)
$40,000
$205,000
Professional services and
professional
(Williamson
building rehabilitation related to
services/rehabilitation
$90,000 (PY 15/16)
County-CDBG)
ADA compliance and Code
associated with ADA
compliance
compliance and Code
violations.
Total Improvement Costs
$165,000
$40,000
$205,000
Total Project Expenses
$165,000
$40,000
$205,000
No reimbursements shall be made for expenditures not included in the approved Budget;
for expenditures made in excess of the amounts budgeted for each line item in an approved
budget; or for expenditures not made within the approved scope of service. Prior to expending
CDBG funds for items not included as part of the approved budget or in amounts exceeding
those for approved line items, or for items not within the scope of the work plan, the ALLIANCE
must receive prior written permission form the Community Development Department.
No changes in a current approved contract budget shall be made or approved during the last
thirty (30) days of the grant period and no changes to the approved work plan will be made or
approved during the final quarter of the grant period.
The ALLIANCE will accomplish the following checked project tasks:
❑ Pay all closing costs related to property conveyance
❑ Maintain and provide to the City as requested beneficiary income certification
documentation (at least 20% of unduplicated clients)
® Maintain National Objective Documentation
® Provide Monthly reports on National Objectives and project progress
® Required attendance by a representative from executive management at quarterly
partnership meetings, as requested by Community Development
® Provide monthly construction and rehabilitation progress reports until completion
of construction and rehabilitation
® Identify Lead Project Manager
® Provide Site Design and Specifications; Prepared Bid Specifications and
Engineer's Cost Estimate
® Comply with Davis Bacon Labor Standards
11
❑ Provide certified payroll weekly throughout construction and rehabilitation
❑ Comply with Uniform Relocation Act (URA), if necessary
® Ensure applicable numbers of units are Section 504/ADA accessible
❑ Ensure the applicable affordability period for the project is met
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 ALLIANCE shall provide such supplementary budget information in a
timely fashion in the form and content prescribed by CITY. ALLIANCE may reallocate funds
from one budget line -item above to another budget line -item provided that the level of program
services does not decrease and provided that the CITY's Director of Finance approves such
reallocation in writing.
SECTION IV:
PAYMENT
It is expressly agreed the total amount to be paid by CITY under this Agreement shall not
exceed $65,000.00 (SEVENTY FIVE THOUSAND DOLLARS). Draw -downs for the
payment of eligible expenses shall be made against the line item budgets provided above and
incorporated herein and in accordance with performance as follows:
Payment Deliverable
Payment Supporting
Documentation
Submission Schedule
Funding costs will include but not
Submission of supporting
Submission of monthly
limited to the following expenses:
documents must be provided
invoices
funding for rehabilitation of domestic
as backup as evidenced by
violence shelter.
contractor schedule of
values/invoices or equivalent,
proof of permit close out, if
applicable, banking
documents, canceled checks,
and any additional documents
as needed.
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 ALLIANCE's financial management system in accordance with the standards
specified in 24 CFR 84.21.
SECTION VI:
SPECIAL CONDITIONS
The following SPECIAL CONDITIONS apply to this Agreement:
5
FACILITY ALTERATION, REHABILITATION, CONSTRUCTION:
In accordance with the Architectural Barriers Act of 1968 (42 U.S.C. 4151-4157),
Receiver agrees to abide by laws and regulations requiring certain Federal and Federally
funded buildings and other facilities to be designed, constructed, or altered in accordance
with standards that insure accessibility to, and use by, physically handicapped people. A
building or facility designed, constructed, or altered with funds allocated or reallocated
under this part after December 11, 1995, and that meets the definition of "residential
structure" as defined in 24 CFR 40.2 or the definition of "building" as defined in 41 CFR
101-19.602(a) is subject to the requirements of this Act and shall comply with the
Uniform Federal Accessibility Standards. In accordance with the Americans with
Disabilities Act (42 U.S.C. 12131; 47 U.S.C. 155, 201, 218 and 225) (ADA), the
Receiver agrees to comply with the provision of comprehensive civil rights to
individuals with disabilities in the areas of employment, public accommodations, State
and local government services, and telecommunications. Discrimination includes a
failure to design and construct facilities for first occupancy no later than January 26,
1993 that are readily accessible to and usable by individuals with disabilities. Further,
the ADA requires the removal of architectural barriers and communication barriers that
are structural in nature in existing facilities, where such removal is readily achievable.
