Interdepartmental Memorandum of Understanding with the Office of Housing and Community Development (2) olo 15-- (270
Interdepartmental Memorandum of Understanding
Between the City of Miami Beach
Office of Housing and Community Development
And the City of Miami Beach Homeless Outreach Team
THIS MORAMDUM OF UNDERSTANDING ("MOU" and/or the "Agreement") is made this
Y
5 day of /APR tL , 2016, between the City of Miami Beach Office of Housing and Community
Development("HCD"), and City of Miami Beach Homeless Outreach Team (Sub-recipient").
WHEREAS, HCD determined, through its One-Year Action Plan for federal funds for Fiscal
Year 2015/2016, the necessity for engaging Jewish Community Services of South Florida, Inc. ("JCS")
to provide case management services for the homeless living in the City; and
WHEREAS, the case management services included outreach and temporary employment of
the homeless encountered in the City; and
WHEREAS, via telephone conference JCS stated that they were not interested in moving
forward with the acceptance of CDBG funds awarded for Fiscal Year 2015/2016; and
WHEREAS, the City was left with the unmet need to engage and provide temporary
employment to the homeless living in the City; and
WHEREAS, HCD identified the Sub-recipient as an agency who can meet the needs of the
homeless so that Community Development Block Grant ("CDBG") funds continue providing vital
services for the community, consistent with the City's FY 2013-2017 Consolidated Plan approved by
City Commission via Resolution No. 2013-28237; and
WHEREAS, the Sub-recipient has agreed to render these needed services in the City; and
WHEREAS, the Sub-recipient is providing services for a high priority need identified in the
City's FY 2015-2016 Action Plan approved by the City Commission on July 8, 2015 through Resolution
No. 2015-29080; and
WHEREAS, the One-Year Action Plan for FY 2015/2016 was made available to the public for
comment at its City Commission meeting of July 8, 2015; and for a 30-day public review and comment
period, from July 9 through August 7, 2015; and
WHEREAS, HCD obtained Commission approval to reassign the full award from JCS to the
Sub-recipient, in the amount of TWENTY FIVE THOUSAND ($25,000) as per Resolution No. 2016-
29316.
NOW, THEREFORE, in consideration of the mutual benefits contained herein, HCD and Sub-
recipient agree as follows:
Section 1. Agreement Documents: Agreement documents shall consist of this Agreement and
five (5) Exhibits, all of which are incorporated by reference into this Agreement:
• Exhibit A- Scope of Services
• Exhibit B - Documentation
• Exhibit C- Budget
• Exhibit D- Financial Management for CDBG Funded Activities
Page 1 of 7
services, jobs, and access to new or rehabilitated housing and other facilities made
available under activities funded by the CDBG Program. "Benefits" do not include
relocation services and payments to which displacees are entitled by law.
Section 10. Assignment/Subcontract: Sub-recipient shall not subcontract, assign, or transfer all or
any portion of any work and/or service under this MOU without the prior written consent
of the City Manager, which consent, if given at all, shall be in the Manager's sole
judgment and discretion. Neither this Agreement, nor any term or provision hereof, or
right hereunder, shall be assignable unless as approved pursuant to this Section, and
g 9 PP P
any attempt to make such assignment (unless approved) shall be void. Notwithstanding
the foregoing, Sub-recipient shall be permitted to assign and subcontract the work
and/or services under this MOU to H.O.P.E. IN MIAMI DADE, INC.
Section 11. Term: This Agreement shall be deemed to have commenced as of the date of last
signature, and shall terminate on September 30, 2016.
Section 12. Termination of Agreement:
12.1 Termination for Convenience,: HCD and Sub-recipient agree that the City
Manager may terminate this Agreement, for convenience and without cause, upon
written notice to the parties, at least thirty (30) days prior to the effective date of such
termination. In the event of such termination for convenience, HCD shall cease any
payments to Sub-recipient for costs resulting from obligations, which were not properly
incurred before the effective date of termination. Additionally, Sub-recipient shall be
solely responsible for submitting a final report, as provided in Section 5 of the
Agreement, detailing all Program objectives, activities and expenditures up to the
effective date of the termination. Said "final report" shall be due within five (5) working
days following the effective date of the termination. Upon timely receipt of Sub-
recipient's "final report", HCD, at its sole discretion, shall determine the amount (if any)
of CDBG funds to be returned to HCD as a result of any incomplete Program items
and/or items not satisfactorily performed, and shall provide Sub-recipient with written
notice of any monies due. Said monies shall be due immediately and payable upon
receipt of such notice by Sub-recipient.
