HomeMy WebLinkAboutContract 48249 CITY SECRETARY .
6 CONTRACT 1O. ZC
STATE OF TEXAS §
COUNTY OF TARRANT §
This contract ("Contract") is made and entered into by and between the City of
Fort Worth(hereafter"City") and the Tarrant County Housing Partnership, Inc. (hereafter
"CHDO"), a Texas non-profit corporation. City and CHDO may be referred to
individually as a"Party" and jointly as "the Parties".
The Parties state as follows:
WHEREAS, City has received a grant from the United States Department of
Housing and Urban Development through the HOME Investment Partnerships Program,
Catalog of Federal Domestic Assistance No. 14.239, with which City desires to promote
activities that expand the supply of affordable housing and the development of
partnerships among City, local governments, local lenders, private industry and
neighborhood-based nonprofit housing organizations;
WHEREAS, the primary purpose of the HOME program pursuant to the HOME
Investment Partnerships Act at Title II of the Cranston Gonzales National Affordable
Housing Act of 1990, as amended, 42 U.S.C. 12701 et seq. and the HOME Investment
Partnerships Program Final Rule, as amended, 24 CFR Part 92 et seq. is to benefit low
income citizens by providing them with affordable housing;
WHEREAS, a portion of City's HOME funds are reserved for the use of certain
housing development entities that qualify under the HOME Regulations as a Community
Housing Development Organization or CHDO;
WHEREAS, CHDO is a Texas non-profit corporation managed by a volunteer
Board of Directors working to increase the number of quality, accessible, and affordable
ownership housing units available to low and moderate income persons and families and
has fulfilled the requirements of the HOME Program to be a Community Housing
Development Organization;
WHEREAS, City has certified that CHDO is a Community Housing Development
Organization;
WHEREAS, City has provided HOME CHDO funds to CHDO to construct single
family houses for sale to low to moderate income homebuyers;
WHEREAS, City has awarded operating funds to CHDO for the purpose of
assisting CHDO's efforts to develop and maintain its operating capacity to expand the
production of affordable single family houses through new construction activities; and
WHEREAS, City citizens and the City Council have determined that the
development of quality, accessible, affordable housing is needed for moderate, low, and
very low-income City citizens.
OFFICIAL RECOR
CHDO OPERATING FUNDS CONTRACT 2015-2016 CITY SECRETARY v 9 age 6
Tarrant County Housing Partnership,Inc
FT. WORTH, TX
NOW, THEREFORE, in consideration of the mutual covenants and obligations
and responsibilities contained herein, including all Exhibits and Attachments, and subject
to the terms and conditions hereinafter stated, the Parties understand and agree as
follows:
1. INCORPORATION OF RECITALS.
City and CHDO hereby agree that the recitals set forth above are true and correct
and form the basis upon which the Parties have entered into this Contract.
2. DEFINITIONS.
In addition to terms defined in the body of this Contract, the following terms shall
have the definitions ascribed to them as follows:
Act means the HOME Investment Partnerships Act at Title 11 of the Cranston Gonzales
National Affordable Housing Act of 1990, as amended, 42 U.S.C. 12701 et seq.
Business Diversity Enterprise Ordinance or BDE means the City's Business Diversity
Ordinance, Ordinance No. 20020-12-2011.
Complete Documentation means the following documentation as applicable:
• Attachments I and II, with supporting documentation as follows:
o Proof of expense: copies of timesheets, invoices, leases, service contracts
or other documentation showing the nature of the cost and that payment is
due by CHDO.
o Proof of payment: cancelled checks, bank statements, or wire transfers
necessary to demonstrate that amounts due by CHDO were actually paid
by CHDO.
• Other documentation: (i) documentation showing compliance with BDE or
DBE bidding process for procurement or Contract activities, if applicable; (ii)
proof of contractor, subcontractor or vendor eligibility as described in Section
6.6; and (iii) any documents or records reasonably necessary to verify costs.
• Complete Documentation shall meet the standards described in the attached
Exhibit "IT" -Documentation Standards.
Community Housing Development Organization or CHDO means, as defined in 24
CFR 92.2 as amended from time to time, a private non-profit organization, that:
(1) Is organized under State or local laws;
(2) Has no part of its net earnings inuring to the benefit of any member, founder,
contributor, or individual;
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(3) Is neither controlled by, nor under the direction of, individuals or entities
seeking to derive profit or gain from the organization. A CHDO may be
sponsored or created by a for-profit entity, but:
(i) The for-profit entity may not be an entity whose primary purpose is the
development or management of housing, such as a builder, developer,
or real estate management firm;
(ii) The for-profit entity may not have the right to appoint more than one-
third of the membership of the organization's governing body, and
board members appointed by the for-profit entity may not appoint the
remaining two-thirds of the board members; and
(iii) The CHDO must be free to contract for goods and services from
vendors of its own choosing; and
(iv)The officers and employees of the for-profit entity may not be officers
or employees of the CHDO.
(4) Has a tax exemption ruling from the Internal Revenue Service under section
501(c) (3) or (4) of the Internal Revenue Code of 1986 (26 CFR 1.501(c)(3)-
1), is classified as a subordinate of a central organization non-profit under
section 905 of the Internal Revenue Code of 1986, or if the private nonprofit
organization is an wholly owned entity that is disregarded as an entity separate
from its owner for tax purposes (e.g., a single member limited liability
company that is wholly owned by an organization that qualifies as tax-
exempt), the owner organization has a tax exemption ruling from the Internal
Revenue Service under section 501(c)(3) or (4) of the Internal Revenue Code
of 1986 and meets the definition of a CHDO;
(5) Is not a governmental entity (including the participating jurisdiction, other
jurisdiction, Indian tribe, public housing authority, Indian housing authority,
housing finance agency, or redevelopment authority) and is not controlled by
a governmental entity. An organization that is created by a governmental
entity may qualify as a CHDO; however, the governmental entity may not
have the right to appoint more than one-third of the membership of the
organization's governing body and no more than one-third of the board
members may be public officials or employees of the governmental entity.
Board members appointed by a governmental entity may not appoint the
remaining two-thirds of the board members. The officers or employees of a
governmental entity may not be officers or employees of a CHDO;
(6) Has standards of financial accountability that conform to 24 CFR 84.21
"Standards for Financial Management Systems";
(7) Has among its purposes the provision of decent housing that is affordable to
low-income and moderate-income persons, as evidenced in its charter, articles
of incorporation, resolutions, or by laws;
(8) Maintains accountability to low-income community residents by:
(i) Maintaining at least one-third of its governing board's membership for
residents of low-income neighborhoods, other low-income community
residents, or elected representative of low-income neighborhood
organizations. For urban areas, "community" may be a neighborhood
or neighborhoods, city, county or metropolitan area; for rural areas, it
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may be a neighborhood or neighborhoods, town, village, county, or
multi-county area(but not the entire State); and
(ii) Providing a formal process for low-income-program beneficiaries to
advise the organization in its decisions regarding the design, siting,
development, and management of affordable housing;
(9) Has a demonstrated capacity for carrying out activities assisted with HOME
funds. A designated organization undertaking development activities as a
developer or sponsor must satisfy this requirement by having paid employees
with housing development experience who will work on projects assisted with
HOME funds. For its first year of funding as a CHDO, an organization may
satisfy this requirement through a contract with a consultant who has housing
development experience to train appropriate key staff of the organization. An
organization that will own housing must demonstrate capacity to act as owner
of a project and meet the requirements of § 92.300(a)(2). A nonprofit
organization does not meet the test of demonstrated capacity based on any
person who is a volunteer or whose services are donated by another
organization; and
(10) Has a history of serving the community within which housing to be assisted
with HOME funds is to be located. In general, an organization must be able
to show one year of serving the community before HOME funds are reserved
for the organization. However, a newly created organization formed by local
churches, service organizations or neighborhood organizations may meet this
requirement by demonstrating that its parent organization has at least a year of
serving the community.
Construction Contracts means collectively City Secretary Contract No. 45056 for 1116
E Allen, No. 45059 for 1203 E Allen, and No. 45980-A1 for 3640 Eagle Nest between
City and CHDO for the construction of single family houses.
DBE means disadvantaged business enterprise in accordance with 49 CFR Part 26.
Director means the Director of the City's Neighborhood Services Department.
Effective Date means October 1, 2015.
Neighborhood Services Department means the City's Neighborhood Services
Department.
HOME means the HOME Investment Partnerships Program.
HOME CHDO Operating Funds means the HOME Program grant funds supplied by
City to CHDO under the terms of this Contract.
HOME Regulations means the HOME Investment Partnerships Program Final Rule
found at 24 CFR Part 92 et seq.
HUD means the United States Department of Housing and Urban Development.
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IDIS means HUD's Integrated Disbursement Information System.
Reimbursement Request means all reports and other documentation described in
Section 10.
3. TERM.
The term of this Contract commences on the Effective Date and terminates in 1
year unless earlier terminated as provided in this Contract.
4. DUTIES AND RESPONSIBILITIES OF CITY.
4.1 Provide HOME CHDO Operating Funds.
City shall provide up to $87,000.00 of HOME CHDO Operating Funds for
eligible administration and operating expenses relating to the production of affordable
single family houses.
4.1.1 Eligible Expenses.
Eligible administration and operating expenses under this Contract shall be
limited to (i) salaries, wages and other employee compensation and benefits; (ii) rent,
utilities, taxes and insurance; and (iii) equipment, materials and supplies as more
particularly described on Exhibit "B"—Budget.
4.2 City Will Monitor.
City will monitor the activities and performance of CHDO and any of its
contractors, subcontractors or vendors annually as required by 24 CFR Part 92.504.
5. CHDO OBLIGATIONS.
5.1. Operate CHDO to Maintain CHDO Certification.
CHDO shall conduct its operations in such a manner as to maintain its status as a
CHDO throughout the term of this Contract.
5.2 Use of HOME CHDO Operating Funds.
5.2.1 Costs in Compliance with HOME Regulations and Contract.
CHDO shall use the HOME CHDO Operating Funds to operate the CHDO as set
forth herein. CHDO shall be reimbursed for eligible operating costs with HOME CHDO
Operating Funds only if City determines in its sole discretion that:
5.2.1.1 Costs are eligible expenditures in accordance with HOME
Regulations.
5.2.1.2 Costs are in compliance with this Contract and are reasonable
and consistent with industry norms.
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5.2.1.3 Complete Documentation, as applicable, is submitted by
CHDO.
5.2.2 Budget.
CHDO agrees that the HOME CHDO Operating Funds will be paid on a
reimbursement basis in accordance with Exhibit `B" —Budget and Exhibit "C" —
Reimbursement Schedule. CHDO may increase or decrease line-item amounts in the
Budget with the Director's prior written approval, which approval shall be in the
Director's sole discretion, so long as the expenses are in compliance with 5.2.1, comply
with Exhibit "A" — CHDO Operating Expense Summary, and the total amount of
HOME CHDO Operating Funds is not increased.
5.2.3 Change in HOME CHDO Operating Funds BudLyet.
5.2.3.1 CHDO will notify City promptly of any additional funds it
receives for operating expenses, and City reserves the right to
amend this Contract in such instances to ensure compliance
with HUD regulations governing cost allocation.
5.2.3.2 CHDO agrees to utilize the HOME CHDO Operating Funds to
supplement rather than supplant funds.
5.3 Payment of HOME CHDO Operating Funds to CHDO.
HOME CHDO Operating Funds will be disbursed to CHDO upon City's approval
of CHDO's written and signed Reimbursement Requests, including submission of
Complete Documentation to City in compliance with Section 10. It is expressly agreed
by the Parties that any HOME CHDO Operating Funds not reimbursed to CHDO under
the terms of this Contract shall remain with City.
5.4 Identify Expenses Paid with HOME CHDO Operating Funds.
CHDO will keep accounts and records in such a manner that City may readily
identify and account for expenses reimbursed with HOME CHDO Operating Funds.
These records shall be made available to City for audit purposes and shall be retained as
required hereunder.
5.5 CHDO Certification.
5.5.1. Meet CHDO Requirements.
By the execution of this Contract, CHDO represents that it meets the requirements
for designation as a CHDO set forth in 24 CFR 92.2.
