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Agenda 09/15/2009 Item #16D19 Agenda Item No. 16D19 September 15. 2009 Page 1 of 57 EXECUTIVE SUMMARY Recommendation that the Board of County Commissioners approve and authorize the Chairman to sign seven (7) Homelessness Prevention and Rapid Re-Housing (HPRP) subrecipient grant agreements providing funds to stabilize Collier County citizens who are at risk of homelessness and re-house those who are currently experiencing homelessness. OBJECTIVE: For Board of County Commissioners to approve and authorize the Chairman to sign seven (7) Homelessness Prevention and Rapid Recovery (HPRP) subrecipient grant agreements providing funds to stabilize Collier County citizens who are at risk of homelessness and re-house those who are currently experiencing homelessness. CONSIDERATIONS: On February 17, 2009, Congress passed the American Recovery and Reinvestment Act of 2009 (ARRA) and designated $1.5 billion for communities to provide financial assistance and services to either prevent individuals and families from becoming homeless or help those who are experiencing homelessness to be quickly re-housed and stabilized. -- In March 2009, Collier County was notified it would be allotted $888,850 in HPRP funding once it made a substantial amendment to its FY2008-2009 Action Plan, submitted it to HUD, and received HUD approval. HHS prepared the required documentation, and the BCC approved the HPRP amendment submission and the associated budget amendment on May 12, 2009 (Item 16D4). HUD approved Collier County's submission and issued a corresponding grant agreement. The BCC accepted HUD's HPRP funding on July 28,2009 (Item 16D10). The attached HPRP template will be used as the basis for the subrecipient agreements with the seven (7) participating agencies providing homelessness prevention and rapid re-housing activities. The following agencies will receive HPRP funding: Catholic Charities The Salvation Army, Naples Corps Youth Haven Collier County Housing Authority Legal Aid of Collier County Housing Development Corporation of SW Florida Hunger and Homeless Coalition Project scopes describing individual funding amounts, program descriptions, and project milestones are included as attachments to this executive summary. - SPECIAL CONSIDERATIONS RELATED TO THE AMERICAN RECOVERY AND REINVESTMENT ACT OF 2009: Grantees are required to ensure that public funds are expended responsibly and in a transparent manner to further the job creation, economic recovery, and other purposes of the Recovery Act. The grant program guidelines and subsequent grant agreement will identify additional compliance requirements related to the ARRA, however the attached document highlights the major requirements and how Collier County will maintain compliance. Agenda Item No. 16D19 September 15, 2009 Page 2 of 57 FISCAL IMPACT: HUD regulations allow 5% of the HPRP funding to be used for administration. This amount is to be shared by the non-profit organizations and the County for grant administration. Total administration funds for the HPRP grant is $44,442 of which Collier County will retain $22,221. No general funds are involved in the acceptance of the HPRP grant award. GROWTH MANAGEMENT IMPACT: Implementation of homelessness assistance grants will help facilitate efforts to meet the goals, objectives and policies set forth in the Housing Element of the Growth Management Plan. LEGAL CONSIDERATIONS: The contract template and scopes have been reviewed and approved by the County Attorney's Office. This item requires majority vote and is legally sufficient for Board action.-CMG RECOMMENDATION: For Board of County Commissioners to approve and authorize the Chairman to sign seven (7) Homelessness Prevention and Rapid Recovery (HPRP) subrecipient grant agreements providing funds to stabilize Collier County citizens who are at risk of homelessness and re-house those who are currently experiencing homelessness. Prepared by: Margo Castorena, Grant Operations Manager Housing and Human Services Department ..L '-'-0'"" .1 V..1 .1 Agenda Item No. 16D19 September 15, 2009 Page 3 of 57 COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS Item Number: 16019 Item Summary: Recommendation that the Board of County Commissioners approves and authorizes the Chairman to sign seven (7) Homelessness Prevention and Rapid Re-Housing (HPRP) subrecipient grant agreements providing funds to stabilize Collier County citizens who are at risk of homelessness and re-house those who are currently experiencing homeless ness, Meeting Date: 9/15/200990000 AM Prepared By Margo Castorena Director Date Public Services Domestic Animal Services 8/24/2009 8:32:32 AM Approved By Kathy Carpenter Executive Secretary Date Public Services Public Services Admin. 81251200910:53 AM Approved By Colleen Greene Assistant County Attorner Date County Attorney County Attorney Office 8/25/2009 2:28 PM Approved By Jeff Klatzkow County Attorney Date County Attorney County Attorney Office 8125/2009 4:22 PM Approved By Marla Ramsey Public Services Administrator Date Public Services Public Services Admin. 8/28/2009 12:25 PM Approved By Sherry Pryor Management & Budget Analyst Date County Manager's Office Office of Management & Budget 8/28/2009 3:57 PM Approved By Leo E. Ochs, Jr. Deputy County Manager Date Board of County Commissioners County Manager's Office 8/30/200912:18 PM Agenda Item No, 16D 19 September 15, 2009 Page 4 of 57 AGREEMENT BETWEEN COLLIER COUNTY AND 1'- . - Catalog of Federal Domestic Assistance # 14.256 HUD Grant # B-08-UC-12-0016 THIS AGREEMENT is made and entered into by and between Collier County, a p~~~~~l subdivision of the State of Florida, ("COUNTY"), and ~rit"~tll'Slr~lJPlt6'l ~~m.~ choose either: a private not-for-profit corporation OR muni~ipality . . . existing U.~?~;.t.,~~~"~~~.o~ t~: St~te. of -fJ?!i~a, havi~g its principal office ~t j[~~~i~l~l~i;1~J)~i~fm~i\i ~~4:t~..Jiga~~;~)~~g:g. and Its Federal Tax Identification number as Enter Subrecipient tax ID number, (ItSUBRECIPIENTIt). WHEREAS, the COUNTY has entered into an agreement with the United States Department of Housing and Urban Development (HUD) pursuant to the "Homelessness Prevention and Rapid Re-Housing Program (HPRP), under Title XII of the American Recovery and Reinvestment Act of 2009 ("Recovery Act"); and WHEREAS, Congress has designated $1.5 billion for communities to provide financial assistance and services to either prevent individuals and families from becoming homeless or help those who are experiencing homelessness to be quickly re-housed and stabilized; and WHEREAS, the Board of County Commissioners approved the Department of Housing and Human Services' substantial amendment to the 2008-2009 Action Plan on May 12, 2009; and WHEREAS, the COUNTY and the SUBRECIPIENT desire to provide the activities specified in Exhibit A of this Agreement, in accord with the HPRP, as a valid and worthwhile County purpose. NOW, THEREFORE, in consideration of the mutual promises and covenants herein contained, it is agreed by the Parties as follows: I. DEFINITIONS (A) "COUNTY" means Collier County, and where applicable, it's authorized representative(s). (B) "ARRA" means the American Recovery and Reinvestment Act of2009. (B) "HPRP" means the Homelessness Prevention and Rapid Re-housing Program. (C) "HHS" means Collier County Department of Housing and Human Services. (D) "HHS's Approval" means the written approval of the Department of Housing and Human Services or designee. (E) "SUBRECIPIENT" means Enter Name of Subrecipient Here (F) "HUD" means the U.S. Department of Housing and Urban Development or a 2009 HPRP Template Page I of 26 Agenda Item No. 16D19 September 15, 2009 Page 5 of 57 4. Title VI ofthe 1984 Civil Rights Act, 42 USC S 2000d, et. seq. 5. 24 CFR 107 - The regulations issued pursuant to Executive Order 11063 which prohibits discrimination and promotes equal opportunity in housing. 6. Executive Order 11246 ("Equal Employment Opportunity"), as amended by Executive Orders 11375 and 12086 - which establishes hiring goals for minorities and women on projects assisted with federal funds. 7. Title VII of the 1968 Civil Rights Act as amended by the Equal Employment Opportunity Act of 1972, 42 USC S 2000e, et. seq. 8. 24 CFR 135 - Regulations outlining requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended. 9. Age Discrimination Act of 1975. 10. Contract Work Hours and Safety Standards Act, 40 USC 327-332. 11. Section 504 of the Rehabilitation Act of 1973,29 USC 776(b)(5). 12. Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, as amended. 13. 29 CFR Parts 3 and 5 - Regulations which prescribe the payment of prevailing wages and the use of apprentices and trainees on federally assisted projects as mandated by the Davis-Bacon Act. (See 42 USC 276a and 24 CFR 135.11(c)). 14. Executive Order 11914 - Prohibits discrimination with respect to the handicapped in federally assisted projects. 15. Executive Order 11625 and U.S. Department of Housing and Urban Development Circular Letter 79-45 - which prescribes goal percentages for participation of minority businesses in Community Development Block Grant Contracts. 16. Public Law 100-430 - the Fair Housing Amendments Act of 1988. 17.0MB Circular A-133 - concerning annual audits. 18.0MB Circular A-122 - which identifies cost principles. 19. 24 CFR 84 - Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals and Other Non-Profit Organizations. 2009 HPRP Template Page 4 of26 Agenda Item No. 16D19 September 15, 2009 Page 6 of 57 20. 24 CFR 85- Uniform Administrative Requirements for Grants and Agreements to State and Local Governments. 21. Immigration Reform and Control Act of 1986 as located at 8 USC 1324, et seq. and regulations relating thereto. Failure by the SUBRECIPIENT to comply with the laws referenced herein shall constitute a breach of this agreement, and the County shall have the discretion to unilaterally terminate this agreement immediately. 22. Chapter 112, Florida Statutes. 23. Prohibition Of Gifts To County Employees - No organization or individual shall offer or give, either directly or indirectly, any favor, gift, loan, fee, service or other item of value to any County employee, as set forth in Chapter 112, Part III, Florida Statutes, Collier County Ethics Ordinance No. 2004-05, as amended, and County Administrative Procedure 5311. 24. Order of Precedence - In the event of any conflict between or among the terms of any of the Contract Documents, the terms of the Agreement shall take precedence over the terms of all other Contract Documents, except the terms of any Supplemental Conditions shall take precedence over the Agreement. To the extent any conflict in the terms of the Contract Documents cannot be resolved by application of the Supplemental Conditions, if any, or the Agreement, the conflict shall be resolved by imposing the more strict or costly obligation under the Contract Documents upon the Contractor at Owner's discretion. 25. Venue - Any suit or action brought by either party to this Agreement against the other party relating to or arising out of this Agreement must be brought in the appropriate federal or state courts in Collier County, Florida, which courts have sole and exclusive jurisdiction on all such matters. 