Community Development Block Grant Agreement with H.O.P.E., Inc. COMMUNITY DEVELOPMENT BLOCK GRANT AGREEMENT
FISCAL YEAR 2018
BETWEEN
THE CITY OF MIAMI BEACH, FLORIDA
AND
HOUSING OPPORTUNITIES PROJECT FOR EXCELLENCE, INC. (H.O.P.E., INC.)
This Agreement made and entered into this ,2—Co,2- day of AP nl L , 2019, by and
between the CITY OF MIAMI BEACH, FLORIDA, a Florida municipal corporation having its principal
office at 1700 Convention Center Drive, Miami Beach, Florida, 33139, (hereinafter referred to as "City"),
and HOUSING OPPORTUNITIES PROJECT FOR EXCELLENCE, INC. (HOPE, INC.), a Florida not-
for profit corporation, having its principal office at 11501 NW 2 Avenue, Miami, Florida 33168
(hereinafter referred to as "Sub-Recipient").
WHEREAS, the City is an entitlement recipient of U.S. Department of Housing and Urban
Development (HUD) grant funds for the Community Development Block Grant (CDBG), and HOME
Investment Partnership programs (HOME), and the City expects to continue to receive entitlement
funds from these grant programs to operate the City's housing and community development activities;
and
WHEREAS, each year, the City prepares a One-Year Action Plan detailing how it intends
to allocate funds received from HUD to conduct eligible activities for the benefit of low-and-moderate-
income residents; and
WHEREAS, on July 25, 2018, the City Commission approved Resolution No. 2018-
30390, approving the One-Year Action Plan for Federal Funds for FY 2018, and providing CDBG funds
in the amount of ONE HUNDRED AND EIGHTY-FOUR THOUSAND FOURTEEN DOLLARS
($184,014) for administrative allowance equal to 20% of the Fiscal Year 2018 CDBG HUD entitlement
amount; and
WHEREAS, the City is required by HUD to administer HUD-funded programs and
activities in a manner affirmatively furthering the policies of the Fair Housing Act of 1968; and
WHEREAS, activities carried out pursuant to this responsibility may be charged to
Program Administration; and
WHEREAS, the City has allocated TWENTY THOUSAND,DOLLARS ($20,000) to cover
expenses related to these efforts; and
WHEREAS, the Sub-Recipient has agreed to provide Fair Housing Services ("Program")
within the City limits; and
WHEREAS, the One-Year Action Plan for FY 2018 was made available to the public for
comment on September 10, 2018; and for a 30-day public review and comment period from August 26
through September 25, 2018;
NOW, THEREFORE, in consideration of the mutual benefits contained herein, the City
and Sub-Recipient agree as follows:
Section 1. Agreement Documents: Agreement documents shall consist of this Agreement and the
following six (6) exhibits, all of which are attached and incorporated in this Agreement:
• Exhibit A-Scope of Services
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• Exhibit B-Documentation
• Exhibit C-Budget
•' Exhibit D- Financial Management for CDBG-funded activities '
• Exhibit E-Monthly Reporting Forms
• Exhibit F- Monitoring Tool
Section 2. Statement of Work: The Sub-Recipient agrees to implement the Program in accordance
with Exhibits A and B, which Program is summarized as follows:
Fair Housing Services
The Fair Housing Act, 42 U.S.C. 3608, Section 808(e)(5), requires the Secretary of the
U.S. Department of Housing and Urban Development (HUD) to administer HUD's
housing and urban development programs in a manner as to Affirmatively Further Fair
Housing (AFFH). All localities that are direct recipients of CDBG funds from HUD are
required to conduct an Assessment of Fair Housing (AFH) through the analysis of their
fair housing landscape and set locally-determined fair housing priorities and goals.
Although the grantee's AFFH obligation arises in connection with the receipt of Federal
funding, its AFFH obligation is not restricted to the design and operation of HUD-funded
programs at the State or local level. The AFFH obligation extends to all housing and
housing-related activities in the grantee's jurisdictional area whether publicly or privately
funded (U.S. Department of Housing and Urban Development Office of Fair Housing and
Equal opportunity, Fair Housing Planning Guide, Chapter 1, Section 1.2, 1-1).
The Consolidated Plan regulations(24 CFR 91) require a certification by each jurisdiction
that it will Affirmatively Further Fair Housing, which requires Fair Housing Planning. Fair
Housing Planning entails: 1) implementation of action plans to eliminate any identified
impediments; and 2) maintenance of AFFH records, corresponding with implementation
of the Consolidated Plan every three to five years.
Objective: Sub-Recipient agrees to provide technical assistance to the City, as an
entitlement jurisdiction, in meeting its requirement to Affirmatively Further Fair Housing by
overcoming the effects of conditions that limit fair housing choice citywide through
education, outreach and counseling.
Section 3. Agreement Amount: The City agrees to make available Community Development Block
Grant (CDBG) funds, in the amount of TWENTY THOUSAND DOLLARS ($20,000) for
use by the Sub-Recipient during the Term of the Agreement to be spent as agreed on
Exhibit C- Budget, following the rules for Financial Management for CDBG-Funded
Activities as stated in Exhibit D (hereinafter, the aforestated amount including, without
limitation, any additional amounts included thereto as a result of a subsequent
amendment(s)to the Agreement, shall be referred to as the"Funds"),
Section 4. Alterations: Any proposed changes in the Program including, without limitation, the
Budget in Exhibit C, shall first be submitted, reviewed, and approved, in writing, by the
City Manager, which approval, if given at all, shall be at his/her sole reasonable judgment
and discretion.
- Section 5. Reporting Requirements and Method of Payment: In compliance with 24 CFR
570.503 (b)(2), Sub-Recipient shall submit monthly Program Accomplishment, Financial
and Progress reports in the forms included in Exhibit E — Monthly Reporting Forms,
describing the progress made by the Sub-Recipient in achieving the objectives identified
in Exhibit A—Scope of Services. These complete reports shall be submitted no later than
the 10th day of each month. As part of the report submitted in October 2019, the Sub-
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Recipient also agrees to include a comprehensive final report covering the agreed-upon
Program objectives, activities, and expenditures, and including, but not limited to,
performance data and client feedback with respect to the goals and objectives outlined'in
Exhibit A. Exhibit B contains a checklist of backup documentation to be used in
fulfillment of the monthly reporting requirement. Other reporting requirements may be
required by the City Manager in the event of Program changes; the need for additional
information or documentation arises; and/or legislative amendments are enacted.