5.5.2 Report on CHDO Status.
CHDO has a continuing duty to provide City with any documentation or
information in regard to any change in its status as a CHDO or as a 501(c)(3) tax exempt
entity within 10 business days of said change. CHDO shall provide an annual board
roster and proof of its continued status as a CHDO to City by January 30th of each year.
CHDO shall replace any board member who resigns or is otherwise no longer able to
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serve within 3 months of the vacancy. The failure of CHDO to maintain its status as a
CHDO shall result in the termination of this Contract and return of all HOME CHDO
Operating Funds to City.
6. INTENTIONALLY DELETED.
7. INTENTIONALLY DELETED.
8. ADDITIONAL HOME REQUIREMENTS.
CHDO agrees to comply with all requirements of the HOME Program as stated in
the HOME Regulations, including, but not limited to the following:
8.1 Environmental Review.
HOME CHDO Operating Funds will not be paid and costs cannot be incurred
until City has conducted and completed an environmental review as required by 24 CFR
Part 58.
8.2. Monitoring.
8.2.1 CHDO understands and agrees that it will be subject to monitoring by City
for compliance with the HOME Regulations until the project is closed in IDIS and for 5
years after completion of the Contract. CHDO will provide reports and access to project
files as requested by City during the term of the Contract and for 5 years after the project
is closed in IDIS.
8.2.2 Representatives of City, HUD and the United States Comptroller General
shall have access during regular business hours upon 48 hours' prior notice to CHDO's
offices and records that are related to the use of the HOME CHDO Operating Funds, and
to its officers, directors, agents, employees, contractors, subcontractors and vendors for
the purpose of such monitoring.
8.2.3 In addition to other provisions of this Contract regarding frequency of
monitoring, City reserves the right to perform desk reviews or on-site monitoring of
CHDO's compliance with the terms and conditions of this Contract. After each
monitoring visit, City shall provide CHDO with a written report of the monitor's
findings. If the monitoring report notes deficiencies in CHDO's performance, the report
shall include requirements for the timely correction of said deficiencies by CHDO.
Failure by CHDO to take the action specified in the monitoring report may be cause for
suspension or termination of this Contract as provided herein, or repayment of the funds
disbursed under this Contract.
8.2.4 CHDO shall provide City annually the results of any state or federal
monitoring. Such results shall be submitted within 60 days of receipt of such state or
federal monitoring report, or with the January Reimbursement Request, whichever is
earlier.
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8.3 CHDO Procurement Standards.
CHDO shall comply with all applicable federal, state and local laws, regulations,
and ordinances for making procurements under this Contract. In addition to the conflict
of interest provisions in Section 14.13.3, CHDO shall establish written procurement
procedures to ensure that materials and services are obtained in a cost-effective manner
that provides for full and open competition. When procuring materials and services for
this Contract, CHDO shall comply at a minimum with the procurement standards in 2
CFR Part 200.317 through Part 200.326.
8.3.1 Contracts in excess of$10,000.00 made by CHDO using HOME CHDO
Operating Funds must address termination for cause and convenience including the
manner by which such termination shall be effected and the basis for settlement of the
terminated contract, if any, as required by Appendix II (B), 2 CFR Part 200.
8.3.2 CHDO shall not make any contract with parties listed on the government-
wide System for Award Management, www.sam.gov ("SAM"). CHDO must confirm
by search of SAM that all contractors paid with HOME CHDO Operating Funds are not
listed by SAM as being debarred, both prior to hiring and prior to submitting a
Reimbursement Request which includes invoices from any such contractor. Failure to
submit such proofs of search shall be an event of default.
8.3.3 Cost Principles/Cost Reasonableness.
CHDO shall administer its use of HOME CHDO Operating Funds in compliance
with 2 CFR Part 200, as applicable. The eligibility of costs incurred for performance
rendered shall be determined in accordance 2 CFR Part 200.400 through 2 CFR Part
200.475.
8.3.4 Financial Management Standards.
CHDO agrees to comply with 2 CFR Part 200, as applicable. CHDO also agrees
to adhere to the accounting principles and procedures required therein, utilize adequate
internal controls, and maintain necessary supporting and back-up documentation for all
costs incurred in accordance with 2 CFR Part 200.302 and Part 200.303.
8.3.5 Uniform Administrative Requirements.
CHDO will comply with the Uniform Administrative Requirements, Cost
Principles, and Audit Requirements for Federal Awards in 2 CFR Part 200, as applicable,
or any reasonably equivalent procedures and requirements that City may require.
8.4 Terms Applicable to Contractors, Subcontractors and Vendors.
CHDO understands and agrees that all terms of this Contract, whether regulatory
or otherwise, shall apply to any and all contractors, subcontractors and vendors of CHDO
which are in any way paid with HOME CHDO Operating Funds or who perform any
work in connection with the Program. CHDO shall cause all applicable provisions of this
Contract to be included in and made a part of any contract or subcontract executed in the
performance of its obligations hereunder including its obligations regarding the HOME
Requirements and HOME Regulations. CHDO shall monitor the services and work
performed by its contractors, subcontractors and vendors on a regular basis for
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compliance with the HOME Requirements, HOME Regulations and Contract provisions.
CHDO must cure all violations of the HOME Requirements and HOME Regulations
committed by its contractors, subcontractors or vendors. City maintains the right to insist
on CHDO's full compliance with the terms of this Contract and the HOME Requirements
and HOME Regulations and CHDO is responsible for such compliance regardless of
whether actions taken to fulfill the requirements of this Contract are taken by CHDO or
by CHDO's contractors, subcontractors or vendors. CHDO acknowledges that the
provisions of this Section shall survive the earlier termination or expiration of this
Contract and shall be applicable for 5 years after the Contract term ends.
8.5 Copyright and Patent Rights.
No reports, maps, or other documents produced in whole or in part under this
Contract shall be the subject of an application for copyright by or on behalf of CHDO.
HUD and City shall possess all rights to invention or discovery, as well as rights in data,
which may arise as a result of CHDO's performance under this Contract.
8.6 Conflict of Interest Disclosure.
In accordance with the requirements of Section 14.13.2.1 and 14.13.4, CHDO
shall establish conflict of interest policies for federal awards. CHDO shall disclose to
City in writing any potential conflict of interest.
8.7 Compliance with FFATA and Whistleblower Protections.
CHDO shall comply with the requirements of 2 CFR 300(b), including provisions
of the Federal Funding Accountability and Transparency Act ("FFATA") governing
requirements on executive compensation and provisions governing whistleblower
protections contained in 10 U.S.C. 2409, 41 U.S.C. 4712, 10 U.S.C. 2324, 41 U.S.C.
4304 and 41 U.S.C. 4310.
8.7.1 CHDO shall provide City with its Data Universal Numbering System
("DUNS") number.
8.8 Internal Controls.
In compliance with the requirements of 2 CFR Part 200.303, CHDO shall:
8.8.1 Establish and maintain effective internal control over the HOME CHDO
Operating Funds that provides reasonable assurance that CHDO is managing the HOME
CHDO Operating Funds in compliance with federal statutes, regulations, and the terms
and conditions of this Contract. These internal controls shall be in compliance with
guidance in "Standards for Internal Control in the Federal Government" issued by the
Comptroller General of the United States or the "Internal Control Integrated Framework"
issued by the Committee of Sponsoring Organizations of the Treadway Commission
("COSO");
8.8.2 Comply with federal statutes, regulations, and the terms and conditions of
this Contract;
8.8.3 Evaluate and monitor CHDO's compliance with statutes, regulations and
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the terms and conditions of this Contract;
8.8.4 Take prompt action when instances of noncompliance are identified
including noncompliance identified in audit findings; and
8.8.5 Take reasonable measures to safeguard protected personally identifiable
information and other information that HUD or City designates as sensitive or CHDO
considers sensitive consistent with applicable federal, state, local and tribal laws
regarding privacy and obligations of confidentiality.
8.9 This Section 8 shall be applicable for the duration of the Contact term and
for 5 years thereafter and shall survive the earlier termination or expiration of this
Contract.
9. RECORD KEEPING, REPORTING AND DOCUMENTATION
REQUIREMENTS; RIGHT TO AUDIT.
9.1 Record Keeping.
CHDO shall maintain a record-keeping system as part of its performance of this
Contract and shall promptly provide City with copies of any document City deems
necessary for the effective fulfillment of City's monitoring and evaluation
responsibilities. Specifically, CHDO will keep or cause to be kept an accurate record of
all actions taken and all funds spent, with supporting and back-up documentation.
CHDO will maintain all records and documentation related to this Contract for 5 years
after the Contract terminates. If any claim, litigation, or audit is initiated before the
expiration of the 5 year period, the relevant records and documentation must be retained
until all such claims, litigation or audits have been resolved.
9.1.2 Access to Records.
Representatives of City and HUD and any duly authorized officials of the Federal
government will have full access to, and the right to examine, audit, excerpt and/or
transcribe any of CHDO's records pertaining to all matters covered by this Contract for 5
years after the Contract terminates. Such access shall be during regular business hours
and upon at least 48 hours prior notice.
9.2 Reports.
CHDO will submit to City all reports and documentation described in this
Contract in such form as City may prescribe. CHDO may also be required to submit a
final performance and/or final financial report if required by City at the termination of
this Contract and/or the end of the Loan in such form and within such times as City may
prescribe. Failure to submit any report or documentation described in this Contract to
City shall be an event of default of this Contract and City may exercise all of it remedies
for default under this Contract.
9.2.1 Additional Information.
CHDO shall provide City with additional information as may be required by state
or Federal agencies to substantiate HOME Program activities and /or project expenditure
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eligibility.
9.3 Chante in Reporting Requirements and Forms.
City retains the right to change reporting requirements and forms at its discretion.
City will notify CHDO in writing at least 30 days prior to the effective date of such
change, and the Parties shall execute an amendment to the Contract reflecting such
change if necessary.
9.4 City Reserves the Right to Audit.
City reserves the right to perform an audit of CHDO's project operations and
finances at any time during the term of this Contract or for 5 years after the Contract
terminates, if City determines that such audit is necessary for City's compliance with the
HOME Regulations or other City policies, and CHDO agrees to allow access to all
pertinent materials as described herein. If such audit reveals a questioned practice or
expenditure, such questions must be resolved within 15 business days after notice to
CHDO of such questioned practice or expenditure. If questions are not resolved within
this period, City reserves the right to withhold further funding under this Contract and/or
other contract with CHDO. IF AS A RESULT OF ANY AUDIT IT IS
DETERMINED THAT CHDO HAS FALSIFIED ANY DOCUMENTATION OR
MISUSED, MISAPPLIED OR MISAPPROPRIATED HOME CHDO
OPERATING FUNDS OR SPENT HOME CHDO OPERATING FUNDS ON ANY
INELIGIBLE ACTIVITIES, CHDO AGREES TO REIMBURSE CITY THE
AMOUNT OF SUCH MONIES PLUS THE AMOUNT OF ANY SANCTIONS,
PENALTY OR OTHER CHARGE LEVIED AGAINST CITY BY HUD BECAUSE
OF SUCH ACTIONS.
10. REIMBURSEMENT REQUIREMENTS.
CHDO shall provide City with Complete Documentation and the following
reports as shown in Exhibit "E" — Reimbursement Forms with each Reimbursement
Request:
10.1 Attachment I—Invoice.
This report shall contain the amount requested for reimbursement in the submitted
request, and the cumulative reimbursement requested to date (inclusive of the current
request). This report must be signed by an authorized signatory of CHDO. By signing
Attachment I, CHDO is certifying that the costs are valid, eligible, and consistent with
the terms and conditions of this Contract, and the data contained in the report is true and
correct.
10.2 Attachment II—Expenditure Worksheet.
This report shall itemize each expense such that Complete Documentation
matches each line item requested for reimbursement by CHDO. In order for this report to
be complete the following must be submitted:
10.2.1 Proof that each expense was paid by CHDO, which proof can be satisfied
by cancelled checks, wire transfer documentation, paid receipts or other appropriate
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banking documentation.
10.3. Deadline for Submitting Reimbursement Requests.
All Reimbursement Requests along with Complete Documentation shall be
submitted by CHDO to City within 30 days from each of the deadlines as shown in
Exhibit "C"—Reimbursement Schedule.