12.2 Termination for Cause: [Intentionally omitted]
12.3 Termination for Lack of Funds: In the event of curtailment of, or regulatory
constraints placed on the funds by HUD, this Agreement will terminate, effective as of
the time that it is determined such funds are no longer available. Costs of the Sub-
recipient resulting from obligations incurred after termination are not allowable unless
HCD expressly authorizes them in the notice of termination, or subsequent thereto.
Other costs after termination which are necessary and not reasonably avoidable are
allowable if, in the sole discretion of HCD:
a. The costs resulting from obligations which were properly incurred before the
effective date of termination, are not in anticipation of it, and, in the case of
termination, are noncancelable; and
b. The costs would be allowable if the award expired normally at the end of the
funding period in which the termination takes effect.
Section 13. Equal Employment Opportunities: The Sub-recipient shall comply with equal
employment opportunities as stated in Executive Order 11246, entitled "Equal
Page 3 of 7
determinations as defined in 24 CFR 570.209, income certifications, and written
Agreements with beneficiaries, where applicable.
The Sub-recipient is responsible for maintaining and storing all records pertinent to this
Agreement in an orderly fashion in a readily accessible, permanent and secured location
for a period of five (5) years after expiration of this Agreement, with the following
exception: if any litigation, claim or audit is started before the expiration date of the five
(5) year period, the records will be maintained until all litigation, claims or audit findings
involving these records are resolved. HCD shall be informed in writing after closeout of
this Agreement, of the address where the records are to be kept.
Section 20. Audits and Inspections: At any time during normal business hours, and as often as
City and/or Federal Government representatives may deem necessary, the Sub-
recipient shall make available all records, documentation, and any other data relating to
all matters covered by the Agreement for review, inspection or audit.
Section 21. Conflict of Interest: The Sub-recipient covenants that no person under its employ who
presently exercises any functions or responsibilities in connection with Community
Development funded activities has any personal financial interests, direct or indirect, in
this Agreement. The Sub-recipient covenants that in the performance of this Agreement,
no person having such conflicting interest shall be employed. The Sub-recipient
covenants that it will comply with all provisions of 24 CFR 570.611 "Conflict of Interest",
and the Federal, State, County and City of Miami Beach statutes, regulations,
ordinances or resolutions governing conflicts of interest. The Sub-recipient shall
disclose, in writing, to HCD any possible conflicting interest or apparent impropriety that
is covered by the above provisions. This disclosure shall occur immediately upon
knowledge of such possible conflict. HCD will then render an opinion, which shall be
binding on both parties.
Section 22. Venue: This Agreement shall be governed by, and construed in accordance with, the
laws of the State of Florida, both substantive and remedial, without regard to principles
of conflict of laws. The exclusive venue for any litigation arising out of this Agreement
shall be Miami-Dade County, Florida, if in state court, and the U.S. District Court,
Southern District of Florida, if in federal court.
Section 23. Notices: All notices required under this Agreement shall be sent to the parties at the
following address:
HCD: Kathie G. Brooks, Assistant City Manager
On behalf of the Office of Housing and Community Development Director
City of Miami Beach
1700 Convention Center Drive
Miami Beach, FL 33139
Sub-recipient: Maria L. Ruiz, Director
Office of Housing and Community Services
Care of: Homeless Outreach Team
City of Miami Beach
1700 Convention Center Drive
Miami Beach, FL 33139
[SIGNATURES TO FOLLOW]
Page 6 of 7
IN WITNESS WHEREOF, THE CITY OF MIAMI BEACH OFFICE OF HOUSING AND
• COMMUNITY DEVELOPMENT AND THE CITY OF MIAMI BEACH HOMELESS
• OUTREACH TEAM have executed this Agreement as of the day and year first written
above by their duly authorized representatives.
CITY OF MIAMI BEACH OFFICE OF HOUSING AND COMMUNITY DEVELOPMENT
Kathi . Brook Assistant City Manager
On behalf of th Office of Housing and Community Development
a Division of the Office of Housing and Community Services.