26. Dispute Resolution - Prior to the initiation of any action or proceeding permitted by this Agreement to resolve disputes between the parties, the parties shall make a good faith effort to resolve any such disputes by negotiation. The negotiation shall be attended by representatives of SUBRECIPIENT with full decision-making authority and by COUNTY'S staff person who would make the presentation of any settlement reached during negotiations to COUNTY for approval. Failing resolution, and prior to the commencement of depositions in any litigation between the parties arising out of this Agreement, the parties shall attempt to resolve the dispute through Mediation before an agreed-upon Circuit Court Mediator certified by the State of Florida. The mediation shall be attended by representatives of SUBRECIPIENT with full decision-making authority and by COUNTY'S staff person who would make the presentation of any settlement reached at mediation to COUNTY'S board for approval. Should either party fail to submit to mediation as required hereunder, the other party may obtain a court order requiring mediation under S 44.102, Fla. Stat. 2009 HPRP Template Page 5 of 26 Agenda Item No. 16D19 September 15, 2009 Page 7 of 57 D. SUBCONTRACTS Any work or services subcontracted by the SUBRECIPIENT shall be specifically by written contract or agreement, and such subcontracts shall be subject to each provision of this Agreement and applicable County, State, and Federal guidelines and regulations. Prior to execution by the SUB RECIPIENT of any subcontract hereunder, such subcontracts must be submitted by the SUBRECIPIENT to HHS for its review and approval, which will specifically include a determination of compliance with the terms of the attached Scope of Services set forth in Exhibit "A." This review also includes ensuring that all consultant contracts and fee schedules meet the minimum standards as established by the Collier County Purchasing Department, Florida Statutes and HUD. Reimbursements for such services will be made at SUBRECIPIENT cost. None of the work or services covered by this Agreement, including but not limited to consultant work or services, shall be subcontracted by the SUBRECIPIENT or reimbursed by the COUNTY without prior written approval of the HHS or its designee. E. AMENDMENTS This Agreement, and any exhibit or attachment, may be amended only by written agreement executed by the governing boards of both parties, except that County representative(s) may approve adjustments between line item amounts, scope clarifications, or an extension of time and schedule that do not change the project, or exceed the amount funded by the County, as stated herein. Any modifications to this contract shall be in compliance with the County Purchasing Policy and Administrative Procedures in effect at the time such modifications are authorized. F. INDEMNIFICATION To the maximum extent permitted by Florida law, the SUBRECIPIENT shall indemnify and hold harmless Collier County, its officers and employees from any and all liabilities, damages, losses and costs, including, but not limited to, reasonable attorneys' fees and paralegals' fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the SUBRECIPIENT or anyone employed or utilized by the SUBRECIPIENT in the performance of this Agreement. This indemnification obligation shall not be construed to negate, abridge or reduce any other rights or remedies which otherwise may be available to an indemnified party or person described in this paragraph. This section does not pertain to any incident arising from the sole negligence of Collier County. The foregoing indemnification shall not constitute a waiver of sovereign immunity beyond the limits set forth in Section 768.28, Florida Statutes. G. GRANTEE RECOGNITION The SUB RECIPIENT will include a reference to the financial support herein provided by HHS in all publications and publicity. In addition, the SUBRECIPIENT will make a good faith 2009 HPRP Template Page 6 of26 Agenda Item No. 16D 19 September 15, 2009 Page 8 of 57 effort to recognize HHS' support for all activities made possible with funds made available under this Agreement. H. TERMINATION In event of termination for any of the reasons identified in sub-sections 1-3 as follows, all finished or unfinished documents, data studies, surveys, drawings, maps, models, photographs, reports prepared, and capital equipment secured by the SUBRECIPIENT with funds under this Agreement shall be returned to HHS or the COUNTY. In the event of termination, the SUBRECIPIENT shall not be relieved of liability to the COUNTY for damages sustained by the COUNTY by virtue of any breach of the Contract by the SUBRECIPIENT, and the COUNTY may withhold any payment to the SUBRECIPIENT for set-off purposes until such time as the exact amount of damages due to the COUNTY from the SUBRECIPIENT is determined. 1. TERMINATION FOR CAUSE If through any cause either party shall fail to fulfill in timely and proper manner its obligations under this Agreement, or if either party shall violate any of the covenants, agreements, or stipulations of this Agreement, either party shall thereupon have the right to terminate this Agreement in whole or part by giving written notice of such termination to the other party and specifying therein the effective date of termination. (See 24 CFR 85.43.) 2. TERMINATION FOR CONVENIENCE At any time during the term of this Agreement, either party may, at its option and for any reason, terminate this Agreement upon ten (10) working days written notice to the other party. Upon termination, the COUNTY shall pay the SUBRECIPIENT for services rendered pursuant to this Agreement through and including the date oftennination. (See 24 CFR 85.44.) 3. TERMINATION DUE TO CESSATION In the event the grant to the COUNTY under Title I of the Housing and Community Development Act of 1974 (as amended) is suspended or terminated, this Agreement shall be suspended or terminated effective on the date that HUD specifies. I. INSURANCE SUBRECIPIENT shall obtain and carry, at all times during its performance under the Contract Documents, insurance of the types and in the amounts described herein and further set forth in Exhibit "0" to this Agreement. 2009 HPRP Template Page 7 of 26 Agenda Item No. 16D19 September 15, 2009 Page 9 of 57 J. SUBRECIPIENT LIABILITY OBLIGATION Compliance with the insurance requirements in Exhibit D shall not relieve the SUBRECIPIENT of its liability and obligation under this subsection or under any subsection of this contract. The contract is contingent upon receipt of the insurance documents within fifteen (I5) calendar days after the Board of County Commissioners' approval. If the Insurance certificate is received within the specified period, but not in the manner prescribed in these requirements, the SUBRECIPIENT shall be verbally notified of the deficiency and shall have an additional five (5) calendar days to submit a corrected Certificate to the County. If the SUBRECIPIENT fails to submit the required insurance documents in the manner prescribed in these requirements within twenty (20) calendar days after the Board of County Commissioners' approval, the SUBRECIPIENT shall be in default of the terms and conditions of the contract. K. INDEPENDENT AGENT AND EMPLOYEES The SUBRECIPIENT agrees that it will be acting as an independent agent and that its employees are not Collier County employees and are not subject to the County provisions of law applicable to County employees relative to employments, hours of work, rates of compensation, leave, unemployment and employee benefits. VII. ADMINISTRA TIVE REQUIREMENTS A. FINANCIAL MANAGEMENT The SUBRECIPIENT agrees to comply with OMB Circular A -110 (Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals and other Non-Profit Organizations) and agrees to adhere to the accounting principles and procedures required therein, utilize adequate internal controls, and maintain necessary source documentation for all costs incurred. B. DOCUMENTATION AND RECORDKEEPING 1. The SUBRECIPIENT shall maintain all records required by ARRA and HPRP. 2. The SUBRECIPIENT shall submit detailed monthly progress reports to HHS outlining the status of specific activities under the project. Each report must account for the total activity for which the SUBRECIPIENT is paid with HPRP funds, in part or in whole, and which is required in fulfillment of their obligations regarding the Project. The progress reports shall be submitted on the form Exhibit "0," Schedule "0-2." 3. The SUBRECIPIENT is required to provide a quarterly report to HHS detailing compliance with the ARRA and HPRP. Quarterly Reports shall be cumulative and inclusive of 2009 HPRP Template Page 8 of 26 "'-'-"""_~O"_"";"_ '..8 IlII .... n 1'f ......._._,._~_'~.m..~_"._~...,"~_____...,._~__'"......_., Agenda Item No. 16D19 September 15, 2009 Page 10 of 57 activity from previous quarters. SUBRECIPIENT Quarterly Report shall be due on the 30th of August and quarterly thereafter. 4. All reports, plans, surveys, information, documents, maps, and other data procedures developed, prepared, assembled, or completed by the SUBRECIPIENT for the purpose of this Agreement shall be made available to the COUNTY by the SUBRECIPIENT at any time upon request by the COUNTY or HHS. Upon completion of all work contemplated under this Agreement copies of all documents and records relating to this Agreement shall be surrendered to HHS if requested. In any event the SUBRECIPIENT shall keep all documents and records for three (3) years after expiration of this Agreement. 5. The SUBRECIPIENT shall submit reports as required to assist the COUNTY in the preparation of HUD Labor Relations, WBE/MBE, Equal Opportunity Employment, and HUD Section 3 reports, pursuant to 24 CFR 570.502, 507, and 92 (3)(vi). 6. The SUBRECIPIENT shall maintain records showing compliance with the Davis- Bacon Law, including files containing contractor payrolls, employee interviews, Davis-Bacon wage rates, and administrative cross-referencing. SUBRECIPIENT shall maintain records showing contractor compliance with the Contract Work Hours and Work Safety Law. Similarly, the SUBRECIPIENT shall maintain records showing compliance with federal purchasing requirements and with other federal requirements for grant implementation. 7. If indirect costs are charged, the SUBRECIPIENT will develop an indirect cost allocation plan for determining the appropriate SUBRECIPIENT'S share of administrative costs and shall submit such plan to the COUNTY for approval, in a form specified by the COUNTY. 8. The SUBRECIPIENT will be responsible for the creation and maintenance of income eligible files on clients served and documentation that all households are eligible under HUD Income Guidelines. 