1996-1028_ORANGE, COUNTY OF_Memorandum of Contract No. EC41972 1ontract No. EC41972
1 COUNTY OF ORANGE
2 ENVIRONMENTAL MANAGEMENT AGENCY
3 HOUSING AND REDEVELOPMENT
4 COMMUNITY DEVELOPMENT BLOCK GRANT
5 ( Program Year XXI O
6
7 TITLE OF PROJECT: City of San Juan Capistrano - Rehabilitation Single Residential
8 Units
9
10
11 day of C
12 MEMORANDUM OF CONTRACT entered into this
13 1996,
14
15 BY AND BETWEEN City of San Juan Capistrano, a municipal
16 corporation, in the State of California, and
17 hereinafter referred to as "CITY".
18
19 AND COUNTY OF ORANGE, a political subdivision
20 of the State of California and recognized Urban
21 County under the Federal Housing and
22 Community Development Act of 1974 (Public
23 Law 93-383), as amended, hereinafter referred
24 to as "COUNTY".
25
26 RECITALS
27
28 This Contract is made with reference to the following facts, among others:
29
30 WHEREAS, the COUNTY anticipates entering into a separate contract for the
31 period July 1, 1996 - June 30, 1997 with the United States Department of Housing and
32 Urban Development (HUD) to receive funds under Title I of the Housing and
33 Community Development Act of 1974 (Public Law 93-383, as amended) for the
34 purpose of funding projects meeting one of the HUD national objectives, and
35 WHEREAS, COUNTY and CITY previously entered into a Cooperation
36 Agreement dated July 21, 1993 in which both parties agreed to cooperate in the
37 undertaking, or assist in the undertaking, of community development and housing
38 assistance activities, and
39 WHEREAS, CITY has submitted to COUNTY an application for funding of a
40 project described herein and
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0 fontract No. EC41972
1 WHEREAS, COUNTY adopted its Final Annual Action Plan on April 9, 1996 by
2 Resolution No.96-230 which sets forth the project described herein, and
3 WHEREAS, HUD has accepted and certified the aforementioned Final Annual
4 Action Plan.
5 NOW, THEREFORE, IT IS AGREED by and between the parties that the
6 following provisions as well as all related Federal Regulations, including 24 CFR 570,
7 and appropriate State and County laws and regulations including the attached
8 GENERAL CONDITIONS, identified as Exhibit "A", and Exhibit 'B" are part of this
9 Contract.
10 I. SCOPE OF SERVICES
11 A. ACTIVITIES
12 CITY will act as PROJECT MANAGER and will be responsible for
13 administering a Year XXII Community Development Block Grant project described as
14 follows in a manner satisfactory to the COUNTY and consistent with any standards
15 required as a condition of providing these funds:
16 Project Descri tp ion:
17
18 The City of San Juan Capistrano will use CDBG funds for eligible owner-
19 occupied or rental properties at various mobile home sites, providing low interest
20 loans, deferred payment loans, and grants which will benefit low- and moderate-
21 income individuals. Project support costs are included as part of this project.
22 Upon written approval from the DIRECTOR, the CITY may incur costs towards other
23 uses eligible under the applicable State and Federal regulations, particularly the
24 Federal regulations at 24 CFR Part 570.202.
25 Program Deliver
26 Activity No. 1: Housing Rehabilitation
27 Activity No. 2:
28 Activity No. 3:
29 General Administration: CITY shall provide the oversight, administration and
30 project management necessary to accomplish all contracted activities.
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• fontract No. EC41972
1 National Objective: The subject activities are consistent in complying with the
2 following national objectives as set forth in Title 24 CFR Part 570.208 (a)(3):
3 Low/Moderate Housing Benefit.
4 B. LEVELS OF ACCOMPLISHMENT
5 In addition to the normal administrative services required as part of this Contract, the
6 CITY agrees to meet the following level(s) of accomplishment:
7 Activity Level of Accomplishment
8 Activity No. 1: Rehabilitation 15 Mobile Homes
9 Activity No. 2:
10 Activity No. 3:
11 C. BUDGET
12 1. This contract is in an amount not to exceed $75,000.00 (Seventy-five
13 Thousand Dollars and 00 cents).
14 2. Project Funding
15 a. The subject proposal will be financed under this contract as
16 follows:
17 Project Overhead $ 15,000.00 (Fifteen Thousand Dollars and
18 no/100)
19 Construction $60,000.00 (Sixty Thousand Dollars and no/100)
20 Total CDBG Funds $75,000.00 (Seventy-five Thousand Dollars and
21 no/100)
22
23 3. Funds shall be used for the following items: Costs related to
24 construction of project and salaries including benefits.
25 4. Line items identified in Section I.C.2. above are to be considered as
26 estimates. Compensation for costs incurred during the life of this contract may be
27 reallocated between said line items. Furthermore, compensation may be reallocated
28 Ito address any costs incurred for previously unbudgeted uses eligible under the
29 applicable State and Federal regulations upon written request by CITY and written
30 approval by the DIRECTOR, particularly the Federal regulations at 24 CFR Parts
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4pontract No. EC41972
1 570.201 -207.
