HomeMy WebLinkAboutContract 40889TEXAS DEPARTMENT OF HOUSING AND COMMUNITY AFFAIRS
CONTRACT NUMBER, 56100000953 FOR THE
DOE WEATHERIZATION ASSISTANCE PROGRAM (CFDA# 81,042) CITY SECRETARY
CONTRACT NO,
SECTION 1. PARTIES TO CONTRACT
This contract (hereinafter "Contract) is made by and between the Texas Department of Housing and Community Affairs,
an agency of the State of Texas (hereinafter the "Department") and Fort Worth, City of, Department of Housing
(hereinafter the "Subrecipient'). The term of this Contract shall be for the period identified under Attachment A - Budget
and Performance Document (hereinafter the "Attachment A").
SECTION 2. CONTRACT TERM
The period for performance of this contract, unless earlier terminated, is April 01. 2010 through March 31. 2011
(hereinafter the "Contract Term'),
SECTION 3. SUBRECIPIENT PERFORMANCE
Subrecipient shall, on an equitable basis throughout its service area, develop and implement a Weatherization Assistance
Program (WAP) in the counties and in accordance with the budget described in Attachment A of this Contract.
Subrecipient shall develop and implement the WAP to assist in achieving a prescribed level of energy efficiency in the
dwellings of low-income persons. WAP services will be provided to owner occupied units as well as rental units. Priority
will be given to households with elderly, persons with disabilities, households with young children that are age five (5) or
younger, and/or households with a high energy burden and households with high energy consumption. Subrecipient shall
implement WAP in accordance with the provisions of Part A of the Energy Conservation in Existing Buildings Act of
1976, as amended (42 U.S.C, §6861 et seq.); the U.S. Department of Energy (DOE) regulations codified in 10 C.F.R.
Parts 440 and 600; any applicable Office of Management and Budget (OMB) Circulars; the Texas DOE WAP State Plan;
State weatherization regulations; Texas Administrative Code: 10 TAC §5.10-§5.20; §5.501-§5.508; §5.521-§5.532; and
§5.601-§5.609. The International Residential Code; International Energy Conservation Code; or in accordance with
jurisdictions authorized by State law to adopt later editions; and the terns of this Contract.
SECTION 4. DEPARTMENT FINANCIAL OBLIGATIONS
A. In consideration of Subrecipient's satisfactory performance of this Contract, Department shall reimburse Subrecipient
for the actual allowable costs incurred by Subrecipient in the amount specified in Attachment A of this Contract.
B. Department's obligations under this Contract are contingent upon the actual receipt by Department of adequate federal
funds. If sufficient funds are not available, Department shall notify Subrecipient in writing within a reasonable time
after such fact is determined. Department shall then terminate this Contract and will not be liable for the failure to
make any payment to Subrecipient under this Contract.
C. Department is not liable for any cost incurred by Subrecipient which:
(1) is incurred to weatherize a dwelling unit which is not an eligible dwelling unit as defined in 10 C.F.R. §440.22;
(2) is incurred to weatherize a dwelling unit which is designated for acquisition or clearance by a federal, state, or
local program within rivelve months from the date weatherization of the dwelling unit is scheduled to be
completed;
(3) is incurred to weatherize a dwelling unit previously weatherized with WAP funds, except as provided for in 10
C.F.R.§440.18(e)(2);
(4) is for Subrecipient's administrative costs incurred in excess of the maximum limitation set forth in Section 9 of
this Contract;
(5) is not incurred during the Contract term;
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OFFICIAL RECORD
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CITY SECRETARY
FT. WORTIH, TX
(6) is not reported to Department on a monthly DOE expenditure report and/or a monthly DOE performance report,
within sixty (60) days of the termination of the Contract term;
(7) is subject to reimbursement by a source other than Department; or
(8)
is made
in
violation of
any provision of
this
Contract or
any provision of federal or state law or regulation,
including,
but
not limited to,
those enumerated in
this
Contract.
D. Subrecipient shall refund, within fifteen (15) days of Department's request, any sum of money paid to Subrecipient
which Department determines has resulted in an overpayment or has not been spent in accordance with the terms of
this Contract. Department may offset or withhold any amount otherwise owed to Subrecipient under this Contract
against any amount owed by Subrecipient to Department arising under this or any other contract between the parties.
SECTION 5. METHOD OF PAYMENT/CASH BALANCES
A. Each month, Subrecipient may request an advance payment of WAP funds under Attachment A by submitting a
monthly expenditure Report to Department (through the electronic reporting system) at its offices in Travis County,
Texas. Subrecipient must maintain and follow written procedures to minimize the time elapsing between the transfer
of funds from Department and the disbursement of such funds by Subrecipient.
B. Subrecipient's requests for advances shall be
limited to the minimum amount
needed to perform contractual
obligations and timed to be in accordance with
actual, immediate cash
requirements of
the Subrecipient in carrying out
the purpose of this Contract, The timing and amount
of cash advances
shall be as close
as administratively feasible, not
to exceed a 30 day projection of the actual
disbursements by the
Subrecipient to
direct program costs and the
proportionate share of any allowable indirect costs.
C. Subsection 4(A) notwithstanding, Department reserves the right to
funds if (1) Department determines that Subrecipient has mains
any deficiency in the cash controls or financial management
determines that a cost reimbursement method would benefit the
use of a cost reimbursement method; or (5) Subrecipient fails
Section 10,
use a cost reimbursement method of payment for all
ained excess cash balances; (2) Department identifies
system maintained by Subrecipient; (3) Department
program; (4) Department's funding sources require the
to comply with any of the reporting requirements of
D. All funds paid to Subrecipient under this Contract are paid in trust for the exclusive benefit of the eligible recipients of
the weatherization assistance program and for the payment of the allowable expenditures identified in Section 9 of this
Contract.