Reports and/or requested documentation not received by the due date shall be
considered delinquent and may be cause for default and termination of this Agreement,
pursuant to Section 12 hereof. Other reporting requirements may be required by the City
in the event legislative amendments are enacted or as the City Manager may reasonably
deem necessary. The Sub-Recipient shall be informed, in writing, if any changes become
necessary. Drawdowns for the payment of eligible expenses shall be made against the
line item budget specified in Exhibit C—Budget and in accordance with performance.
Section 6. Monitoring: In compliance with 2 CFR 200.331 (d)and (e), at its discretion, the City may
schedule at least one (1) annual on-site monitoring visit with the Sub-Recipient to
evaluate the progress of the Program, and provide technical assistance using the
Monitoring Tool attached as Exhibit F.
Section 7. Additional Conditions and Compensation: The parties acknowledge that the Funds
originate from CDBG grant funds from HUD, and must be implemented in full compliance
with all of HUD's rules and regulations. In the event of curtailment or non-production of
said Federal funds, the financial sources necessary to continue to pay.the Sub-Recipient
all or any portions of the Funds will not be available. In that event, the City may terminate
this Agreement, which termination shall be effective as of the date that it is determined by
the City Manager, in his/her sole discretion and judgment, that the Funds are no longer
available. In the event of such termination, the Sub-Recipient agrees that it will not look
to, nor seek to hold the City, nor any individual member of the City Commission and/or
City Administration, personally liable for the performance of this Agreement, and the City
shall be released from any further liability to Sub-Recipient under the terms of this
Agreement.
Section 8. Compliance with Local, State and Federal Regulations -The Sub-Recipient agrees to
comply with all applicable Federal regulations as they may apply to Program
administration as described in 24 CFR 570 and 2 CFR 200 and carry out each activity in
compliance with the laws and regulations as described in 24 CFR 570 Subpart K—Other
Program Requirements, as same may be amended from time to time. Additionally, the
Sub-Recipient will comply with all State and,local:(City,and County) laws and ordinances
hereto applicable. It shall be the Sub-Recipient's sole and absolute responsibility to•
continually familiarize itself with any and all such applicable Federal, State, County and
City regulations, laws, and/or ordinances.
Section 9. Restrictions for Certain Resident Aliens - Certain newly legalized aliens, as described
in 24 CFR Part 49, are not eligible to apply for benefits under covered activities funded by
the CDBG Program. "Benefits" under this section means financial assistance, public
services, jobs, andaccess 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: No part of this Agreement may be assigned or subcontracted
without the prior written consent of the City, which consent, if given at all, shall be at the
City's sole discretion and judgment.
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Section 11. Term: This Agreement shall be deemed to have commenced retroactively on October 1,
2018, and shall terminate on September 30, 2019 (the Term), with the understanding that
,:at; ,the end of the Term, the City Commission has the authority:to,reappropriate;any -
remaining unused Funds.
Section 12. Termination of Agreement:
12.1 Termination for Convenience: This Agreement may be terminated by the City, for
convenience and without cause, through the City Manager, upon 30 days prior
written notice to Sub-Recipient. In the event of such termination for convenience,
the City shall cease any payments to Sub-Recipient for costs resulting from
obligations which were not approved before the effective date of termination. Sub-
Recipient shall be solely responsible for immediately returning any unused or
unapproved Funds as of the date of termination, and shall also be solely
responsible for submitting a final report, as provided in Section 5 hereof, (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 termination. Upon timely receipt of Sub-Recipient's final
report, the City, at its sole discretion, shall determine the amount (if any) of any
additional portion of the Funds to be returned to the City as a result of any
unapproved or unused Funds, or incomplete Program items, and shall provide
Sub-Recipient with written notice of any monies due. Said additional monies shall
be due and payable immediately upon receipt of such notice by Sub-Recipient.
Notwithstanding the preceding, the City reserves any and all legal rights and
remedies it may have with regard to recapture of all or any portion of the Funds, or
any assets acquired or improved in whole or in part with said Funds.
12.2 Termination for Cause: Notwithstanding Subsection 12.1 above, the City may
also terminate this Agreement for cause. "Cause" shall include, but not be limited
to, the following:
a. Failure to comply and/or perform, in accordance with the terms of this
Agreement, or any Federal, State, County or City law, or regulation.
b. Submitting reports to the City which are late, incorrect, or incomplete in any
material respect.
c. Implementation of this Agreement, for any reason, is rendered impossible or
infeasible.
d. Failure to respond in writing to any concerns raised by the City,`including
substantiating documents when required/requested by the City.
= e. Any evidence of fraud, mismanagement; and/or waste, as determined by the
City's monitoring and applicable HUD rules and regulations.
The City shall notify the Sub-Recipient in writing when the Sub-Recipient has been
placed in default. Such notification shall include: (i) actions taken by or to be taken
by the City, such as withholding of payments; (ii) actions to be taken by the Sub-
Recipient as a condition precedent to curing the default, if applicable; and (iii) a
reasonable cure period, which shall be no less than thirty (30) days from
notification date with respect to Subsections 12.2(a), (b), and (d). In the event the
Sub-Recipient fails to cure a default under Subsections 12.2(a), (b), and (d) within
the aforestated cure period, this Agreement shall be considered terminated for
cause, without requiring further notice to Sub-Recipient, and Sub-Recipient shall be
solely responsible for repayment to the City of all or any portion of the Funds
disbursed to Sub-Recipient, as deemed required by the City, in its sole and
reasonable discretion. Said monies shall be immediately due and payable by Sub-
Recipient. Notwithstanding the preceding, the City reserves any and all legal rights
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and remedies it may have with regard to recapture of all or any portion of the
Funds, or any assets acquired or improved in whole or in part with said Funds.
Notwithstanding the foregoing, with respect to Subsection 12.2 (c) and (e), the
termination-for cause, as described in this section, shall be effective upon receipt of
the termination notice, without the opportunity to cure said default.
Additionally, if Sub-Recipient has committed similar defaults under Subsections
12.2(a), (b), and (d), on two or more occasions during the term of the Agreement,
the termination for cause, as described in this section, shall be effective as of the
date the second notice is sent to Sub-Recipient by the City, without the opportunity
to cure said default.
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 by the City Manager that such Funds are no
longer available. Costs of the Sub-Recipient incurred after termination are not
allowable unless expressly authorized in writing by the City Manager (whether in
the notice of termination or subsequent thereto), and, in that case, may only be
allowable if, in the sole discretion of the City Manager:
a. The costs resulted from obligations which were properly incurred before the
effective date of termination, were not in anticipation of it, and are
noncancelable; and
b. The costs would be allowable if the Agreement expired normally at the end of
its Term.
