CDBG Program Cooperation Agrmt
.11-\
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
COOPERATION AGREEMENT
This Agreement is entered into this 6th day of January, 1999, by and between the
Community/Economic Development Department, acting through and on behalf of the
City of Miami Beach and the City of Miami Beach Recreation, Culture and Parks
Department hereinafter called the called the Project Operator, hereto mutually agree as
follows:
WITNESSETH:
WHEREAS, the City has entered into an agreement with the U.S. Department of
Housing and Urban Development (HUD) for the purpose of conducting a Housing and
Community Development Program with Federal financial assistance under Title I of the
Housing and Community Development Act of 1974, as amended, hereinafter called "Act";
and the Cranston-Gonzalez National Affordable Housing Act of 1990; and the Housing and
Community Development Act of 1992; and
WHEREAS, the City has determined through an amendment to its One-Year Action
Plan for Federal Funds for FY 1998/99 which includes the budgets for the Community
Development Block Grant (CDBG) Program, Emergency Shelter Grants (ESG) Program,
and HOME Investment Partnership Program, the necessity for providing North Beach
Youth Services (the Project); and
WHEREAS, One-Year Action Plan was adopted by City of Miami Beach Resolution
98-22814 on July 1,1998; and
WHEREAS, the City desires to engage the Project Operator to render certain
services in connection therewith:
NOW, THEREFORE, the parties hereto agree as follows:
SECTION I:
SCOPE OF SERVICES
The Project Operator agrees to implement the Year Twenty-Four (24) Activity in
accordance with the attached Budget as follows:
North Beach Youth Services - $15.000
570.208(a)(2), 570.201 (e)
To provide after-school and summer camp recreation programs at the following
parks: North Shore, Fairway, Normandy and Tatum. Approximately 281 low- and
moderate-income youth residing in the northern Community Development Target
Area will be served.
SECTION II: TERM OF AGREEMENT
This Agreement shall be deemed effective upon approval and release of funds by
HUD or upon being duly executed by both parties, whichever is later.
This Project shall become operational as of , 1999, subject to the approval
of this Agreement by the Community/Economic Development Department (C/ED
Department) Director, and shall be completed by September 30, 1999. The term specified
herein may be subject to any applicable term restrictions and limitations prescribed by
HUD, and/or as may be otherwise prescribed herein.
SECTION III:
USE OF FUNDS
A. Project funds shall be used for those costs which are applicable to this Agreement.
No Project funds shall be obligated for payment of costs incurred for the Project
2
S. Costs incurred under this Project shall be in compliance with Federal Management
Circular OMS A-87 and Uniform Administrative Requirements, 24 CFR Section 85,
as set forth under 570.502.
C. The Project Operator shall maintain a citizen participation file which shall include
copies of written comments and/or complaints received regarding the Project
assisted under this Agreement, and copies of all responses.
D. The Project Operator shall comply with the 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. No member,
officer, or employee of the City of Miami Beach, or its designees or agents, no
member of the governing body of the locality in which the COSG program is
situated, and no other public official of such locality or localities who exercises any
function or responsibilities with respect to the Project during this tenure or for one
year thereafter, shall have any interest, direct or indirect, in any contract or
subcontract, or the proceeds thereof, for work to be performed in connection with
the Project assisted under this Agreement.
E. The Project Operator agrees that when sponsoring a Project financed in whole or
in part under this Agreement, all notices, informational pamphlets, press releases,
advertisements, descriptions of the sponsorship of the Program, research reports,
and similar public notices prepared and released by the Provider shall include the
statement:
"FUNDED BY THE CITY OF MIAMI BEACH
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM"
In written materials, the words "CITY OF MIAMI BEACH COMMUNITY
3
DEVELOPMENT BLOCK GRANT FUNDS ADMINISTERED BY THE
COMMUNITYI ECONOMIC DEVELOPMENT DEPARTMENT" shall appear in the
same size letters or type as the name of the Project Operator.
SECTION IV:
PROCUREMENT
A. The Project Operator shall follow the City of Miami Beach's procurement
procedures.
B. All procurement transactions regardless of whether by sealed bids or by negotiation
and without regard to dollar value, shall be conducted in a manner that provides
maximum open and free competition consistent with 24 CFR 85.36, "Uniform
Administrative Requirements-Procurement", except paragraph (a).
C. The Project Operator shall take affirmative steps to assure that Section 3 firms,
minority owned firms and women-owned businesses are utilized whenever possible
as sources of supplies, equipment, construction and services.