9. The SUBRECIPIENT further agrees that HHS shall be the final arbiter on the SUBRECIPIENT's compliance with the above. C. REPORTS, AUDITS, AND EVALUATIONS Reimbursement will be contingent on the timely receipt of complete and accurate reports required by this Agreement, and on the resolution of monitoring or audit findings identified pursuant to this Agreement. The SUBRECIPIENT agrees that HHS will carry out periodic monitoring and evaluation activities as determined necessary. The continuation of this Agreement is dependent upon satisfactory evaluations. The SUBREClPIENT shall, upon the request of HHS, submit information and status reports required by HHS or HUD to enable HHS to evaluate said progress and to allow for completion of reports required. The SUBRECIPIENT shall allow HHS or HUD 2009 HPRP Template Page 9 of26 Agenda Item No, 16D19 September 15, 2009 Page 11 of 57 to monitor the SUBRECIPIENT on site. Such site visits may be scheduled or unscheduled as determined by HHS or HUD. D. ADDITIONAL HOUSING & HUMAN SERVICES, COUNTY. AND HUD REQUIREMENTS The SUBRECIPIENT agrees to utilize funds available under this Agreement to supplement rather than supplant funds otherwise available for specified activities. E. PRIOR WRITTEN APPROVALS (1) All subcontracts and agreements proposed to be entered into by the SUBRECIPIENT pursuant to this Agreement; (2) All capital equipment expenditures of $1 ,000 or more; (3) All out-of-town travel (travel shall be reimbursed in accordance with Chapter 112, Fla. Stat. unless otherwise required by HPRP); (4) All change orders; (5) All requests to utilize uncommitted funds after the expiration of this agreement for programs described in Exhibit "A"; and (6) All rates of pay and pay increases paid out ofHPRP funds, whether for merit or cost of living. F. PURCHASING All purchasing for services and goods, including capital equipment, shall be made by purchase order or by a written contract and in conformity with the procedures prescribed by the Federal Management Circulars A-I to, A-I22, 24 CFR Part 84, and 24 CFR Part 85. G. AUDITS AND INSPECTIONS 1. Non-profit organizations that expend $500,000 or more annually in federal awards shall have a single or program-specific audit conducted for that year in accordance with OMB A-133. Non-profit organizations expending federal awards of $500,000 or more under only one federal program may elect to have a program-specific audit performed in accordance with OMB A-I33. 2. Non-profit organizations that expend less than $500,000 annually in federal awards shall be exempt from an audit conducted in accordance with OMS A-I33, although their records must be available for review (e.g., inspections, evaluations). These agencies are required by HHS to submit "Reduced Scope" audits (e.g., financial audit, performance audits). They may choose, instead of a Reduced Scope Audit, to have a program audit conducted for each federal award in accordance with federal laws and regulations governing the program in which they participate. 2009 HPRP Template Page 10 of26 Agenda Item No. 16D19 September 15, 2009 Page 12 of 57 3. When the requirements of OMB A-I33 apply, or when the SUBRECIPIENT elects to comply with OMB A-I33, an audit shall be conducted for each fiscal year for which federal awards attributable to this contract have been received by the SUBRECIPIENT. A copy of the audit report must be received by HHS no later than six months following the end of the SUBRECIPIENT's fiscal year. 4. If an audit is required by Section G of this contract, but the requirements of OMB A-I33 do not apply or are not elected, the SUBRECIPIENT may choose to have an audit performed either on the basis of the SUBRECIPIENT's fiscal year or on the basis of the period during which HHS-federal assistance has been received. In either case, each audit shall cover a time period of not more than twelve months and an audit shall be submitted covering each assisted period until all the assistance received from this contract has been reported. Each audit shall adhere to all other audit standards of OMB A-I33, as these may be limited to cover only those services undertaken pursuant to the terms of this contract. A copy of the audit report must be received by HHS no later than six months following each audit period. 5. The SUBRECIPIENT shall maintain all contract records in accordance with generally accepted accounting principles, procedures, and practices which shall sufficiently and properly reflect all revenues and expenditures of funds provided directly or indirectly by the County pursuant to the terms of this Agreement. 6. The SUBRECIPIENT shall include in all HHS approved subcontracts each of the record-keeping and audit requirements detailed in this contract. H. GRANT CLOSEOUT PROCEDURES SUBRECIPIENT's obligation to the COUNTY shall not end until all closeout requirements are completed. Activities during this closeout period shall include, but not be limited to: making final payments, disposing of program assets (including the return of all unused materials, equipment, unspent cash advances, program income balances, and receivable accounts to the COUNTY), and determining the custodianship of records. VIII. OTHER PROGRAM REQUIREMENTS A. OPPORTUNITIES FOR RESIDENTS AND CIVIL RIGHTS COMPLIANCE The SUBRECIPIENT agrees that no person shall be excluded from the benefits of, or be subjected to, discrimination under any activity carried out by the performance of this Agreement on the basis of race, color, disability, national origin, religion, age, familial status, or sex. The SUBRECIPIENT must comply with Fair Housing and Civil Rights laws 24CFR 5.105(a). Upon receipt of evidence of such discrimination, the COUNTY shall have the right to terminate this Agreement. To the greatest extent feasible, lower-income residents of the project areas shall be given opportunities for training and employment; and to the greatest feasible extent eligible business 2009 HPRP Template Page 1\ of26 Agenda Item No. 16D19 September 15, 2009 Page 13of57 concerns located in or owned in substantial part by persons residing in the project areas shall be awarded contracts in connection with the project. The SUBRECIPIENT shall comply with Section 3 ofthe Housing and Community Development Act of 1968. B. OPPORTUNITIES FOR SMALL AND MINORITY/WOMEN-OWNED BUSINESS ENTERPRISES In the procurement of supplies, equipment, construction, or services, the SUBRECIPIENT shall make a positive effort to utilize small business and minority/women- owned business enterprises of supplies and services, and provide these sources the maximum feasible opportunity to compete for contracts to be performed pursuant to this Agreement. To the maximum extent feasible, these small business and minority/women-owned business enterprises shall be located in or owned by residents of the CnBG areas designated by Collier County in the Annual Consolidated Plan approved by HUD. C. PROGRAM BENEFICIARIES The beneficiaries of a project funded through this Agreement must be at or below 50% of AMI. If the project is located in an entitlement city, as defined by HUD, or serves beneficiaries countywide, more than thirty percent (30%) of the beneficiaries directly assisted under this Agreement must reside in unincorporated Collier County or in municipalities participating in the County's Urban County Qualification Program. The project shall assist beneficiaries as defined above for the time period designated in Exhibit "A" of this Agreement. D. CONFLICT OF INTEREST The SUBRECIPIENT covenants that no person who presently exercises any functions or responsibilities in connection with the Project, has any personal financial interest, direct or indirect, in the target areas or any parcels therein, which would conflict in any manner or degree with the performance of this Agreement and that no person having any conflict of interest shall be employed by or subcontracted by the SUBRECIPIENT. Any possible conflict of interest on the part of the SUBRECIPIENT or its employees shall be disclosed in writing to HHS provided, however, that this paragraph shall be interpreted in such a manner so as not to unreasonably impede the statutory requirement that maximum opportunity be provided for employment of and participation of low and moderate-income residents of the project target area. E. PUBLIC ENTITY CRIMES As provided in 9 287.133, Fla. Stat. by entering into this Agreement or performing any work in furtherance hereof, the SUBRECIPIENT certifies that it, its affiliates, suppliers, subcontractors and consultants who will perform hereunder, have not been placed on the convicted vendor list maintained by the State of Florida Department of Management Services within the 36 months immediately preceding the date hereof. This notice is required by ~ 287.133 (3)(a),Fla. Stat. 2009 HPRP Template Page 12 of26 Aaenda Item No. 16D 19 ~ September 15, 2009 Page 14 of 57 F. DRUG-FREE WORKPLACE REQUIREMENTS The SUBRECIPIENT must certify that it will provide drug-free workplaces In accordance with the Drug-Free Workplace Act of 1988 (41 USC 701). G. CERTIFICATION REGARDING LOBBYING The undersigned certifies, to the best of his or her knowledge and belief, that: 1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. 2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions. 3. The undersigned shall require that the language of this certification be included in the award documents for all sub-awards at all tiers (including subcontracts, sub- grants, contracts under grants, loans, and cooperative agreements) and that all SUBRECIPIENTS shall certify and disclose accordingly. IX. CONDITIONS FOR RELIGIOUS ORGANIZATIONS CDBG funds may not be used for religious activities or provided to primarily religious organizations. Section 24 CFR 570.2000) specifies the limitations on CDBG funds. X. REVERSION OF ASSETS Upon expiration of the Agreement, the SUBRECIPIENT shall transfer to the COUNTY any HPRP funds on hand at the time of expiration, any accounts receivable attributable to the use of HPRP funds, and any non-expendable personal property that was purchased with HPRP funds. XI. SEVERABILITY Should any provision of the Agreement be determined to be unenforceable or invalid, such a determination shall not affect the validity or enforceability of any other section or part thereof. 2009 HPRP Template Page 13 of26 Agenda Item No. 16D19 September 15, 2009 Page 15 of 57 XII. COUNTERPARTS OF THE AGREEMENT This Agreement, consisting of Insert written number of pages (#) enumerated pages, which include the exhibits referenced herein, shall be executed in two (2) counterparts, each of which shall be deemed to be an original, and such counterparts will constitute one and the same instrument. XIII. ENTIRE UNDERSTANDING This Agreement and its provisions merge any prior agreements, if any, between the parties and constitutes the entire understanding. The parties hereby acknowledge that there have been and are no representations, warranties, covenants, or undertakings other than those expressly set forth herein. IN WITNESS WHEREOF, the Subrecipient and the County, have each, respectively, by an authorized person or agent, hereunder set their hands and seals on this Enter Month, Date, Year ATTEST: DWIGHT E. BROCK, CLERK BOARD OF COUNTY COMMISSIONERS OF COLLIER COUNTY, FLORIDA By: DONNA FIALA, CHAIRMAN Dated: (SEAL) First Witness InSm'tbe:name ofSubreeipient here.t By: Subrecipient Signature Type/print witness name Type/print Subrecipient name and title Second Witness Type/print witness name Approved as to form and legal sufficiency: Colleen M. Greene Assistant County Attorney 2009 HPRP Template Page 14 of26 Agenda Item ~~o. 16D19 September 15, 2009 Page 16 of 57 EXHIBIT" A" SCOPE OF SERVICES ..~. i.;;;.:H~.. "..:~"'-'."'....'--..~~''''... '.~'.'" '.'''''''1'<'' '-""mi'.'.. -". '';' ,,,.<~.-.-"'t""''''. '.1 0":..US '~'.,: .-"-~~ ':of{tJf' -"'Ur.ecf fleD ",..."..m'li_ ^'.....,.='"_~" '" ....,.."....It.._... ~;JIWe:a~'ifti1~o~~~im:.c~';;:::1f'-:~ .."._",.,,--....;~.~...'.L:lt~:o ,.