Section 13. Equal Employment Opportunities/No Discrimination: In compliance with 2 CFR 200,
Appendix II: Except as otherwise provided under 41 CFR Part 60, all contracts that meet
the definition of "Federally assisted construction contract" in 41 CFR Part 60-1.3 must
include the equal opportunity clause provided under 41 CFR 60-1.4(b), in accordance
with Executive Order 11246, "Equal Employment Opportunity" (30 FR 12319, 12935, 3
CFR Part, 1964-1965 Comp., p. 339), as amended by Executive Order 11375,
"Amending Executive Order 11246 Relating to Equal Employment Opportunity," and
implementing regulations at 41 CFR Part 60, "Office of Federal Contract Compliance
Programs, Equal Employment Opportunity, Department of Labor."
Unless otherwise required by applicable laws, in connection with performance of the
Services, the Sub-Recipient shall,not exclude from participation in, deny the benefits of,
orsubjectto discrimination-anyone on the grounds of race, color, national origin, sex,
age, disability, religion, income or family status.
Additionally, Sub-Recipient shall comply with the City of Miami Beach Human Rights
Ordinance, codified in Chapter 62 of the City Code, as may be amended from time to
time, prohibiting discrimination in the employment, housing, public accommodations, or
public services, on the basis of actual or perceived race, color, national origin, religion,
sex, intersexuality, sexual orientation, gender identity, familial and marital status, age,
ancestry, height, weight, domestic partner status, labor organization membership, familial
situation, political affiliation, or disability.
The Sub-Recipient hereby agrees that it will comply with City of Miami Beach Human
Rights Ordinance as codified in Chapter 62 of the City Code, as may be amended from
time to time, prohibiting discrimination in employment, housing, public accommodations,
or public services, on the basis of actual or perceived race, color, national origin, religion,
sex, intersexuality, sexual orientation, gender identity, familial and marital status, age,
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ancestry, height, weight, domestic partner status, labor organization membership, familial
situation, political affiliation,or disability.
Section 14. Program Income: The Sub-Recipient shall report monthly all program income (as
defined at 24 CFR 570.500(a)) generated by activities carried out with CDBG funds made
available under this contract. The use of program income by the Sub-Recipient shall
comply with the requirements set forth at 24 CFR 570.504. By way of further limitations,
the Sub-Recipient may use such income during the contract period for activities permitted
under this contract and shall reduce requests for additional funds by the amount of any
such program income balances on hand. All unexpended program income shall be
returned to the Grantee at the end of the Term. Any interest earned on cash advances
froth the U.S. Treasury and from funds held in a revolving fund account is not program
income and shall be remitted promptly to the Grantee.
Section 15. Religious Organization or Owned Property: CDBG funds may be used by religious
organizations or on property owned by religious organizations only with prior written
approvalfrom the City Manager, and only in accordance with requirements set in 24 CFR
§570.200(j). The Sub-Recipient shall comply with First Amendment Church/State
principles, as follows:
a. It will not discriminate against any employee or applicant for employment on the basis
of religion and will not limit employment or give preference in employment to persons
on the basis of religion.
b. It will not discriminate against any person applying for public services on the basis of
religion and will not limit such services or give preference to persons on the basis of
religion.
c. It will retain its independence from Federal, State, and local governments, and may
continue to carry out its mission, including the definition, practice, and expression of
its religious beliefs, provided that it does not use direct CDBG funds to support any
inherently religious activities, such as worship, religious instruction, or proselytizing.
d. The Funds shall not be used for the acquisition, construction, or rehabilitation of
structures to the extent that those structures are used for inherently religious
activities. Where a structure is used for .both eligible and inherently religious
activities, CDBG funds may not exceed the cost of those portions of the acquisition,
construction, or rehabilitation that areattributable to eligible activities in accordance
with the cost accounting requirements applicable to CDBG funds in this part.
Sanctuaries, chapels, or other rooms that a CDBG-funded religious congregation
uses as its principal place of worship, however, are ineligible for CDBG-funded
improvements.
Section 16. Reversion of Assets: In the event of a termination of this Agreement, or upon expiration
of the Agreement, and in addition to any and all other remedies available to the City
(whether under this Agreement, or at law or in equity), the Sub-Recipient shall
immediately transfer to the City any Funds on hand at the time of termination (or
expiration) and any accounts receivable attributable to the use of CDBG funds. The
City's receipt of any Funds on hand at the time of termination, shall not waive the City's
right (nor excuse Sub-Recipient's obligation) to recoup all or any portion of the Funds, as
the City may deem necessary.
Section 17. Conformity to HUD regulations: The Sub-Recipient agrees to abide by guidelines set
forth by HUD for the administration and implementation of the CDBG Program, including
applicable Uniform Administrative Requirements set forth in 24 CFR 570.502, as
amended by 2 CFR 200 and applicable Federal laws and regulations in 24 CFR 570.600,
et seq. as now in effect and as may be amended from time to time. In this regard, the
Sub-Recipient agrees that duly authorized representatives of HUD shall have access to
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any books, documents, papers and records of the Sub-Recipient that are directly
pertinent to this Agreement for the purpose of making audits, examinations, excerpts and
transcriptions.
a. Subpart A-"Acronyms and Definitions"
b. Subpart B -General Provisions
c. Subpart C-"Pre-Federal Award Requirements and Contents of Federal Awards"
d. Subpart D - "Post-Federal Award Requirements", except for 200.305, 200.306,
200.307, 200.308, 200.311 as detailed below:
1) "Payment" is modified for lump sum drawdown for financing of property
rehabilitation activities, in accordance with 570.513.
2) "Program Income" is governed by 570.504
3) "Real Property" does not apply, except as provided in 570.200(j). Real property is
governed by§ 570.505.
4) "Equipment" CDBG Sub-Recipients shall follow Section 200.313, except that
when the equipment is sold, the proceeds shall be program income. Equipment
not needed by the Sub-Recipient for CDBG activities shall be transferred to the
recipient for the CDBG program or shall be retained after compensating the
recipient.
5) Section 200.333 "Retention requirements for records"applies except that:
For Sub-Recipients:
(a) The retention period for individual CDBG activities shall be the longer of five
(5) years after the expiration or termination of the Sub-Recipient agreement
under § 570.503, or five (5) years after the submission of the annual
performance and evaluation report, as prescribed in § 91.520 of this title, in
which the specific activity is reported on for the final time;
(b) Records for individual activities subject to the reversion of assets provisions
at § 570.503(b)(7). or change of use provisions at § 570.505 must be
maintained for as long as those provisions continue to.apply to the activity;
and
(c) Records for individual activities for which there are outstanding loan
balances, other receivables, or contingent liabilities must be retained until
such receivables or liabilities have been satisfied.
6) Section 200.343 "Closeout"
City will close-out the Federal award when it determines that all applicable
administrative actions and all required work of the Federal award have been
completed by the Sub-Recipient. The following actions must take place to
complete this process at the end of the Term.