D. The Project Operator shall maintain records sufficient to detail the significant history
of a procurement. These records shall include, but are not necessarily limited to,
information pertinent to the following: rationale for the method of procurement,
selection of contract type, contractor selection or rejection, and the basis for the cost
or price.
E. The cost plus a percentage of cost and percentage of construction cost method of
contracting shall not be used.
F. The Community Development Division within the CIED Department shall review
and approve all procurement(s) prior to any transactions performed by the Project
4
Operator.
SECTION V:
METHOD OF PAYMENT
A. It is expressly understood and agreed that the total compensation to be paid for
actual expenses incurred shall not exceed the total amount of One Hundred Fifty
Thousand and 00/100 dollars ($150,000) of Program Year Twenty Four (24) CDBG
funds.
B. Payments shall not be made unless approval has been received from the
Community Development Division within the C/ED Department prior to obligating
any CDBG funds.
C. The Community/Economic Development Department retains the right to prepare
and process the financial documents necessary to ensure proper payments.
SECTION VI:
AMENDMENTS
The following types of changes require the prior written approval from the Community
Development Division within the C/ED Department:
1. Changes in the Scope of Services.
2. Changes in any budget line-item.
3. Changes in the total appropriation.
In addition, appropriate documentation shall be submitted with any requests for increase
in the Project budget.
5
SECTION VII:
REPORTING AND EVALUATION REQUIREMENTS
Maintaining credibility for the Community Development program rests heavily on the
ability to produce an impact in income-eligible areas, through progress in accomplishing
scheduled activities. An effective method for maintaining Project progress against a
previously established schedule is through Project evaluation and reporting, which will
consist of both written reports and staff discussions on a regular basis. The ClEO
Department will monitor each Activity as required by HUD. The Project Operator also
assures prompt and efficient submission of the following:
A. Monthly Reports. due no later than the tenth (10th) day of the succeeding month.
Contents of the reports attached hereto and made a part hereof as Appendix 2 shall
include, but not necessarily be limited to, the following:
1. The Narrative Report
2. The Client Profile Report, when applicable.
3. The Financial Status Report, when applicable, which shall include the
request for payment and supporting documentation.
The Narrative Report, Financial Status Report and Client Profile Report must each contain
(i) the month for which the Monthly Report is submitted, (ii) the date submitted, and (iii) an
original signature of the person responsible for the contents of the Monthly Report.
B. Special Reports, required if determined necessary by the Community Development
Division within the ClEO Department.
6
C. Final Evaluation. due within twenty (20) days of contract completion. The final
report documents how the Statutory National Objective and the eligibility
requirements were met and must be submitted by the Project Operator for review
and approval. The contents of same shall include a cumulative total of the data
submitted during the Project's operation. Further, such report shall include
statistical findings which depict program efficiency; i.e., the number of dollars spent,
including non-CDBG funding sources, to render actual service to Project recipients,
and an overall evaluation of the Project's effectiveness, and quantitative results.
The final report will be evaluated and the Project Operator will be notified if
additional data is necessary or that the Activity is considered "closed-out".
There may be other reporting requirements in the event of Project changes, the
need for additional information or documentation arises, and/or legislative amendments are
enacted. The Project Operator shall be informed, in writing, if any changes become
necessary.
SECTION VIII:
COMPLIANCE REQUIREMENTS
A. The Project Operator agrees to comply with Section 3 of the Housing and Urban
Development Act of 1968, as amended, which provides that to the greatest extent
feasible, contract opportunities and opportunities for training and employment shall
be given to low income Miami Beach residents and businesses owned by, controlled
by, or employing a substantial number of, low income Miami Beach residents.
B. Pursuant to Section 109 of the Housing and Community Development Act, the
Project Operator certifies that no person shall be denied the benefits of the program
on the grounds of race, color, national origin or sex.
C. The Project Operator agrees to comply with the First Amendment Church/State
7
principles.
SECTION IX:
AUDIT AND INSPECTIONS
At any time during normal business hours and as often as City and/or Federal
Government representatives may deem necessary, there shall be made available to
representatives of the City and/or the Federal Government to review, inspect or audit all
records, documentation, and any other data relating to all matters covered by the
Agreement.
SECTION X:
COMPLIANCE WITH LOCAL. STATE AND FEDERAL
REGULA TIONS
The Project Operator agrees to comply with all applicable Federal regulations as
they may apply to Project administration and to carry out each Activity in compliance with
the laws and regulations as described in 24 CFR Part 570 Subpart K. Additionally, the
Project Operator will comply with all state and local laws and ordinances hereto applicable.