SECTION 6. COST PRINCIPLES AND ADMINISTRATIVE REQUIREMENTS
Except as expressly moed by law or the terms of this Contract, Subrecipient shall comply with the cost principles and
uniform administrative requirements set forth in the Uniform Grant and Contract Management Standards, 1 T.A.C. § 5.141
et seq. (the "Uniform Grant Management Standards"); all references therein to "local government" shall be construed to
mean Subrecipient. Uniform cost principles for local governments are set forth in OMB Circular No. 87, and for
non -profits in OMB Circular No. 122. Uniform administrative requirements for local governments are set forth in OMB
Circular No. 102 and for non -profits in OMB Circular No. 110.
SECTION 7. USE OF ALCOHOLIC BEVERAGES
None of the funds provided under this Contract shall be used for the payment of salaries to any employee who uses
alcoholic beverages while on active duty. No funds provided under this Contract shall be used for the purchase of
alcoholic beverages.
SECTION S. TERMINATION AND SUSPENSION
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A. Department may terminate this Contract, in whole or in part, at any time Department determines that there is cause for
termination. Cause for termination includes but is not limited to Subrecipient's failure to comply with any term of this
Contract, the Texas Administrative Code: 10 TAC §5.17 (Sanctions and Contract Close Out), any state weatherization
regulation and the WAP State Plan. Department shall notify Subrecipient in writing no less than thirty (30) days prior
to the date of termination.
B. Nothing in this Section shall be construed to limit Department's authority to withhold payment and immediately
suspend Subrecipient's performance under this Contract if Department identifies possible instances of fraud, abuse,
waste, fiscal mismanagement, or other serious deficiencies in Subrecipient's performance. Suspension shall be a
temporary measure pending either corrective action by Subrecipient or a decision by Department to terminate this
Contract.
C. Department
shall not be liable
for any costs
incurred by
Subrecipient after
termination or
during the suspension of this
Contract.
The termination or
suspension of
this Contract notwithstanding,
Subrecipient
shall not be relieved of any
liability for
damages due to
Department by
virtue of
any prior or future breach of
this Contract by Subrecipient.
Department
may withhold any
payment otherwise due to
Subrecipient until
such time as
the exact amount of damages
owed to Department by Subrecipient is determined
and paid.
SECTION 9. ALLOWABLE EXPENDITURES
A. The allowabiliry of
Subrecipient's costs
incurred in the
performance
of this Contract shall be determined in accordance
with the provisions
of Section 5 and
the regulations
set forth in
10 C.F.R. 9440.18, subject to the limitations and
exceptions set forth in
this Section.
B. To the maximum extent practicable, Subrecipient shall utilize funds provided under this Contract for the purchase of
weatherization materials. All weatherization measures installed must have an approved State of Texas Energy Audit
savings -to -investment ratio (SIR) of one or greater unless otherwise indicated. Weatherization measures installed shall
begin with those having the greatest SIR (on approved State of Texas Energy Audit) and proceed in descending order
to the measures with the smallest SIR or until the maximum allowable per unit expenditures are achieved. Subrecipient
shall weatherize eligible dwelling units using only weatherization materials which meet or exceed the standards
prescribed by DOE in 10 C.F.R. Part 440, Appendix A, State of Texas adopted International Residential Code (IRC) or
in accordance with jurisdictions authorized by State law to adopt later editions.
Allowable WAP expenditures under Attachment A include:
(1) purchase and delivery of weatherization materials as defined in 10 C.F.R. §440.3, but not to include storm doors;
(2)
labor
costs for
doors, primary windows and storm
windows that will result in approved energy savings with SIR
of one
or greater
in accordance with 10 C.F.R. §440.19;
(3) weatherization materials and labor for heating and cooling system tune ups, repairs, modification, or replacements
if such will result in improved energy efficiency as demonstrated by SIR of one or better in the approved State of
Texas Energy Audit and, whenever available, heating and cooling systems must have an Energy Star rating;
(4) transportation of weatherization and repair materials, tools, equipment, and work crews to a storage site and to the
site of weatherization work;
(5) maintenance, operation, and insurance of vehicles used to transport weatherization materials;
(6) maintenance of tools and equipment;
(7) purchase or lease of tools, equipment, and vehicles (purchase of vehicles must be approved in advance by DOE);
(8) employment of on -site supervisory personnel;
(9) storage ofweatherization materials, tools, and equipment;
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(10) incidental repairs (such as repairs to roofs, walls, floors, and other parts of a dwelling unit) if such repairs are
necessary for the effective performance or preservation of weatherization measures (If incidental repairs are
necessary to make the installation of the weatherization measures effective, the cost of incidental repair measures
charged to WAP funds awarded under Attachment A shall not exceed the cost of weatherization measures charged
to WAP funds and shall have a whole house SIR of one (1) or greater on the approved State of Texas Energy
Audit.);
(I 1) allowable health and safety measures; and
(12) allowable base load reduction measures. Health and Safety funds not expended may be moved to the labor,
materials, and program support category. These changes will require a contract action; therefore, Subrecipient
must provide written notification to the Department at least 90 days prior to the end of the Contract term before
these funds can be moved.
C. Administrative costs incurred by Subrecipient in performing this Contract are to be based on actual programmatic
expenditures and shall be allowed up to the amount outlined in Attachment A. Allowable administrative costs may
include reasonable costs associated with Subrecipient's administrative personnel, travel office space, equipment, and
supplies which are necessary for the administration of WAP. Administrative costs are earned based upon the allowable
percentage of total allowable expenditures, excluding the allowance for Department / DOE Training Travel or special
equipment purchases. Subrecipient may use any or all of the funds allowed for administrative purposes under this
Contract for the purchase and delivery of weatherization materials. These changes will require a contract action;
therefore, Subrecipient must provide written notification to the Department at least 90 days prior to the end of the
Contract term before these funds can be moved.