10.4 Withholding Payment.
10.4.1 CITY SHALL WITHHOLD PAYMENTS REQUESTED UNDER
THIS CONTRACT IF COMPLETE DOCUMENTATION IS NOT RECEIVED.
10.4.2 CITY SHALL HAVE NO OBLIGATION TO MAKE PAYMENT ON
ANY REIMBURSEMENT REQUEST THAT IS NOT RECEIVED WITHIN 60
DAYS OF THE DEADLINES SHOWN IN EXHIBIT "C" —REIMBURSEMENT
SCHEDULE. In addition, CHDO's failure to timely submit Reimbursement
Requests and Complete Documentation along with any required reports shall be an
event of default.
10.5 Timing of Payment.
Provided that CHDO submits Complete Documentation to the Director in
conformance with this Contract, City will reimburse CHDO for eligible expenses within
30 calendar days.
11. DEFAULT AND TERMINATION.
11.1 Failure to Maintain or Submit Required Reports and Documentation.
If CHDO fails to maintain all records and documentation as required in Section 9,
or fails to submit any report or documentation required by this Contract, or if the
submitted report or documentation is not in compliance with this Contract or the HOME
Regulations as determined by City in its sole discretion, City will notify CHDO in
writing and CHDO will have 30 calendar days from the date of the written notice to
obtain or recreate the missing records or documentation, or submit or resubmit any such
report or documentation to City. If CHDO fails to maintain the required reports or
documentation, or submit or resubmit any such report or documentation within such time,
City shall have the right to terminate this Contract effective immediately upon written
notice of such intent with no penalty or liability to City.
11.2 In General.
11.2.1 Subject to Section 11.1, and unless specifically provided otherwise in this
Contract, CHDO shall be in default under this Contract if CHDO breaches any term or
condition of this Contract. In the event that such a breach remains uncured after 30
calendar days following written notice by City (or such other notice period as may be
specified herein), or if CHDO has diligently and continuously attempted to cure
following receipt of such written notice but reasonably required more than 30 calendar
days to cure, as determined by both Parties mutually and in good faith, City shall have the
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right to elect, in City's sole discretion, to (i) extend CHDO's time to cure, (ii) terminate
this Contract effective immediately upon written notice of such intent to CHDO. City's
remedies may include:
11.2.1.1 Direct CHDO to prepare and follow a schedule of actions for
carrying out the affected activities, consisting of schedules,
timetables and milestones necessary to implement the affected
activities.
11.2.1.2 Direct CHDO to establish and follow a management plan that
assigns responsibilities for carrying out the remedial activities.
11.2.1.3 Cancel or revise activities likely to be affected by the
performance deficiency, before expending HOME CHDO
Operating Funds for the activities.
11.2.1.4 Reprogram HOME CHDO Operating Funds that have not yet
been expended from affected activities to other eligible
activities or withhold HOME CHDO Operating Funds.
11.2.1.5 Direct CHDO to reimburse City in any amount of HOME
CHDO Operating Funds not used in accordance with the
HOME Regulations.
11.2.1.6 Suspend reimbursement of HOME CHDO Operating Funds for
affected activities.
11.2.1.7 Any other appropriate action including but not limited to any
remedial action legally available such as declaratory judgment,
specific performance, damages, temporary or permanent
injunctions, termination of this Contract or any other contracts
with CHDO, including but not limited to the Construction
Contracts and any other available remedies.
11.2.2 In the event of termination under this Section 11.2, all HOME CHDO
Operating Funds awarded but unpaid to CHDO pursuant to this Contract shall be
immediately rescinded and CHDO shall have no further right to such.
11.3 No Funds Disbursed while in Breach.
CHDO understands and agrees that no HOME CHDO Operating Funds will be
paid to CHDO until all defaults are cured to the satisfaction of City.
11.4 No Compensation After Date of Termination.
CHDO shall not receive any HOME CHDO Operating Funds for work undertaken
after the date of termination.
11.5 Rights of City Not Affected.
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Termination shall not affect or terminate any of the existing rights of City against
CHDO, or which may thereafter accrue because of such default, and this provision shall
be in addition to any and all other rights and remedies available to City under the law.
Such termination does not terminate any applicable provisions of this Contract that have
been expressly noted as surviving the term or termination of this Contract. No delay or
omission by City in exercising any right or remedy available to it under this Contract
shall impair any such right or remedy or constitute a waiver or acquiescence in any
CHDO default.
11.6 Waiver of Breach Not Waiver of Subsequent Breach.
The waiver of a default or breach of any term, covenant, or condition of this
Contract shall not operate as a waiver of any subsequent breach of the same or any other
term, covenant or condition hereof.
11.7 Civil, Criminal and Administrative Penalties.
Failure to perform all the Contract terms may result in civil, criminal or
administrative penalties, including, but not limited to those set out in this Contract.
11.8 Termination for Cause.
11.8.1 CHDO's uncured breach or default under the Construction Contracts shall
be cause for City to terminate this Contract automatically. In the event City terminates
this Contract for cause under this Section 11.8.1, all HOME CHDO Operating Funds
awarded but unpaid to CHDO pursuant to this Contract shall be immediately rescinded
and CHDO shall have no further right to such funds. CHDO ACKNOWLEDGES AND
AGREES THAT IF CITY TERMINATES THIS CONTRACT FOR CAUSE,
CHDO OR ANY OF ITS AFFILIATES SHALL NOT BE CONSIDERED FOR
ANY OTHER CITY CONTRACT FOR HOME FUNDS FOR A MINIMUM OF 5
YEARS FROM THE DATE OF TERMINATION.
11.8.2 CHDO may terminate this Contract if City does not provide the HOME
CHDO Operating Funds substantially in accordance with this Contract.
11.9 Termination for Convenience.
In terminating in accordance with 2 CFR Part 200, Appendix II, this Contract may
be terminated in whole or in part only as follows:
11.9.1 By City with the consent of CHDO in which case the Parties shall agree
upon the termination conditions, including the effective date and in the case of partial
termination,the portion to be terminated, or
11.9.2 By CHDO upon at least 30 days written notice to City setting forth the
reasons for such termination, the effective date, and in the case of partial termination, the
portion to be terminated. In the case of a partial termination, if City determines in its sole
discretion that the remaining portion of the Contract to be performed or HOME CHDO
Operating Funds to be spent will not accomplish the purposes for which the Contract was
made City may terminate the Contract in its entirety.
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11.10 Dissolution of CHDO or Loss of CHDO Certification Terminates
Contract.
This Contract shall automatically terminate in the event CHDO is dissolved,
ceases to exist or loses its CHDO certification or status.
12. INTENTIONALLY DELETED.
13. MATERIAL OWNERSHIP CHANGE.
If ownership of CHDO materially changes after the date of this Contract, City
may but is not obligated to, terminate this Contract. City has 30 days to make such
determination after receipt of notice from CHDO and failure to make such determination
will constitute a waiver. In the event of termination under this Section 13, all HOME
CHDO Operating Funds awarded but not yet paid to CHDO pursuant to this Contract
shall be immediately rescinded and CHDO shall have no further right to such funds.
14. GENERAL PROVISIONS
14.1 CHDO an Independent Contractor.
CHDO shall operate hereunder as an independent contractor and not as an officer,
agent, servant or employee of City. CHDO shall have exclusive control of, and the
exclusive right to control, the details of the work and services performed hereunder, and
all persons performing same, and shall be solely responsible for the acts and omissions of
its officers, members, agents, servants, employees, contractors, subcontractors, vendors,
tenants, licensees or invitees.
14.2 Doctrine of Respondeat Superior.
The doctrine of respondeat superior shall not apply as between City and CHDO,
its officers, members, agents, servants, employees, contractors, subcontractors, vendors,
tenants, licensees or invitees, and nothing herein shall be construed as creating a
partnership or joint enterprise between City and CHDO. City does not have the legal
right to control the details of the tasks performed hereunder by CHDO, its officers,
members, agents, employees, contractors, subcontractors, vendors, tenants, licensees or
invitees.
14.3 CHDO Property.
City shall under no circumstances be responsible for any property belonging to
CHDO, its officers, members, agents, employees, contractors, subcontractors, vendors,
tenants, licensees or invitees that may be lost, stolen or destroyed or in any way damaged
and CHDO HEREBY INDEMNIFIES AND HOLDS HARMLESS CITY AND ITS
OFFICERS, AGENTS, AND EMPLOYEES FROM ANY AND ALL CLAIMS OR
SUITS PERTAINING TO OR CONNECTED WITH SUCH PROPERTY.
14.4 Religious Organization.
No portion of the HOME CHDO Operating Funds shall be used in support of any
sectarian or religious activity. In addition, there must be no religious or membership
criteria for buyers of a HOME-funded property.
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14.5 Venue.
Venue for any action, whether real or asserted, at law or in equity, arising out of
the execution, performance, attempted performance or non-performance of this Contract,
shall lie in Tarrant County, Texas.
14.6 Governing Law.
This Contract shall be government by and construed in accordance with the laws
of the State of Texas. If any action, whether real or asserted, at law or in equity, arises
out of the execution, performance or non-performance of this Contract or on the basis of
any provision herein, for any issue not governed by Federal law, the choice of law shall
be the laws of the State of Texas.
14.7 Severability.
The provisions of this Contract are severable, and, if for any reason a clause,
sentence, paragraph or other part of this Contract shall be determined to be invalid by a
court or Federal or state agency, board or commission having jurisdiction over the subject
matter thereof, such invalidity shall not affect other provisions which can be given effect
without the invalid provision.
14.8 Written Agreement Entire Agreement.
This written instrument and the Exhibits, Attachments and Addendums attached
hereto, which are incorporated by reference and made a part of this Contract for all
proposes, constitutes the entire agreement by the Parties concerning the work and
services to be performed under this Contract. Any prior or contemporaneous oral or
written agreement, which purports to vary the terms of this Contract, shall be void. Any
amendments to the terms of this Contract must be in writing and executed by the Parties.
14.9 Paragraph Headings for Reference Only, No Legal Significance;
Number and Gender.
The paragraph headings contained herein are for convenience in reference to this
Contract and are not intended to define or to limit the scope of any provision of this
Contract. When context requires, singular nouns and pronouns include the plural and the
masculine gender shall be deemed to include the feminine or neuter and the neuter gender
to include the masculine and feminine. The words "include" and "including" whenever
used herein shall be deemed to be followed by the words "without limitation".
14.10 Compliance With All Applicable Laws and Rellulations.
CHDO agrees to comply fully with all applicable laws and regulations that are
currently in effect or that are hereafter amended during the performance of this Contract.
Those laws include, but are not limited to:
➢ HOME Investment Partnership Act as set out above
➢ Title VI of the Civil Rights Act of 1964 (42 U.S.C. Sections 2000d et seq.)
including provisions requiring recipients of Federal assistance to ensure
meaningful access by person of limited English proficiency
➢ The Fair Housing Act, Title VIII of the Civil Rights Act of 1968 (42 U.S.C.
CHDO OPERATING FUNDS CONTRACT 2015-2016 Rev. 9-28-16
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Sections 3601 etseq.)
➢ Executive Orders 11063, 11246 as amended by 11375 and 12086 and as
supplemented by Department of Labor regulations 41 CFR, Part 60
➢ The Age Discrimination in Employment of 1967
➢ The Age Discrimination Act of 1975 (42 U.S.C. Sections 6101 et seq.)
➢ The Uniform Relocation Assistance and Real Property Acquisition Policies
Act of 1970 (42 U.S.C. Sections 4601 et seq. and 49 CFR Part 24) ("URA")
➢ Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. Sections 794 et seq.)
and 24 CFR Part 8 where applicable
➢ National Environmental Policy Act of 1969, as amended, 42 U.S.C. sections
4321 et seq. ("NEPA") and the related authorities listed in 24 CFR Part 58.
➢ The Clean Air Act, as amended, (42 U.S.C. Sections 1251 et seq.) and the
Clean Water Act of 1977, as amended (33 U.S.C. Sections 1251 et seq.),
related Executive Order 11738 and Environmental Protection Agency
Regulations at 40 CFR Part 15. In no event shall any amount of the assistance
provided under this Contract be utilized with respect to a facility that has
given rise to a conviction under the Clean Air Act or the Clean Water Act.