(a) The Sub-Recipient must submit, no later than 90 calendar days after the end
date of the Term, all financial, accomplishment, performance, and other
reports as required by the terms and conditions of this Agreement. City entity
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may approve extensions when requested by the Sub-Recipient.
(b) Unless City authorizes an extension, Sub-Recipient must liquidate all
obligations incurred under this Agreement no later than 90 calendar days
after the end date of the Term as specified in the terms and conditions of this
Agreement.
(c) City must make prompt payments to the Sub-Recipient for allowable
reimbursable costs under this Agreement prior to being closeout.
(d) Sub-Recipient must promptly refund any balances of unobligated cash that
City paid in advance or paid and that are not authorized to be retained by the
Sub-Recipient for use in other projects. See OMB Circular A-129 and see
§200.345 Collection of amounts due, for requirements regarding unreturned
amounts that become delinquent debts.
(e) Consistent with the terms and conditions of the Agreement, City must make a
settlement for any upward or downward adjustments to the Federal share of
costs after closeout reports are received.
(f) Sub-Recipient must account for any real and personal property acquired with
Federal funds or received from the Federal Government in accordance with
§§200.310 Insurance coverage through 200.316 Property Trust Relationship
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and 200.329 Reporting on Real Property.
(g) City should complete all closeout actions for Federal awards no later than one
year after receipt and acceptance of all required final reports.
e. Subpart E-Cost Principles
f. Subpart F-Audit Requirements
Section 18. Sponsorships: The Sub-Recipient agrees that 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 Sub-Recipient for, on
behalf of, and/or about the Program, 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 DEVELOPMENT BLOCK GRANT FUNDS
ADMINISTERED BY THE CITY OF MIAMI BEACH OFFICE OF HOUSING AND
COMMUNITY DEVELOPMENT"
shall appear in the same size letters or type as the name of the Sub-Recipient.
Section 19. Examination of Records: The Sub-Recipient shall maintain sufficient records in
accordance with 24 CFR 570.502, 570.503(b)(2) and 570.506 to determine compliance
with the requirements of this Agreement, the CDBG Program, and all other applicable
laws and regulations. This documentation shall include, but not be limited to, the
following:
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a. Books, records and documents in accordance with generally accepted accounting
principles, procedures and practices, which sufficiently and properly reflect all
revenues and expenditures of funds provided directly or indirectly by this Agreement,
including matching funds and Program Income. These records shall be maintained
to the extent of such detail as will properly reflect all net costs, direct and indirect
labor, materials, equipment, supplies and services, and other costs and expenses of
whatever nature for which reimbursement is claimed under the provisions of this
Agreement;
b. Time sheets for split-funded employees, which work on more than one activity, in
order to record the CDBG activity delivery cost by Program and the non-CDBG
related charges; and
c.. How the Statutory National Objective(s) as defined in 24 CFR 570.208 and the
eligibility requirement(s) under which funding has been received, have been met.
These also include special requirements such as necessary and appropriate
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. The City 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 the
City (and/or its 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.
In compliance with 2 CFR 200, Subpart F- Audit Requirements, if Sub-Recipient
expends $750,000 or more during the non-Federal entity's fiscal year in Federal awards
must have a single or program-specific audit conducted for that year in accordance with
the provisionsmentioned above and shall be submitted to the City 180 days after the end
of the Sub-Recipient's fiscal year.
If this Agreement is closed-out prior to the receipt of an audit report, the City reserves the
right to recover any disallowed costs identified in an audit after such closeout.
'Section 21: Indemnification/Insurance Requirements: The Sub-Recipient shall indemnify and hold
harmless the City, its officers, employees and agents, from any and all claims, liability,
losses and causes of action which may arise out of an act, omission; negligence or
misconduct on the part of the Sub-Recipient, or any of its agents, officers, servants,
employees, contractors, patrons, guests, clients, licensees, invitees, or any persons
acting under the direction, control, or supervision of Sub-Recipient, pursuant to this
Agreement and/or the Program. The Sub-Recipient shall pay all claims and losses of any
nature whatsoever in connection therewith and shall defend all suits in the name of the
City, and shall pay all costs (including attorney's fees) and judgements which may issue
thereon. This Indemnification shall survive the termination and/or expiration of this
Agreement.
The Sub-Recipient shall not commence any work and/or services pursuant to this
Agreement until all insurance required under this Section has been obtained and the
City's Risk Manager has approved such insurance. In the event evidence of such
insurance is not forwarded to the City's Risk Manager within thirty (30) days after the
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commencement date of the Term, this Agreement shall automatically terminate and
become null and void, and the City shall have no obligation under the terms and
conditions hereof.
The Sub-Recipient shall maintain and carry in full force during the Term of this
Agreement, and/or throughout the duration of the Program contemplated herein,
whichever is longer, the following insurance:
a. General Liability Policy with coverage for Bodily Injury and Property Damage, in the
amount of $1,000,000 single limit, subject to adjustment for inflation. The policy
must include coverage for contractual liability to cover the above indemnification.
b. Worker's Compensation and Employers Liability, as required pursuant to Florida
Statutes.
c. Automobile and vehicle coverage shall be required when the use of automobiles
and other vehicles are involved in any way in the performance of the Agreement.
Limits for such coverage shall be in the amount of$500,000, subject to adjustment
for inflation.
The City of Miami Beach shall be named as an additional insured under all such
insurance contracts. Thirty- (30) day written notice of cancellation or substantial
modification of the insurance coverage must be given to the City's Risk Manager by the
Sub-Recipient and its insurance company. The insurance must be furnished by
insurance companies authorized to do business in the State of Florida, and approved by
the City's Risk Manager. The companies must be rated no less than "B+" as to
management, and not less than "Class VI" as to strength by the latest edition of Best's
Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its
equivalent, subject to the approval of the City's Risk Manager. Original Certificates of
Insurance for the above coverage must be submitted to the City's Risk Manager for
approval prior to any work commencing. These certificates will be kept on file in the
Office of the Risk Manager, Third Floor City Hall.
The City shall have the right to obtain from the Sub-Recipient specimen copies of the
insurance policies, in the event that submitted Certificates of Insurance are inadequate to
ascertain compliance with required coverage. Compliance with the foregoing
requirements shall not relieve the Sub-Recipient of its obligation to indemnify and hold
the City harmless, as required in this section.
Section 22. 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 Block Grant'(CDBG)'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 State, County and City of Miami Beach statutes,
regulations, ordinances or resolutions governing conflicts of interest. The Sub-Recipient '
shall disclose, in writing, to the City 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. The City will then render an
opinion, which shall be binding on both parties.