D. The cost of liability insurance for the weatherization program for personal injury and for property damage, not to
exceed Two Thousand Dollars ($2,000.00) shall be an allowable WAP expenditure under Attachment A. Subrecipient
may request in writing a waiver of the limit on liability insurance. The waiver request must provide price quotes from
at least three (3) insurance carriers. If subrecipient is allowed to waive the liability insurance limit, amounts in excess
of the $2,000 may be charged to the administrative or program support category. The liability insurance category has
increased to enable Subrecipient to purchase pollution occurrence insurance in addition to the general liability
insurance. Generally, regular liability insurance policies do not provide coverage for potential effects of many health
and safety measures, such as lead disturbances and other pollution occurrence items. Subrecipient should review
existing policies to ensure that lead is covered and if not, secure adequate coverage for all units to be weatherized.
Subrecipients' insurance must cover the pollution occurrence insurance coverage for their independent contractors or
the independent contractors must obtain the coverage. Note: The pollution occurrence insurance is based on the
number of units the subrecipient plans to weatherize with all of the different funding sources, i.e., LIHEAP and DOE.
E. Fiscal
audit expenses for
the weatherization
program not to exceed One Thousand Dollars ($1,000.00) shall be allowed
under
Attachment A, subject
to Section 15.
F. To the maximum extent practicable, Subrecipient shall secure the services of volunteers to weatherize dwelling units
under the direction of qualified supervisors.
SECTION 10. RECORD KEEPING REQUIREMENTS
A. Subrecipient shall comply with the record keeping requirements set forth at 10 C.F.R. §440.24 and with such
additional record keeping requirements as specified by Department.
B. For each dwelling unit weatherized with funds received from WAP under this Contract, Subrecipient shall maintain a
file containing the following information:
(1) signed and completed Application for Weatherization Services indicating
the
ages of the
residents, presence in the
household of children age five (5) or younger, elderly persons (60 years or older),
and
persons with
disabilities;
(Z) 12 month customer billing history for utilities or consumption disclosure release form;
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A
(3) eligibility documentation (proof of income eligibility shall consist of checks, check stubs, award letters, employer
statements, or other similar documents including total income and public assistance payments); no dwelling unit
shall be weatherized without documentation that the dwelling unit is an eligible dwelling unit as defined in 10
C.F.R. §440622, All proof of income must reflect earnings from within 12 months of the start date indicated on
the building weatherization report (BWR). Proof of income documentation requirements are the same for both
single and multifamily housing; effective January 1, 2005, all new applications must have proof of income or
Declaration of Income Statement for the previous 30 days;
(4) BWR to include certification offinal inspection;
(5) invoices of materials purchased and/or inventory removal sheets;
(6) invoices of labor;
(7) if a rental unit, landlord agreement form (including Exhibits A and B), landlord financial participation form and
Permission to Conduct Energy Audit Form (Department form); and all other Landlord forms found in the Energy
Assistance Section of the Departments website.
(8) Self-help Certification (Department form), if applicable;
(9) Notice of Denial (Department form), if applicable;
(10) Signed and dated Building Assessment form, to include at a minimum, existing efficiencies of all heating and
cooling appliances;
(11) Attic Inspection (local design allowed);
(12) Wall Inspection (local design allowed);
(13) Justification for Omission of Priorities (local design allowed), if applicable;
(14) Documentation of pre weatherization carbon monoxide readings for all combustible appliances.;
(15) Documentation of post weatherization carbon monoxide readings for all combustible appliances.
(16) Blower Door Data Sheet;
(17) Copy of the cover sheet, SIR page, and Suggested Repairs and Measures page for the approved State of Texas
Energy Audit;
(18) A complete approved State of Texas Energy Audit on disk and a disk back-up for all units weatherized (unless
using computer based audit);
(19) Signed client receipt of Lead Safe Information (for homes built in 1978 or prior); and
(20) Refrigerator replacement form (if applicable).
WAP unit files for this Contract shall be kept separate from LIHEAP WAP files and each shall be identified with
contract year number followed by "DOE-WAP".
C. Materials standards documentation for weatherization materials purchased under this Contract must be maintained.
These standards must meet the requirements according to Appendix A of 10 CFR 440.
D. Subrecipient shall give the federal and state funding agencies, the Comptroller General of the United States, and
Department access to and the right to reproduce all records pertaining to this Contract. All such records shall be
maintained for at least three years after final payment has been made and all other pending matters are closed.
Subrecipient shall include the requirements of this Subsection in all subcontracts.
E. All WAP records maintained by Subrecipient, except records made confidential by law, shall be available for
inspection by the public during Subrecipient's normal business hours to the extent required by the Texas Public
Information Act, TEXAS GOVERNMENT CODE ANNOTATED. Chapter 552.
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F. All subrecipients must conduct a full household assessment addressing all possible allowable weatherization measures.
G. Subrecipients must provide program applications, forms and educational materials in English, Spanish and any other
appropriate language.
SECTION 11. REPORTING REQUIREMENTS
A. Subrecipient shall electronically submit to Department no later than fifteen (IS) days after the end of each month of the
Contract term a Performance Report listing demographic information on all units completed in the previous month and
an Expenditure Report listing all expenditures of funds under this Contract during the previous month. These reports
are due even if Subrecipient has no new activity to report during the month. Both reports shall be submitted
electronically.
B, Subrecipient shall electronically submit to
Department no later
than sixty (60)
days after the end of the Contract term
of this Contract a final expenditure and
programmatic report.
The failure of
Subrecipient to provide a full accounting
of all funds expended under this Contract may
result in ineligibility to
receive additional
funds or additional contracts.
C. Subrecipient shall submit to Department no later than sixty (60) days after the end of the Contract term an inventory of
all vehicles, tools, and equipment with a unit acquisition cost of $5,000.00 or more and a useful life of more than one
year, if purchased in whole or in part with funds received under this or previous weatherization assistance program
contracts. The inventory shall reflect the vehicles, tools, and equipment on hand as of the last day of the Contract term.
D. Subrecipient shall submit other reports, data, and information on the performance of this Contract as may be required
by DOE pursuant to 10 C.F.R. §440.25, or by Department.