➢ Immigration Reform and Control Act of 1986 (8 U.S.C. Sections 1101 et seq.)
specifically including the provisions requiring employer verifications of legal
status of its employees
➢ The Americans with Disabilities Act of 1990 (42 U.S.C. Sections 12101 et
seq.), the Architectural Barriers Act of 1968 as amended (42 U.S.C. sections
4151 et seq.) and the Uniform Federal Accessibility Standards, 24 CFR Part
40, Appendix A
➢ Regulations at 24 CFR Part 87 related to lobbying, including the requirement
that certifications and disclosures be obtained from all covered persons
➢ Drug Free Workplace Act of 1988 (41 U.S.C. Sections 701 et seq.) and 24
CFR Part 23, Subpart F
➢ Executive Order 12549 and 24 CFR Part 5.105(c) pertaining to restrictions on
participation by ineligible, debarred or suspended persons or entities
➢ Regulations at 24 CFR Part 882.708(c) pertaining to site and neighborhood
standards for new construction projects
➢ Regulations at 24 CFR Part 983.6 for Site and Neighborhood Standards
Review
➢ Section 6002 of the Solid Waste Disposal Act, as amended by the Resource
Conservation and Recovery Act
➢ Guidelines of the Environmental Protection Agency at 40 CFR Part 247
➢ For contracts and subgrants for construction or repair, Copeland "Anti-
Kickback"Act (18 U.S.C. 874) as supplemented in 29 CFR Part 5
➢ For construction contracts in excess of $2,000, and in excess of $2,500 for
other contracts which involve the employment of mechanics or laborers,
Sections 103 and 107 of the Contract Work Hours and Safety Standards Act
(40 U.S.C. 327A 300) as supplemented by 29 CFR Part 5
➢ Lead-Based Paint Poisoning Prevention Act (42 U.S.C. 4801 et seq.), as
amended by the Residential Lead-Based Paint Hazard Reduction Act of 1992
(42 U.S.C. 4851 et seq.) and implementing regulations at 24 CFR Part 35,
subparts A, B, M, and R
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➢ Regulations at 24 CFR Part 92, HOME Investment Partnerships Program
Final Rule
➢ Uniform Administrative Requirements, Cost Principles, and Audit
Requirements for Federal Awards, 2 CFR Part 200 et seq.
➢ Federal Funding Accountability and Transparency Act of 2006 ("FFATA")
(Pub.L. 109-282, as amended by Section 6205(a) of Pub.L. 110-252 and Section 3
of Pub.L. 113-101)
➢ Federal Whistleblower Regulations, as contained in 10 U.S.C. 2409, 41
U.S.C. 4712, 10 U.S.C. 2324, 41 U.S.C. 4304 and 41 U.S.C. 4310.
14.11 INTENTIONALLY DELETED.
14.12 Prohibition Against Discrimination.
14.12.1 General Statement.
CHDO, in the execution, performance or attempted performance of this Contract,
shall comply with all non-discrimination requirements of 24 CFR 92.350 and the
ordinances codified at Chapter 17, Article III, Division 4 — Fair Housing of the City
Code. CHDO may not discriminate against any person because of race, color, sex,
gender, religion, national origin, familial status, disability or perceived disability, sexual
orientation, gender identity, gender expression, or transgender, nor will CHDO permit its
officers, members, agents, employees, vendors or project participants to engage in such
discrimination.
This Contract is made and entered into with reference specifically to the
ordinances codified at Chapter 17, Article III, Division 3 - Employment Practices of the
City Code, and CHDO hereby covenants and agrees that CHDO, its officers, members,
agents, employees, vendors and contractors, have fully complied with all provisions of
same and that no employee, or applicant for employment has been discriminated against
under the terms of such ordinances by either or its officers, members, agents, employees,
vendors or contractors.
14.12.2 No Discrimination in Employment during the Performance of
this Contract.
CHDO agrees to the following provision during the performance of this Contract,
and will require that its contractors, subcontractors and vendors also comply with such
provision by including it in all contracts with its contractors, subcontractors or vendors
using CHDO Operating Funds:
[Contractor's, Subcontractor's or Vendor's Namel_ will not unlawfully
discriminate against any employee or applicants for employment because of race,
color, sex, gender, religion, national origin, familial status, disability or perceived
disability, sexual orientation, gender identity, gender expression or transgender.
_[Contractor's, Subcontractor's or Vendor's Namel_ will take affirmative
action to ensure that applicants are hired without regard to race, color, sex,
gender, religion, national origin, familial status, disability or perceived disability,
sexual orientation, gender identity, gender expression or transgender and that
CHDO OPERATING FUNDS CONTRACT 2015-2016 Rev. 9-28-16
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employees are treated fairly during employment without regard to their race,
color, sex, gender, religion, national origin, familial status, disability or perceived
disability, sexual orientation, gender identity, gender expression or transgender.
Such action shall include, but not be limited to, the following: employment,
upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or
termination, rates of pay or other forms of compensation, and selection for
training, including apprenticeship. _[Contractor's, Subcontractor's or Vendor's
Name _agrees to post in conspicuous places, available to employees and
applicants for employment, notices setting forth the provisions of this
nondiscrimination clause.
_[Contractor's, Subcontractor's or Vendor's Name l will, in all solicitations or
advertisements for employees placed by or on behalf of _[Conti•aetor's,
Subcontractor's or Vendor's Namel_ , state that all qualified applicants will
receive consideration for employment without regard to race, color, sex, gender,
religion, national origin, familial status, disability or perceived disability, sexual
orientation, gender identity, gender expression or transgender.
[Contractor's, Subcontractor's or Vendor's Namel covenants that neither it
nor any of its officers, members, agents, employees, or contractors, while engaged
in performing this Contract, shall, in connection with the employment,
advancement or discharge of employees or in connection with the terms,
conditions or privileges of their employment, discriminate against persons
because of their age or because of any disability or perceived disability, except on
the basis of a bona fide occupational qualification, retirement plan or statutory
requirement.
[Contractor's, Subcontractor's or Vendor's Name] _ further covenants that
neither it nor its officers, members, agents, employees, contractors, or persons
acting on their behalf, shall specify, in solicitations or advertisements for
employees to work on this Contract, a maximum age limit for such employment
unless the specified maximum age limit is based upon a bona fide occupational
qualification, retirement plan or statutory requirement.
14.12.3 Contractors and the ADA.
In accordance with the provisions of the Americans With Disabilities Act of 1990
("ADA"), CHDO warrants that it and any of its contractors will not unlawfully
discriminate on the basis of disability in the provision of services to the general public,
nor in the availability, terms and/or conditions of employment for applicants for
employment with, or employees of CHDO or any of its contractors. CHDO
WARRANTS IT WILL FULLY COMPLY WITH ADA'S PROVISIONS AND
ANY OTHER APPLICABLE FEDERAL, STATE AND LOCAL LAWS
CONCERNING DISABILITY AND WILL DEFEND, INDEMNIFY AND HOLD
CITY HARMLESS AGAINST ANY CLAIMS OR ALLEGATIONS ASSERTED
BY THIRD PARTIES, CONTRACTORS, SUBCONTRACTORS OR VENDORS
AGAINST CITY ARISING OUT OF CHDO'S AND/OR ITS CONTRACTORS',
SUBCONTRACTORS', VENDORS', AGENTS' OR EMPLOYEES' ALLEGED
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FAILURE TO COMPLY WITH THE ABOVE-REFERENCED LAWS
CONCERNING DISABILITY DISCRIMINATION IN THE PERFORMANCE OF
THIS CONTRACT.
14.13 Conflicts of Interest and Violations of Criminal Law.
14.13.1 CHDO Safeguards.
CHDO shall establish safeguards to prohibit its employees, board members,
advisors and agents from using positions for a purpose that is or gives the appearance of
being motivated by a desire for private gain for themselves or others, particularly those
with whom they have family, business or other ties. CHDO shall disclose to City any
such conflict of interest or potential conflict of interest, immediately upon discovery of
such.
14.13.2 General Prohibitions ALainst Conflicts of Interest.
No employees, agents, consultants, officers or elected officials or appointed
officials of City or of CHDO who exercise or have exercised any functions or
responsibilities with respect to activities assisted with HOME CHDO Operating funds or
who are in a position to participate in a decision-making process or gain inside
information with regard to these activities may utilize HOME CHDO Operating
services, may obtain a financial interest or benefit from a HOME CHDO Operating-
assisted activity, or have an interest in any contract, subcontract or agreement with
respect thereto, or the proceeds thereunder, either for themselves or those with whom
they have family or business ties, during their tenure or for 1 year thereafter, unless they
are accepted in accordance with the procedures set forth at 24 CFR Part 92.
14.13.2.1 CHDO shall establish conflict of interest policies for federal
awards including the HOME CHDO Operating Funds and shall
disclose in writing potential conflicts of interest to City as
authorized by 2 CFR Part 200.112.
14.13.3 Conflicts of Interest Involving Procurement.
The conflict of interest provisions of 2 CFR Part 200.318 shall apply in the
procurement of property and services by CHDO. In all cases not governed by this
Section, the provisions of 24 CFR Part 92 of the HOME Regulations shall apply.
14.13.3.1 As more particularly described in 2 CFR Part 200.318, CHDO
shall maintain and submit to City written standards of conduct
covering conflicts of interest and governing the performance of
its employees engaged in the selection, award, and
administration of contracts. No employee, officer, or agent
may participate in the selection, award, or administration of a
contract supported by a federal award if he or she has a real or
apparent conflict of interest. The standards of conduct must
provide for disciplinary actions to be applied for violations of
such standards by officers, employees, or agents of CHDO.
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14.13.3.2 The officers, employees, and agents of CHDO shall neither
solicit nor accept gratuities, favors, or anything of monetary
value from contractors or parties to subcontracts.
14.13.3.3 Notwithstanding the prohibition contained in Section 14.13.3.2,
CHDO may set standards of conduct for situations in which the
financial interest is not substantial or the gift is an unsolicited
item of nominal value. Such standards of conduct must
provide for disciplinary actions to be applied for violations of
such standards by CHDO's officers, employees or agents.
14.13.3.4 CHDO shall maintain written standards of conduct covering
organizational conflicts of interest. Organizational conflicts of
interest means that because of relationships with a parent
company, affiliate, or subsidiary organization, CHDO is unable
or appears to be unable to be impartial in conducting a
procurement action involving a related organization.
14.13.3.5 CHDO must maintain records sufficient to detail the history of
procurement. These records will include, but are not
necessarily limited to the following: rationale for the method of
procurement, selection of contract type, contractor selection or
rejection, and the basis for the contract price.
14.13.4 Disclosure of Conflicts of Interest.
In compliance with 2 CFR Part 200.112, CHDO is required to timely disclose to
City in writing any potential conflict of interest.
14.13.5 Disclosure of Texas Penal Code Violations.
CHDO affirms that it will adhere to the provisions of the Texas Penal Code which
prohibit bribery and gifts to public servants.
14.13.6 Disclosure of Federal Criminal Law Violations.
In compliance with 2 CFR Part 200.113, CHDO is required to timely disclose to
City all violations of federal criminal law involving fraud, bribery or gratuity violations
potentially affecting the CHDO.
14.14 INTENTIONALLY DELETED.
14.15 Subcontracting with Small and Minority Firms, Women's Business
Enterprises and Labor Surplus Areas.
14.15.1 For procurement contracts $50,000.00 or larger, CHDO agrees to
abide by City's policy to involve Minority Business Enterprises and Small Business
Enterprises and to provide them equal opportunity to compete for contracts for
construction, provision of professional services, purchase of equipment and supplies and
provision of other services required by City. CHDO agrees to incorporate the City's
BDE Ordinance, and all amendments or successor policies or ordinances thereto, into all
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contracts and subcontracts for procurement $50,000.00 or larger, and will further require
all persons or entities with which it so contracts to comply with said ordinance.
14.15.2 It is national policy to award a fair share of contracts to disadvantaged
business enterprises ("DBEs"), small business enterprises ("SBEs"), minority business
enterprises ("MBEs"), and women's business enterprises ("WBEs"). Accordingly,
affirmative steps must be taken to assure that DBEs, SBEs, MBEs, and WBEs are utilized
when possible as sources of supplies, equipment, construction and services.