Section 23. 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. BY ENTERING INTO THIS AGREEMENT, CITY
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AND SUB-RECIPIENT EXPRESSLY WAIVE ANY RIGHTS EITHER PARTY MAY HAVE
TO A TRIAL BY JURY OF ANY CIVIL LITIGATION RELATED TO, OR ARISING OUT
OF,THIS AGREEMENT.
Section 24. Notices: All notices required under this Agreement shall be sent to the parties at the
following address:
City: . Maria L. Ruiz, Department Director
Office of Housing and Community Services
Care of: Office of Housing and Community Development
City of Miami Beach
1700 Convention Center Drive
Miami Beach, FL 33139
Sub-Recipient: Keenya Robertson, Executive Director
Housing Opportunities Project for Excellence, Inc.
11501 NW 2 Avenue
Miami, FL 33168
In the event that the Sub-Recipient changes the Executive Director during the term of the
Agreement, such change must be notified in writing to the City within 15 days of such
change.
Section 25. Limitation of Liability: The City desires to enter into this Agreement only if in so doing
the City can place a limit on City's liability for any cause of action for money damages due
to an alleged breach by the City of this Agreement, so that its liability for any such breach
never exceeds the sum of $5,000. Sub-Recipient hereby expresses its willingness to
enter into this Agreement with Sub-Recipient's recovery from the City for any damage
action for breach of contract to be limited to a maximum amount of$5,000.
Accordingly, Sub-Recipient hereby agrees that the City shall not be liable to Sub-
Recipient for damages in an amount in excess of $5,000, for any action or claim for
breach of contract arising out of the performance or nonperformance of any obligations
imposed upon the City by this Agreement. Nothing contained in this subparagraph or
elsewhere in this Agreement is in any way intended to be a waiver of the limitation placed
upon City's liability as set forth in Florida Statutes, Section 768.28.
Section 26. This Agreement shall be binding upon all parties hereto and their respective heirs,
executors, administrators, successors and assigns.
[SIGNATURES TO FOLLOW]
11
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed by their duly authorized officials on the day and date first above indicated.
HOUSING OPPORTUNITIES PROJECT FOR EXCELLENCE, INC. (H.O.P.E., INC.)
a Florida not-for-profit corporation
ATTEST:
cr /1/41/19
�
Pature 'F
ry
A/J ?1 jC 7 l3(2-) r l Keenva Robertson, Executive Director
Print Name Print Name and Title
�/,/o/0°I?
Date
CITY OF MIAMI BEACH, FLORIDA
a Florida municipal corporation
ATTEST:
74 0 )..„:_,..._..„
Signature Signature
Rafael E. Granado, City Clerk Dan Gelber, Mayor
Print Name Print Name
Date Lf["1 k9
00a.... %it
s ;INCORPORATED..
44 /144 �
0
APPROVED AS TO
FORM & LANGUAGE
12 & FORECUTION
aQ.,o , — 3 -zc-i9
City AttorneyV Dote
EXHIBIT"A"
"SCOPE OF SERVICES"
Statement of Work:
In compliance with 24 CFR 570.503(b)(1), Sub-Recipient agrees to provide the following:
Sub-Recipient Name: Housing Opportunities Project For Excellence, Inc. (H.O.P.E., INC.)
Federal Award 65-0108794
Identification: -
DUNS Number: 874223522
Federal Award: FY 2018 CDBG Funds
Subaward Period of Retroactive to October 1, 2018—September 30, 2019
Performance:
Budget: $20,000—as detailed in Exhibit C- Budget
Total Amount of
Federal Funds $20,000
Obligated:
Federal Awarding U.S. Department of Housing and Urban Development(HUD)
Agency:
Pass-through Entity: City of Miami Beach — Office of Housing and Community Development, a
Division of the Office of Housing and Community Services
Reports Due: Prior to the 10`h of every month starting the month after contract execution:
• Progress
• Accomplishments
• Financial •
Service Location: Scattered sites located within the City of Miami Beach limits
Program: Fair Housing Services—Affirmatively Furthering Fair Housing efforts within
the City limits.
Service: Provision of services to support the City in meeting its requirements to
Affirmatively Further Fair Housing. Activities will include targeted efforts to
reach home seekers, housing providers, Sub-Recipients and City staff
through presentations, 'classes, meetings, workshops, community events
and seminars where people can be duly informed of their rights and
responsibilities under national, state, and local fair housing laws.
Units of Service: • 11 Fair Housing Education presentations/sessions
• 12 Fair Housing Community Outreach Appearances (Up to 4 hours
each)
• Fair Housing Community Outreach at Annual Miami Beach Pride
Event(2 full days)
Deliverables: • Sign-in sheets;
• Event materials;
• Event photos;
• Accomplishment Report showing quantity of City of Miami Beach
beneficiaries; and
• Quarterly Newsletter.
(detailed in Exhibit B—Documentation)
Benchmarks: Comprehensive outreach and public education raising awareness of the
fair housing laws that protect individuals against housing discrimination,
defined as:
• Participation in community events to provide informational
handouts and on-site counseling
13
• Presentations/information sessions throughout the City
The Program is designed to overcome the effects of conditions that limit fair housing choice and to
provide essential and detailed fair housing information, enforcement, counseling and referral services to
all City residents. Program activities ensure that the general public and protected classes become aware
of fair housing laws and the means available to seek redress for fair housing rights violations, especially
those at risk of experiencing housing discrimination based on their protected class status: e.g. race, color,
religion, sex, disability, familial status, national origin, age, marital status, sexual orientation, gender
identity/expression, source of income, or status as a victim of domestic violence. The initiative is also
structured to furnish housing providers with the most current information necessary to comply with fair
housing laws and become fully aware of the existence, nature, extent, and causes of fair housing issues.
Related Definitions:
Environmental Review — Programs 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 Accomplishment Report—The Sub-Recipient is required to submit a Monthly Accomplishment
Report by the 10th of the following month. The report will detail the demographics of the Program
beneficiaries within the City limits.
Monthly Financial Report—The 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
Program costs incurred including non-City funds.
Monthly Progress Report — The Sub-Recipient is required to submit a Monthly Program Progress
Report by the 10th of the following month. The report summarizes the progress made and Units of
Service completed.
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 contractsmust 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.
Applicable Rules and Regulations:
• Environmental Review:
In compliance with 24 CFR 570.604 Environmental Standards, The City is responsible for
undertaking Environmental Reviews in accordance with the requirements imposed on "recipients" in
24 CFR 58.
Pursuant to 24 CFR 58.34(3)— Exempt Activities: Except for the applicable requirements of§ 58.6,
The City does not have to comply with the requirements of this part or undertake any environmental
14
review, consultation or other action under NEPA and the other provisions of law or authorities cited
in § 58.5 for Administrative and management activities.