2 D. PERFORMANCE MONITORING
3 The COUNTY will, in accordance with Section III.A. of this Contract, monitor the
4 performance of the CITY against the goals and performance standards required
5 herein. Substandard performance as determined by COUNTY will constitute non-
6 compliance with this Contract and COUNTY may thereafter terminate the Contract
7 pursuant to Section H of Exhibit A "General Conditions", attached hereto.
8 CITY agrees:
9 1. To comply with all applicable Federal and COUNTY regulations, as may
10 be periodically revised by HUD, Office of Management and Budget, or other Federal
11 agencies and COUNTY.
12 2. To fully cooperate with the COUNTY on matters concerning the
13 scheduled completion and submittal of materials, information and documentation
14 requested by the COUNTY to comply with Federal Grantee Performance Reporting
15 requirements. Failure to do so may result in the COUNTY withholding future
16 payment.
17 3. To comply with COUNTY procedures concerning the Grantee
18 Performance Report (GPR) Form. The CITY also acknowledges that the GPR Form is
19 a monitoring tool that will be reviewed and evaluated to determine CITY's level of
20 accomplishments relative to this Contract.
21 4. To fully comply with the terms and conditions of the subject agreement.
22 Failure to do so may result in the suspension or termination of said agreement. Any
23 terms or conditions proposed subsequent to the effective date of this contract are
24 invalid until such time that the DIRECTOR has considered and approved said terms
25 and conditions in writing. Any revisions to the terms and conditions setforth herein
26 shall be incorporated into this agreement in accordance with Section I.G.
27 (Amendments) of Exhibit "A" attached.
28
29
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• lontract No. EC41972
1 H. TIME OF PERFORMANCE
2 Services of the CITY shall begin on July 1, 1996 and shall be completed by June 30,
3 1997. The term of this contract and the provisions herein may be extended to cover
4 an additional time period as specified in Section V.B. of this Contract.
5 111. PAYMENTS
6 A. CONTRACT AMOUNT
7 It is expressly agreed and understood that the total amount to be paid by the COUNTY
8 under this Contract shall not exceed the amount stated in Section I.C. of this Contract.
9 Drawdowns for the payment of eligible expenses shall be made against the eligible cost
10 items specified in Section I.C. herein, and in accordance with Exhibit A attached and
11 shall be accompanied by the required performance reports.
12 1B. REIMBURSEMENT
13 On a monthly basis CITY may invoice COUNTY for reimbursement of eligible costs
14 (See Exhibit A). Concurrently with its request for the aforementioned funds, CITY
15 shall submit to the COUNTY the following support documentation: (Copies of) paid
16 invoices, receipts, payroll records, bank statements, cancelled checks and other items
17 adequate to document project expenditures. CITY shall also provide a performance
18 report for the time period identified in the aforementioned reimbursement invoice,
19 including Grantee Performance Direct Benefit Activity Information addressing its
20 level of performance with each activity undertaken relative to the scope of services
21 set forth in Section I., herein. Compensation of CITY reimbursement invoices will
22 depend upon appropriate and timely performance of objectives as setforth above.
23 COUNTY may withhold payment if CITY fails to meet measurable objectives as set
24 forth in Sections I.A. and I.B. above. No payment will be authorized if any preceding
25 month's reports or invoices are not submitted to COUNTY.
26 IV. NOTICES
27 Communication concerning this Contract shall be directed as follows:
28
29
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• 41ontract No. EC41972
1 For the COUNTY:
2
3 County of Orange
4 EMA-Housing and Redevelopment
5 1770 North Broadway
6 Santa Ana, California 92706
7 Attn: Chief, Grant Management Section
8
9 For the CITY:
10
11 City of San Juan Capistrano
12 32400 Paseo Adelanto
13 San Juan Capistrano, CA 92677
14 Attn: Tom Tomlinson
15 V. SPECIAL CONDITIONS
16 A. SPECIAL CONDITIONS DEFINITIONS
17 For the purposes of this Contract the following definitions shall apply:
18 1. PROJECT MANAGER: The party responsible for, but whose
19 responsibility is not limited to the following: Contracting, monitoring and
20 implementing the project through completion.
21 2. DIRECTOR: Director of the Orange County Environmental
22 Management Agency (EMA) or his designee.
23 3. REIMBURSABLE BASIS: The CITY will provide the funds for the
24 project and will submit proof of payment to COUNTY, whereupon after approval by
25 COUNTY, COUNTY will repay the CITY.
26 4. CONSTRUCTION BID PACKAGE: A package of bidding documents
27 which includes proposal, bidding instructions, contract documents, detailed estimated
28 costs and plans and specifications for a construction project, all prepared in accordance
29 with applicable Federal regulations.
30 B. PROJECT FUNDING
31 1. The project shall be completed and all funds provided through this
32 Contract shall be expended on eligible project activities prior to June 30, 1997. CITY
33 shall submit any invoices for expenditures under this Contract within 90 days of the
34 Contract expiration date.
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• 41ontract No. EC41972
1 2. The date for PROJECT completion and expenditure of all funds may be
2 extended by the DIRECTOR for a period not to exceed twelve (12) months from June
3 30, 1997. Any such extension must be in writing and signed by the DIRECTOR. In the
4 event of such extension, the deadline for submittal of invoice shall be 90 days after the
5 new completion date. After Contract expiration, all unexpended funds remaining
6 from this Contract may be allocated by COUNTY to other eligible program.