14.16 Other Laws.
The failure to list any Federal, state or City ordinance, law or regulation
that is applicable to CHDO does not excuse or relieve CHDO from the requirements or
responsibilities in regard to following the law, nor from the consequences or penalties for
CHDO's failure to follow the law, if applicable.
14.17 Assignment.
CHDO shall not assign all or any part of its rights, privileges, or duties under this
Contract without the prior written approval of City. Any attempted assignment of same
without approval shall be void, and shall constitute a breach of this Contract.
14.18 Riaht to Inspect CHDO Contracts.
It is agreed that City has the right to inspect and approve in writing any proposed
contracts between CHDO, and (i) its general contractor and subcontractors, including any
lower tier subcontractors engaged in any activity that is funded as part of the construction
of the Required Improvements, (ii) any vendor contracts arising out of the sale of the
Required Improvements, and (iii) any third party contracts to be paid with HOME CHDO
Operating Funds, prior to any charges being incurred under any such contracts.
14.19 Force Majeure.
If CHDO becomes unable, either in whole or part, to fulfill its obligations under
this Contract due to acts of God, strikes, lockouts, or other industrial disturbances, acts of
public enemies, wars, blockades, insurrections, riots, epidemics, earthquakes, fires,
floods, restraints or prohibitions by any court, board, department, commission or agency
of the United States or of any States, civil disturbances, or explosions, or some other
reason beyond CHDO's control (collectively, "Force Majeure Event"), the obligations
so affected by such Force Majeure Event will be suspended only during the continuance
of such event and the completion date for such obligations shall be extended for a like
period. CHDO will give City written notice of the existence, extent and nature of the
Force Majeure Event as soon as reasonably possible after the occurrence of the event.
Failure to give notice will result in the continuance of CHDO's obligation regardless of
the extent of any existing Force Majeure Event. CHDO will use commercially
reasonable efforts to remedy its inability to perform as soon as possible.
14.20 Survival.
Any provision of this Contract that pertains to HOME Regulations, auditing,
monitoring, record keeping and reports, City ordinances, the provisions of Section 6.6
pertaining to the Federal System Award Management, or any other HOME Program
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requirements, and any default and enforcement provisions necessary to enforce such
provisions, shall survive the termination of this Contract for 5 years after the termination
date and shall be enforceable by City against CHDO.
15. INDEMNIFICATION AND RELEASE.
CHDO COVENANTS AND AGREES TO INDEMNIFY, HOLD
HARMLESS AND DEFEND, AT ITS OWN EXPENSE, CITY AND ITS
OFFICERS, AGENTS, SERVANTS AND EMPLOYEES FROM AND AGAINST
ANY AND ALL CLAIMS OR SUITS FOR PROPERTY LOSS OR DAMAGE
AND/OR PERSONAL INJURY, INCLUDING DEATH, TO ANY AND ALL
PERSONS, OF WHATSOEVER KIND OR CHARACTER, WHETHER REAL OR
ASSERTED, ARISING OUT OF OR IN CONNECTION WITH THE
EXECUTION, PERFORMANCE, ATTEMPTED PERFORMANCE OR
NONPERFORMANCE OF THIS CONTRACT AND/OR THE OPERATIONS,
ACTIVITIES AND SERVICES OF THE PROJECT DESCRIBED HEREIN,
WHETHER OR NOT CAUSED IN WHOLE OR IN PART, BY ALLEGED
NEGLIGENCE OF OFFICERS, AGENTS, SERVANTS, EMPLOYEES,
CONTRACTORS OR SUBCONTRACTORS OF CITY, AND CHDO HEREBY
ASSUMES ALL LIABILITY AND RESPONSIBILITY OF CITY AND ITS
OFFICERS, AGENTS, SERVANTS, AND EMPLOYEES FOR ANY AND ALL
CLAIMS OR SUITS FOR PROPERTY LOSS OR DAMAGE AND/OR
PERSONAL INJURY, INCLUDING DEATH, TO ANY AND ALL PERSONS, OF
WHATSOEVER KINDS OR CHARACTER, WHETHER REAL OR ASSERTED,
ARISING OUT OF OR IN CONNECTION WITH THE EXECUTION,
PERFORMANCE, ATTEMPTED PERFORMANCE OR NONPERFORMANCE
OF THIS CONTRACT AND AGREEMENT AND/OR THE OPERATIONS,
ACTIVITIES AND SERVICES OF THE PROJECT DESCRIBED HEREIN,
WHETHER OR NOT CAUSED IN WHOLE OR IN PART BY ALLEGED
NEGLIGENCE OF OFFICERS, AGENTS, SERVANTS, EMPLOYEES,
CONTRACTORS OR SUBCONTRACTORS OF CITY. CHDO LIKEWISE
COVENANTS AND AGREES TO AND DOES HEREBY INDEMNIFY AND
HOLD HARMLESS CITY FROM AND AGAINST ANY AND ALL INJURY,
DAMAGE OR DESTRUCTION OF PROPERTY OF CITY, ARISING OUT OF
OR IN CONNECTION WITH ALL ACTS OR OMISSIONS OF CHDO, ITS
OFFICERS, MEMBERS, AGENTS, EMPLOYEES, CONTRACTORS,
SUBCONTRACTORS, INVITEES, LICENSEES, OR PROJECT
PARTICIPANTS, OR CAUSED, IN WHOLE OR IN PART, BY ALLEGED
NEGLIGENCE OF OFFICERS, AGENTS, SERVANTS, EMPLOYEES,
CONTRACTORS OR SUBCONTRACTORS OF CITY.
IT IS THE EXPRESS INTENTION OF THE PARTIES, BOTH CHDO AND
CITY, THAT THE INDEMNITY PROVIDED FOR THIS SECTION INCLUDES
INDEMNITY BY CHDO TO INDEMNIFY AND PROTECT CITY FROM THE
CONSEQUENCES OF CITY'S OWN NEGLIGENCE, WHETHER THAT
NEGLIGENCE IS ALLEGED TO BE THE SOLE OR CONCURRING CAUSE OF
THE INJURY,DAMAGE OR DEATH.
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CHDO AGREES TO AND SHALL RELEASE CITY, ITS AGENTS,
EMPLOYEES, OFFICERS AND LEGAL REPRESENTATIVES FROM ALL
LIABILITY FOR INJURY, DEATH, DAMAGE OR LOSS TO PERSONS OR
PROPERTY SUSTAINED IN CONNECTION WITH OR INCIDENTAL TO
PERFORMANCE UNDER THIS CONTRACT, EVEN IF THE INJURY, DEATH,
DAMAGE OR LOSS IS CAUSED BY CITY'S SOLE OR CONCURRENT
NEGLIGENCE.
CHDO SHALL REQUIRE ALL OF ITS CONTRACTORS AND
SUBCONTRACTORS TO INCLUDE IN THEIR CONTRACTS AND
SUBCONTRACTS A RELEASE AND INDEMNITY IN FAVOR OF CITY IN
SUBSTANTIALLY THE SAME FORM AS ABOVE.
16. WAIVER OF IMMUNITY BY CHDO.
If CHDO, as a charitable or nonprofit organization, has or claims an immunity or
exemption (statutory or otherwise) from and against liability for damages or injury,
including death, to persons or property, CHDO hereby expressly waives its rights to
plead defensively such immunity or exemption as against City. This Section shall not be
construed to affect a governmental entity's immunities under constitutional, statutory or
common law.
17. INSURANCE AND BONDING.
CHDO will maintain coverage in the form of insurance or bond in the amount of
$87,000.00 to insure against loss from the fraud, theft or dishonesty of any of CHDO's
officers, agents, trustees, directors or employees. The proceeds of such insurance or bond
shall be used to reimburse City for any and all loss of HOME CHDO Operating Funds
occasioned by such misconduct. To effectuate such reimbursement, such fidelity
coverage shall include a rider stating that reimbursement for any loss or losses shall name
the City as a Loss Payee.
CHDO shall furnish to City, in a timely manner, but not later than 10 days after
the Effective Date, certificates of insurance as proof that it has secured and paid for
policies of commercial insurance as specified herein. If City has not received such
certificates as set forth herein, CHDO shall be in default of the Contract and City may at
its option, terminate the Contract.
Such insurance shall cover all insurable risks incident to or in connection with the
execution, performance, attempted performance or nonperformance of this Contract.
CHDO shall maintain, or require its general contractor to maintain, the following
coverages and limits thereof:
Commercial General Liability (CGL) Insurance
$1,000,000 each occurrence
$2,000,000 aggregate limit
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Business Automobile Liability Insurance
$1,000,000 each accident on a combined single-limit basis, or
$ 250,000 Property Damage
$ 500,000 Bodily Injury per person per occurrence
$2,000,000 Aggregate
Insurance policy shall be endorsed to cover"Any Auto" defined as autos owned,
hired and non-owned. Pending availability of the above coverage and at the discretion
of City,the policy shall be the primary responding insurance policy versus a personal
auto insurance policy if or when in the course of CHDO's business as contracted herein.
Workers' Compensation Insurance
Part A: Statutory Limits
Part B: Employer's Liability
$100,000 each accident
$100,000 disease-each employee
$500,000 disease-policy limit
Note: Such insurance shall cover employees performing work on any and all
projects including but not limited to construction, demolition, and rehabilitation.
CHDO or its contractors shall maintain coverages, if applicable. In the event the
respective contractors do not maintain coverage, CHDO shall maintain the
coverage on such contractor, if applicable, for each applicable contract.
Additional Requirements
Such insurance amounts shall be revised upward at City's reasonable option and no more
frequently than once every 12 months, and CHDO shall revise such amounts within 30
days following notice to CHDO of such requirements.
CHDO will submit to City documentation that it, and its general contractor, have
obtained insurance coverage and have executed bonds as required in this Contract prior to
payment of any monies provided hereunder.
Where applicable, insurance policies required herein shall be endorsed to include City as
an additional insured as its interest may appear. Additional insured parties shall include
employees, officers, agents, and volunteers of City.
The Workers' Compensation Insurance policy shall be endorsed to include a waiver of
subrogation, also referred to as a waiver of rights of recovery, in favor of City.
Any failure on part of City to request certificate(s) of insurance shall not be construed as
a waiver of such requirement or as a waiver of the insurance requirements themselves.
Insurers of CHDO's insurance policies shall be licensed to do business in the state of
Texas by the Department of Insurance or be otherwise eligible and authorized to do
CHDO OPERATING FUNDS CONTRACT 2015-2016 Rev. 9-28-16
Tarrant County Housing Partnership,Inc Page 25
business in the state of Texas. Insurers shall be acceptable to City insofar as their
financial strength and solvency and each such company shall have a current minimum
A.M. Best Key Rating Guide rating of A: VII or other equivalent insurance industry
standard rating otherwise approved by City.
Deductible limits on insurance policies shall not exceed $5,000 per occurrence unless
otherwise approved by City.
In the event there are any local, Federal or other regulatory insurance or bonding
requirements for the project, and such requirements exceed those specified herein, the
former shall prevail.
CHDO shall require its contractors to maintain applicable insurance coverages, limits,
and other requirements as those specified herein; and, CHDO shall require its contractors
to provide CHDO with certificate(s) of insurance documenting such coverage. Also,
CHDO shall require its contractors to have City and CHDO endorsed as additional
insured (as their interest may appear) on their respective insurance policies.
Directors and Officers Liability or Professional Liability coverage shall be in force and
may be provided on a claims-made basis. This coverage may also be referred to as
Management Liability, and shall protect the insured against claims arising out of alleged
errors in judgment, breaches of duty and wrongful acts arising out of their management
duties. Coverage shall protect not only the entity, but all past, present and future
directors, officers, trustees, employees, volunteers and committee members.
Notwithstanding any provision in this Contract to the contrary, when applicable,
CHDO shall comply with the requirements of 2 CFR 200.310 and shall, at a
minimum, provide the equivalent insurance coverage for real property and
equipment acquired or improved with HOME CHDO Operating Funds as provided
to property owned by CHDO.
18. CERTIFICATION REGARDING LOBBYING.
CHDO hereby certifies, to the best of its knowledge and belief, that:
No Federal appropriated funds have been paid or will be paid, by or on
behalf of CHDO, 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 in connection with the awarding of any Federal
contract, the malting of any Federal grant, the making of any Federal loan,
the entering into of any cooperative agreement and the extension,
continuation, renewal, amendment, or modification of any Federal
contract, grant, loan or cooperative agreement.