~M!i:!...,~ THE SUBRECIPIENT AGREES TO: A. PROJECT DESCRIPTION: Enter Project Description Here B. PROJECT SCOPE: Enter Scope Here C. BUDGET Insert budget dollar value and the work to be covered in the budget Clarifications to the quantity and types of work to be conducted under Exhibit B will be made upon receipt of bids by the SUBCONTRACTOR and review by HHS. All clarifications to the budget line items will be processed by a Change by Letter, Exhibit B-1, Schedule B-1, and made an integral component of this Agreement. D. PROJECT MILESTONE SCHEDULE The time frame for completion of the outlined activities shall be: MILESTONE/TASK END DATE TASK DATE TASK DATE TASK DATE TASK DATE TASK DATE Please note that if any of these activities exceed the timelines by two months a revised work schedule must be submitted to HHS. 2009 HPRP Template Page 15 of26 Agenda Item No. 16D19 September 15, 2009 Page 17 of 57 EXHIBIT "A-I" CHANGE BY LETTER ~ COLLIER COUNTY GOVERNMENT Collier County Housing & Human Services Public Services Division Date User Name Address NAPLES, FLORIDA Zip code PHONE: (239) Phone # FAX (239) Fax # Contact Name Name of Firm Address RE: Zero Dollar Contract Change Notification Re: Contract # and Title of Contract Project # Purchase Order # Dear Contact Name: By copy of this letter, the above referenced contract is being issued a zero dollar ($0.00) change as indicated below: r The above referenced contract time is hereby extended by Number of days calendar days, The new completion date shall be on or before month and date, Year. By extending this contract, the County is not relieving your firm of its obligations to perform work in a timely and satisfactory manner or any consequences resulting from failing to do so. Collier County hereby reserves all legal rights, including, but not limited to, rights to terminate, suspend or elect any other appropriate course(s) of action should circumstances warrant with regard to the referenced contract. r Additional Staffing Categories Professional Position(s) Hourly Rate(s) r Draw against Allowance (specify allowance item and identify specific items and quantities) r Other: Scope Clarifications as indentified in Schedule B-1, "Clarifications in Scope", (attached). Sincerely, Your name Title cc: Contract Specialist Name Contract Specialist, Purchasing Department Suzanne Boothby, Clerk's Grants Department 2009 HPRP Template Page 16 of 26 Agenda Item No, 16D 19 September 15, 2009 Page 18 of 57 EXHIBIT "B" INSURANCE REQUIREMENTS The SUBRECIPIENT shall furnish to Collier County, cia Housing and Human Services Department, 3301 E. Tamiami Trail, Bldg. H, Suite 211, Naples Florida 34112, Certificate(s) of Insurance evidencing insurance coverage that meets the requirements as outlined below: 1. Workers' Compensation as required by Chapter 440, Florida Statutes. 2. Public Liability Insurance on a comprehensive basis in an amount no less than $300,000 per occurrence for combined Bodily Injury and Property Damage. Collier County must be shown as an additional insured with respect to this coverage. 3. Automobile Liability Insurance covering all owned, non-owned and hired vehicles used in connection with this contract in an amount not less than $300,000 per occurrence for combined Bodily Injury and Property Damage. DESIGN STAGE (IF APPLICABLE) In addition to the insurance required in 1 - 3 above, a Certificate of Insurance must be provided as follows: 4. Professional Liability Insurance in the name of the SUBRECIPIENT or the licensed design professional employed by the SUBRECIPIENT in an amount not less than $300,000 per occurrence providing for all sums which the SUBRECIPIENT and/or the design professional shall become legally obligated to pay as damages for claims arising out of the services performed by the SUBRECIPIENT or any person employed by the SUBRECIPIENT in connection with this contract. This insurance shall be maintained for a period of two (2) years after the certificate of Occupancy is issued. CONSTRUCTION PHASE (IF APPLICABLE) In addition to the insurance required in 1 - 4 above, the SUBRECIPEINT shall provide or cause its Subcontractors to provide original policies indicating the following types of insurance coverage prior to any construction: 5. Completed Value Builder's Risk Insurance on an "'All Risk" basis in an amount not less than one hundred (100%) percent of the insurable value of the building(s) or structure(s). The policy shall be in the name of Collier County and the SUBRECIPIENT. 6. Flood Insurance shall be provided for those properties found to be within a flood hazard zone, in an amount not less than the full replace values of the completed structure(s) or the maximum amount of coverage available through the National Flood Insurance Program (NFIP), whichever is greater. The policy will show Collier County as a Loss Payee A.T.LM.A. This policy will be provided as such time that he buildings' walls and roof exist. 2009 HPRP Template Page 17 of26 Agenda Item No, 16D19 September 15, 2009 Page 19 of 57 OPERA nON/MANAGEMENT PHASE (IF APPLICABLE) After the Construction Phase is completed and occupancy begins, the following insurance must be kept in force throughout the duration of the loan and/or Contract: 7. Public Liability coverage in an amount not less than $1,000,000 per occurrence for combined Bodily Injury and Property damage. Collier County must be shown as an additional insured with respect to this coverage. 8. Property Insurance coverage on an "All Risk" basis in an amount not less than one hundred (100%) of the replacement cost of the property. Collier County must be shown as a Loss payee with respect to this coverage A.T.I.M.A. 9. Flood Insurance coverage for those properties found to be within a flood hazard zone for the full replacement values of the structure(s) or the maximum amount of coverage available through the National Flood Insurance Program (NFIP). The policy must show Collier County as a Loss Payee A.T.I.M.A. 2009 HPRP Template Page 18 of26 Agenda Item No. 16D19 September 15, 2009 Page 20 of 57 EXHIBIT "C" ADDITIONAL HPRP GRANT REQUIREMENTS Enter additional requirements here, IF NONE EXIST, state "There are no additional grant requirements." 2009 HPRP Template Page 19 of 26 EXHIBIT "D" REQUIRED SUBMITTALS D-1 Request for Payment D-1a Release and Affidavit Form D-2 HPRP Monthly Progress Report D-3 Quarterly Progress Report 2009 HPRP Template Page 20 of 26 Agenda Item No. 16D19 September 15, 2009 Page 21 of 57 Agenda Item No, 16D19 September 15, 2009 Page 22 of 57 SCHEDULE "D-l" COLLIER COUNTY HOUSING AND HUMAN SERVICES REQUEST FOR PAYMENT SECTION I: REQUEST FOR PAYMENT Subrecipient Name: Enter Subrecipient Name Subrecipient Address: Enter Subrecipient Address Project Name: Enter Proiect Name Project No: HPRP09- Payment Request # Dollar Amount Requested: $ SECTION II: STATUS OF FUNDS 1. Grant Amount Awarded $ Enter $ 2. Sum of Past Claims Paid on this Account $ 3. Total Grant Amount Awarded Less Sum Of Past Claims Paid on this Account S 4. Amount of Previous Unpaid Requests $ 5. Amount of To day's Request $ 6. Current Grant Balance (Initial Grant Amount Awarded Less Sum of all requests) $ I certify that this request for payment has been drawn in accordance with the terms and conditions of the Agreement between the COUNTY and us, as the SUBRECIPIENT. I also certify that the amount of the Request for Payment is not in excess of current needs. Signature Date Title Authorizing Grant Coordinator Supervisor (approval authority under $14,999) Dept Director (approval required $15,000 and above) 2009 HPRP Template Page 2l of26 Agenda Item No. 16D19 September 15, 2009 Page 23 of 57 SCHEDULE "D-la" RELEASE AND AFFIDAVIT FORM The SUBRECIPIENT certifies for itself and its subcontractors, material-men, successors and assigns, that all charges for labor, materials, supplies, lands, licenses and other expenses for which COUNTY might be sued or for which a lien or a demand against any payment bond might be filed, have been satisfied and paid. This Release and Affidavit IS given In connection with the SUBRECIPIENT's (monthly/final) Request for Payment. SUBRECIPIENT Witness: BY: BY: ITS: President DATE: Print name and title STATE OF COUNTY OF The foregoing instrument was acknowledged before me this day of 2009, by as of A Choose Not-For-Profit, or Corporation or Municipality on behalf of Choose Not-For-Profit, Corporation or Municipality He/She is personally known to me OR has produced as identification and who did (did not) take an oath. My Commission Expires: (Signature) Name: (Legibly Printed) (AFFIX OFFICIAL SEAL) Notary Public, State of: Commission No.: 2009 HPRP Template Page 22 of26 Agenda Item No, 16D19 September 15, 2009 Page 24 of 57 SCHEDULE "D-2" HPRP MONTHLY PROGRESS REPORT Complete form for past month and submit to Housing &Human Services staff by the 1 ri" of the following month. Status Report for Month of Submittal Date: Project Name Insert Proiect Name Here Project Number HPRP09- Activity Number Subrecipient: Enter Subrecipient Name Here Contact Person Enter Contact Person and Title Here Telephone: Phone Number (area code) xxx-xxxx Fax: Enter Fax Number (area code)xxx-xxxx E-mail: Enter Email Address 1. Activity Status/Milestones (describe any action taken, relating to this project, during the past month): 2. What events/actions are scheduled for the next two months? 3. Describe any affirmative marketing you have implemented regarding this project. Please list and attach any recent media coverage of your organization relating to this project. 4. List any additional data relevant to the outcome measures listed on the application for this project. 2009 HPRP Template Page 2301'26 Agenda Item No. 16D19 September 15, 2009 Page 25 of 57 5. Identify any potential issues that may cause delay. New contracts executed this month (if applicable): Name of Contractor or Amount of Contractor Race Ethnicity Subcontractor, Address & Phone Contract Federal ID (see definitions (see definitions Number Number on following on following page) page) For projects that serve a particular clientele, please complete the following information by entering the appropriate number in the blank spaces and in the chart below. Complete the below chart for NEW clients served this month. DO NOT DUPLICATE clients served in previous months. You may provide data by either households or persons served. However, if one person received TWO services this counts as TWO SERVICE UNITS: TOT AL BENEFICIARIES This project benefits households or persons. Please circle one category (either "households" or "persons"). Enter the number of beneficiaries in the blank space and in Box 611. " INCOME Of the households or persons assisted, are extremely low-income income (0-30%) of the current Median Family Income (MFI). Enter this number in Box "2. .. Of the households or persons assisted, are very low-income (31-50%) of the current Median Family Income (MFr). Enter this number in Box "3. .. Of these households or persons assisted, are low-income (51-80%) of the current Median Family Income (MFI). Enter this number in Box "4. .. NOTE: The total of Boxes 2, 3 and 4 should equal the number in Box 1. FEMALE HEAD OF HOUSEHOLD 2009 HPRP Template Page 24 of 26 Agenda Item No, 16D19 September 15, 2009 Page 26 of 57 This project assisted Female Head of Households REGARDLESS of income. Enter this number in box "5" below. BOX I BOX2 BOX 3 BOX4 BOX 5 Total Number of Extremely Very Low Income Female Head of Households or Low Income Low Income (51-80%) Household Persons Assisted (0-30%) (31-50%) I Subrecipient's must indicate total beneficiaries for Race AND Ethnicity Deimitions of Race: White: A person having origins in any of the original peoples of Europe, the Middle East, or North Africa. Black or African-American: A person having origins in any of the black racial groups of Africa. Asian: A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian subcontinent including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam. American Indian or Alaska Native: A person having origins in any of the original peoples of North and South America (including Central America), and who maintains tribal affiliation or community attachment. Native Hawaiian or Other Pacific Islander: A person having origins in any of the original people of Hawaii, Guam, Samoa, or other Pacific Islands. Definitions of Ethnicity: Hispanic or Latino: A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race. 2009 HP RP Template Page 25 of 26 Agenda Item No. 16D19 September 15, 2009 Page 27 of 57 Tabulation Table of Race and Ethnicity Beneficiaries # Total}/-"# His . anic White Black or African American Asian American Indian or Alaskan Native Native Hawaiian or Other Pacific Islander American Indian/Alaska Native and White Asian and White Black/African American and White American Indian/Alaskan Native and Black/African American Other Multi-Racial TOTAL: 08-PRC-O I 009/ .,........ 