0//4
Date
CITY OF MIAMI BEACH HOMELESS OUTREACH TEAM
Maria i . R `ice of Housing and Community Development Director
Date
CITY OF MIAMI BEACH
a Florida Municipal corporation
ATTEST:
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Raf eI E. Gra ado, City CI \ sih,/, Phili• e/y-, Mayor
LI kit %-.L1
Date ; r
1.1NCORP ORATED: •
_ APPROVED AS-TO
.._.. •N FORM & LANGUAGE
17 CH ��;, & F9 EX CUTION
aft-We' t -31"x16
F:IRHCDI$ALLIHSG-CDICDBGICDBG FY 2015 20161Public Services1HOMELESS\Homeless Outreach MOU FY 15.16.docx City Attorney Dote
Page 7 of 7
EXHIBIT"A"
"SCOPE OF SERVICES"
The Sub-Recipient agrees to provide the following:
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Homeless Outreach to individuals/families who 150 Persons
are homeless in the City
Related Definitions:
Davis-Bacon Act Compliance — The Davis-Bacon Act applies to contractors and
subcontractors performing on federally funded or assisted contracts in excess of $2,000 for the
construction, alteration, or repair (including painting and decorating) of public buildings or public
works. Davis-Bacon Act and Related Act contractors and subcontractors must pay their laborers
and mechanics employed under the contract no less than the locally prevailing wages and fringe
benefits for corresponding work on similar projects in the area. The Davis-Bacon Act directs the
Department of Labor to determine such locally prevailing wage rates. Affordable housing
rehabilitation projects of eight (8) or more units using CDBG funds must ensure Davis-Bacon
Act compliance. Affordable housing rehabilitation projects of 12 or more units using HOME
funds must ensure Davis-Bacon Act compliance.
Environmental Review — Projects must have an Environmental Review unless they meet
criteria specified in HUD regulations that would exempt or exclude them from Request for
Release of Funds (RROF) and environmental certification requirements (24 CFR sections 58.1,
58.22, 58.34, 58.35 and 570.604).
Evidence of Procurement — All expenses incurred with grant funds require evidence of
procurement according to this Agreement. Please carefully read the Agreement and related
HUD rules to ensure compliance.
Monthly Progress Report — Sub-Recipient is required to submit a monthly project progress
report by thel0th of the following month. The report must be signed by the person who prepared
the report as well as the agency's authorizing party. The report summarizes the progress made,
expenses incurred and deliverables completed. This report must be completed regardless of
whether or not funds are requested.
Monthly Financial Report — Sub-Recipient is required to submit a monthly financial report by
the 10th of the following month regardless of whether or not funds are requested. The report
delineates project expenses incurred including non-City funds and must include the
corresponding evidence of expense incurred for any expense which is being submitted for
reimbursement.
Monthly Proformas—All Capital projects with multiple (more than one)funding sources require
the submission of monthly proformas to the City.
Page 1 of 20
Professional Services Contracts —Professional services funded through this Agreement must
adhere to procurement guidelines as appropriate and have executed written agreements
between the Sub-Recipient and the respective Vendor. Contracts must, at a minimum, specify
the cost, timeline and scope of service. A copy of all professional service contracts must be
submitted to the City prior to reimbursement request.
Proof of Insurance — Evidence of appropriate and required insurance must be submitted prior
to contract execution. No City funds will be dispersed prior to submission of required insurance
coverage.
Retainage — All capital projects are subject to the withholding of 10 percent of appropriate
expenses in the form of a retainage. All retained funds will be released when the project fulfills
its National Objective.
Section 3 Compliance — Any Agreement greater than $200,000 that involves rehabilitation,
housing construction, or other public construction, requires that Sub-Recipient completes and
submits to the City Form HUD 60002, Section 3 Summary Report, Economic Opportunities for
Low-and Very-Low Income Persons (OMB No. 2529-0043).