• Compliance with National Objective
CDBG funds expended for administration, planning and capacity building costs are considered to
address the national objectives for the CDBG program as a whole; therefore, no documentation of
compliance is required.
• Budget Amendments
The goal should be to limit the use of Budget Amendments. Budget Amendments require prior
written approval by the City Manager. To request a 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, 2019 or the expenditure of 60% of
funding whichever occurs first. Budget amendments 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.
• Sub-Recipient File Review
The following documentation must be included in the Sub-Recipient's file for those employees
providing services under this contract.
• Evidence of Credentials/Licenses
_ • Evidence of Required Experience
• Florida Background Criminal Screening, if applicable
• Affidavit of Good Moral Character, if applicable
• 1-9 Verification on File
• CDBG Training Certificate
• 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
• Accuracy and timeliness of Monthly Accomplishment Reports
• Accuracy and timeliness of Monthly Financial Reports
• Accuracy and timeliness of Monthly Progress Reports
• Adherence to Program timelines
• Fulfillment of prescribed outcomes
• 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, event attendance to witness Program efforts.
Monitoring visits will take place within 120 days of the Agreement's execution. The City will notify
Sub-Recipient a minimum of three(3) business days prior to a monitoring visit.
15
• 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/Accomplishment Report
• Timely and accurate submissions of Monthly Financial Reports (reimbursement requests)
• Adherence to Technical Assistance and Sub-Recipient instructions
• Delivery of contracted service units
Ratings will be given for each performance measure based on the following:
Performance Measure Rating Rationale&Score
Timely and accurate submission of Monthly D "0"for failing to submit on time
Progress/Accomplishment Report D "25"for submitting on time
Timely and accurate submissions of Monthly D "0" for failing to submit accurate report with
• Financial Report(reimbursement requests) back-up material on time
> "25"for submitting accurate report on time
Follow Technical Assistance (TA) instructions > "0" for failing to follow TA instructions once
once provided provided
> "10"for following TA instructions as provided
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.
• Reporting Requirements
The Sub-Recipient will provide the City with complete Monthly Accomplishment, Financial and
Progress Reports 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:
Month Date or Submission
November 10, 2018 or within the first 10
days of the month after the Agreement is
October 2018 executed
December 11, 2018 or within the first 10
days of the month after the Agreement is
November 2018 executed
January 10, 2019 or within the first 10
days of the month after the.Agreement is
December 2018 executed
January 2019 February 11, 2019
February 2019 March 11, 2019
March 2019 April 10, 2019
April 2019 May 10, 2019
16
May 2019 June 11, 2019
June 2019 . July 10, 2019 ,,
July 2019 August 12, 2019
August 2019 September 10, 2019
September 2019 October 10, 2019
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 completed including draw number and submittal date;
• Necessary back-up materials are included (sign-in sheets, event materials, HOPE quarterly
newsletter); and
• Reports bear the signature of the person preparing the report and the Sub-Recipient's
authorized signatory.
Monthly Progress Reports should encapsulate a Program's progress in alignment with the funds
expended.
• 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. Therefore, the Sub-Recipient should calendar
itself accordingly to ensure that reimbursement requests are submitted to the City in a timely
manner.
• Training Requirements
Sub-Recipient must ensure that the person responsible for preparing the Monthly Progress,
Accomplishment and Financial Reports attends the City's Sub-Recipient Reporting Training and
places the attendance certificate in the Program's file for inspection by the City during its monitoring
visit.
17
EXHIBIT"B"
«Documentation" ,.
The Sub-Recipient agrees to provide the following documents as part of its reporting requirements:
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:
• Sign-in sheets must include:
a. Service location
b. Participants' zip code
c. Demographic information as required in the CDBG Accomplishment Report
d. Any additional documents as requested by the City
• Event materials such as but not limited to:
a. Event pictures with date
b. Event flyers and agenda
c. HOPE newsletter
d. Any additional documents as requested by the City
To Document Expenses Incurred:
• Sign-in sheets must include:
a. Service location
b. Participants zip code
c. Demographic information as required in the CDBG Accomplishment Report
d. Any additional documents as requested by the City
• Event materials such as but not limited to:
a. Event pictures with date
b. Event flyers and agenda
c. HOPE newsletter
d. Any additional documents as requested by the City
18
EXHIBIT"C"
"Budget" -_
The attached budget reflects the scope of expenses that may be incurred through this Agreement.
PAIAM1 BEACH ODES FY18119
Project Budget
HOUSING OPPORTUNITIES PROJECT FOR
Sob-Recipient EXCELLENCE,INC.(HOPE) Project AfirmathsJyFcrthgirrg Fair};ricsi .S.artiices
Please list gl items that ar1I be reimbursed bythe Cityoff+fiami Beach:
Lire Item Quantity Unit Cost Line Total
Personnel(Employees Only)-List Position Title
Personnel Ex.-rises-Cate. Totals S -
Operating Expenses-Category Totals .._
.
Operating Expenses-Category Totals 5 -
Capital.E qu5pment Costs .._. a ,.. ....
C.apitaliEquprrrent Casts-Category Totals
Professional Services
Professional Services-Cate gory Totars 5 -
Other Costs .. ...
Fair Housing Ev>tcation presentataces'sessicss 11 $530 5 6,x80.03
Fair Honsmg Co:mrrvraityOrstr ach Apcearanc •(Up to 4 hourseatia) 12, 53.090 $92.920.03
Fav Horesing C.rmrrunityOutreoth at Annual I.Earaii 13' is Pride Evart f2 WI days)) 2 5150 5 9.500.00
.'Other Costs-Cate.o Totals $ c20 03.03
•
P rolect Total-A If Categories 20,00.03
19
EXHIBIT"D"
c - ,
"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 Sub-Recipient 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.
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 (5) 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 (5) years, with access guaranteed to the City, to HUD or Treasury officials or their
representative.
Audits
Sub-Recipient shall adhere to the following audit requirements:
20
1. Audits for Federal Awards in excess of$750,000 in a fiscal year.
• -If the Sub=Recipient-expends $750,000 or more in the fiscal year in Federal awards it shall have a
single audit or program specific audit conducted for that year. The audit shall be conducted in
accordance with GAGAS and 2 CFR Part 200.501. The audit shall determine whether the financial
statements are presented fairly in all material respects in conformity with generally accepted
accounting principles.
In addition to the above requirements, the auditor shall perform procedures to obtain an
understanding of internal controls and perform sufficient testing to ensure compliance with the
procedures. Further the auditor shall determine whether the Sub-Recipient has complied with laws,
regulations and the provisions of this Agreement.