2009 HPRP Template Page 26 of 26 Agenoa nem I\JO. I OUI;;; September 15, 2009 p;:j[1~ ?R of r:'J7 IN WITNESS WHEREOF, the Subrecipient and the County, have each. respectively, by an authorized person or agent, hc:reunder set their hands and seals on this 15th day or September, 2009 ATTEST: DWIGHT E. BROCK, CLERK BOARD OF COUNTY COMMISSIONERS OF COLLIER COUNTY, FLORIDA By: DONNA FIALA, CHAIRMAN Dated: (SEAL) First Witness Catholic Charities of Collier County ~~ 5JL v It:) <)0 (+t2..~?- Type/print witness name Second Witness . () ~ o.l..Y~<- Zt./")..ABE7;! A. ~A~t')4 Typelprin1 witness name By,~a /~3 Subrecipient Signature . c/~ ~.. . 'Oved. ': as to form and legal sufficiency: ~ij .' 0\ / oUecn M. Greene Assistant County Attorney 2009 ARRA- HPRP AGREEMENT CATIlOIJC CHARITIES OF COLUER COUNlY Pasc 150(28 I Agenda Item No. 16D19 September 15. 2009 Page 29 of 57 EXlHBIT " A" Catholic Charities olCollier County/ S09-UY-12-00U-2009-01 HPRP Short Term Direct Rental and Utility Assistance Program THE SUBRECIPIENT AGREES TO: A. PROJECT SCOPE: The Catholic Charities Family Resource Center (FRC) in East Naples and Guadalupe Social Services (GSS) Center in Immokalee proposes to provide utility and/or rental assistance to approximately 110 income qualified families/individuals in Collier County who are at risk of becoming homeless. Clients will receive up to three (3) months of rental assistance with a maximum of $1,200 per client. Clients receiving more than one month of assistance will be referred to a budget education program for either classroom or at home instruction. All services performed and assistance payments dispersed must conform to the policies and procedures outlined in the HPRP Administrative Plan. Collier County Department of Housing and Human Services (HHS) is using Department of Housing and Urban Development (RUD) Homelessness Prevention and Rapid Re- Housing Program (HPRP) funds in the amount of One Hundred and Thirtv Thousand Dollars and No Cents (5130.000) to fund the Catholic Charities Short Term Direct Rental and Utility Assistance Project. Catholic Charities HPRP Short Term Direct Rental and Utility Assistance B. BUDGET: Line Item: HPRP Foods Direct Client Assistance Utility and/or Rental Assistance $130,000 Total Funds: $130.000 Clarifications to the quantity and types of work to be conducted under Exhibit A will be processed by a Change by Letter, Exhibit A-I, and made an integral component of this Agreement. 2009 ARRA- HPRP AGREEMENT CATHOLIC CHARITIES OF COLLIER COUNTY Page 16 of28 Agenda Item No, 16D19 September 15, 2009 Page 30 of 57 C. PROJECT MILESTONE SCHEDULE The time frame for completion of the outlined activities shall be: MILESTONErr ASK START DATE END DATE Train staff and volunteers on parameters of grant program, HMIS and award reporting. 09/01/2009 09/30/2009 Initiate a fiscal reporting and accountability process in conjunction with the Collier County Finance Department and HHS Fiscal Staff 09/15/2009 10/15/2009 HMIS reporting system implementation and training 09/15/2009 09115/2009 Subrecipient must expend at least 60% of award amount. 09115/2009 07115/2011 Provide approximately 110 clients with short term assistance for rent and/or utilities. Subrecipient must expend 100% of award by End Date. 10/1/2009 07115/2012 NOTE: Petformance milestones are in effect for program monitoring requirements only, and as such, are used by HUD and other grantor agencies as general target goals rather than strict petformance requirements. This agreement shall allow reimbursement of expenses for all eligible costs associated with the agreement and does not require the completion of all agreement milestones for reimbursement to be paid. Please note that if any of these activities exceed the timeIines by two months a revised work schedule must be submitted to HHS. D. OUTCOME PERFORMANCE MEASUREMENTS: OBJECTIVE OUTCOMES ACTIVITY INDICA TORS Prevent approximately Across the FRC and Provide I to 3 months Through the funding period - 110 individuals/families GSS programs, 100% of rental and/or utility 110 clients assisted with rent or from becoming homeless of clients will have assistance; or refer utility assistance by providing short term basic needs met and/or client for medium term rent and utility assistance appropriate referrals assistance as warranted. made at the time of contact for legal and budget counseling. 2009 ARRA- HPRP AGREEMENT cA mOLIC CHARITIES OF COLLIER COUNTY Page 17 of28 J Agenda Item No. 16D19 September 15', 2009 Page 31 of 57 IN WITNESS WHEREOF. the Subrecipient and the County. have each. respe<:tively. by an authorized person or agent. hereunder set their hands and seals on this 15tb day of SeptelDbcr.1OO9 A nEST: DWIGHT E. BROCK. CLERK BOARD OF COl..'NTY COMMISSIONERS OF COLLIER COUNTY. FLORIDA By: OOl'oi"NA FIALA. CH.o\lR.\.fA.l."l Dated: (SEAL) First WitnesS .-.r'-. Collier CO~!Ytfousing A~11\y / , ~~~ By: ( .. Subrecipient Signat\.lre : 1.(. .t-\ I ~~.i. t. l .,-' f; \j.. \? ."'-'-..-., Type/print wimess name Esmeralda Serrata s~~~~s , ',' _ . '0f1J~ lIl- ~ . ~'ftJ<JJjlf--l) -t"LJt f1' \':5 k 'u' A L L J ll..1 ,..1 -!' , f' I-t. ~. T ypcIprim witness mune I ved as to form and legal sufficiency: Colleen M. Greene AssisW'lt Count)' Attorney 2009 -2010 ARRA. HPRP ....GREEME~T ('OL1.IER Cot:~n- HOlJSl~Q .-\l!TI-fORITY f>a,&' 15 of29 Agenda Item No, 16D 19 September 15, 2009 Page 32 of 57 EXHIBIT" A" SCOPE OF SERVICES Collier County Housing Authority/ S09-UY-ll-0014-1009-03 HPRP EveryOne Home Program- Assisting Persons Experiencing Homelessness To Be Rapidly Re-Housed THE SUBRECIPIENT AGREES TO: A. PROJECT SCOPE: The Collier County Housing Authority (CCHA) will provide rapid re-housing and case management for approximately 42 homeless individuals and families. After an intake assessment, CCHA may provide the following services: locating and conducting habitability inspections, providing rental assistance, security and utility deposits, and other costs such as moving, storage, hotel/motel vouchers. The Case Manager will develop a stabilization plan for each client and may refer to other agencies that provide additional services such as job training, employment, legal services, credit counseling, addiction and mental health services, child care, health issues or other types of financial assistance. Clients receiving more than one month of assistance will be referred to a budget education program for either classroom or at home instruction. CCRA will ensure re-certification of eligibility for all clients receiving medium term assistance every three (3) months. Rental assistance will not exceed 18 months. All services provided and assistance to clients will be in accordance with the HPRP administrative plan. Collier County Department of Housing and Human Services is using HPRP funds in the amount of TWO HUNDRED AND FORTY EIGHT THOUSAND DOLLARS ($248,000) for this EveryOne Home project. Collier County Housing Authority HPRP EveryOne Home Program B. BUDGET: Line Item: HPRP Funds Direct Assistance $208,000 (rent assistance, utility assistance, rent and utility security deposit assistance, hotel/motel vouchers, moving/storage costs) Salary and Benefits for Case Manager $ 40,000 and/or Housing Inspector Total Funds: $248.000 2009 -2010 ARRA- HPRP AGREEMENT COLLIER COUNTY HOUSING AUTHORITY Page 16 of29 Agenda Item No. 16D19 September 15, 2009 Page 33 of 57 Clarifications to the quantity and types of work to be conducted under Exhibit "A" will be processed by a Change by Letter. Exhibit "A-I". and made an integral component of this Agreement. C. PROJECT MILESTONE SCHEDULE The time frame for completion of the outlined activities shall be: MILESTONEff ASK START DATE END DATE Train staff on parameters of the grant program, HMIS and award reporting. 09/15/2009 10/112009 HMIS reporting system implementation and training 09/15/2009 10/112009 Clients receiving medium term assistance will be referred to budget counseling. Documentation of participation 09/15/2009 07/15/2012 will be maintained. Subrecipient must expend at least 60% of award. 09115//2009 07/15/2011 Provide re-housing assistance to approximately 42 clients. Subrecipient must expend 100% of award by End Date. 10/1/2009 07/15/2012 NOTE: Performance milestones are in effect for program monitoring requirements only, and as such, are used by HUD and other grantor agencies as general target goals rather than strict performance requirements. This agreement shall allow reimbursement of expenses for all eligible costs associated with the agreement and does not require the completion of all agreement milestones for reimbursement to be paid. Please note that if any of these activities exceed the timelines by two months a revised work schedule must be submitted to HHS. 2009 -2010 ARRA- HPRP AGREEMENT COLLIER COUNTY HOUSING AUTHORITY Page ]7 of29 Agenda Item No, 16019 September 15, 2009 Page 34 of 57 D. OUTCOME PERFORMANCE MEASUREMENTS: OBJECTIVE OUTCOMES ACTIVITY INDICA TORS Rapid Re-housing and Approximately 42 Stabilization and re- Homeless families/ individuals stabilization for 42 home- homeless families/ housing of 42 homeless are income qualified, and re- less families/individuals. individuals are families/individuals housed and stabilized. stabilized and re- through rent & housed stabilization assistance. Housing search and Approximately 42 Case managers ensure At a minimum 50 landlords are placement services homeless families/ housing unit used to in made aware of the HPRP system in place. individuals are re- re-housing meet program and habitability housed in safe and habitability standards standards. decent housing. as outlined in the HPRP notice. Marketing tools are developed to attract orosoective landlords 2009 -2010 ARRA- HPRP AGREEMENT COLLIER COUNTY HOUSING AUTHORITY Page]80f29 Agenoa nem 1\10. IOU I ~ September 15, 2009 Page 35 of 57 IN WITNESS WII'EREOF, the Sutncipient aDd the County, have each, respectively, by an authorized penon or agcot,. bcreundcr set their baDds and seals on this 1_ day .f Septe_ber,2189 AlTEST: DWIGHT E. BROC~ CLERK BOARD OF COUNTY COMMISSIONERS OF COLLIER COUNTY, FLORIDA' By: DONNA FIALA, CHAIRMAN Dated: (SEAL) First WitDc3S HousiDg Development Corporation of Southwest Florida Km-HlEa.