Service Deliverables
Services must be delivered as follows:
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Homeless outreach to 150 Persons Citywide MOU Execution Date—
individuals/families September 30, 2016
who are homeless in
the City
Service Benchmarks
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Homeless outreach to 150 unduplicated • Contacts field forms
contacts who are homeless in the City • Referral of services as necessary
Service Documentation
Services will be deemed as provided when the following documentation is provided within the
noted timeframes:
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,...,� a..., � ,>._ ' -'���x� 3; x ��„
� ���.,.��:�ta�''�.a�:i ;�:".�-,a� � ��xx.��:� ���' h.
Referral services to Field Contact Form Submit Monthly Finance, Program and
individuals/families who including client consent for Accomplishment Progress Reports after
are homeless in the City services and referral of service is delivered. Reports shall be
services submitted within the first 10 days of the
followin. month.
Page 2 of 20
Applicable Federal Regulations
Sub-Recipient must apply to all applicable federal regulations including:
1. Non-Discrimination and Equal Access
No person in the United States shall on the grounds of race, color, national origin, religion or sex
be excluded, denied benefits or subjected to discrimination under any program funded in whole
or in part by CDBG funds. The Sub-recipient must take measures to ensure non-discriminatory
treatment, outreach and access to program resources. This applies to employment and
contracting, as well as to marketing and selection of program participants.
Fair Housing and Equal Opportunity
Sub-recipient must comply with all the following Federal laws, executive orders and regulations
pertaining to fair housing and equal opportunity. They are summarized below:
• Title VI of the Civil Rights Act of 1964, As Amended (42 USC 2000d et seq.): States that
no person may be excluded from participation in, denied the benefits of, or subjected to
discrimination under any program or activity receiving Federal financial assistance on
the basis of race, color or national origin. The regulations implementing the Title VI Civil
Rights Act provisions for HUD programs may be found in 24 CFR Part 1.
• The Fair Housing Act (42 USC 3601-3620): Prohibits discrimination in the sale or rental
of housing, the financing of housing or the provision of brokerage services against any
person on the basis of race, color, religion, sex, national origin, handicap or familial
status. Fair Housing Act implementing regulations may be found in 24 CFR Part 100-
115.
• Equal Opportunity in Housing (Executive Order 11063, as amended by Executive Order
12259): Prohibits discrimination against individuals on the basis of race, color, religion,
sex or national origin in the sale, rental, leasing or other disposition of residential
property, or in the use or occupancy of housing assisted with Federal funds. Equal
Opportunity in Housing regulations may be found in 24 CFR Part 107.
• Age Discrimination Act of 1975, As Amended (42 USC 6101): Prohibits age
discrimination in programs receiving Federal financial assistance. Age Discrimination
Act regulations may be found in 24 CFR Part 146.
• Section 109 of Title I of the Housing and Community Development Act of 1974: Requires
that no person shall be excluded from participation in, denied the benefits of, or be
subjected to discrimination under any program or activity funded with CDBG funds on
the basis of race, color, religion, national origin or sex.
Affirmative Marketing
Sub-recipient must adopt affirmative marketing procedures and requirements for all CDBG-
assisted housing with five or more units. Requirements and procedures must include:
Page 3 of 20
• Methods for informing the public, owners and potential tenants about fair housing laws
and the Sub-recipient's policies (for example: use of the Fair Housing logo or equal
opportunity language);
• A description of what owners and/or the Sub-recipient will do to affirmatively market
housing assisted with CDBG funds;
• A description of what owners and/or the Sub-recipient will do to inform persons not likely
to apply for housing without special outreach;
• Maintenance of records to document actions taken to affirmatively market CDBG-
assisted units and to assess marketing effectiveness; and
• A description of how efforts will be assessed and what corrective actions will be taken
where requirements are not met.
Handicapped Accessibility
The CDBG regulations also require adherence to the three following regulations governing the
accessibility of Federally assisted buildings, facilities and programs.
• Americans with Disabilities Act (42 USC 12131; 47 USC 155, 201, 218 and 225):
Provides comprehensive civil rights to individuals with disabilities in the areas of
employment, public accommodations, state and local government services and
telecommunications. The Act, also referred to as the ADA, also states that
discrimination includes the failure to design and construct facilities (built for first
occupancy after January 26, 1993) that are accessible to and usable by persons with
disabilities. The ADA also requires the removal of architectural and communication
barriers that are structural in nature in existing facilities. Removal must be readily
achievable, easily accomplishable and able to be carried out without much difficulty or
expense.