If any funds other than federally 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, member of Congress in connection with this
CHDO OPERATING FUNDS CONTRACT 2015-2016 Rev. 9-28-16
Tarrant County Housing Partnership,Inc Page 26
Federal contract, grant, loan or cooperative agreement, CHDO shall
complete and submit Standard Form-LLL, "Disclosure Form to Report
Lobbying,"in accordance with its instructions.
This certification is a material representation of fact upon which reliance
was placed when this Contract was made or entered into. Submission of
this certificate is a prerequisite for making or entering into this Contract
imposed by 31 U.S.C. Section 1352. Any person who fails to file the
required certification shall be subject to a civil penalty of not less than
$10,000.00 and not more than $100,000.00 for each such failure.
CHDO shall require that the language of this certification be included in all
subcontracts or agreements involving the expenditure of Federal funds.
19. LITIGATION AND CLAIMS.
CHDO shall give City immediate notice in writing of any action, including any
proceeding before an administrative agency, filed against CHDO in conjunction with this
Contract or the project. CHDO shall furnish immediately to City copies of all pertinent
papers received by CHDO with respect to such action or claim. CHDO shall provide a
notice to City within 10 days upon filing under any bankruptcy or financial insolvency
provision of law.
20. NOTICE.
All notices required or permitted by this Contract must be in writing and shall be
effective upon receipt when (i) sent by U.S. Mail with proper postage, certified mail
return receipt requested or by a nationally recognized overnight delivery service; and (ii)
addressed to the other Party at the address set out below or at such other address as the
receiving Party designates by proper notice to the sending Party.
City
City Attorney's Office
1000 Throckmorton Street
Fort Worth, TX 76102
Attention: Vicki S. Ganske or Paige Mebane
Telephone: 817-392-7765 or 817-392-7618
Copy to:
Neighborhood Services Department
1000 Throckmorton Street
Fort Worth, TX 76102
Attention: Assistant Director
Telephone: 817-392-7540
Copy to:
Neighborhood Services Department
CHDO OPERATING FUNDS CONTRACT 2015-2016 Rev. 9-28-16
Tarrant County Housing Partnership,Inc Page 27
1000 Throckmorton Street
Fort Worth, TX 76102
Attention: Neighborhood Development Specialist
Telephone: 817-392-7540
CHDO:
Tarrant County Housing Partnership, Inc.
4200 S. Freeway, Tower Ste. 307
Fort Worth, TX 76115
Attn: Donna VanNess, President
Telephone: 817-924-5091, ext. 3293
21. CHDO HAS LEGAL AUTHORITY TO ENTER INTO CONTRACT.
CHDO represents that it possesses the legal authority, pursuant to any proper,
appropriate and official motion, resolution or action passed or taken, to enter into this
Contract and to perform the responsibilities herein required.
22. COUNTERPARTS.
This Contract may be executed in multiple counterparts, each of which shall be
considered an original, but all of which shall constitute one instrument which may be
sufficiently evidenced by one counterpart.
[SIGNATURES APPEAR ON NEXT PAGE]
CHDO OPERATING FUNDS CONTRACT 2015-2016 Rev. 9-28-16
Tarrant County Housing Partnership,Inc Page 28
TNESS WHEREOF, the Parties have executed 4 duplicate originals of this
to be effective on the Effective Date.
o CITY OF FORT WORTH
°
By:
P.
itcr N Fernando Costa,Assistant City Manager
Dated 8/4/2015 C-ZU�q,,
Form 1295: 2016-72864 colI W'5P-
APPROVED AS TO.FORM AND LEGALITY:
.�,&CL-)
Vicki Ganske, Senior Assistant City Attorney
TARRANT COUNTY HOUSING
PARTNERSHIP, INC., a Texas non-profit
co oratio /
By:
0 V ess, kLesidnt
OFFICIAL RECORD
CITY SECRETARY
FT.WORTH, TX
CHDO OPERATING FUNDS CONTRACT 2015-2016 Rev. 9-28-16
Tarrant County Housing Partnership,Inc Signature Page
EXHIBITS:
Exhibit"A"—CHDO Operating Expense Summary
Exhibit"A-1"—2015-2016 Total Operating Budget
Exhibit `B"—Budget
Exhibit"C"—Reimbursement Schedule
Exhibit "D"—Audit Requirements
Exhibit"E"—Reimbursement Forms
Exhibit"F"—Documentation Standards
CHDO OPERATING FUNDS CONTRACT 2015-2016 Rev. 9-28-16
Tarrant County Housing Partnership,Inc Page 30
EXHIBIT "A"
CHDO OPERATING EXPENSE SUMMARY
TARRANT COUNTY HOUSING PARTNERSHIP,INC.
Capitalized terms not defined herein shall have meanings assigned to them in the Contract.
DESCRIPTION:
CHDO will provide affordable housing production services under the terms, conditions,
requirements and responsibilities of the Contract. City will make available up to $87,000.00 of
HOME CHDO Operating Funds for the sole purpose of assisting CHDO's efforts to develop and
maintain its staff and operational capacity. The HOME CHDO Operating Funds shall be used
for the reasonable and necessary administrative and operational costs for CHDO consistent with
24 CFR 92.208, and will be restricted to the items listed in Exhibit "B" —Budget. CHDO shall
secure competent staff and take the necessary steps to implement an affordable housing program
within the terms of the Construction Contracts and this Contract. By accepting HOME CHDO
Operating Funds, CHDO maintains that it currently has a contract with City for an eligible
CHDO set-aside project or that it will have a project commitment no later than 24 months from
the date of this Contract.
CHDO's FY 2015-2016 Operating Budget is attached as Exhibit "A-1" — FY 2015-2016 Total
Operating Budget.
SPECIFIC PURPOSE:
CHDO will use operating funds for the administrative and operational expenses necessary to
operate the CHDO.
PROGRAM GOALS:
Provide for administration and operating activities related to the production of affordable
housing for sale to low to moderate income households earning at or below 80% of AMI.
CHDO Operating Contract—Exhibits Rev. 9-28-16
Tarrant County Housing Partnership,Inc. Page 1
EXHIBIT "A-1"
2015-2016 TOTAL OPERATING BUDGET
TARRANT COUNTY HOUSING PARTNERSHIP,INC.
Tarrant County Housing Partnership, Inc.
FY 16 Operating Budget
GL Description FY16
4000 Program Income 75,000
4010 Real Estate Commission 76,775
4030 Processing Fees 59,125
4040 Fundraising&Donations 20,000
4045 Property donations
4050 Banks&Foundations 25,000
4100 Grants and Government Contracts
4101 Operating Grants and Government Contracts 297,260
4200 Developer Fees 427,575
4300 Real Estate Sales 1,069,000
4600 Interest -
4800 Management Fee Income 216,000
4650 Miscellaneous 5,000
TOTAL REVENUES $ 2,270,735
5000 Salaries 561,401
5010 Payroll Taxes-SS 34,745
5020 Payroll Taxes-MC 8,126
5030 Payroll Taxes-SUTA 7,063
5035 Matched Savings Plan 15,492
5040 Heath Insurance 91,080
5050 Dental Insurance 3,124
5100 Contract Services 12,850
5210 Consulting 5,000
5200 Audit 30,000
5220 Legal 10,000
5225 IT Services IS,000
5240 Dues&Memberships 6,600
5260 Furniture and Equipment 15,000
5265 Equipment Rental 9,840
5270 Office Supplies 14,500
5280 Meeting Expense 4,000
5275 Workshop Supplies 6,000
5300 Telephone 10,500
5310 Postage&Courier 1,000
5440 Janitorial 1,000
5450 Storage 19,200
5400 Rent 77,690
5415 Office Utilities 2,000
5230 Marketinq 50,000
5330 Training 5,000
5350 Travel-Local 10,000
5600 Interest 3,750
5430 Insurance 32,221
5460 Property Tax Expense 11,651
543S Property Insurance 2,240
5700 Depreciation 6,673
5820 Lawn Maintenance 1,000
4350 Cost of Sales(Contra) 1,075,252
5250 Credit Reports 5,400
5500 Miscellaneous 4,637
5465 Closing Costs 22,000
5410 Utilities-properties 750
5470 Broker fee 34,920
5475 Broker fee related party(TCHP) 27,120
5601 Donated property expense 16,130
5610 Bank Charges 780
TOTAL EXPENSES $ 2,270,735
REVENUES IN EXCESS OF EXPENSES $ (0)
CHDO Operating Contract-Exhibits Rev. 9-28-16
Tarrant County Housing Partnership,Inc. Page 2
EXHIBIT "B"
BUDGET
TARRANT COUNTY HOUSING PARTNERSHIP,INC.
HOME CDBG ± TCFIP Annual TOTAL
CHDOCounseling Operating ANNUAL '
Accounk Qperating Grant. Budget OPERATING
Funds` Budget BUDGET"
" Bud et
PROGRAAI PERSONNEL
Salaries 2001 75,000.00 486,401.00 561,401.00
FICA 2002
Life Insurance 2003
Health Insurance 2004
Unemployment 2005
Worker's Compensation 2006
Retirement 2007
FACILITY AND UTILITIES
Telecommunication Expenses,i.e., 5001 11,475.00 0 14,025.00 25,500.00
Telephone,Cell Phone,Internet
Electric 5002
Gas 5003
Water and Wastewater 5004
Solid Waste Disposal 5005
Rent for Staff Offices(City needs copy
of lease before expenses can be 5006 35,845.00 0 41,845.00 77,690.00
reimbursed)
Rent for Storage of Construction
Materials(City needs copy of lease 5007 8,832.00 0 10,368.00 19,200.00
before expenses can be reimbursed)
Repairs&Maintenance 5008
-LEGAL;FINANCIAL,AND
INSURANCE
Insurance 6001 14,348.00 0 17,873.00 32,221.00
Contract Accounting/Audit 6002 16,500.00 0 13,500.00 30,000.00
Legal Assistance 6003
OTHER EXPENSES
TOTAL ANNUAL OPERATING $87,000.00 $75,000.00 $2,108,735.00 $2,270,735.00
BUDGET
*Shaded cells are not eligible for reimbursement with HOME funds.
CHDO Operating Contract—Exhibits Rev. 9-28-16
Tarrant County Housing Partnership, Inc. Page 3
EXHIBIT "C"
REIMBURSEMENT SCHEDULE
TARRANT COUNTY HOUSING PARTNERSHIP, INC.
Reimbursements will be made on a quarterly basis in accordance with the schedule provided
below. Payments will be based on the line items in Exhibit "B" —Budget. CHDO must submit
Complete Documentation and Reimbursements Requests within 30 days of the end of the quarter
for which payment is requested. For example, the Reimbursement Request for payment for
October 2015-December 2015, should be received by January 30, 2016, unless waived by City in
writing. The amounts listed below are estimates and may vary from quarter to quarter depending
on the needs of the CHDO.
Quarter Due Date Amount
October 2015-December 2016 January 30,2016 $21,750.00
January 2016-March 2016 April 30, 2016 $21,750.00
April 2016-June 2016 July 30, 2016 $21,750.00
July 2016-September 2016 October 30, 2016 $21,750.00
TOTAL $87,000.00
In the alternative, CHDO may submit Reimbursement Requests, with City approval, which
include multiple quarters of expenses. CHDO may also, with City approval, submit
Reimbursement Requests more than 30 days from the deadlines shown above.
CHDO Operating Contract—Exhibits Rev. 9-28-16
Tarrant County Housing Partnership, Inc. Page 4
EXHIBIT "D"
AUDIT REQUIREMENTS
TARRANT COUNTY HOUSING PARTNERSHIP,INC.
CITY OF FORT WORTH HOUSING AND NEIGHBORHOOD SERVICES DEPARTMENT
AUDIT REQUIREMENTS
Organizations expending$750,000 or more in federal awards (from City of Fort Worth and other funding
sources) during their fiscal years shall obtain either an annual single audit or a program specific audit.
Organizations may have a program specific audit in accordance with OMB Circular A-133, or other
standard set forth in the Contract if applicable, if they expended funds for only one federal program as
listed in the Catalog of Federal Domestic Assistance ("CFDA"). If funds are spent for more than one
federal program, a single audit is required. The audited time period is the organization's fiscal year, and
not the City of Fort Worth's funding period.