\ GUEVAfA- ~l~ . witness D8IIlC 7j;dDcss ~jJ,77~ ~7~ ~ f) /f5II TyptIprint wi1Dess name -- By:~/~ y: S 'picn Signature ~Ay ~"'r~.1o" A~ved as to form and legal sufficieocy: @ CJ -;/ olleen M. Greene Assistant County Attorney 2009 -2010 ARRA- HPRP AGREEMENT HOUSING DEVELOPMENT CORPORATION OF SW FLORIDA Pap IS of 29 Agenda Item No, 16D19 September 15, 2009 Page 36 of 57 EXHIBIT" A" SCOPE OF SERVICES Housing Development Corporation of SW Florida/S09-UY-12-0024-2009-04 HPRP Credit Repair and Budget Counseling Program THE SUBRECIPIENT AGREES TO: A. PROJECT SCOPE: The Housing Development Corporation of SW Florida will provide credit and budget education and one-on-one credit repair and financial literacy for families and individuals facing homelessness or those who are homeless and need to be rapidly re-housed. Clients will be referred by the participating HPRP agencies and will receive services based upon the recommendation of the referring HPRP case manager. All classes and counseling session will adhere to the policies and procedures as outlined in the HPRP administrative plan. Education will include one of the following: Short Term Assistance (1-3 months): A handout with quiz, or a three (3) hour class. Medium Term Assistance (4-18 months): 1bree (3) one-on-one budget counseling sessIOns. The Collier County Department of Housing and Human Services (HHS) is using HPRP funds in the amount of TWENTY TWO THOUSAND ONE HUNDRED AND NINETY EIGHT DOLLARS ($22. 198) to fund the Housing Development Corporation ofSW Florida's HPRP Credit Repair and Budget Counseling Program. Housing Development of SW Florida's Credit Repair and Budget Counseling Program B. BUDGET Line Item: HPRP Funds Money Management and $ 2,698 Credit Handout and Quiz for approximately 71 households Twelve (12) Managing Your Money $18,000 Workshops: 3 each in English &Spanish per year for 2 years Ten (10) One-on-One Budget Counseling $ 1,500 3 sessions per household for Medium Term Clients Total Funding: $22.198 2009 -2010 ARRA- HPRP AGREEMENT HOUSING DEVELOPMENT CORPORATION OF SW FLORIDA Page 16 of29 Agenda Item No. 16D19 September 15, 2009 Page 37 of 57 Clarifications to the quantity and types of work to be conducted under Exhibit A will be processed by a Change by Letter, Exhibit A-I, and made an integral component of this Agreement. C. PROJECT MILESTONE SCHEDULE The time frame for completion of the outlined activities shall be: MILESTONEff ASK START DATE END DATE Develop budget handout and quiz 09/01/2009 10101/2009 Train staff and volunteers on parameters of grant program, HMIS and award repOrting. 09/01/2009 09/30/2009 Develop 3 hour money management course 09/01/2009 lO/15/2009 HMIS reporting system implementation and trainim~ 09/15/2009 10/112009 Subrecipient must expend 60% of . award amount. 09/15/2009 07/15/2011 Provide (3) each English/Spanish budget classes for 2 years 10/15/2009 09/30/2011 Provide one-on-one counseling for referred medium term clients 10/15/2009 09130/2011 NOTE: Petformance milestones are in effect for program monitoring requirements only, and as such, are used by HUD and other grantor agencies as general target goals rather than strict petformance requirements. This agreement shall aI/ow reimbursement of expenses for all eligible costs associated with the agreement and does not require the completion of all agreement milestones for reimbursement to be paid. Please note that if any of these activities exceed the timelines by two months a revised work schedule must be submitted to HHS. 2009 -2010 ARRA- HPRP AGREEMENT HOUSING DEVELOPMENT CORPORATION OF SW FLORIDA Page 17 of29 Agenda Item No. 16019 September 15, 2009 Page 38 of 57 D. OUTCOME PERFORMANCE MEASUREMENTS: OBJECTIVE OUTCOMES ACTIVITY INDICATORS Prevent individuals from Clients improve ability Develop budget Approximately 85% of clients becoming homeless and to manage finances and handout and quiz & who receive handout and quiz stabilize the homeless remain housed. administer to Short score satisfactory. who have been recently term clients. Develop 95% of attendees complete re-housed by budgeting budget education class and receive certificate. education. classes for medium 10 clients receive counseling. term clients and provide One-on-one budget counseling for 10 clients. 2009 -2010 ARRA- HPRP AGREEMENT HOUSING DEVELOPMENT CORPORA nON OF SW FLORIDA Page 18 of29 - Agenda Item No. lbUHl C:prfpmhpr 1!'1 ?OO!1 Page 39 of 57 IN WITNESS WHEREOF, the Sub recipient and the County, have each, respectively, by an authorized person or agent, hereunder set their hands and seals on this 15th day of September, 2009 ATTEST: D~GHTE.BROCK.CLERK BOARD OF COUNTY COMMISSIONERS OF COLLIER COUNTY, FLORIDA By: DONNA FIALA, CHAIRMAN Dated: (SEAL) First Witness ~. K~ fe.w 7h 6M~ Type/print witness name Legal Aid or Collier County, A DivisJon of ~d or Broward County . y: ~ .~~ ~~. ~d Wi~s l' ..4lUl~ ~ ...) A-i)J~",* [VA-1..J~. Type/print witness name Anthony J. Karrat. ESQ. Executive Director Print Name and Title Approved as to form and legal sufficiency: -. ,. ",j( '.(. )~ ,c. ' '. Colleen M. Greene Assistant County Attorney I ! I i I / 1.- I 2009 -2010 ARRA- HPRP AGREEMENT LEGAL AID OF COWER COUl'-'TY Page 15 of31 Agenda Item No. 16D19 September 15, 2009 Page 40 of 57 EXHIBIT "A" SCOPE OF SERVICES Legal Aid Service of Collier County, A Division of Legal Aid of Broward County HPRP Legal Assistancefor Tenants Program/S09-UY-12-0024-2009-07 THE SUBRECIPIENT AGREES TO: A. PROJECT SCOPE: The Legal Aid Service of Collier County (LASCC) will provide legal services to low- income clients who are rental tenants located within Collier County and are at-risk of eviction. LASCC will also engage in community outreach efforts through free legal seminars open to the public, furnishing information and education on the legal rights of tenants. Services provided will be based on a per hour rate. All services performed must conform to the policies and procedures outlined in the HPRP Administrative Plan. Collier County Housing and Human Services (HHS) is using Department of Housing and Urban Development (HUD) Homelessness Prevention and Rapid-Re-Housing (HPRP) funds in the amount of Thirty Three Thousand Two Hundred Dollars ($33.2000) for this LASCC HPRP Legal Assistance for Tenants Program. B. BUDGET: LASCC HPRP Legal Assistance for Tenants Program Line Item: HPRP Funds Tenant Advice and Counsel $300 per case - 50 cases (2 hours x $1501hr) $15,000 More Extensive Legal Services $900 per case - 18 cases (6 hours x $1501hr) $16,200 Seminars $400 per seminar 5 seminars over 15 months $ 2,000 Total Funds: $33.200 2009 -2010 ARRA- HPRP AGREEMENT LEGAL AID OF COLLIER COUNTY Page 16 of29 Agenda Item No. 16D19 September 15, 2009 Page 41 of 57 Clarifications to the quantity and types of work to be conducted under Exhibit "A" will be processed by a Change by Letter, Exhibit "A-I", and made an integral component of this Agreement. c. PROJECT MILESTONE SCHEDULE The time frame for completion of the outlined activities shall be: MILESTONEffASK START DATE END DATE Train staff on parameters of grant program, HMIS and award reporting. 09/01/2009 09/30/2009 Initiate a fiscal reporting and accountability process in conjunction with the Collier County Finance Department and HHS Fiscal Staff 09/15/2009 10/15/2009 HMIS reporting system implementation and training 09/01/2009 09/15/2009 Subrecipient must expend at least 60% of award amount. 09/15/2009 07/15/2011 Provide legal services to 68 at-risk of eviction clients referred by participating HPRP agencies 09/30/2009 09/30/2012 Provide 5 landlord - tenant seminars ooen to the public 09/30/2009 07/15/2012 Develop and distribute 1,000 pieces ofliterature on landlord- tenant law to the public. Subrecipient must expend 100% of award by End Date. 10/112009 07/15/2012 NOTE: Petjormance milestones are in effect for program monitoring requirements only, and as such, are used by HUD and other grantor agencies as general target goals rather than strict peiformance requirements. This agreement shall aUow reimbursement of expenses for all eligible costs associated with the agreement and does not require the completion of all agreement milestones for reimbursement to be paid. Please note that if any of these activities exceed the timelines by two months a revised work schedule must be submitted to HHS. 2009 -2010 ARRA- HPRP AGREEMENT LEGAL AID OF COLLIER COUNTY Page 17 of29 Agenda Item No, 16D 19 September 15, 2009 Page 42 of 57 D. OUTCOME PERFORMANCE MEASUREMENTS: OBJECTIVE OUTCOMES ACTNITY INDICATORS Provide legal counsel to Number of tenant- Legal advice and 50 clients referred clients and clients receiving direct counsel provide free legal legal services information through legal More extensive legal 18 clients seminars and representation informational pamphlets to tenants at-risk of Provide legal seminars Provide 5 informational 5 seminars with 125 attendees eviction in Collier on landlord-tenant law seminars with County approximately 25 attendees each Provide informational 1000 pieces of literature pamphlets and/or written materials regarding tenant rights throughout the grant oeriod 2009 -2010 ARRA- HPRP AGREEMENT LEGAL AID OF COLLIER COUNTY Page 18 of29 Agenda Item No. 16D19 September 15, 2009 Page 43 of 57 IN WITNESS WHEREOF, the Subrecipient and the County, have each, respectively, by an authorized person or agent, hereunder set their hands and seals on this 15th day of September, 2009 ATTEST: DWIGHT E. BROCK, CLERK BOARD OF COUNTY COMMISSIONERS OF COLLIER COUNTY, FLORIDA By: DONNA FIALA, CHAIRMAN Dated: (SEAL) First Witness ~ The Salvation Arm., y, a Georgia Corporation ~. ~.~. ". for the Salvation ..., . ~- :;u~... 1:-'1 "",, \ '/ i . .... . By: .' ___ _ _ al.lIlIl11. ' - - - Subrecipient Sig Type/pnnt witness name \... TtRi\t-GRlffllt VICE PRESIDENT Approved as to form and legal sufficiency: ctl!~r2(l t1]n !dwQ..tZ Colleen M. Greene Assistant County Attorney 2009 -2010 ARRA- HPRP AGREEMENT THE SALVATION ARMY, A GEORGIA CORP. FOR THE SALVATION ARMY OF NAPLES Page 15 of29 Agenda Item No. 16019 September 15, 2009 Page 44 of 57 EXHIBIT" A" The Salvation Army, a Georgia Corporation for the Salvation Army of Naples S09-UY-12-0024-2009-02 HPRP Short Term Direct Rental and Utility Assistance Program THE SUBRECIPIENT AGREES TO: A. PROJECT SCOPE: The Salvation Army, a Georgia Corporation, for the Salvation Army of Naples proposes to provide utility and/or rental assistance to approximately 110 income qualified residents/families in Collier County who are at risk of becoming homeless. Clients will receive up to three (3) months of rental assistance with a maximum of $1,200 per client. Clients receiving more than one month of assistance will be referred to a budget education program for either classroom or at home instruction. All services performed and assistance payments dispersed must conform to the policies and procedures outlined in the HPRP Administrative Plan. Collier County Department of Housing and Human Services (HHS) is using Department of Housing and Urban Development (HUD) Homelessness Prevention and Rapid Re- Housing Program (HPRP) funds in the amount of One Hundred and Thirty Thousand Dollars and No Cents ($130.000) to fund the Salvation Army, Naples Corps Short Term Direct Rental and Utility Assistance Project. Salvation Army, Naples Corps HPRP Short Term Direct Rental and Utility Assistance B. BUDGET: Line Item: HPRP Funds Direct Client Assistance Utility and/or Rental Assistance $130,000 Total Funds: $130.000 Clarifications to the quantity and types of work to be conducted under Exhibit A will be processed by a Change by Letter, Exhibit A-I, and made an integral component of this Agreement. 