• Fair Housing Act: Multi-family dwellings must also meet the design and construction
requirements at 24 CFR 100.205, which implement the Fair Housing Act (42 USC 3601-
19)
• Section 504: Section 504 of the Rehabilitation Act of 1973 prohibits discrimination in
federally assisted programs on the basis of handicap. Section 504 imposes
requirements to ensure that "qualified individuals with handicaps" have access to
programs and activities that receive Federal funds. Under Section 504, recipients and
Sub-Recipients are not required to take actions that create unique financial and
administrative burdens or after the fundamental nature of the program. For any Sub-
recipient principally involved in housing or social services, all of the activities of the
agency -- not only those directly receiving Federal assistance -- are covered under
Section 504. Contractors or vendors are subject to Section 504 requirements only in the
work they do on behalf of the Sub-recipient or the City. The ultimate beneficiary of the
Federal assistance is not subject to Section 504 requirements.
Page 4 of 20
• The Architectural Barriers Act of 1968 (42 USC 4151-4157): Requires certain Federal
and Federally-funded buildings and other facilities to be designed, constructed or altered
in accordance with standards that ensure accessibility to, and use by, physically
handicapped people.
ll. Employment and Contracting
Sub-recipient must comply with the regulations below governing employment and contracting
opportunities. These concern equal opportunity, labor requirements and
contracting/procurement procedures.
Equal Opportunity
Sub-recipient must comply with the following regulations that ensure equal opportunity for
employment and contracting:
• Equal Employment Opportunity, Executive Order 11246, as amended: Prohibits
discrimination against any employee or applicant for employment because of race, color,
religion, sex or national origin. Provisions to effectuate this prohibition must be included
in all construction contracts exceeding $10,000. Implementing regulations may be found
at 41 CFR Part 60.
• Section 3 of the Housing and Urban Development Act of 1968: Requires that, to the
greatest extent feasible, opportunities for training and employment arising from CDBG
funds will be provided to low-income persons residing in the program service area. Also,
to the greatest extent feasible, contracts for work (all types) to be performed in
connection with CDBG will be awarded to business concerns that are located in or
owned by persons residing in the program service area.
• Minority/Women's Business Enterprise: Under Executive Orders 11625, 12432 and
12138, the City and the Sub-recipient must prescribe procedures acceptable to HUD for
a minority outreach program to ensure the inclusion, to the maximum extent possible, of
minorities and women, and entities owned by minorities and women, in all contracts (see
24 CFR 85.36(e)).
Labor Requirements
Sub-recipient must comply with certain regulations on wage and labor standards. In the case of
Davis-Bacon and the Contract Work Hours and Safety Standards Acts, every contract for
construction (in the case of residential construction, projects with eight or more units) triggers
the requirements.
• Davis-Bacon and Related Acts (40 USC 276(A)-7): Ensures that mechanics and laborers
employed in construction work under Federally-assisted contracts are paid wages and
fringe benefits equal to those that prevail in the locality where the work is performed.
This act also provides for the withholding of funds to ensure compliance, and excludes
from the wage requirements apprentices enrolled in bona fide apprenticeship programs.
Page 5 of 20
unrelated but are sharing the same household shall each be considered as one-person
households.
Low and Moderate Household Income Limits
(Source: U.S. Department of Housing & Urban Development) (Note: Low-Income (80% of
Median Income), Very Low-Income (50 % of Median Income), Extremely Low (30% of Median
Income)
HUD Income Limits for FY 2016
Median Income for Miami-Dade Area = $48,100
Effective date 03/28/2016
1 2- 3- 4- 5- 6- 7- 8-
Person Person Person Person Person Person Person Person
30% $14,950 $17,050 $20,160 $24,300 $28,440 $32,580 $36,730 $40,890
Limits
Very
Low $24,850 $28,400 $31,950 $35,500 $38,350 $41,200 $44,050 $46,900
Income
Low $39,800 $45,450 $51,150 $56,800 $61,350 $65,900 $70,450 $75,000
income
Change Orders/Budget Amendments
The goal should be to limit the use of Change Orders or Budget Amendments. Change Orders
and Budget Amendments require prior written approval by the City Manager.