SECTION XI:
ADDITIONAL CONDITIONS AND COMPENSATION
It is expressly understood and agreed by the parties hereto that momes
contemplated by this Agreement to be used for compensation originate from grants of
Federal CDBG funds, and must be implemented in full compliance with all of HUD's rules
and regulations.
It is expressly understood and agreed that in the event of curtailment or non-
production of said Federal grant funds, the financial sources necessary to continue to pay
the Project Operator compensation will not be available and that this Agreement will
thereby terminate effective as of the time that it is determined that said funds are no longer
8
available.
IN WITNESS WHEREOF, the Community/Economic Development Department and
the Project Operator hereto have caused this Agreement to be executed by their duly
authorized officials on the day and date first indicated above.
~tALI.-
WIT ESS
w,4cf~~
~MtO ,( ~
CHR STINA . CUERVO
ASSISTANT CITY MANAGER
-:-:>
WITNESS
~ 0
KEVIN SMITH
DIRECTOR
RECREA TION,
DEPARTMENT
W~S~
CUL TURE
AND
PARKS
F:\DDHP\$ALL \CHERYL \FORMS\CDBG\FY98-99\EACHCNTR\PARKCOOP .AGR
9
APPENDIX 1
BUDGET SUMMARY
BUDGET ITEMIZATION
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APPENDIX 2
NARRATIVE REPORT
FINANCIAL STATUS REPORT
11
CITY OF MIAMI BEACH
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
MONTHLY NARRATIVE REPORT FISCAL YEAR 1998/9
m
Provider: CMB Parks and Recreation Department Project Name: North Shore Youth Services
Reporting Period:
Name of Person Submitting Report:
Signature:
Date Submitted:
Title:
Additional pages may be attached if more space is needed
1. Describe in narrative form the activities completed and/or services provided during this month's
reporting period. Use units of measure to quantify the accomplishments described.
2. If no accomplishments can be described for this month's reporting period, describe the efforts
undertaken to fulfill contract goals by program year end. Explain any organizational or other
problems which have affected the expenditure of CDBG funding.
3. Miscellaneous (e.g., special recognitions, awards, special circumstances encountered, etc.)
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RESOLUTION NO. 99-23012
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, APPROVING AN .AMENDMENT TO
THE 1998/99 ONE-YEAR ACTION PLAN COMPONENT OF THE CITY'S
CONSOLIDATED PLAN, REALLOCATING $44,000 OF FISCAL YEAR
1998/99 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG)
PROGRAM FUNDS FROM THE CITY'S MULTI-FAMILY HOUSING
REHABILITATION PROGRAM TO THE FOLLOWING PROJECTS:
SOUTH SHORE HOSPITAL COMMUNITY AIDS PROGRAM IN THE
AMOUNT OF $15,000, THE CITY OF MIAMI BEACH PARKS
DEP ARTMENT NORTH BEACH YOUTH SERVICES IN THE Al\'IOUNT OF
5 15,000, STANLEY C. . MYERS COMMUNITY HEALTH CENTER
(STANLEY MYERS) PRESCRIPTION PROGRAM IN THE AMOUNT OF
57,500, AND LITTLE HAVANA ACTIVITIES AND NUTRITION CENTERS
OF MIAMI, INC. (LHANC) ELDERLY MEALS PROGRAM IN THE
AMOUNT OF $6,500; AND F~THER AUTH;ORIZING THE MAYOR AND
CITY CLERK TO EXECUTE AMENDMENTS TO THE AGREEMENTS
BETWEEN THE CITY AND STANLEY MYERS AND BETWEEN THE
CITY AND LHAL~C AND TO EXECUTE A NEW AGREEMENT BETWEEN
THE CITY AL'\TD SOUTH SHORE HOSPITAL.