A reporting package shall be submitted within the earlier of 30 days after receipt of the auditor's
report(s) or nine (9) months after the end of the audit period. The reporting package will include the
certified financial statements and schedule of expenditures of Federal Awards; a summary schedule
of prior audit findings; the auditor's report and the corrective action plan. The auditor's report shall
include:
• An opinion (or disclaimer of opinion) as to whether the financial statements are presented fairly in
all material respects in conformity with generally accepted principles and an opinion (or disclaimer
of opinion) as to whether the schedule of expenditures of Federal Awards is presented fairly in all
material respects in relation to the financial statements taken as a whole.
• A report on internal controls related to the financial statements and major programs. This report
shall describe the scope of testing of internal controls and the results of the test, and, where
applicable, refer to the separate schedule of findings and questioned costs.,
• A report on compliance with laws, regulations, and the provisions of contracts and/or this
Agreement, noncompliance with which could have a material effect on the financial statements.
This report shall also include an opinion (or disclaimer of opinion) as to whether the Sub-
Recipient complied with the laws, regulations, and the provisions of contracts and this Agreement
which could have a direct and material effect on the program and, where applicable, refer to the
separate schedule of findings and questioned costs.
• A schedule of findings and questioned cost which shall include the requirements of 2 CFR Part
200.501.
2. Audits for Federal Awards under$750,000 in a fiscal year.
If the Sub-Recipient expends less than $750,000 in the fiscal year in Federal awards it is
exempted from Federal audit requirements for that year and consequently the audit cost is not a
reimbursable expense. The City, however, may request"th'e-Sub-Recipient..to have a limited
scope audit for monitoring purposes. These limited scope audits will be paid for and arranged by
the City and address only one or more of the following types of compliance requirements:
activities allowed or disallowed; allowable costs/cost principles; eligibility; matching, level of effort,
earmarking; and, reporting.
All reports presented to the City shall, where applicable, include sufficient information to provide a
proper perspective for judging the prevalence and consequences of the findings, such as whether
an audit finding represents an isolated instance or a systemic problem. Where appropriate,
instances identified shall be related to the universe and the number of cases examined and
quantified in terms of dollar value.
21
EXHIBIT"E"
"Monthly Progress Report Forms"
BEACH Monthly Progress Report
Sub-Reoiprent:2 Housing Opportunities Project f or Excellence,faro {HO.P_E:l Date
Project: Fair it®using Education and Outreach Initiative
Fund/1g Source: CDBG FY 2018 Fiscal Year201812099
Reporting Period:
Funded Project Overview
To provide-technical assetance b the City,za en entitle nerd jurediction,-in meeting its requirement b Affirmatively Furth Fair.
Housing by overcoming the effect Cf ocnditionsthat limit fair housing choice citywide through.education. outreach and
counseling.
Fiscal Overview
Total Project Cost: 5 20,800.00 City Funding: S' 20,000:00
Project Progress for Current Reporting Period
For Capital Projects please sckde photographs of progress achieved this reportfrag period
Certification of Compliance
"Ira'e oxda. ce Veth Section' of the contract-between the City and the Sul-Reco"pierat The Sub--Recipienf:agrees to
comply with all applicable,Federal regulations including the Davis Bacon Ad and Section 3 requirements as they
may appy to Program administration and to carry ovt each activity fn compliance with the laws and!agitations as
de crxbed in 24 CFR 570 Subpart K,as same may be amended fromtime to time Additionei;~/„fhe•Sub-Recipient will
compp w th all State and local(City and County)laws and ordinances hereto applicable.
Signfall ire•of Preparing Party Signature of Authorizing Party
Name: Name:: �.
Date: Date:
REMIfDER.SUBMif DRAW REQUEST AND ALL REQUIRED BACK-UP DOCUMENTATION INCLUDING PROFORMAS AND PHOTOS.
22
•
•
i 'iAli-vv BEACH Fiscal Year FY 2018/201g •
lionthtyAccomplishment Report
`
1(e
Please complete this form indicating the clients served by the CDBG-funded >°^ m rr':r77r7::;]1 r- ate .., r °°project. Please verify your totals. Niiy asf r°Cie. t,Ht_ a Pum erlT-s•.blflri is iiil.. aat!a YT11;G a tame ndeii Usler.SS
. ---------_
!Agency Repotting Be.®1•1111111•11111111110M1111111111111111111111111111111•111111111.1=111.1111111111M1111—
Program Name Feb'
ISSEN
1 Number of People/Households to be Seine .. Apt. `'
®__------__
Number of PeeplelHouseholds Served Thu June
®_-------__
Oat.,Colleotion hlethodola99(Checlga4 that ap7191 'AUSI,^' „?n• '
®_--------_
o csentlntakeFams imanaaasaaaaaaso
1 ❑ C;Ant 5tgndntLogdn'Sheets ELI. Eatremetflow•ineome MI. Modaatedneome
! p Other(P1*.se speoffy LU Low-Intone NLMI. Non low Moderate-income
I
wi
W t« ` s :°:,,:t! ,1*.ii i ''..,..4t, *ee'J,(i4Alaskad °:
a t "# F A., . i
is � a�'vb. � .a itmerTs4t1, •Nat�va avaltaq r�Ad is iii
A�((,,a�� iNativek s=
reg .s a Staokf° r • Ameil`can ladlanf' Havatt"iaf 't Other. A _Biaokf' Aitiaan,�. 7t7atieeP :Black.. . X.
I
tats w ae'". Slav I rfaSva4 Indoapl Ala`k°' OtbRd 'yftg , me kaTa.t4"6c fifttaap A r 4?t.5t to :. Alife.44t otkorr taltt °a
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",>.-it-.` 'is allttc Amatiosa _s A "i n •i Hlpaaego p .e'er is,plle latrder. kits iiiiii.Vitae'" •HIep'ania l!,}ffilee; Hispanti/ ".orrillik spaniel radial Hispan ett;, teigala, Spe4 !Grand
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z4 oRal ai.aicct oiat .1.:Lileil ita sato tar 41.-a 4ca1 aquas Iiii Taal sat ° au atiina. rima`° H Migds Iota!'
Nov
�.iQi#o. ,�.. .',�,� '6,;...,-;',.'5, �. .'.�� .=�.� ,.,,., :-.n.,-,,,.. �- :,. "3 .rte.,. 0:,7,'I. _. .°�..;.�. $�`��
�
Jan.
'Fel i";!!!!!,!::!!!'.-, ., r, .>, ,.., a»21;.v .- ..-._...-.. - °. F
i Mat.
!`,47',.%'-'...r.
-nr.