To request a Change Order or Budget Amendment, a written request for changes must be
submitted to your Grant Monitor delineating the changes and providing a detailed justification for
making the request. Approvals of any changes are at the sole discretion of the City Manager.
No budget amendment will be processed after June 30, 2015 for Public Service Projects. No
budget amendment will be processed for Capital Projects Budgets after eighty (80) percent of
the available funds have been drawn.
Budget amendments or Change Orders that deviate from the original scope will be rejected and
the funds in question may be subject to recapture at the sole discretion of the City Manager.
Compliance with Local Rules, Regulations, Ordinances and
Laws
Sub-Recipient must remain incompliance with all local rules, regulations, ordinances and laws
(including having an active business license) in addition to those specified in the body of the
Agreement. In addition, the Sub-Recipient must not owe any monies to the City at the time of
Agreement execution or final release of grant funds.
Page 10 of 20
The City will verify with the Finance Department to ensure that no monies are due the City prior
Y Y P
to Agreement execution.
Employee/ Contractor File Review
The following documentation must be included in the Sub-Recipient's employee/contractor file
for those employees/contractors providing services under this contract.
The following must be included in the employee files:
• Employment Application
• Evidence of degree/credentials
• Job Description Signed by Employee
• Evidence of Required Experience
• Florida Background Criminal Screening, if applicable
• National FBI Background Criminal Screening (Level 2), if applicable
• Affidavit of Good Moral Character, if applicable
• Proof of Knowledge of Policies & Procedures, if applicable
• 1-9 Verification on File
The City reserves the right to inspect those employee/contractor files whose salaries are funded
in part or in whole by its funds.
Evaluation
In its continuing effort to ensure contract compliance and performance, the City will evaluate the
Sub-Recipient in its fulfillment of the terms of this agreement including, but not limited to, the
following measures:
• Agreement compliance
• Leverage and fiscal soundness
• Accuracy and timeliness of Monthly Progress Reports
• Accuracy and timeliness of Monthly Financial Reports
• Adherence to project timelines
• Fulfillment of prescribed outcomes
Page 11 of 20
Fiscal Stability
Sub-Recipient is required to maintain fiscal stability throughout the terms of this Agreement.
This is to ensure the Sub-Recipient's ability to fulfill the terms of this Agreement and meeting of
the National Objective.
For affordable housing developers, fiscal stability policies are encouraged in anticipation of
additional HUD guidance regarding fiscal oversight for rental projects. More so, as projects have
extended lives, fiscal stability underscores the long-term viability of the housing units.
Leverage
g
For HOME-funded projects, the Sub-Recipient must.demonstrate the commitment of other
sources of funds committed to the City-funded project. Furthermore, all other identified funds
must be in place prior to the use of HOME funds.
The documentation that demonstrates this fiscal leverage is the Subsidy Layering Review and
underwriting.
Monitoring & Performance Reviews
The City reserves the right to inspect, monitor and/or audit the Sub-Recipient to ensure
contractual compliance. This includes, but is not limited to:
• Review of on-site service delivery
• Inspection and review of client, budgetary and employee files (for those employees
providing services under this Agreement)
Monitoring visits will take place within 120 days of the commencement of services. The City will
notify the Sub-Recipient a minimum of three (3) business days prior to a monitoring visit.
Performance Ratings
Sub-Recipient agrees that its Performance Rating, the score awarded for performance on the
following measures, will be posted on the City's website on an annual basis:
• Timely and accurate submission of Monthly Progress Report
• Timely and accurate submissions of Monthly Financial Reports (reimbursement
requests)
• Delivery of contracted service units
Ratings will be given for each performance measure based on the following:
Page 12 of 20
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•a
:4 n< r44:
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£v...
Timely and accurate submission of Monthly ➢ "0"for failing to submit on time
Progress Report ➢ "25"for submitting on time
Timely and accurate submissions of Monthly ➢ "0" for failing to submit accurate report with
Financial Report(reimbursement requests) back-up material on time
➢ "25"for submitting accurate report on time
Delivery of contracted service units within Possible score of 0 to 50 based upon
contracted timeframe completion of projected service units. Score is
pro-rated if total projected service units are
not met.
Proformas
Capital projects must submit certified monthly proformas that indicate project funding sources
and correlating uses. Proformas must be certified by the preparing party as well as the agency's
signatory as reflected within this Agreement.