The audit shall be conducted by a certified public accountant ("CPA") that is licensed at the time of the
audit by the appropriate regulatory body. The CPA shall meet all of the general standards concerning
qualifications, independence, due professional care and quality control as required by Government
Auditing Standards, including the requirements for continuing professional education and external peer
reviews. Auditor selection must adhere to federal procurement requirements.
A separate supplementary schedule of revenues, expenditures and changes in fund balance for each City
of Fort Worth contract is no longer required. The Schedule of Expenditures of Federal Awards should list
City of Fort Worth 's contract numbers, the total expended for each individual federal program, and the
CFDA number(OMB A-133 § .310).
The independent auditor's report should include all of the relevant items listed on the "Audit Report
Checklist." Additional guidance on the conduct and reporting of these audits is contained in the latest
issuance of the following publications:
Government Auditing Standards issued by the Comptroller General of the United States, 2003
OMB Circular A-133 as revised 6/30/97 and amended June 2003
OMB Circular A-133 Compliance Supplement
AICPA's Statement of Position 98-3, "Audits of States, Local Governments, and Not-for-Profit
Organizations Receiving Federal Awards"
Various AICPA audit guides for nonprofits, colleges and universities and health and welfare
organizations
AICPA's Audit Risk Alert"State and Local Governmental Developments"
Government Auditing Standards by the Texas Department of Housing and Community Affairs for
Properties Receiving Low Income Housing Tax Credits
All organizations that receive a City of Fort Worth award must submit the provided Audit Certification
Form which certifies whether you are subject to a single/program audit. Organizations receiving federal
awards from the City of Fort Worth who are not required to have an audit shall certify in writing to the
agency. The organization's Chief Executive Officer or Chief Financial Officer shall make the certification
within 60 days of the end of the organization's fiscal year in the year that the project was completed.
CHDO Operating Contract—Exhibits Rev. 9-28-16
Tarrant County Housing Partnership,Inc. Page 5
The following items should be submitted to the City of Fort Worth Neighborhood Services Department
within the required timeframe:
Due 60 days after organization's fiscal year end in the year that the project was completed: (required for
all subrecipients)
Completed Audit Certification Form
Due within the earlier of 30 days after receipt of the auditor's report or nine months after the end of the
audit period.
Two copies of the entire audit report issued by the CPA
Two copies of any management letter issued by the CPA in conjunction with the audit report
Two copies of management's comments on all findings, recommendations, & questioned costs contained
in the audit report and management letter, including a detailed corrective action plan
Failure to submit any of these items by the required due date may result in holds on current draw requests,
suspension of the organization's contract(s) and eligibility for future funding.
If the organization does not meet the requirements of having a single/program audit conducted, records
must still be kept available for review or audit by City of Fort Worth staff(OMB A-133 Subpart B Sec
200(d).
If additional information is needed concerning the audit requirements, please call(817)392-6141.
CHDO Operating Contract—Exhibits Rev. 9-28-16
Tarrant County Housing Partnership, Inc. Page 6
EXHIBIT "D"
AUDIT REQUIREMENTS
TARRANT COUNTY HOUSING PARTNERSHIP, INC.
CITY OF FORT WORTH
NEIGHBORHOOD SERVICES DEPARTMENT
SINGLE AUDIT REPORT CHECKLIST
The Department developed this checklist to help organizations improve the quality and completeness of
audit reports.
❑ General Purpose or Basic Financial Statements of the Organization Opinion/Report on
Organization's Financial Statements in accordance with Government Auditing Standards
❑ Notes to the General Purpose or Basic Financial Statements of the Organization
❑ A Schedule of Expenditures of Federal Awards, including the Department's contract numbers,the
total expended for the federal program, and the CFDA number(OMB A-133 Subpart C Sec 310).
❑ Opinion/Report on Schedule of Expenditures of Federal and State Awards
❑ Report on Compliance and on Internal Control Over Financial Reporting Based on an Audit of
Financial Statements Performed in Accordance With Government Auditing Standards. (OMB A-
133 § 505 (b))
❑ Report on Compliance with Requirements Applicable to Each Major Program and Internal
Control over Compliance in Accordance with OMB Circular A-133. (OMB A-133 § 505 (c))
❑ Schedule of Findings and Questioned Costs (OMB A-133 §. 505d), including: Summary
Schedule of Prior Audit Findings reporting the status of all findings included in the prior audit's
schedule of findings and questioned costs. (OMB A-133 Sec. 315 (a) and(b))
❑ Corrective Action Plan including (OMB A-133 Sec. 315 (c)) name of person responsible for the
corrective action, corrective action planned, anticipated completion date, and explanation and
reason if auditee does not agree with findings or believes correction is not required.
❑ All reports are signed and dated by the auditor
❑ Two copies of the audit reports are submitted
❑ Two copies of the management letter, if issued in conjunction with the audit report. Two copies
of comments by management concerning all findings and recommendations included in
management letter, including a corrective action plan.
CHDO Operating Contract—Exhibits Rev. 9-28-16
Tarrant County Housing Partnership,Inc. Page 7
EXHIBIT "D"
AUDIT REQUIREMENTS
TARRANT COUNTY HOUSING PARTNERSHIP, INC.
CITY OF FORT WORTH NEIGHBORHOOD SERVICES DEPARTMENT
Audit Certification Form
Subrecipient: Fiscal Year Ending: / /
Month Day Year
❑ We have exceeded the federal expenditure threshold of$750,000. We will have our Single Audit
or Program Specific Audit completed and will submit the audit report within nine(9)months after the end
of the audited fiscal year.
❑ We did not exceed the$750,000 federal expenditure threshold required for a Single Audit or a
Program Specific Audit to be performed this fiscal year. (Fill out schedule below)
Federal Expenditure Disclosure
Must be filled out if Single Audit or Program Audit is not required:
Federal Expenditure Disclosure
Federal Funds
Pass Through Program Name& Contract
Federal Grantor Grantor CFDA Number Number Expenditures
Total Federal Expenditures for this Fiscal Year $
Printed Name Title(Must be CFO,CEO or equivalent)
Authorized Signature(Must be CFO,CEO or equivalent) Phone Number Date
Failure to submit this or a similar statement or failure to submit a completed single audit package as
described in the audit requirements by the required due date will result in suspension of funding and will
affect eligibility for future funding.
Submit this form to the City of Fort Worth Neighborhood Services Department within 60 days after the end of your Fiscal year
CHDO Operating Contract—Exhibits Rev. 9-28-16
Tarrant County Housing Partnership, Inc. Page 8
EXHIBIT "E"
REIMBURSEMENT FORMS
TARRANT COUNTY HOUSING PARTNERSHIP,INC.
Attachment 1
INVOICE
Developer: Tarrant County Housing Partnership, Inc.
Address:
TaxpayerlD:
Period of Service:
Amount
Program This Invoice Gumulativ'e to Date
Developer Certification: I certify that the costs incurred are valid and
consistent with the terms and conditions of the contract between City
and Developer. By signing this invoice, I certify that to the best of my
knowledge and belief the data included in this report, Exhibit G, and in
all backup documentation is true and accurate. It is acknowledged that
the provision of false information could leave the certifying official
subject to the penalties of federal, state, and local law.
Signature and Date:
Name:
Title:
CHDO Operating Contract—Exhibits Rev. 9-28-16
Tarrant County Housing Partnership,Inc. Page 9
Attachment H
EXPENDITURES WORKSHEET
Developer:Tarrant County Housing Partnership,Inc. CHDO Operating
LINE CHECK EXPENSE DESCRIPTION BUDGET LINE PAYEE AMOUNT
NO. NO. ITEM
(Itemize each expense and attach invoices,receipts,cancelled
checks,and other backup documentation to verify that the (From Exhibit
costs are directly attributable to the Project and that the C)
costs have actually been paid by Developer.)
1
2
3
4
5
6
7
8
9
10
TOTAL
Developer Certification: I certify that the costs incurred are taken from the books of
accounts and that such costs are valid and consistent with the terms of the agreement.
SIGNATURE DATE
CHDO Operating Contract—Exhibits Rev. 9-28-16
Tarrant County Housing Partnership,Inc. Page 10
EXHIBIT "F"
STANDARDS FOR COMPLETE DOCUMENTATION
TARRANT COUNTY HOUSING PARTNERSHIP,INC.
CHDO Operating Contract Expenses
it
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Employee Salaries and Benefits
Salaries X X* If an employee works solely with contract eligible clients and solely on contract eligible items,
then the employee's entire salary is eligible for reimbursement.Twice in each calendar year,
the client must submit a written statement verifying that the above conditions are still true.The
statement must also be signed be a person authorized to sign on behalf of the agency.
If an employee works on a variety of programs,or works with a mixture of contract eligible
activities and non-eligible acti%Aties,then the City will only reimburse for a reasonable portion
of the employee's salary.Each reimbursement request must include not only the employee's
timesheet,but also a work log breaking out the employee's time by project or activity. For
employees paid with multiple funding sources,timesheets must reflect all funding sources. If
separate timesheets are kept for each funding source,all such timesheets must be submitted
to City.
*If employees are paid by direct deposit rather than check,then the agency must submit both
the direct deposit payment company's report(such as an ADT report)and a bank statement
or check showing payment to the direct deposit company.
FICA/Medicare If the City pays gross salary,this is already included.If the City pays the employer portion of
Payroll Taxes payroll taxes,then the employer must show a calculation and documentation of how the
inwiced amount was calculated and include documentation showing payment.
Life Insurance Must show a calculation and documentation of how the inwiced amount was calculated and
whether it is included in gross employee salary amount,must include an inwice from the
insurer,and must include documentation showing payment.
Health Insurance Must show a calculation and documentation of how the inwiced amount was calculated and
whether it is included in gross employee salary amount,must include an invoice from the
insurer,and must include documentation showing payment.
Disability Must show a calculation and documentation of how the inwiced amount was calculated and
Insurance whether it is included in gross employee salary amount,must include an inwice from the
insurer,and must include documentation showing payment.
Unemployment If the City pays gross salary,this is already included.If the City pays the employer portion,
Payroll Taxes then the employer must show a calculation and documentation of how the inwiced amount
was calculated,and must include documentation showing payment.
Retirement- Must show a calculation and documentation of how the inwiced amount was calculated and
Program Costs, whether it is included in gross employee salary amount,must include documentation showing
401K,etc payment,and prior to the first reimbursement,must include the personnel policy regarding
retirement benefits.
Professional Services
Accounting X X X X If an audit is required because federal funds exceed$500,000,then the cost should be split
Services evenly by all federal funding sources. If accounting services are contracted,the costs of the
service should be appropriately cost allocated across funding sources and/or programs,and
documentation of the cost allocation provided to the City.
Materials,E ui menti Goods antl Su 'lies
Office Supplies X X X
Office Equipment X X X
Rental
Postage X X X The agency should maintain information regarding mailouts.If the agency has a Pitney Bowes
machine or like postage machine,the records of that machine must be on file.Likewise,if
mail is categorized by payment source,then those records must be on file.For large
mailouts,the agency should keep a copy of the letter and a list of all addressees.
Printing X X X
Construction& X X This category is only available for REACH.
Building Materials
Sport and X X X
Recreation
Equipment
Cleaning Supplies X X X
Teaching Aids X X X
Craft Supplies X X X
Food Supplies zX X X
CHDO Operating Contract—Exhibits Rev. 9-28-16
Tarrant County Housing Partnership, Inc. Page 11
Travel
Mileage* *Reimbursement backup for mileage includes a mileage log which will include the date of the
trip,destination of the trip,and purpose of the trip.The City reimburses mileage at the lower of
the agency's rate or the IRS rate.
Rent, Utilities and Maintenance,7 ff the following expenses are paid for a facility that is used for other purposes besides the
contract program,then the bills must be split based upon the square footage attributable to the contract program.This breakout
must be agreed to by'Cityprior to the first reimbursement of rent or utilities;Also,if any other funding source pays for a portion'of the'
expense,then each invoice should indicate which portions are to be paid by which source,
Telephone X X
Gas X X
Water/Wastewater X X
Electric X X
Solid Waste X X
Disposal
Facility X X X
Maintenance and
Repairs
Custodial Services X X If services are provided per a contract,agency will provide contract instead of invoices.