E. If Subrecipient fails to submit, in a timely and satisfactory manner, any report or response required by this Contract,
including responses to monitoring reports, Department may withhold any and all payments othenvise due or requested
by Subrecipient hereunder. Payments may be withheld until such time as the delinquent report or response is received
by Department. If the delinquent report or response is not received within forty-five (45) days of its due date,
Department may suspend or terminate this Contract. If Subrecipient receives Weatherization Program funds from the
Department over two or more Contracts of subsequent terms, funds may be withheld or this Contract suspended or
terminated by Subrecipient's failure to submit a past due report or response (including a report of audit) from a prior
Contract term.
SECTION 12. CHANGES AND AMENDMENTS
Any change in the terms of this Contract required by a change in state or federal law or regulation is automatically
incorporated herein effective on the date designated by such law or regulation and Subrecipient is on constructive notice of
this change whether actual notice is provided. Except as otherwise specifically provided herein any other change in the
terms of this Contract shall be by amendment in writing and signed by both parties to this Contract.
SECTION 13. NON -BINDING GUIDANCE
Department may issue non -binding guidance to explain the rules and provide directions on the terms of this Contract.
SECTION 14. INDEPENDENT SUBRECIPIENT
It is agreed that Department is contracting with Subrecipient as an independent contractor. Subrecipient agrees to
indemnify Department against any disallowed costs or other claims, which may be asserted by any third party in
connection with the services to be performed by Subrecipient under this Contract.
SECTION 15. PROCUREMENT STANDARDS &SUBCONTRACTS
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A. Subrecipient shall develop and implement procurement procedures, which conform to the uniform administrative
requirements referenced in Section 6 of this Contract. Subrecipient shall not procure supplies, equipment, materials, or
services for this Contract except in accordance with its procurement procedures and the Texas Administrative Code:
10 TAC §5.10-§5.12 and §5.608. All procurement contracts, other than "small purchases" shall be in writing and shall
contain the required provisions. Subrecipient must obtain advance written permission from DOE through Department
before purchasing any vehicle. Subrecipient shall include language in any subcontract that provides the Department
the ability to directly review, monitor, and/or audit the operational and financial performance and/or records of work
performed under this Contract.
B. Subrecipient shall ensure that its subcontractors comply with all applicable terms of this Contract as if the performance
rendered by the subcontractor was being rendered by Subrecipient. Subrecipient shall inspect all subcontractors' work
and shall be responsible for ensuring that it is completed in a good and workmanlike manner. Subrecipient shall make
no payment to subcontractor until all work is complete and has passed a final inspection.
C. It is the
sole responsibility of Subrecipient's
authorized weatherization staff
to perform every initial assessment, every
approved
State of Texas Energy Audit, and
every final inspection. In
an emergency situation, Subrecipient may
request in
writing that the Department waive
this requirement. The Department will review each request separately to
determine
whether a waiver will be granted,
the conditions for the waiver,
and the maximum time allotted for the
waiver.
Under no circumstances will a waiver
be granted for longer than six
months. Failure to strictly adhere to this
policy will
result in disallowed costs.
SECTION 16. AUDIT
A. Subrecipient shall arrange for the performance of an annual financial and compliance audit of funds received and
performances rendered under this Contract, subject to the following conditions and limitations:
(I) Subrecipients expending $500,000 or more in federal financial assistance for any fiscal year ending on or after
December 31, 2003, shall have an audit made in accordance with Department's supplemental audit guide, the
Single Audit Act Amendments of 1996, 31 U.S.C. 7501 et seq. and OMB Circular No. 133 - Revised June 27,
2003, "Audits of States, Local Governments, and Non -Profit Organizations." For purposes of this Section 15,
"federal financial assistance" means assistance provided by a federal agency in the form of grants, contracts, loans,
loan guarantees, property, cooperative agreements, interest subsidies, insurance or direct appropriations, but does
not include direct federal cash assistance to individuals. The term includes awards of federal financial assistance
received directly from federal agencies, or indirectly through other units of state and local government.
(2) Subrecipient shall utilize funds budgeted under this Contract to pay for that portion of the cost of such audit
services properly allocable to the activities funded by Department under this Contract, provided however that
Department shall not make payment for the cost of such audit services until Department has received a satisfactory
audit report, as determined by Department, from Subrecipient.
(3) Subrecipient
shall
submit
hvo (2) copies of the report of such audit and
any associated
management
letter
to
Department
within
thirty
(30) days after the completion of the audit, and no
later than nine
(9) months
after
the
end of the
audit
period.
However, for fiscal years beginning on or before June 30, 1998, the audit
shall
be
completed and
submitted
within the earlier of 30 days after receipt of the auditor's report or
13 months
after
the
end of the
audit
period.
Subrecipient shall ensure that the audit report is
made available
for public
inspection
within thirty
(30)
days after completion of the audit. Audits performed under
this Section 16
are subject
to review
and resolution by Department or its authorized representative.
(4) The audit report must include verification of all expenditures by budget category, in accordance with the final
Monthly Expenditure Report submitted to close out the contract year.
B. Subsection A notwithstanding, Subrecipients expending less than $500,000 in Federal financial assistance may arrange
for the performance of an annual financial statement audit. Such audit should include verification as required in
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,Subsection A norivithstanding, Department reserves the right to conduct an annual financial and compliance audit of
funds received and performances rendered under this Contract. Subrecipient agrees to permit Department or its
authorized representative to audit Subrecipient's records and to obtain any documents, materials, or information
necessary to facilitate such audit.
D. Subrecipient understands and agrees that it shall be liable to Department for any costs disallowed pursuant to financial
and compliance audit(s) of funds received under this Contract. Subrecipient further understands and agrees that
reimbursement to Department of such disallowed costs shall be paid by Subrecipient from funds which were not
provided or otherwise made available to Subrecipient under this Contract.
E. Subrecipient shall take such action to facilitate the performance of such audit or audits conducted pursuant to this
section as Department may require of Subrecipient.