Reporting Requirements
The Sub-Recipient will provide the City with a Monthly Progress Report and Monthly Financial
Report by the 10th of the following month. In the event that the 10th of the month lands on a
Saturday, Sunday or holiday, the report must be submitted the following business day.
The following chart depicts the submission dates for the term of this Agreement:
A ri! 2016 Ma ' 10, 2016
Ma 2016 June 10, 2016
June 2016 Jul 11, 2016
Jul 2016 Au.ust 10, 2016
Au.ust 2016 September 12, 2016
September 2016 October 10, 2016
Monthly reports will be submitted via any of the following methods:
• Standard mail
• Hand delivery
Monthly reports will not be considered acceptable unless the following is met:
• Forms are completely and accurately filled
Page 13 of 20
• Necessary back-up materials are included (evidence of expense incurred, invoices, time
• logs, executed AIA Forms, etc.)
• Reports bear the signature of the person preparing the report and the Sub-Recipient's
authorized signatory
Monthly Progress Reports should encapsulate a project's progress in alignment with the funds
expended.
Rent Roll Submissions
Sub-Recipients using City funds for the creation or rehabilitation of affordable housing must
submit tenant rent rolls within thirty (30) days of meeting the National Objective and every year
thereafter for a minimum of fifteen (15) years in adherence with the affordability period required
with use of these funds. For completed projects, certified tenant rolls must be submitted
annually by November 1St. Tenant rolls must be certified by the Sub-Recipient Agency's
authorized signatory.
Those projects with a longer affordability period require annual tenant rolls for the period of
affordability established in the City's Restrictive Covenant and/or mortgage. These tenant rolls
must be submitted by November 1st of each year of affordability. Tenant rolls must be certified
by the Sub-Recipient Agency's authorized signatory.
Retainage
All capital projects utilizing HUD funds are subject to a ten (10) percent retainage that will not be
released until the National Objective is met. Retainage will be held as appropriate from all
submitted reimbursement requests.
Subsidy Layering Review
All affordable housing projects using CDBG/HOME funds require the completion of an
independent Subsidy Layering Review and underwriting. These reviews must be completed
prior to the project being submitted via HUD's IDIS system and precedes the incurrence of any
related funds. Therefore, no capital projects will be deemed eligible for reimbursement until the
Subsidy Layering Review and underwriting have been received and accepted by the City.
The expense for the Subsidy Layering Review and underwriting services are eligible for
reimbursement if the project proceeds but is not eligible for reimbursement otherwise.
Timeliness of Reimbursement,Requests
Reimbursement requests must be submitted no later than sixty (60) days from the incurrence of
the expense. The City will strictly monitor this element. Please note that cancelled checks must
be submitted in conjunction with all reimbursement requests. Therefore, the Sub-Recipient
should calendar itself accordingly to ensure that reimbursement requests are submitted to the
City in a timely manner.
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Training Requirements
Sub-Recipient must ensure that the person responsible for preparing the Monthly Progress
Report and Monthly Financial Report attends the City's Sub-Recipient Reporting Training and
places the attendance certificate in the employee's personnel file for inspection by the City
during its monitoring visit.
Additional Documentation
The following documentation must be submitted with this executed agreement:
• All required insurance certificates
• Copy of current audit
• Copy of required business licenses and permits
Page 15 of 20
EXHIBIT"B"
"Documentation"
Sub-Recipient agrees to provide the following documents as part of its reporting requirements
as applicable:
To Document Insurance Coverage:
• Copy of insurance policy or binder(with proof of payment)with limits and scope of
coverage adding the City of Miami Beach as additional insured
To Document Service:
• Field Contact Form must include:
a) Service location
b) Demographic information as required in the CDBG Accomplishment Form to be
provided by the City at the time of agreement execution
c) Executed client consent agreement
d) Client authorization to release information
e) List of referral services to be provided, if any
f) Any additional documents as requested by the City
Page 16 of 20
EXHIBIT"C"
"Budget"
The attached budget reflects the scope of expenses that may be incurred through this
Agreement. All expenses must comply with applicable rules and regulations including
Procurement and Davis Bacon Act.