May '
l JuhI
,
sea .. .
i Total 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0• 0
i
i
Slgnatute of Pelson Preparing Report Sttgnateeof Person Approving Report
Name Title ofPetson Neiman Report Name&Tide of Pelson ApptcvingReport Date Prepoed
Monthly Financial Repott
IA/V\ BEACH
Sub-Recipient Housing Op portunities Project for Excellence,Inc.(ROPE.)
Project: Fair Housing Education and Outreach Initiative
Funding Source: cDBG FY 2018
Funding Fiscal Year: 2018/2019
Data of Reimbursement amplest Draw Number
Reimbursement Summary
Expense Category Grant Award Available Balance This Request
Personnel Expenses - $ - ,S
Operating Expenses - $ - $
CapitallEquipment Expenses $ - $ - $
Professional Seivices Expenses $ 20,000.00 $ 20,000.40
Other Evenses - -
Total Reimbursement Request $ 20,000.00 $ 20,000.00 $
Sub-Recipient Certification
In accordance with the contract between the City and the Sub-Recipient The parties ea/mow/edge that
the Funds originate from HUD, and must be implemented in NI compliance withal!of HUD's rules and
regufatrons
accordan de with the contract,between the City and the Sub-Recipient The Stib-Recipient agrees to
comply with all applicable Federal.regulatonS at they may apply to Program administration and to
carry out each activity in compliance with the laws and regulaEons as described 24 CFR 570
Subpart Pc es same may be amended fiPm time to time Addiffonally; the sub-Recipient wiN comply
with all State and local(City and COU ,)laws and,ordinatICQS hereto applicable.
In accordance with the contract between the City and the Sub-Recipient the Sub-Reciprent will ensure
and maintain evidence that activities assisted with HUD funds from the City comply with the dated
National OLiectiite.
Signature of Preparing Party Signature df Authorizing Party
Name: Name:
Date Date
Page lof 2
24
•
REIMBURSEMENT SUMMARY
Reimbursement Detail
Personnel Expenses
$
$' •
$
$
7
tIv;:11441-4iikitrafAlregillAiltritigir
Operating Expenses
:. • ,:-.Itt :V.0triTelf51q.4'):;*110040fra02
•.$
7077-twaiA,4•••••,,' ::NffifiitiatSc"c7Aiitf7
Cap itailEti uipmenf Expenses
N Unit Cost Quatif
5EgeliAllf:AP,„L
$ ,
Professional Services Expenses
.$
:$
$
• -
$ 7 r ,
Other Expenses
';$
•-$
$
;Otttir,t4tgtk-W.'''AN-IXEXiStiatdk.g4tIP
25
t\AIAMI BEACH
CITY OF MIAMI BEACH
Office of Housing and Community Services
Community Development Block Grant(CDBG)Program
Sub-Recipient On-Site Monitoring Checklist
Public Services
Date of Monitoring Visit:
Sub-recipient:
Address:
Phone: Fax:
Project Name/Project Manager:
YES NO N/A Comments
°
A. National Objective and Eligibility: C 3Ir
rn Benefit to Low-and Moderate-Income Persons(CFR 570.208)
B. Conformance to the Sub-recipient Agreement —I 71
O
1 Contract Scope of Work—Is the full scope of services 0
listed in the contract files? List any deviation.
2 Levels of Accomplishments-Is the project achieving the
expected levels of performance(number of persons served,
etc.)and reaching the intended client group?
Is the project accomplishing what it was designed
to do?
3 Timely Performance—Is the work being performed in a
timely manner(i.e.,meeting the schedule as shown In
the Scope of Work)?
4 Budget—Do actual expenditures match planned
expenditures? •
5 Requests for Payment—Are payment requests being
submitted in a timely manner?
Are payment requests consistent with level of work
accomplished?
Is Program Income being reported on a monthly basis?
6 Progress Reports Have progress reports been submitted
in a timely manner?
Are progress reports complete and accurate?
7 Special Conditions-Does the project conform to any special
terms and conditions included in the agreement?
sub-recipient:
YES NO N/A Comments
C. Record-Keeping Systems(570.506)
1 Filing System—Are file orderly,comprehensive,up-to-date,
secured for confidentiality?
2 Documentation—Does sub-recipient have established
procedures for collecting eligibility income documentation
from program participants/clients?
Do project files have necessary documentation to support
national objective,eligibility and program costs?
3 Record Retention—Does sub-recipient have a records
retention policy and procedure?
4 Site Management—Is project manager located on-site
and running day-to-day operations?
•
Does staff seem fully informed about the program
requirements and project expectations?
D. Financial Management Systems
Internal Control Systems—Does sub-recipient have
accounting policies and procedures for cash,real and
personal property,equipment and other assets?
Are records maintained that Indicate how CDBG
program funds are used?
2 Components of Financial Management System—
Are sub-recipients chart of accounts,Journals,
ledgers,reconciliation,data processing and reporting
system up-to-date?
3 Accounting—Are appropriate receipts and supporting
documentation on file for all reimbursement requests?
co
4 Eligible,Allocable,and Reasonable Costs—Does
project delivery costs appear to be reasonable and
eligible under the CDBG Program?
5 Drawdown Procedures —Are ill drawdowns of
CDBG funds properly recorded?
6 IPA Audit Reports—Has the sub-recipient expended$500,000
or more in Federal funds for the program year?
•
If yes,date audit conducted. .
Are there any findings related to CDBG Activities?
If yes,explain.
Sub-recipient:
•
•
YES NO N/A Comments
E. Insurance
1 Certificate of Insurance—Has the sub-recipient submitted
a current copy of the Certificate of Insurance with the City
named as additional insured?
F. Procurement
1 Procurement Procedures—Does sub-recipients procurement
procedures and policies meet CDBG requirements?
2 Conflict of Interest—Does the sub-recipient have a method to
to assure there is no conflict of interest,real or apparent?
G. Equipment and Real Property
1 Has the sub-recipient purchased equipment with CDBG
funds in excess of S1,000?
2 Does the sub-recipient maintain records for such
equipment purchases?
H. Non-Discrimination—Does the sub-recipient comply with
the following regulationslrequirements?
1 Equal Employment Opportunity(570.506,601,&602)
2 Section 3[570.506(g)(5)&570.607(a))
3 Fair Housing Compliance j(570.904&570.601(b)]
4 Requirements for Disabled Person S(§504(24 CFR 8.6)1
5 Women and Minority Business Enterprises[570.506(g),
85.36(e),&84.44]
•
•
I. Conclusion and Follow-up
*I Is the sub-recipient meeting the terms of the Agreement and
HUD regulations?
2 Are corrective actions needed?
3 Is technical assistance or additional training needed?
Sub-recipient:
Additional Comments:
(.0
Site Visit Monitoring Completed by
City of Miami Beach Sub-Recipient Representative Name
Office of Housing and Community Services Staff
Signature Signature
Date Date