F. Subrecipient shall procure audit services through an open, competitive process at least once every four years. The
auditor shall retain working papers and reports for a minimum of three years after the date of issuance of the auditor's
report to the auditee. Audit working papers shall be made available upon request to Department at the completion of
the audit, as a part of a quality review, to resolve audit findings, or to carry out oversight responsibilities consistent
with the purposes of this part. Access to working papers includes the right to obtain copies of working papers, as is
reasonable and necessary.
SECTION 17. PROPERTY MANAGEMENT
A. Subrecipient acknowledges that any vehicles, tools, and equipment with a unit acquisition cost of $5,000 or more and a
useful life of more than one year, if purchased in whole or in part with funds received under this or previous
weatherization assistance program Contracts, are not assets of either the subrecipient or the Department but are held in
trust for the Weatherization Assistance Program and as such are assets of the Weatherization Assistance Program. Any
equipment, tools, or vehicles having a useful life of more than one year and an acquisition cost of $5,000 or more per
unit must receive prior approval from the Department before the purchase is made.
B. Subrecipient shall develop and implement a property management system, which
conforms
to the uniform
administrative requirements referenced in Section 6. Subrecipient
shall not use, transfer,
or dispose
of any property
acquired in whole or in part with funds provided under this or
a previous weatherization
assistance
program contract
except in accordance with its own property management system.
C. Upon termination or non -renewal of this contract, the Department
may transfer the title of
equipment
to a third party
named by the Department. Such a transfer shall be subject to the following
standards:
1) The equipment shall be appropriately identified in the award or otherwise made known to the recipient in writing.
2) The Department will issue disposition instructions after receipt of final inventory.
D. Subrecipient shall establish adequate safeguards to prevent loss, damage, or the of property acquired hereunder and
shall promptly report to Department any loss, damage, or theft of property with an acquisition cost of Five Thousand
Dollars ($5,000) or more.
E. In addition to the inventory of vehicles, tools, and equipment required under Section 10, Subrecipient shall take a
physical inventory of all WAP materials and shall reconcile the results with its property records at least once every
year. Any differences between quantities determined by the inventory and those shown in the property records shall be
investigated by Subrecipient to determine the cause of the difference.
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SECTION 18. INSURANCE REQUIREMENTS
Subrecipient shall maintain adequate personal injury and property damage liability insurance or, if Subrecipient is a unit of
local government, shall maintain sufficient reserves to protect against the hazards arising out of or in connection with the
performance of this Contract. Subrecipient may obtain pollution occurrence insurance in addition to the general liability
insurance. Generally, regular liability insurance policies do not provide coverage for potential effects of many health and
safety measures, such as lead disturbances and other pollution occurrence items. Subrecipient shall review existing
policies to ensure that lead contamination is covered and if not, secure adequate coverage for all units to be weatherized.
Additional liability insurance costs may be paid from administrative or program support categories. The Department
strongly recommends the subrecipient require their contractors to carry pollution occurrence insurance to avoid being
liable for any mistakes the contractors may make. Each agency should get a legal opinion regarding the best course to take
for implementing the pollution occurrence insurance coverage.
If Subrecipient is not a unit of local government, Subrecipient shall provide Department with certificates of insurance
evidencing Subrecipient's current and effective insurance coverage. Subrecipient agrees to notify the Department
immediately upon receipt of notification of the termination, cancellation, expiration, or modification of any insurance
coverage or required policy endorsements. Subrecipient agrees to suspend the performance of all work performed under
this Contract until Subrecipient satisfies the coverage requirements and obtains the policy endorsements, and has delivered
to Department certificates of insurance evidencing that such coverage and policy endorsements are current and effective,
and has been notified by Department that such performance of the work under this Contract may recommence.
Subrecipients must also require all contracting independent subcontractors to have general liability insurance.
Subrecipients' insurance must cover the pollution occurrence insurance coverage for their independent subcontractors or
the independent subcontractors must obtain the coverage.
SECTION 19. LITIGATION AND CLAIMS
Subrecipient shall give Department immediate written notice of any claim or action filed with a court or administrative
agency against Subrecipient and arising out of the performance of this Contract or any subcontract hereunder.
Subrecipient shall furnish to Department copies of all pertinent papers received by Subrecipient with respect to such
action or claim.
SECTION 20. TECHNICAL ASSISTANCE AND MONITORING
Department or its designee may conduct periodic desk and on -site monitoring to evaluate the efficiency, economy, and
effectiveness of Subrecipient's performance of this Contract. Department will advise Subrecipient in writing of any
deficiencies noted during such monitoring. Department may provide technical assistance to Subrecipient and may require
changes in Subrecipient's accounting, personnel, procurement, and management procedures in order to correct any
deficiencies noted. Subrecipient may be required by Department to return to dwelling units to correct identified problems.
Department may further review and assess the efforts Subrecipient has made to correct previously noted deficiencies.
Department may withhold funds, place Subrecipient on a cost reimbursement basis, deobligate funds, suspend
performance, terminate this Contract, or invoke other remedies in the event monitoring reveals material deficiencies in
Subrecipient's performance or if Subrecipient fails to correct any deficiency within a reasonable period of time.
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SECTION 21. LEGAL AUTHORITY
A. Subrecipient represents that it possesses the practical ability and the legal authority to enter into this Contract, receive
and manage the funds authorized by this Contract, and to perform the services Subrecipient has obligated itself to
perform under this Contract.
B, The person
signing
this
Contract
on behalf of Subrecipient hereby warrants
that he/she
has
been
authorized by
Subrecipient
to execute
this
Contract on
behalf of Subrecipient and to bind Subrecipient to
all terms herein
set
forth.
C. Department shall have the right to suspend or terminate this Contract if there is a dispute as to the legal authority of
either Subrecipient or the person signing this Contract to enter into this Contract or to render performances hereunder.
Should such suspension or termination occur, Subrecipient is liable to Department for any money it has received for
performance of the provisions of this Contract.