WHEREAS, on July 1, 1998 the Mayor and City Commission adopted Resolution No. 98-
22814 approving the One-Year Action Plan for 1998/99 Federal Funds; and
WHEREAS, the One- Year Action Plan for 1998/99 lists the grant awards for the
Community Development Block Grant (CDBG) Program subrecipients that provide services through
this program; and
\VHEREAS, the ma"(imum portion of CDBG funds that may be expended on public services
projects is limited to fifteen percent (15%) of the CDBG entitlement grant plus program income
generated the previous program year; and
WHEREAS, historically the City allocates the ma"(imum portion of CDBG funds possible
to public services projects; ,and
WHEREAS, during the adoption of the One-Year Action Plan, the amount ofCDBG funds.
available for public services projects was recalculated at the direction of the City Commission; and
WHEREAS, recalculation of the amount of funds available for public services projects
resulted in an additional $44,000 of CDBG funds available for allocation to public services projects;
and
WHEREAS, the City desires to increase the funding for public services projects for fiscal
year 1998/99 by $44,000, which requires a corresponding decrease in the allocation to other non-
public services projects for fiscal year 1998/99; and
WHEREAS, the City wishes to amend the One-Year Action Plan for Fiscal Year 1998/99
by reallocating $44,000 from the City's Multi-Family Housing Rehabilitation Program to the
following public services projects in the amounts indicated: South Shore Hospital Community AIDS
program in the amount of$15,000, the City of Miami Beach Parks Department North Beach Youth
Services in the amount of $ I 5,000, Stanley C. Myers Community Health Center (Stanley Myers)
Prescription program in the amount of $7,500, and Little Havana Activities and Nutrition Centers
of Miami, Inc. (LHANC) Elderly Meals program in the amount of $6,500; and
WHEREAS, the City. wishes to amend the existing Agreements between .the City and
Stanley Myers and between the City and LHANC, increasing the grant award for Stanley Myers
Prescription program from $28,500 to $36,000, and increasing the grant award for LHANC Elderly
Meals program from $55,000 to $61,500; and
WHEREAS; the City wishes to execute a new Agreement between the City and South Shore
Hospital in the amount of$15,000; and
WHEREAS, at the Community Development Advisory Committee (CDAC) meeting on
November 17,1998, the CDAC unanimously recommended approval of the proposed amendment;
and
WHEREAS, the proposed amendment does not change the priority needs or objectives as
outlined in the Fiscal Year 1998/99 One- Year Action Plan.
NOW, THEREFORE, BE IT RESOLVED BY THE MA YOR AND CITY
COMMISSION OF THE CITY OF MIAt'1I BEACH, FLORIDA, that the Mayor and City
Commission herein approve an Amendment to the 1998/99 One- Year Action Plan Component of
the City's Consolidated Plan, reallocating $44,000 of fiscal year 1998/99 Community Development
Block Grant (CDBG) Program funds from the City's Multi-family Housing Rehabilitation Program
to the following projects: South Shore Hospital Community Aids Program in the amount of$15,000,
the City of Miami Beach Parks Department North Beach Youth Services in the amount of $15,000,
Stanley C. Myers Community Health Center (Stanley Myers) Prescription program in the amount
of $7,500, and Little Havana Activities and Nutrition Centers of Miami, Inc. (LHANC) Elderly
Meals program in the amount of$6,500; and further authorize the Mayor and City Clerk to execute
amendments to the Agreements between the City and Stanley Myers and between the City and
LHANC and to execute a new Agreement between the City and South Shore Hospital.
PASSED and ADOPTED this ~day of January, 1999.
ATTEST:
WIfJ
MAYOR
14k r p~
CITY CLERK
APPROVED A5 TO
FORM & LANGUAGE
& FOR EXECUTION
1/Ii'f~
Aitorney
(2./1/91
Data
F:IDOHPISALL ICI'iER YLIACTPLAN\FY?8-99\PUBSYC98.RSO
CITY OF MIAMI BEACH
ITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
lp :\\ci. miami-beach. n. us
~
COMMISSION MEMORANDUM NO. q -'49
TO:
Mayor Neisen O. Kasdin
Members of the City Co mission
DATE: January 6,1999
FROM:
Sergio Rodriguez
City Manaoer
. ~
~
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAIVII BEACH, FLORIDA, APPROVING Al'\f AMENDMENT TO
THE 1998/99 ONE-YEAR ACTION PLAN COMPONENT OF THE CITY'S
CONSOLIDATED PLAN, REALLOCATING $44,000 OF FISCAL YEAR
19.~W99 COMMUNITY DEVELOPMENT BLOCK GR-'\NT (CDBG)
PROGR-'\M FUNDS FROM THE CITY'S MUL TI-F Al\tIIL Y HOUSING
REHABILITATION PROGR<\l\tI TO THE FOLLOWING PROJECTS:
SOUTH SHORE HOSPITAL COMMUNITY AIDS PROGRAM IN THE
AMOUNT OF $15,000, THE CITY OF lVIIAl\tU BEACH PARKS
DEPARTNIEl'IT NORTH BEACH YOUTH SERVICES IN THE Al\-IOUNT OF
SI5,000, STANLEY C. MYERS COMMUNITY HEALTH CENTER
(STANLEY MYERS) PRESCRIPTION PROGRAl\tI IN THE AMOUNT OF
57,500, AND LITTLE HA V ANA ACTIVITIES AND NUTRITION CENTERS
OF MIAMI, INC. (LHANC) ELDERLY MEALS PROGRAM IN THE
AMOUNT OF $6,500; Al'ID FURTHER AUTHORIZL'\fG THE MAYOR AND
CITY CLERK TO EXECUTE At\'IENDMENTS TO THE AGREEMENTS
BETWEEN THE CITY Al'\fD ST..:\NLEY MYERS Al'\fD BET\VEEN THE
CITY AND LHANC Al'\fD TO EXECUTE A NE\V AGREENIENT BET\VEEN
THE CITY Al'\fD SOUTH SHORE HOSPITA.L.