ALLIANCE further agrees to utilize funds available under this Agreement to supplement
rather than supplant funds otherwise available. Furthermore:
A. Within thirty (30) calendar days of the execution of this agreement, the ALLIANCE must
deliver to CHS for approval a detailed project schedule for the completion of the project.
B. The following resolutions and policies must be adopted by the ALLIANCE'S governing
body within thirty (30) days of award of this agreement:
® Affirmative Fair Housing Policy
® Affirmative Action/ Equal Opportunity Policy
® Conflict of Interest Policy
® Procurement Policy
❑ Uniform Relocation Act Policy
® Sexual Harassment Policy
❑ Procedure for meeting the requirements set forth in Section 3 of the Housing
and Urban Development Act of 1968, as amended (12U.S.C. 794 1 u)
❑ Procedures for meeting the requirements set forth in Section 504 of the
Rehabilitation Act of 1973, as amended (29 U.S.C. 794)
® Fraud Policy
FURTHERMORE, the Parties agree to amend the following sections of the 2015-2016
Agreement to read as follows:
Ce
1.1 Activities
ALLIANCE will be responsible for administering a Community
Development Block Grant ("CDBG") program known as the domestic violence
rehabilitation and shelter improvements in a manner satisfactory to 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
Activities: Building rehabilitation of domestic violence shelter for
battered women and related professional services.
City will make available FY2015-2016 funds up to the
gross amount of $90,000 from October 1, 2015 through
September 30, 2018.
General Administrative
The Executive Director of ALLIANCE ("Executive Director") will
provide administrative oversight for the program.
1.3 National Objectives
ALLIANCE certifies that the activities carried out under this Agreement shall meet the
national objective of benefiting low -and moderate -income persons through public facility
improvements to an existing structure for a domestic violence shelter through rehabilitation
actions. As such the ALLIANCE shall be responsible for ensuring that all activities and
beneficiaries meet the definition of:
❑ LMA — Low/Mod Area Benefit
® LMC — Low/Mod Clientele Benefit or presumed Low Mod Clientele
❑ LMH — Low/Mod Housing Benefit
❑ LMJ — Low/Mod Job Benefit
ALLIANCE shall use said grant for contracting rehabilitation actions for a domestic
violence shelter which will afford ALLIANCE the ability to provide rehabilitation services
within the CDBG national program objective of benefiting low and moderate income clients,
provided, however, no funds shall be distributed until ALLIANCE submits required
documentation to the CDBG Coordinator, and disbursement of funds is expressly approved and
authorized by said Coordinator.
7
1.3. Levels of Accomplishment — Goals and Performance Measures
In addition to normal administrative services required as part of this Agreement,
ALLIANCE agrees to provide the following program services and meet the following goal(s):
Activity
Unduplicated Clients Receiving
To rehabilitate current
Program Services Per Year
Building rehabilitation for
330 unduplicated clients
domestic violence shelter for
secure, and compliant emergency
battered women.
shelter
Goal
Outcome
To rehabilitate current
330 adults and children shelter
emergency shelter facility for
residents will have access to safe,
battered women and their
secure, and compliant emergency
children
shelter
Duplicate services to a unique client are permissible in order to maintain continuity with current
client cases and insure service completion. Duplicate clients shall not be counted towards
ALLIANCE's goals and performance measures.
ALLIANCE agrees to meet the following accomplishment milestones:
Milestone
Proposed Start Date
Estimated
Duration
Person(s) Responsible
Feasibility/Planning
Draft design review
November 2016
Completed
Patty Conner
Initial, and eventual rescind, of
request for bid
November 2016
Completed
Patty Conner
Design
Design Development
May 2017
1 Mo.
Patty Conner/Architect
Conduct design review
June 2017
1 Mo.
Patter Conner/Architect
Pre-Construction/Construction
Conduct code and environmental
study
May 2017
1 Mo.
Patty Corner/Architect
Conduct bid process
July 2017
3 Mos.
Patty Corner/Architect
Permitting
September 2017
1 Mo.
Patty Conner/Contractor
Construction
October 2017
8 Mos.
Patty Conner/Contractor
50% Construction Complete
January 2018
4 Mos.
Patty Conner/Contractor
100% Construction complete
April 2018
4 Mos.
Patty Conner/Contractor
Program deliverables shall be submitted as follows:
Program Deliverable
Deliverable Supporting
Submission Schedule
OTHER
Documentation
CATEGORY
Special Grant Condition Policies
Policies as stated in this
Within thirty (30) days of
(Section VI)
agreement
agreement execution
Insurance
Insurance Certificate
Annually within thirty (30) days
Facility Improvements -
Costs associated with
of renewal
Detailed project Schedule
Project Schedule
Within thirty (30) days of
professional
agreement execution and
building rehabilitation related to
annuall thereafter (if applicable)
Project Plans and
Project Schedule
Within thirty (30) days of
Specifications/Engineering Re ort
associated with ADA
Agreement Execution
Submission of Progress Report
Exhibit C
Monthly until completion of
compliance and Code
rehabilitation.