SECTION 22. PREVENTION OF FRAUD AND ABUSE
A. Subrecipient shall establish, maintain, and utilize internal control systems and procedures sufficient to prevent, detect,
and correct incidents of waste, fraud, and abuse in the WAP and to provide for the proper and effective management of
all program and fiscal activities funded by this Contract. Subrecipient's internal control systems and all transactions
and other significant events must be clearly documented and the documentation made readily available for review by
Department.
B. Subrecipient shall give Department complete access to all of its records, employees, and agents for the purpose of
monitoring or investigating the weatherization program. Subrecipient shall fully cooperate with Department's efforts
to detect, investigate, and prevent waste, fraud, and abuse. Subrecipient shall immediately notify the Department of
any identified instances of waste, fraud, or abuse.
C. Department will notify the funding source upon identification of possible instances of waste, fraud, and abuse or other
serious deficiencies.
D. Subrecipient may not discriminate against any employee or other person who reports a violation of the terms of this
Contract or of any law or regulation to Department or to any appropriate law enforcement authority, if the report is
made in good faith.
SECTION 23. HB 1196 CERTIFICATION
Subrecipient /Local Operator certifies that it, or a branch, division, or department of Subrecipient /Local Operator does
not and will not knowingly employ an undocumented worker, where "undocumented worker" means an individual who, at
the time of employment, is not lawfully admitted for permanent residence to the United States or authorized under law to
be employed in that manner in the United States. If, after receiving a public subsidy, Subrecipient / Local Operator, or a
branch, division, or department of Subrecipient / Local Operator is convicted of a violation under 8 U.S.C. Section 1324a,
Subrecipient / Local Operator shall repay the public subsidy with interest, at a rate of 5% per annum, not later than the
120th day after the date TDHCA notifies Subrecipient / Local Operator of the violation.
SECTION 24. SB 608 CERTIFICATION
Under Section 2261.053,
Texas Government Code, Subrecipient
/ Local Operator certifies that it
is not ineligible to
receive this contract and
acknowledges that this contract may be
terminated and payment withheld
if this certification is
inaccurate.
SECTION 25. CONFLICT OF INTEREST/NEPOTISM
A. Subrecipient
represents that neither it
nor any member of its
governing body presently has any interest or shall acquire
any interest
in, directly or indirectly,
which would conflict
with the performance of this Contract and that no person
having such interest shall be employed by
Subrecipient or appointed
as a member of Subrecipient's governing body.
Page 10 of 15
B. Subrecipient shall establish safeguards to prohibit its employees from using their 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.
C. Subrecipient agrees that it will comply with TEX. GOV'T CODE ANN. Chapter 573 by ensuring that no officer,
employee, or member of the governing body of Subrecipient shall vote for or confirm the employment of any person
related within the second degree by affinity or third degree by consanguinity to any member of the governing body or
to any officer or employee authorized to employ or supervise such person. This prohibition shall not prohibit the
continued employment of a person who has been continuously employed for a period of two years prior to the election
or appointment of the officer, employee, or governing body member related to such person in the prohibited degree.
SECTION 26. POLITICAL ACTIVITY AND LOBBYING PROHIBITED
A. None of the funds provided under this Contract shall
be used for influencing
the outcome of any
election, or the
passage or defeat of any legislative measure. This
prohibition shall not be
construed to prevent
any official or
employee of Subrecipient from furnishing to any member of its governing body
upon request, or to any
other local or
state official or employee or to any citizen information
in the hands of the employee
or official not
considered under
law to be confidential information. Any action taken
against an employee or
official for supplying
such information
shall subject the person initiating the action to immediate dismissal
from employment.
B. No funds provided under this Contract may be used directly or indirectly to hire employees or in any other way fund or
support candidates for the legislative, executive, or judicial branches of government of Subrecipient, the State of Texas,
or the government of the United States.
C. 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, a
member of Congress, an officer or
employee of
Congress, or
an employee of a Member of Congress in connection
with this Contract, Subrecipient shall
complete and
submit a Certification Regarding Lobbying form in accordance with
its instructions. No state funds may be given to
persons who are required to register under TX GOWT CODE ANN. 305.
D, None of the funds provided under this Contract shall be paid to any official or employee who violates any of the
provisions of this section.
SECTION 27. NON-DISCRIMINATION AND EQUAL OPPORTUNITY
No person shall on the ground(s) of race, color, religion, sex, national origin, age, disability, political affiliation or belief
be excluded from participation in, be denied the benefits of, be subjected to discrimination under, or be denied
employment in the administration of or in connection with any program or activity funded in whole or in part with funds
made available under this Contract.
SECTION 28. SPECIAL COMPLIANCE PROVISIONS
Subrecipient shall comply with the requirements of all applicable laws and regulations, including those specified in 10
C.F.R. Part 600.
Page I 1 of I5
SECTION 29. TRAINING AND TECHNICAL ASSISTANCE FUNDS
A. Training and technical assistance funds shall be used for We sponsored, DOE sponsored, and other relevant
workshops and conferences provided the agenda includes topics directly related to administering WAP in accordance
with the Texas Administrative Code: 10 TAC §5.532. For Training & Technical Assistance other than State or DOE
sponsored, Subrecipient must receive prior written approval from the Department.
B. Allowable travel costs under this Contract shall be determined in accordance with OMB Circulars A-122 or A-87, as
applicable, any Department Issuance on travel, and with Subrecipient's written travel policy. Subrecipient's written
travel policy shall delineate the rates which Subrecipient shall use in computing the travel and per diem expenses of its
board members and employees. Prior to incurring any costs for travel, subrecipient must provide Department with a
copy of its travel policy and evidence that such policy has been approved by Subrecipient's governing body. If
Subrecipient has no established written travel policy, the travel regulations applicable to Department employees shall
apply.
C. Department may, from time to time, provide funds in this category that are for the sole purpose of purchasing
designated weatherization equipment.
SECTION 30. MAINTENANCE OF EFFORT
Funds provided to Subrecipient under this Contract may not be
or may they in any way serve to reduce the funds or resources,
Subrecipient, had this Contract never been executed.