2009 -2010 ARRA- HPRP AGREEMENT THE SAL V AnON ARMY, A GEORGIA CORP. FOR THE SALVA TJON ARMY OF NAPLES Page 16 of29 Agenda Item No. 16D19 September 15, 2009 Page 45 of 57 c. PROJECT MILESTONE SCHEDULE The time frame for completion of the outlined activities shall be: MILESTONE/T ASK START DATE END DATE Train staff and volunteers on parameters of grant program, HMIS and award reporting. 09/01/2009 09/30/2009 Initiate a fiscal reporting and accountability process in conjunction with the Collier County Finance Department and HHS Fiscal Staff 09/15/2009 10/15/2009 HMIS reporting system implementation and training 09/15/2009 10/1/2009 Subrecipient must expend at least 60% of award amount. 09/15/2009 07/15/2011 Provide approximately 110 clients with short term assistance for rent and/or utilities. Subrecipient must expend 100% of award by End Date. 10/1/2009 07/15/2012 NOTE: Performance milestones are in effect for program monitoring requirements only, and as such, are used by HUD and other grantor agencies as general target goals rather than strict performance requirements. This agreement shall allow reimbursement of expenses for all eligible costs associated with the agreement and does not require the completion of all agreement milestones for reimbursement to be paid. Please note that if any of these activities exceed the timelines by two months a revised work schedule must be submitted to HHS. 2009 -2010 ARRA- HPRP AGREEMENT THE SALV ATION ARMY, A GEORGIA CORP. FOR THE SA LV ATION ARMY OF NAPLES Page 17 of29 Agenda Item No. 16D19 September 15. 2009 Page 46 of 57 D. OUTCOME PERFORMANCE MEASUREMENTS: OBJECTIVE OUTCOMES ACTIVITY INDICATORS Prevent approximately 100% of clients will Provide 1 to 3 months Through the funding period - 110 indi viduals/families have basic needs met of rental and/or utility 110 clients assisted with rent or from becoming homeless and/ or appropriate assistance; or refer utility assistance by providing short term referrals made at the client for medium term rent and utility assistance time of contact for legal assistance as warranted. and budget counseling. ;;: 2009 -2010 ARRA- HPRP AGREEMENT THE SALVATION ARMY, A GEORGIA CORP. FOR THE SALVATION ARMY OF NAPLES Page 18 of29 Agenda Item No. 16D19 September 15, 2009 Page 47 of 57 IN WITNESS WHEREOF, the Subrecipient and the County, have each, respectively, by an authorized person or agent, hereunder set their hands and seals on this 15th day of September, 2009 ATTEST: DWIGHT E. BROCK, CLERK BOARD OF COUNTY COMMISSIONERS OF COLLIER COUNTY, FLORIDA By: DONNA FIALA, CHAIRMAN Dated: (SEAL) First Witness Youth Haven, Inc. .~ A;:~ . .-. I . ?/(, ,I /7 . ..........1 l. ' '''&. -_. ,- 6J 'I,' . 1- '1 J~l "'~~'I i' , Type/print witness name /- ~ . ~ By: .c .. #H.L.,/.. iYI. Subrecipient Signature ',,-I I . , L), Ie.! ~~d-,;,..F ~~ seco~m~s f &~ lS,~ '( 41\J L E"~ Type/print witness name Approved as to form and legal sufficiency: fJ{Q~ /r.n /1'/ '7 t' /) Ie LA II fJ1J~'~ 1,A......J./_ Colleen M. Greene Assistant County Attorney 2009 -20 I 0 ARRA- HPRP AGREEMENT YOUTH HAVEN Page 15 of29 ,A,genda Item No, 16D 19 September 15, 2009 Page 48 of 57 EXHIBIT" A" SCOPE OF SERVICES Youth HavenlS09-UY-12-0024-2009-05 Youth Haven HPRP Caring for Families Short & Medium Term Homelessness Assistance and Rapid Re-Housing Program THE SUBRECIPIENT AGREES TO: A. PROJECT SCOPE: Youth Haven's Caring for Families will assist families and individuals who are seriously at-risk of becoming homeless with both short and medium term rental assistance and utility payments. Youth Haven will also provide relocation services, moving costs, hotel/motel vouchers and security and utility deposits for families and individuals who are experiencing homelessness. All clients receiving more than one month of assistance will be referred for a budget education program for either classroom or at home instructions. In addition to the direct services provided above, Youth Haven will provide mobile case management services, outreach and engagement services, crisis counseling, budget and financial training, and referral to landlord/tenant mediation and other referrals to help participants achieve self sufficiency and stable housing. Youth Haven will also coordinate training for participating case managers and provide follow up case management to participants receiving short term HPRP assistance through Catholic Charities and the Salvation Army. All services performed and assistance payments dispersed must conform to the policies and procedures outlined in the HPRP Administrative Plan. Collier County Housing and Human Services is using Department of Housing and Urban Development (HUD) Homelessness Prevention and Rapid Re-Housing (HPRP) funds in the amount of Two Hundred and Fifty Eieht Thousand Dollars ($258.000) for Youth Haven's HPRP Caring for Families program. B. BUDGET: Youth Haven HPRP Caring for Families Line Item: Short Term Homelessness Prevention Follow Up Assistance: (1-3 months) HPRP Funds 20,000 Medium Term Homelessness Prevention Direct Assistance: 2009 -2010 ARRA- HPRP AGREEMENT YOUTH HAVEN Page 160f29 Agenda Item No. 16D19 September 15, 2009 Page 49 of 57 Utility and Rental Assistance Utility deposits (1-6 months) (60 families served with a maximum of$3,266 per family) 196,000 Rapid Re-housing Assistance: Motel/hotel vouchers, moving costs, security deposits, utility deposits, rent, and/or utility assistance 2,000 Case Management: Salary, benefits, mileage 40,000 Total Funds: $258.000 Clarifications to the quantity and types of work to be conducted under "Exhibit A" will be processed by a Change by Letter, "Exhibit A-I", and made an integral component of this Agreement. C. PROJECT MILESTONE SCHEDULE Th . fr e tIme ame or completIOn 0 t e out me actIvIties s a e: MILESTONEff ASK START DATE END DATE Train staff and on parameters of grant program, HMIS and award reporting. 09/01/2009 09/30/2009 Initiate a fiscal reporting and accountability process in conjunction with the Collier County Finance Department and HHS Fiscal Staff 09/15/2009 10/15/2009 HMIS reporting system implementation and training 09/15/2009 09115/2009 Subrecipient must expend at least 60% of award amount. 09/15/2009 07/15/2011 Provide direct assistance and case management to approximately 60 medium term clients. Provide follow up services for approx- imately 220 short term referrals from Catholic Charities and Salvation Army. Sub- recipient must expend 100% of award by 10/112009 07/15/2012 End Date. fi I . f h r d h 11 b 2009 -2010 ARRA- HPRP AGREEMENT YOUTH HAVEN Page 17 of29 Agenda Item No. 16D 19 September 15, 2009 Page 50 of 57 NOTE: Performance milestones are in effect for program monitoring requirements only, and as such, are used by HUD and other grantor agencies as general target goals rather than strict performance requirements. This agreement shall allow reimbursement of expenses for all eligible costs associated with the agreement and does not require the completion of all agreement milestones for reimbursement to be paid. Please note that if any of these activities exceed the timelines by two months a revised work schedule must be submitted to HHS. D. OUTCOME PERFORMANCE MEASUREMENTS: OBJECTIVE Provide follow up case management to ensure approximately 220 referral clients remain housed. Prevent approximately 60 individuals or families from becoming homeless by providing medium term direct assistance for rent and utility assistance. Provide direct assistance to approximately 2 individuals or families who have become homeless. Provide follow up case management to ensure cI ient remain housed. OUTCOMES 100% of clients will have had either basic needs met or received appropriate referral services. Approximately 60 individuals or families will remain housed. Approximately 2 individual or families will receIve direct assistance to ensure they are rapidly re- housed and stabilized. Approximately 100% of direct assistance clients, and referral clients are contacted and follow up referrals are provided to ensure clients remain housed. 2009 -2010 ARRA- HPRP AGREEMENT YOUTH HAVEN Page 18 of29 ACTIVITY Provide appropriate follow up and referral services to approximately 220 referral clients. Provide management, services and assistance individuals families at homelessness. case referral direct for and risk of Provide direct assistance, referral servIces, case management, and relocation services for approximately 2 individuals or families to rapidly re-house and stabilize them. Case managers will track clients who received services to ensure INDICA TORS Approximately 220 individuals and/or families are assisted and remain housed. Approximately 60 individuals or families at risk of homeless - ness remain housed. Approximately 2 individuals or families are re-housed and stabilized. Approximately 60 individuals are/or families receive case management and referral services. Agenda Item No. 16D19 September 15, 2009 Page 51 of 570 I 1 1'- XIV. ENTIRE UNDERSTANDIP!Y This Agreement aDd ita provisiooa IDCI.I'p lilY pri~ II8l='I-etltl,. if any. .betweera the perties and COIIItitub:s the eatife tmdd~g. The pIIrtiCl8 hereby ackDowlecl,p Ibat thcR have been and arc DO I~...-Jtatious. WIImUlties. COWDImtI. or andertllld.Dp other tban tboee expressly set forth herein. IN WITNESS WHEREO'. the Subreclpieot and the 0Juaty.luM: each. ~~Y. by an 8Uthorized person or agent, hereuader let their bauds amd -. on this ISt1l ,clay of ~, 2009 A 1TBST: DWIGHT B. BROCK, CLERK. BOARD OF COUNTY COMMISSIONERS OP COLLIER. COUNTY. FLORIDA By. DONNA FIALA, CHAIRMAN Dated: (SHAL) First Witncu Collia' County Hanpr & Homdea ~lirion ~~~~ Bon/! iF; S Eo r't~al1 +- Typc:lprint witDea name :=;r Second Witucss BY.~ 'Jtr.~= S 'pieot Sipdare Type/print witness name ApprovecIas to form and IepJ sufticieocy: @_M.~ Assistant County Attorney 2009 .2010 ARRA- HPRP AGREEMENT HUNGER AND HOMEI..ESS COAUTION '11I0 14 of 29 Agenda Item No. 16D19 September 15. 