Page 17 of 20
; MIAM,' C DBG FY 2015/16
Project Budget
Sub-Recipient: City of Miami Beach/Homeless Outreach Team Project: Homeless Outreach
Please list all items that will be reimbursed by the City of Miami Beach.
Personnel(Employees Only)-List Position Title
Personnel!;Expenses-Iategory Totals„ aIii'4.4K14011
Operating Expenses-Category Totals
Operating,Expenses Category Totalsr,; Rr $
Capital/Equipment Costs
Ca"•itallEquipment=Costs' CategoryTTotals .'" 44404 $Professional Services
Homeless Outreach Services $25,000.00 $25,000.00
Professional Services 'Category Totalsl 'Zt�t h 3 ``"
. ���,� � $ 25,000.00
Other Costs
Other Costs,category=Totals � �g � �
Project Totasa ,l*ategoriesA q M ' tO t >K4 $25,000.00
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EXHIBIT"D"
"Financial Management"
To comply with federal regulations, each program must have a financial management system
that provides accurate, current and complete disclosure of the financial status of the activity.
This means the financial system must be capable of generating regular financial status reports
which indicate the dollar amount allocated for each activity (including any budget revisions),
amount obligated (i.e., for which contract exists), and the amount expended for each activity.
The system must permit the comparison of actual expenditures and revenues against budgeted
amounts. The City must be able to isolate and to trace every CDBG dollar received and prove
where it went and for what it was used.
The City is responsible for reviewing and certifying the financial management of any operating
agency, which is not a City department or bureau, in order to determine whether or not it meets
all of the above requirements. If the agency's system does not meet these requirements and
modifications are not possible, the City must administer the CDBG funds for the operating
agency.
Support for Expenditures
Sufficient support for expenses depends on the type of expenditure. They normally include the
following items:
• Salaries - Should be supported by proper documentation in personnel files of hire date,
position, duties, compensation, and raises with effective date, termination date, and similar
type information. Non-exempt employees are required by law to complete a timesheet
showing number of hours they worked during the day. All employees paid in whole or in
part from CDBG funds should prepare a time sheet indicating the hours worked on CDBG
projects for each pay period. Based on these time sheets and the hourly payroll costs for
each employee, a voucher statement indicating the distribution of payroll charges should be
prepared and placed in the appropriate files.)
• Employee Benefits - Should be supported by personnel policies and procedures manual,
describing the types of benefits, eligibility and other relevant information.)
• Professional Services - Should be supported by a complete and signed copy of the
contract between the organization and the independent contractor, describing at the
minimum, period of service, type of service and method for payments, in addition to the
invoice from the private contractor.)
• Purchases - At a minimum, purchases should be supported by a purchase order, packing
list and vendor invoice. Credit card statements, travel itineraries, vendor statements and
similar items do not represent support for an expense.
Page 19 of 20
Records
Accounting records must be supported by source documentation. Invoices, bills of lading,
purchase vouchers, payrolls and the like must be secured and retained for five years in order to
show for what purpose funds were spent. Payments should not be made without invoices and
vouchers physically in hand. All vouchers/invoices should be on vendor's letterhead. Financial
records are to be retained for a period of five years, with access guaranteed to the City, to HUD
or Treasury officials or their representative.
Audits
For years beginning after June 30, 1996, all nonprofit organizations, state governments, and
local governments that receive Federal funding fall under the revised OMB Circular A-133,
Audits of States, Local Governments, and Nonprofit Organizations. Non-Federal entities that
expend $500,000 or more in a year in Federal awards must have a single or program-specific
audit.
One copy of the sub-recipient or vendors' audited financial statement shall be submitted to the
City immediately following the end of the fiscal year(s) during which CDBG funds are received.
All auditees must submit to the Federal Audit Clearinghouse (FAC) a data collection form (Form
SF-SAC) and reporting package upon completion of the annual audit in accordance with OMB
Circular A-133. The deadline for this submission is the earlier of the 30 days after receipt of the
auditor's report(s), or nine months after the end of the audit period, unless a longer period is
agreed to in advance by the cognizant or oversight agency for the audit. Address for
submission is:
The Federal Audit Clearinghouse
1201 E. 10th Street
Jeffersonville, IN 47132
Phone (301)457-1551 or(800) 253-0696
Email: aov.fac(c�census.gov
Web: http://harvester.census.gov/sac
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