SECTION 31. DEBARRED AND SUSPENDED PARTIES
substituted for
funds
or
resources
from
any other
source,
which would
have
been
available
to or
provided
through
(I) Subrecipient must not make
any award
(subgrant or
contract) to
any party which is debarred or suspended or is
otherwise excluded from or
ineligible for participation
in Federal
assistance programs under Executive Order 12549,
"Debarment and Suspension and
45 CFR Part
76."
(2) Subrecipient
certifies that neither it
or its principles
is presently
debarred, suspended, proposed for debarment, declared
ineligible, or
voluntarily excluded from
participation in this
transaction by
any Federal department or agency.
(3) Where Subrecipient is unable to certify to any of the statements in this certification, such prospective participant shall
attach an explanation to this Contract.
(4) Subrecipient
shall
include
in any subcontracts that
failure
to adequately perform under this Contract may result in
penalties up to
and
including
Debarment from performing
additional
work for the Department.
SECTION 32. NO WAIVER
No right or remedy given
to Department by this Contract shall preclude the existence
of any other right or remedy, nor
shall any action taken in the exercise
of any right or remedy be deemed a waiver of any
other right or remedy. The failure
of Department to exercise
any right
or remedy on any occasion shall not constitute
a waiver of Department's right to
exercise that or any other right
or remedy
at a later time.
SECTION 33. PRIOR ORAL AND WRITTEN AGREEMENTS
All prior
oral or written agreements between
the parties hereto relating to the
subject matter of this Contract have been
reduced to
writing and are contained herein.
SECTION 34. SEVERABILITY
If any portion of this Contract is held to be invalid by a court of competent jurisdiction, the remainder of it shall remain
valid and binding.
Page 12 of 15
SECTION 35. HISTORICAL PRESERVATION
Prior to the expenditure of Federal funds to alter any structure or site, the Subrecipient is required to comply with the
requirements of Section 106 of 16 U.S.C. 470 the National Historic Preservation Act (NHPA). The Department has
provided guidance through the Memorandum of Understanding with the Texas Historical Commission posted on the
Department website.
SIGNED this 0� day of August, 2010
Fort North, City of. Department of Housing
By: David Maryol
TEXAS DEPARTMENT OF HOUSING AND COMMUNITY AFFAIRS
By: Michael Gerber
This Contract is not effective unless signed by the Executive Director of the Department or their authorized designee.
Page 13 of I5
TEXAS DEPARTMENT OF HOUSING AND COMMUNITY AFFAIRS
CONTRACT NUMBER 56100000953 FOR THE
DOE WEATHERIZATION ASSISTANCE PROGRAM (CFDA# 81,042)
ATTACHMENT A -BUDGET AND PERFORMANCE DOCUMENT
SUBRECIPIENT NAME: Fort Worth; Cify of, Department of Housing
DEPARTMENT FINANCIAL OBLIGATIONS
S 152,849.00 DOE WAP FUNDS CURRENTLY AVAILABLE
S 2,000.00 TRAINING & TECHNICAL ASSISTANCE FUNDS CURRENTLY AVAILABLE
S 152,849,00 TOTAL ANTICIPATED DOE WAP FUNDS
S 21000,00 TOTAL ANTICIPATED TRAINING & TECHNICAL ASSISTANCE FUNDS
Additional funds may be obligated via Amendment(s). Funds may only be obligated and expended during the current
contract term. Unexpended fund balances will be recaptured.
BUDGET FOR AVAILABLE ALLOCATIONS
CATEGORIES
FUNDS
2 Administration
S 15,285.00
3 Liability 1 Pollution Occurrence 111SUranee
S 7,959.00
Fiscal Audit
$ 800.00
Materials! Program Support ! Labor
$ 101044.00
4 Health and Safety
S 25,761.00
SUB -TOTAL
$ 152.849.00
5 Training and Technical Assistance
$ 2,000.00
TOTAL
$ 154,849.00
Page 14 of I5
FOOTNOTES TO BUDGET FOR AVAILABLE ALLOCATIONS:
Denotes that the subrecipient must request in writing any
adjustment needed
to a
budget category
before TDHCA will
make any adjustments to the budget categories. The
only categories that
can
be reduced are
the Administration,
Insurance,
Fiscal Audit
and/or in the Health and
Safety
categories.
Subrecipients are limited to two (2) requested
budget revisions
during
the current contract term.
Only
those written
request(s) from the subrecipients received at
least 90
days prior to
the end of the contract
term
(by December
31, 2009) will be reviewed. TDHCA may
decline to
review written
requests received during the
final 90
days of the contract
term.
z Denotes maximum for administration based on 10.0t1% of the total allowable expenditures excluding travel for
training.
s Denotes $2,000 for liability insurance and the remaining balance for pollution occurrence insurance.
a Denotes the maximum allowed for Health and Safety expenditures.
5 Department approved training /travel only.
PERFORMANCE
Subrecipient's service area consists of the following Texas counties:
"PAIt12ANT
subrecipient shall provide weatherization program services sufficient to expend the contract funds during the contract
term. WAP costs per unit, excluding health and safety expenses, shall not exceed kfi,500.00 without prior written
approval from the Department.
By signing this
Contract the parties
expressly
understand and agree to
the terms set forth word for word therein. This
Contract shall be
binding upon the parties
hereto and
their respective successors
and assigns.
Effective Date of Budget: 0�111?O10
Port \4'orth. Cin of, Department of Nou�ing
By: David Marpol
TEXAS DEPARTMENT OF HOUSING AND COMMUNITY AFFAIRS
By: Iv9ichael Gerber
This Contract is not effective unless signed by the Executive Director of the Department or their authorized designee.
Page 15 of 15
Sub recipient shall provide weatherization program services sufficient to expend the
contract funds during the contract term. WAP costs per unit, excluding health and safety
expenses and roof repair as allowed by state regulation, shall not exceed $4,000.00 per
unit without prior written approval from the Department.