Rent X X
Miscellaneous
Contract Labor X X X
Insurance and/or X X Must provide certificates of insurance with current dates,or a copy of performance bond as
Performance Bond applicable.
Required Under the
Contract
Conference or X X X Must provide documentation of conference or training attended,such as a copy of conference
Training agenda,hotel reservation,airline itinerary,etc. Only required travel and conference or
educational fees(no food expenses)will be reimbursed.
CHDO Operating Contract—Exhibits Rev. 9-28-16
Tarrant County Housing Partnership, Inc. Page 12
M&C Review Page 1 of 5
Official site of the City of Fort Worth,Texas
ITY COUNCIL AGENDA
FoRT WORTH
COUNCIL ACTION: Approved on 8/5/2014 -Ordinance No. 21363-08-2014
CONTINUED FROM A PREVIOUS WEEK
DATE: 7/22/2014 REFERENCE C-26893 LOG NAME: 17HUDACTIONPLAN PY2014-
NO.: 2015
CODE: C TYPE: NOW PUBLIC YES
CONSENT HEARING:
SUBJECT: Conduct Two Public Hearings and Approve the City's Action Plan for the Use of Federal
Grant Funds in the Amount of$9,827,252.00 from the United States Department of
Housing and Urban Development for Program Year 2014-2015 from the Community
Development Block Grant, HOME Investment Partnerships Program, Emergency
Solutions Grant and Housing Opportunities for Persons with AIDS Grant Programs,
Authorize Collection and Use of Program Income, Authorize Waiver of Application of
Indirect Cost Rates, Authorize Execution of Related Contracts and Interdepartmental
Letters of Agreement and Adopt Appropriation Ordinance (ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council:
1. Conduct two public hearings to allow citizen input and consideration of the City's 2014-2015 Action
Plan for use of federal grant funds from the United States Department of Housing and Urban
Development in the amount of $9,827,252.00 for Program Year 2014-2015 from the Community
Development Block Grant, HOME Investment Partnerships Program, Emergency Solutions Grant and
Housing Opportunities for Persons with AIDS grant programs and for the use of program income from
activities using prior years'federal grant funds;
2. Approve the City's 2014-2015 Action Plan for submission to the United States Department of
Housing and Urban Development including allocations of grant funds to particular programs and
activities as detailed below;
3. Authorize the collection and use of an estimated amount of $50,000.00 of program income
resulting from activities using prior years' Community Development Block Grant funds for the
programs and activities detailed below;
4. Authorize the collection and use of an estimated amount of $100,000.00 of program income
resulting from activities using prior years' HOME Investment Partnerships Program funds for the
City's Homebuyer Assistance Program;
5. Authorize the City Manager or his designee to execute contracts and Interdepartmental Letters of
Agreement for a one year term with the agencies listed below in Tables 1, 2 and 3 for Program Year
2014-2015 for Community Development Block Grant, Emergency Solutions Grant and Housing
Opportunities for Persons with AIDS grant funds, contingent upon receipt of funding;
6. Authorize the City Manager or his designee to extend the contracts and Interdepartmental Letters
of Agreement for up to one year if an agency or department requests an extension and such
extension is necessary for completion of the program, or to amend the contracts and
Interdepartmental Letters of Agreement if necessary to achieve program goals provided any
amendment is within the scope of the program and in compliance with City policies and all applicable
laws and regulations governing the use of federal grant funds;
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8. Authorize a waiver of indirect cost rates as applicable for the Grants Fund, in accordance with the
City's Administrative Regulations; and
9. Adopt the attached appropriation ordinance increasing the estimated receipts and appropriations
to the Grants Fund in the total amount of $9,827,252.00 consisting of $6,193,950.00 in Community
Development Block Grant funds, $2,143,383.00 in HOME Investment Partnerships Program funds,
$493,901.00 in Emergency Solutions Grant funds and $996,018.00 in Housing Opportunities for
Persons with AIDS grant funds, plus any program income, all subject to receipt of such funds.
DISCUSSION:
The City's Annual Action Plan summarizes the major housing and community development activities
and proposed expenditures for use of federal grant funds totaling $9,827,252.00 from the United
States Department of Housing and Urban Development (HUD) for Community Development Block
Grant (CDBG), HOME Investment Partnerships Program (HOME), Emergency Solutions Grant (ESG)
and Housing Opportunities for People with AIDS (HOPWA) grant programs for the program year
beginning October 1, 2014 and ending September 30, 2015. This year's Action Plan also
summarizes the use of program income resulting from activities using prior years' CDBG and HOME
funds. The purpose of these grant funds is to primarily benefit low and moderate income City
residents, with ESG funds primarily benefiting homeless persons and HOPWA funds primarily
benefiting persons with HIV/AIDS.
Staff developed recommendations for the allocation of the estimated funding from HUD and
presented them to the Community Development Council (CDC) on May 21, 2014 and to the City
Council at the Pre-Council meeting on June 10, 2014. Notice of a 30-day public comment period
from July 2, 2014 to July 31, 2014 was published in the Fort Worth Star-Telegram on June 28,
2014. Any comments received will be maintained by the Housing and Economic Development
Department, in accordance with federal regulations. The City will hold two public hearings as part of
the HUD-required citizen participation process, the first on July 22, 2014 and the second on August 5,
2014 at which time the City Council is scheduled to approve the Action Plan. In addition, public
hearings were held on June 24, 2014 at 10:00 a.m. and 6:00 p.m. for citizens to provide comment on
the proposed list of neighborhood streets eligible for reconstruction using CDBG funds.
A summary of the CDC's funding recommendations is provided below in Tables 1, 2 and 3 and a
spreadsheet of all specific funding recommendations is attached. The Action Plan must be submitted
to HUD by August 15, 2014.
For Program Year 2014-2015, it is recommended that the amount of $6,193,950.00 in CDBG funds
and the estimated amount of$50,000.00 of CDBG program income be allocated as follows:
Public Services -$929,092.50
This item includes social services for low to moderate income, disabled and disadvantage
populations.
Housing Programs and Services - $2,150,600.00
This item includes funding for the City's Priority Repair Program, Cowtown Brush-Up, homebuyer and
housing services and accessibility modifications to the homes of senior and/or disabled individuals
and related project delivery costs for these programs.
CDBG Match Funds -$500,000.00
This item includes match funds for the Lead Grant program.
Infrastructure Services -$638,126.80
This item includes funding for reconstruction of neighborhood streets.
CDBG Economic Development- $737,340.70
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This item is the City's annual payment on its Section 108 loan from HUD.
CDBG Estimated Program Income -$50,000.00
The CDC recommended allocating any CDBG program income for the reconstruction of
neighborhood streets.
CDBG General Administration -$1,238,790.00
This item includes costs for administering the CDBG grant including allocations for Financial
Management Services, Internal Audit and Transportation and Public Works Departments.
For Program Year 2014-2015, it is recommended that the amount of $2,143,383.00 in HOME funds
and the estimated amount of$100,000.00 of HOME program income be allocated as follows:
Homebuyer Assistance Program -$1,097,405.70
This items includes funding for down payment and/or closing cost assistance to low and moderate
income homebuyers.
Community Development Housing Organizations (CHDO) Set Aside -$321,507.40
HUD requires that a minimum of 15 percent of HOME funds be allocated to CHDOs for affordable
housing projects and CHDO administrative operating costs. These funds will be used to complete the
Hillside Morningside Neighborhood Single Family Infill Development which will result in the
construction of up to 17 single family houses by the Tarrant County Housing Partnership CHDO.
Multifamily Development-$510,131.60
Funding will be used for the Columbia at Renaissance Square, an approximately 140-unit mixed
income development, with 28 market rate units. The rest of the units will provide quality affordable
housing to Fort Worth families with incomes at or below 80 percent of Area Median Income. The
development will be located at 3801 W.G. Daniels Drive in Council District 8.
HOME General Administration -$214,338.30
This item includes costs for administering the HOME grant.
HOME Estimated Program Income -$100,000.00
The program income will be used in the City's Homebuyer Assistance Program.
For Program Year 2014-2015, it is recommended that the amount of $996,018.00 in HOPWA funds
be allocated as follows:
Non-Profit Service Providers -$966,137.46
HOPWA Program Administration -$29,880.54
For Program Year 2014-2015, it is recommended that the amount of $493,901.00 in ESG funds be
allocated as follows:
Non-Profit Service Providers -$456,858.42
ESG Program Administration -$37,042.58
The CDC and Staff recommend that contracts be executed with the agencies listed below in the
amounts shown in the following tables:
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Community Development Block Grant:
Table 1 - CDBG Agencies
Organization 10rograrn Amount
Women's Center of Tarrant County Senior Services $ 75,000.00
Senior Citizens of Greater Tarrant Senior Services $ 93,092.50
County
YMCA of Metropolitan Fort Worth Child Care Services [50,000.00
YWCA of Fort Worth and Tarrant Child Development $ 50,000.00
County
Childcare Associates Child Care Services 50,000.00
Girls Inc. of Tarrant County Youth Services 75,000.00
Camp Fire Youth Services $ 75,000.00
Lena Pope Home Youth Services $ 75,000.00
Ladder Alliance Employment/Job Training—]F$_ 75,000.00
Tarrant County Housing Partnership Housing Counseling & $ 124,000.00
Education
Presbyterian Night Shelter Case Management/Main $ 82,000.00
Shelter
Meals on Wheels of Tarrant CountHome-delivered Meals $ 105,000.00
y Program i
CDBG Public Service Subtotal $ 929,092.50
*REACH Resource Center on Need-Project Ramps $ 75,000.00
Independent Living
Total CDBG Contracts $1,004,092.501
*REACH will be funded from the CDBG Housing Programs budget.
Housing Opportunities For Persons With AIDS:
Table 2 -HOPWA Agencies
Organization Program Amount
Tarrant County Administration (seven percent) and Supportive
Samaritan Housing, Services $409,380.46
Inc.
Administration (seven percent), Supportive
AIDS Outreach Services, Tenant Based Rental Assistance $556,757.00
Center, Inc. (TBRA), and Short Term Rent Mortgage and Utility
Assistance (STRMU)
TOTAL HOPWA $966,137.46
Contracts
Emergency Solutions Grant:
Table 3 - ESG Agencies
Organization Program Amount
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SafeHaven of Tarrant County Shelter Services $ 85,065.00
Presbyterian Night Shelter Shelter Services $ 95,544.00
Day Resource Center for the Shelter Services $115,732.00
Homeless
The Salvation Army, a Georgia Homelessness Prevention/Rapid $ 43,136.00
Corporation Re-Housing
Catholic Charities of Fort Worth Homelessness Prevention/Rapid $117,381.42
Re-Housing
TOTAL ESG Contracts $456,858.421
These programs are available in ALL COUNCIL DISTRICTS.
FISCAL INFORMATION/CERTIFICATION:
The Financial Management Services Director certifies that upon approval of the above
recommendations, adoption of the attached appropriation ordinance and receipt of grant funds, funds
will be available in the current operating budget, as appropriated, of the Grants Fund.
TO Fund/Account/Centers FROM Fund/Account/Centers
GR76 451727 01720672OXXX $6,193,950.00
GR76 5XXXXX 01720672OXXX $6,193,950.00
GR76 451727 017206721XXX $2,143,383.00
GR76 5XXXXX $2,143,383.00
017206721XXX
GR76 451727 017206723XXX $493,901.00
GR76 5XXXXX 017206723XXX $493,901.00
GR76 451727 017206724XXX $996,018.00
GR76 5XXXXX 017206724XXX $996,018.00
GR76 476091 01720672OXXX $50,000.00
GR76 5XXXXX 01720672OXXX $50,000.00
GR76 476076 017206721XXX $100,000.00
GR76 5XXXXX 017206721XXX $100,000.00
Submitted for City Manager's Office by: Fernando Costa (6122)
Originating Department Head: Jay Chapa (5804)
Additional Information Contact: Cynthia Garcia (8187)
Leticia Rodriguez (7319)
ATTACHMENTS
17HUDACTIONPLANPY2014-2015 AO 2014.docx
Action Plan 14 -15.pdf
PROPOSED 2014 CDBG Streets Attachment.pdf
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