2009 Page 52 of 57 EXHIBIT "A" SCOPE OF SERVICES Collier County Hunger and Homeless CoalitionlS09-UY-0024-2009-06 HPRP Program Coordination and HMIS Administration THE SUBRECIPIENT AGREES TO: A. PROJECT SCOPE: The Hunger and Homeless Coalition (HHC) will provide overall program coordination and HMIS support for the non-profit agencies participating in the Homeless Prevention and Rapid Re-Housing Program (HPRP). In addition, the Coalition will perform public outreach and coordinate engagements to publicize the availability of the HPRP program, develop the HPRP administrative plan which outlines the program policies and procedures for participating agencies; develop eligibility and reporting checklists, organize training for participating agencies; and coordinate quarterly meetings and monthly, quarterly and annual performance reporting for the participating grantees. HHC will also ensure participating agencies are trained and functional in HMIS, and are capable of providing HMIS performance reporting as outlined in the HUD Notice of Funding dated March 19, 2009. Collier County Department of Housing and Human Services is using Department of Housing and Urban Development (HUD) Homelessness Prevention and Rapid Re- Housing (HPRP) funds in the amount of FORTY SEVEN THOUSAND TWO HUNDRED AND TWENTY ONE DOLLARS ($47.221) to fund the Hunger and Homeless Coalition's HPRP Program Coordination and HMIS Administration project. Hunger and Homeless Coalition HPRP Program Coordination and HMIS Administration B. BUDGET: Line Item: HPRP Funds HMIS HMIS Computers, Printers and Peripherals $ 5,000 Customized HMIS Programming by ClientTrack, Inc S 14,000 2009 -2010 ARRA. HPRP AGREEMENT HUNGER AND HOMELESS COALITION Page 15 of29 Technical Assistance and Training Travel and Training for HMIS Administrator & Project Coordinator Travel & Expenses for ClientTrack personnel to provide HMIS technical assistance and training HMIS operational Costs Office supplies, classroom materials, printing, Administration and Training Case Management Training 2 sessions @ $500/each Intake Specialist Training 2 sessions @ $400/each Quarterly Meetings 8 @ $300/each Produce Administrative Manual, Checklists, & Standard Documents (for BCC Approval) Reporting HPRP Data collection, analysis for quarterly and annual ARRA reporting (September 2009 thru July 2012 Outreach and Marketing 4 Speaking Engagements @ $250 each Agenda Item No. 16019 September 15, 2009 Page 53 of 57 $ 5,000 $ 1,000 $ 1,000 $ 800 $ 2,400 $ 5,500 $ 6,521 $ 1,000 HPRP informational literature minimum of2,000 pieces distributed (HHS approval required) $ 5,000 Total Funds: 2009 -2010 ARRA- HPRP AGREEMENT HUNGER AND HOMELESS COALITION Page 16 of29 $47.221 Agenda Item No, 16019 September 15, 2009 Page 54 of 57 Clarifications to the quantity and types of work to be conducted under Exhibit "A" will be processed by a Change by Letter, Exhibit "A-I", and made an integral component of this Agreement. c. PROJECT MILESTONE SCHEDULE The time frame for completion of the outlined activities shall be: MILESTONE/TASK START DATE END DATE Develop Administrative Manual, Checklists, Standard Documents (referral forms, stabilization 08/20/2009 09/30/2009 plans) Train staff and on parameters of grant program, HMIS and award reporting. 09/01/2009 09/30/2009 Conduct Intake Specialist 09/0 1 /2009 07/15/2012 Training Conduct Case Management Training 09/01/2009 07/15/2012 Initiate a fiscal reporting and accountability process in conjunction with the Collier County Finance Depatiment and 09/01/2009 10/15/2009 HHS Staff Outreach and Marketing 09/01/2009 07/15/2012 Data collection and analysis for HPRP reporting 09/15/2009 07/15/2012 HMIS reporting system implementation and training 09/01/2009 07/15/2012 Subrecipient must expend at least 60% of award amount. 09/15/2009 07/15/2011 Subrecipient must expend 100% of award by End Date. 1 % 1 /2009 07/15/2012 Hold quarterly HPRP meetings 10/30/2009 07/15/2012 NOTE: Performance milestones are in effect for program monitoring requirements only, and as such, are used by HUD and other grantor agencies as general target goals rather than strict performance requirements. This agreement shall allow reimbursement of expenses for all eligible costs associated with the agreement and does not require the completion of all agreement milestonesfor reimbursement to be paid. 2009 -2010 ARRA- HPRP AGREEMENT HUNGER AND HOMELESS COALITION Page 17 of29 Agenda Item No. 16D19 September 15, 2009 Page 55 of 57 Please note that if any of these activities exceed the timelines by two months a revised work schedule must be submitted to HHS. D. OUTCOME PERFORMANCE MEASUREMENTS: OBJECTIVE Functional HMIS reporting system Case Managers and intake personnel have standardized checklists and forms and are trained to determine assistance parameters and referral options. HUD reporting is standardized among agencies and IS consistent with HUD's Notice of Funding dated March 19, 2009 HPRP program information and availability IS widely disseminated throughout Collier County to individuals and families who are homeless or at risk of homelessness OUTCOMES HPRP agencies will have HMIS hardware and software in place and are trained m HMIS reporting requirements. HPRP eligibility requirements and assistance levels will be standard among participating agencies. Collier County citizens are aware that HPRP resources are available and individuals and families who are homeless or at risk of homelessness are stabilized and/or re- housed. 2009 -2010 ARRA- HPRP AGREEMENT HUNGER AND HOMELESS COALITION Page 18 of29 ACTIVITY Implementation, installation, training, and on-going technical support for HPRP agencies. Data analysis! collection and Reporting as outlined by HUD. Development of administrative policies and procedures. Development of standardized forms and checklists. Staff training for participating agencies' staff. Coordination via quarterly meeting to ensure standardization and continuity amongst participating agencies. Ensure speaking engagements are presented m diverse locations within the county. Ensure informational materials are distributed through out the County and via multiple outlets. INDICATORS All HPRP agencies have had HMIS equipment installed, staff is trained on HMIS protocols, are able to input HMIS data, and report outcomes as outlined byHUD Client eligibility, assistance and referral options are consistent among participating HPRP agenCIes. Administrative policies and procedures are easily understood and participating agencies are trained on policies, procedures and documentation. Information and best practices are communicated to participating agencies via auarterlv meetings. Collier County citizens are aware of the HPRP program. Civic groups, churches and news agencies are informed of the HPRP program target audience and know what agencies are participating Informational materials are available at a variety of outlets and in English, Spanish and Creole. Agenda Item No, 16D 19 September 15, 2009 Page 56 of 57 Special Considerations Related to the American Recovery and Reinvestment Act (ARRA) of 2009 Homeless Prevention and Rapid Re-Housing Program CFDA 14.257 Since the source of funds for this program is the American Recovery and Reinvestment Act (ARRA), additional considerations are necessary to ensure the use of funds properly implements the pUI1Jose of the Act. Generally, grantees are required to ensure that public funds are expended responsibly and in a transparent manner to further the job creation, economic recovery, and other pUI1Joses of the Recovery Act. The following table identifies the general requirements, including reporting requirements and an indication of how each requirement will be met. Consideration Timely Use of Funds Reporting (above and beyond regular grant reporting) Transparency and Prevention of Fraud General ARRA Considerations Collier County Preparations and Ability to Maintain Compliance Collier County Housing and Human Services Department (HHS) will assIgn a grant coordinator to each funded activity. It will be the coordinator's responsibility to monitor fund usage and advise management III a timely manner if funds need to be reallocated. HHS IS already III the process of identifying reporting responsibilities and identifying staff training needs to ensure HPRP and ARRA reporting compliance, As guidance is received from HUD; reporting protocols will continue to be developed. HHS IS working with the HMIS Data Administrator to identify data elements required for HMIS perfornlance reporting, Both HHS staff and the HMIS Administrator have attended HMIS training in preparation for HPRP funding. Compliance Requirement Must expend at least 60 percent of grant amount within 2 years of the date of the grant agreement and 100 percent within 3 years Quarterly performance reports are due to HUD 10 days after the end of each quarter (Initial Report due 10/1 0109) and include: 1. the total amount of Recovery Act funds received from HUD; 2. the subgrantees and total amounts awarded to each: 3. the amounts of HPRP funds allocated for the four eligible HPRP activity categories (Financial Assistance, Services, Data Collection and Evaluation. and Administrative Costs): 4. the amount expended for each of the above categories: 5. the estimated number of unduplicated individuals and families served; , To encourage transparency, HUD will require grantees receiving assistance under HPRP to provide reports that will be used for postings on the Recovery-gov website, This portal is designed to provide one centralized location for the public to find and analyze infomlation, and report potential fraud, waste, and abuse pertaining to the Recovery Act HHS will coordinate with the Grants Office to ensure appropriate central reporting processes are followed, which will at a minimum entail reporting of progress and any concerns, delays or other compliance issues to maintain a high level of transparency and accountability. The Grant Section Operations Coordinator will be responsible for collection of data and submission of HPRP reports. The Grant Operations Manager will oversee and be responsible for all section repOlis, Agenda Item No. 16D19 September 15, 2009 Page 57 of 57 Furthermore, programs funded with ARRA funding may develop grant specific compliance requirements that are above and beyond those of normal grant program requirements (for programs already in existence) or above and beyond normal operations of the grantee (including new grant programs as well). Grant specific compliance requirements are listed below: Consideration Data collection and reporting Coordination with Recovery Act Resources Timely execution of sub grant agreements ARRA HPRP Grant Program Specific Considerations Collier County Preparations and Ability to Maintain Compliance 1. The RFP application will contain language which will require sub grantees to utilize HMIS for data reporting and analysis. 2. Collier County is working with the HMIS Database Administrator and HUD to identify HMIS data elements required to adequately report performance outcomes. Collier County as Lead Agency for the local Continuum of Care will continue to partner with local non-profits, other federally funded agencies and service organizations to ensure the most efficient use of Recovery Act and HPRP funding. Compliance Requirement Must be conducted through the use of Homeless Management Information Systems (HMIS) or a comparable client-level database Maximize all resources that may be available with Recovery Act funds other than HPRP; eligible activities under other Recovery Act programs are aligned with HPRP funds to create a comprehensive package of housing and service options available to eligible program participants Grantees must award or enter into legally binding grant agreements with all subgrantees by September 30, 2009 Collier County Housing and Human Services has created timelines and set in motion all necessary provisions to ensure the competitive award process and subrecipient agreements are in place prior to September 30, 2009.