By signing this Contract, the parties expressly understand and agree to the terms set forth
word for word therein. This Contract shall be binding upon the parties hereto and their
respective successors and assigns.
Effective Date of Budget 04/O1/2010
City of Fort Worth, Housing and Economic Development Department
CITY OF FORT WORTH:
BY:
T.M. Higgins
ASSISTANT CITY MANAGER
ATTEST:
QO
O�
]t O Ci
CITY SECRETARY
APPROVED AS TO FROM AND LEGALITY:
Vicki S. Ganske
SENIOR ASSISTANT CITY ATTORNEY
M&C: C24334
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX j
Sub recipient shall provide weatherization program services sufficient to expend the
contract funds during the contract term. WAP costs per unit, excluding health and safety
expenses and roof repair as allowed by state regulation, shall not exceed $4,000 per
unit without prior written approval from the Department.
By signing this Contract, the parties expressly understand and agree to the terms set
forth word for word therein. This Contract shall be binding upon the parties hereto and
their respective successors and assigns.
Effective Date of Budget 04/01/2010
City of Fort Worth, Housing and Economic Development Department
CITY OF FORT WORTH:
BY:
Imp Higgins fc,
ASSISTANT CITY MANAGER
ATTEST:
Marty Hendrix U
CITY SECRETARY
a�oop°O°p°a Y
4
a
� 0 o
Jo 0
aoD o°� 7'Y
a0000°°,. r_,
APPROVED AS TO FORM AND LEGALITY:
Vicki S. Ganske
SENIOR ASSISTANT CITY ATTORNEY
M&C: C-24334
TEXAS DEPARTMENT OF HOUSING AND COMMUNITY AFFAIRS
BY: Michael Gerber
This Contract is not effective unless signed by the Executive Director of the Department
or their authorized designee.
Page 14 of 14
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
TO: Blake Korneday, Housing &Economic Development Department
FROM: Allison Tidwell, City Secretary's Office
DATE: September 24, 2010
SUBJECT: GRANT AGREEMENT IN THE AMOUNT OF $1,699,472.00 FOR THE
WEATHERIZATION ASSISTANCE PROGRAM (CONTRACT NO.
56100000953) (M&C C-24334)
These documents are being forwarded to you for original signatures from the Texas Department OF
Housing and Community Affairs (TDHCA). All signed copies of the contract must be returned
with original signatures for final processing.
Failure to return the documents will delay the final processing of the contract. Once we have
received all of the documents, we will assign a contract number. Thank you in advance for your
cooperation.
If you have any questions, please call me at 817-392-6090.
Attached: 1 set
M&C Review
Page 1 of 2
Official site of the City of Fart Worth, faxes
COUNCIL ACTION: Approved on 7/13/2010 -Ord. No. 19222-07-2010
� r
� � 1 1 • • • � • � 1 1
•� • • •
,-
- �-•. - • • • • • ' � • • • '� ••• � 11
• • - ' • �
RECOMMENDATION:
It is recommended that the City Council:
1. Accept Weatherization Assistance Program Grant funds in an amount up to $1,699,472.00 and
authorize the City Manager or his designee to execute two contracts with the Texas Department of
Housing and Community Affairs for Program Year April 1, 2010 through March 31, 2011 as
follows:
Department of Energy
Low Income Housing Energy Assistance Program
Total
$300,000.00
$1,399,472.00
$1,699,472.00
2. Authorize the City Manager or his designee to amend, extend or renew the contracts in
accordance with City policies and regulations upon mutual agreement with the Texas Department of
Housing and Community Affairs;
3. Authorize a waiver by the City of indirect costs; and
4. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the
Grants Fund by $1,699,472.00 subject to receipt of the grants.
DISCUSSION:
The City has operated the Weatherization Assistance Program (WAP) funded by grants from the
Texas Department of Housing and Community Affairs since 1982 . This grant program serves low-
income residents in Tarrant County, primarily the elderly and persons with disabilities, by
weatherizing their houses. Weatherization measures include attic insulation, weather-stripping,
caulking, repair and/or replacement of windows and doors and other minor repairs. A waiver by the
City of indirect costs will maximize program benefits.
Administrative costs are restricted to five percent of the Department of Energy (DOE) grant and
7.22 percent of the Low Income Housing Energy Assistance Program (LIHEAP) grant based on the
total allowable expenditures for the WAP. Housing and Economic Development Department staff will
target 300 houses in Fort Worth and Tarrant County, 200 under the LIHEAP grant and 100 under the
DOE grant. Contractors will not be paid until the work is inspected by Housing and Economic
Development Department inspectors.
The total grant actually received in 2009-2010 was $1,272,691.00 and staff estimates that it will
expend up to $1,699,472.00 for this program in 2010-2011, depending on grant funds actually
http://apps.cfwnet.org/council�acket/mc review.asp?ID=13590&councildate=7l13/2010 9/24/2010
M&C Review
Page 2 of 2
received.
The program is available in ALL COUNCIL DISTRICTS.
FISCAL INFORMATION/CERTIFICATION:
The Financial Management Services Director certifies that upon approval of the above
recommendations and adoption of the attached appropriation ordinance, funds will be available in the
current operating budget, as appropriated, of the Grants Fund.
TO Fund/Account/Centers
(2) GR76 5(VARIOUS) $300,000.00
017200449XXX
GR76 488954 017200450000
$1,399,472.00
GR76 488954 017200449000
$300,000.00
(2�) GR76 5 $1,399,472.00
(VARIOUS) 017200450XXX
Submitted for City Manager's Office by;
Originating Department Head:
Additional Information Contact:
ATTACHMENTS
17WAP2010 AO.doc
FROM Fund/Account/Centers
Thomas Higgins (6140)
Jay Chapa (6192)
Richard B. Kornegay (7369)
David Maryol (7382)
http://apps.cfwnet.org/council�acket/mc review.asp?ID=13590&councildate=7/13/2010 9/24/2010