Financial and Compliance Audit
N/A
Annually one hundred eighty
(180) days after FY end until
Total Improvement Costs
$165,000
2018
2.1 Services of ALLIANCE shall start on the October 1, 2015. This Agreement shall expire
on September 30, 2018, unless extended in writing by ALLIANCE and CITY, except as
provided below. ALLIANCE shall complete all services contemplated by this Agreement prior
to its expiration.
SECTION III:
BUDGET
All funds expended by ALLIANCE pursuant to this agreement shall be expended in
accordance with the following budget:
EXPENDITURE
DESCRIPTION
CDBG FUNDS
OTHER
PROJECT
CATEGORY
FEDERAL
TOTAL
FUNDS
Facility Improvements -
Costs associated with
$75,000 (PY 14/15)
$40,000
$205,000
Professional services and
professional
(Williamson
building rehabilitation related to
services/rehabilitation
$90,000 (PY 15/16)
County-CDBG)
ADA compliance and Code
associated with ADA
compliance
compliance and Code
violations.
Total Improvement Costs
$165,000
$40,000
$205,000
Total Project Expenses
$165,000
$40,000
$205,000
No reimbursements shall be made for expenditures not included in the approved Budget;
for expenditures made in excess of the amounts budgeted for each line item in an approved
budget; or for expenditures not made within the approved scope of service. Prior to expending
CDBG funds for items not included as part of the approved budget or in amounts exceeding
those for approved line items, or for items not within the scope of the work plan, the ALLIANCE
0J
must receive prior written permission form the Community Development Department.
No changes in a current approved contract budget shall be made or approved during the last
thirty (30) days of the grant period and no changes to the approved work plan will be made or
approved during the final quarter of the grant period.
The ALLIANCE will accomplish the following checked project tasks:
❑ Pay all closing costs related to property conveyance
❑ Maintain and provide to the City as requested beneficiary income certification
documentation (at least 20% of unduplicated clients)
® Maintain National Objective Documentation
® Provide Monthly reports on National Objectives and project progress
® Required attendance by a representative from executive management at quarterly
partnership meetings, as requested by Community Development
® Provide monthly construction and rehabilitation progress reports until completion
of construction and rehabilitation
® Identify Lead Project Manager
® Provide Site Design and Specifications; Prepared Bid Specifications and
Engineer's Cost Estimate
® Comply with Davis Bacon Labor Standards
❑ Provide certified payroll weekly throughout construction and rehabilitation
❑ Comply with Uniform Relocation Act (URA), if necessary
® Ensure applicable numbers of units are Section 504/ADA accessible
❑ Ensure the applicable affordability period for the project is met
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 ALLIANCE shall provide such supplementary budget information in a
timely fashion in the form and content prescribed by CITY. ALLIANCE may reallocate funds
from one budget line -item above to another budget line -item provided that the level of program
services does not decrease and provided that the CITY's Director of Finance approves such
reallocation in writing.
SECTION IV:
PAYMENT
It is expressly agreed the total amount to be paid by CITY under this Agreement shall not
exceed $90,000.00 (NINETY THOUSAND DOLLARS). Draw -downs for the payment of
eligible expenses shall be made against the line item budgets provided above and incorporated
herein and in accordance with performance as follows:
10
Payment Deliverable
Payment Supporting
Documentation
Submission Schedule
Funding costs will include but not
Submission of supporting
Submission of monthly
limited to the following expenses:
documents must be provided
invoices
funding for rehabilitation of domestic
as backup as evidenced by
violence shelter.
contractor schedule of
values/invoices or equivalent,
proof of permit close out, if
applicable, banking
documents, canceled checks,
and any additional documents
as needed.
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 ALLIANCE's financial management system in accordance with the standards
specified in 24 CFR 84.21.