ADMINISTR-\ TION RECOMMENDATION
Adopt the Resolution.
BACKGROC:'oiD
On July 1. 1998, the City adopted the One-Year Action Plan for Federal Funds for Fiscal Year
1998/99. The Plan allocates funds received from the U.S. Department of Housing and Urban
Development (HUD) through the Community Development Block Grant (CDBG) Program. In
AGENDA ITEM
L16
I -(~-~
DATE
COMMISSION MEMORANDUM
PAGE 2
accordance with HUD regulations, reallocation of funds reqUIres thut the City conduct an
amendment to the One-Year Action Plan.
HUD regulations stipulate a formula for determining the maximum amount ofCDBG funds that may
be used for public services projects. That formula is fifteen percent (15%) of the CDBG entitlement
grant award plus program income received during the previous program year.
During the adoption of the One- Year Action Plan, the Commission directed the Administration to
award an additional $10,000 to the LHANC Elderly Meals Program. In doing so, the Administration
had to ensure that the 15% cap on public services would not be exceeded and. at the same time, keep
the other proposed grant amounts for the other public services projects constant. The only way to
accomplish this result was to recalculate the program income.
In the process of.th~ recalculation, the Administration determined that, in addition to the $10,000
that could be allocated to the LHANC Elderly Meals Program, an additional $44,000 of CDBG
funds could be allocated for public services projects. Historically, the City has allocated the
maximum amount possible for public services projects. Therefore, the City desired to reallocate
$44,000 of fiscal year 1998/99 COBO funds from the City's Multi-family Housing Rehabilitation
program to public services projects.
The Administration presented its funding recommendations to the Community Development
Advisory Committee (CDAC) at its meeting held on November 17, 1998. CDAC reviewed the
Administration's proposal to reallocate the fiscal year 1998/99 CDBG funds for ,public services
projects, made additional recommendations, and unanimously recommended approval of the
proposed amendment. The Administration concurs with the CDAC's recommendations.
ANAL YSIS
This amendment is a substantial change to the One- Year Action Plan for Fiscal Year 1998/99
because CDBG funds are being reallocated from one eligible activity to another. The Administration
has complied with HUD requirements for implementing a substantial amendment to the One- Year
Action Plan and the City's Citizen Participation Plan by advertising a thirty-day citizen comment
period in English and Spanish newspapers of general circulation. No comments were received.
Reallocating the CDBG funds as proposed provides increased funding for much needed services for
the City's elderly and youth and provides medical prescriptions and anonymous HIV/ AIDS screening
free of charge to eligible clients.
COMMISSION MEMORANDUM
PAGE 3
CONCLUSION
.'
The Administration recommends that the Mayor and City Commission adopt the attached Resolution
approving an amendment to the 1998/99 One-Year Action Plan component of the City's
Consolidated Plan. reallocating $44,000 of Fiscal Year 1998/99 Community Development Block
Grant (CDBG) Program funds from the City's Multi-family Housing Rehabilitation Program to the
following projects: South Shore Hospital Community Aids Program in the amount of$15,OOO, the
City of Miami Beach Parks Department North Beach Youth Services in the amount of$15.000.
Stanley C. iv(yers Community Health Center (Stanley Myers) Prescription program in the amount
of $7,500, and Little Havana Activities and Nutrition Centers of Miami. Inc. (LHANC) Elderly
Meals program in the amount of$6,500; and further authorize the Mayor and City Clerk to execute
amendments to the Agreements between the City and Stanley Myers and between the City and
LHANC and to execute a new Agreement between the City and South Shore Hospital.
~ if1jv . ,~ ,IA
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