SECTION VI:
SPECIAL CONDITIONS
The following SPECIAL CONDITIONS apply to this Agreement:
FACILITY ALTERATION, REHABILITATION, CONSTRUCTION:
In accordance with the Architectural Barriers Act of 1968 (42 U.S.C. 4151-4157),
Receiver agrees to abide by laws and regulations requiring certain Federal and Federally
funded buildings and other facilities to be designed, constructed, or altered in accordance
with standards that insure accessibility to, and use by, physically handicapped people. A
building or facility designed, constructed, or altered with funds allocated or reallocated
under this part after December 11, 1995, and that meets the definition of "residential
structure" as defined in 24 CFR 40.2 or the definition of "building" as defined in 41 CFR
101-19.602(a) is subject to the requirements of this Act and shall comply with the
Uniform Federal Accessibility Standards. In accordance with the Americans with
Disabilities Act (42 U.S.C. 12131; 47 U.S.C. 155, 201, 218 and 225) (ADA), the
Receiver agrees to comply with the provision of comprehensive civil rights to
individuals with disabilities in the areas of employment, public accommodations, State
and local government services, and telecommunications. Discrimination includes a
failure to design and construct facilities for first occupancy no later than January 26,
1993 that are readily accessible to and usable by individuals with disabilities. Further,
the ADA requires the removal of architectural barriers and communication barriers that
are structural in nature in existing facilities, where such removal is readily achievable.
ALLIANCE further agrees to utilize funds available under this Agreement to supplement
rather than supplant funds otherwise available. Furthermore:
11
C. Within thirty (30) calendar days of the execution of this agreement, the ALLIANCE must
deliver to CHS for approval a detailed project schedule for the completion of the project.
D. The following resolutions and policies must be adopted by the ALLIANCE'S governing
body within thirty (30) days of award of this agreement:
® Affirmative Fair Housing Policy
® Affirmative Action/ Equal Opportunity Policy
® Conflict of Interest Policy
® Procurement Policy
❑ Uniform Relocation Act Policy
® Sexual Harassment Policy
❑ Procedure for meeting the requirements set forth in Section 3 of the Housing
and Urban Development Act of 1968, as amended (12U.S.C. 794 1 u)
❑ Procedures for meeting the requirements set forth in Section 504 of the
Rehabilitation Act of 1973, as amended (29 U.S.C. 794)
® Fraud Policy
THIS AMENDMENT only amends the sections of the Agreements specifically
mentioned herein, and except as amended hereby, all other terms of the Agreements remain in
full force and effect.
IN WITNESS WHEREOF, this Amendment is executed to be effective as of the date first
indicated above.
CITY OF ROUND ROCK
1 �
�dley, ai+ager
HOPE ALLIANCE
Name:
Title:
12
City of Round Rock
ROUND ROCK
TEXAS Agenda Item Summary
Agenda Number:
Title: Consider executing an Amendment to Community Development Block
Grant Agreements with Hope Alliance for the building rehabilitation of a
domestic violence shelter and related professional services.
Type: City Manager Item
Governing Body: City Manager Approval
Agenda Date: 3/10/2017
Dept Director: Susan Morgan, CFO
Cost:
Indexes:
Attachments: Amendment to Hope Alliance Agreement
Department: Finance Department
Text of Legislative File CM -2017-1338
Consider executing an Amendment to Community Development Block Grant Agreements with Hope
Alliance for the building rehabilitation of a domestic violence shelter and related professional services.
The Community Development Block Grant Program (CDBG) was developed in 1974 and works to ensure
decent affordable housing and to provide services to the most vulnerable in our communities. CDBG is
an important tool for helping tackle serious challenges facing our community. To be eligible for CDBG
funding, activities must need one of the three national objectives of the program which are: 1) benefit low
to moderate income persons 2) prevention of slum or blight 3) meet an urgent need.
Consider executing an amendment on the original two Hope Alliance agreements; CDBG Agreement PY
2014-2015 and PY 2015-2016. The PY 2014-2015 agreement was approved by Council, Resolution
2014-1952, November 25, 2014 and PY 2015-2016 was approved by Council, Resolution 2016-3007
January 16, 2016.
Hope Alliance required an architect to develop plans for the rehabilitation of the shelter as well as address
ADA and code violations.
The amendment describes the budget in more detail to address eligible cost within the budgets
constraints. It also incorporates a milestone chart and facility alteration, rehabilitation and construction in
reference to the Architectural Barriers Act of 1968 and the Americans with Disabilities Act.
There will be no increase/decrease in funding amount for the agreement.
City of Round Rock Page 1 Printed on 31912017