7 3. Prior to the DIRECTOR authorizing any contract extension, the
8 COUNTY must receive a written request from an officially recognized CITY
9 representative (i.e. Director, Mayor, City Manager) to extend this contract. Said
10 written request must include a revised budget for funds being extended, if that budget
11 is different in scope of services from the originally agreed upon scope of services.
12 4. Any request for the extension of this contract must be received by the
13 DIRECTOR at least forty-five (45) days prior to June 30, 1997.
14 5. Failure to extend this contract prior to the agreed upon termination date
15 may result in the COUNTY withholding payment of future payments, terminating
16 this contract and/or reallocating all unobligated funds to be used on other eligible
17 projects managed through the Urban County Program.
18 6. Invoices for all approved expenditures under this contract must be
19 submitted within 90 days of the completion or termination of this contract. Any
20 unobligated funds remaining after the expiration of this contract may be allocated by
21 the COUNTY on other eligible projects managed through the Urban County Program.
22 C. PROGRAM INCOME
23 1. The CITY shall comply with regulations set forth in Title 24 CFR 570.504 ,
24 as well as all applicable state or County regulations concerning the reporting and
25 payment procedures for program income, as set forth in Section H.C. of the attached
26 Exhibit "A" (General Conditions).
27 2. All Program Income accrued shall be drawn down prior to the CITY
28 receiving any reimbursement from grant funds administered by COUNTY.
29
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Contract No. EC41972
1 D. CITY agrees:
2 1. That the project shall be implemented and appropriately maintained for
3 Community Development purposes as defined by applicable HUD provisions to
4 ensure maximum feasible benefit and utilization of the project by low- and moderate-
5 income persons.
6 2. That DIRECTOR shall periodically evaluate the CITY's progress in
7 complying with the terms of this Contract. CITY shall cooperate fully during such
8 monitoring. DIRECTOR shall report the findings of each monitoring to the CITY.
9 DIRECTOR may, at his discretion, report said findings to the Orange County Board of
10 Supervisors. If it is determined by the Board of Supervisors that CITY performance or
11 progress on performance is unsatisfactory, the Board of Supervisors may terminate
12 this Contract. In addition, the Board of Supervisors may require the CITY to
13 reimburse COUNTY any funds that it determines to be improperly expended or not
14 expended on the project in a timely manner based on applicable CDBG Program
15 Regulations.
16 3. To be responsible for design and inspection, including funding the costs
17 related to those activities, unless funding for design and inspection activities is
18 provided for in Section I.C. of this Contract.
19 4. If this contract is a construction project, submit the Construction Bid
20 Package for this project to DIRECTOR for review and written approval prior to
21 advertising for bids on the construction contract or prior to award of such contract if
22 an alternative method of award is used. CITY shall construct project in accordance
23 with the Construction Bid Package which DIRECTOR approved unless prior written
24 approval is received from DIRECTOR for modification therefrom.
25 5. Comply with all applicable Federal, State and COUNTY regulations
26 concerning labor standards, Davis-Bacon Act, Copeland Act and Section 3
27 requirements, as set forth in Sections III., C.3. and III., CA. of the attached Exhibit "A"
28 (General Conditions).
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• lontract No. EC41972
1 6. That this Contract is conditional upon COUNTY being funded by HUD,
2 and the release of funds to COUNTY.
3 7. That this Contract is also conditional upon complying with HUD
4 Environmental Review under HUD regulations at 24 CFR, Part 50 which implements
5 Section 102(2)(c) of the National Environmental Policy Act of 1969 and the California
6 Environmental Quality Act.
7 8. That funds may not be disbursed until the required environmental
8 documentation clearance has been issued.
9 9. To provide requested materials to COUNTY for the Environmental
10 Review process requested by HUD. This process may take up to ninety (90) days.
11 10. To comply with all applicable HUD regulations concerning
12 administrative requirements, as set forth in Section II. (ADMINISTRATIVE
13 REQUIREMENTS) of the attached Exhibit "A" (General Conditions), and maintain
14 records as to services provided and total number of persons served through the
15 project, including percentage of: low income persons and very-low income persons as
16 defined by HUD; persons by ethnicity; female-headed households. Such information
17 shall be available for periodic monitoring by representatives of the County or HUD
18 and shall be submitted in report form to COUNTY per County of Orange procedures.
19 E. MODIFICATIONS/TRANSFERS
20 1. Any proposed modification or change in use of real property acquired or
21 improved in whole or in part by CDBG funds from that planned at the time of the
22 acquisition or improvement, including disposition, must be reported by CITY to the
23 COUNTY and receive COUNTY concurrence thereto in advance of implementing the
24 modification or change in use.
25 2. The CITY shall transfer to COUNTY any CDBG funds on hand at the
26 time of Contract expiration and any accounts receivable attributable to the use of
27 CDBG funds. The CITY shall ensure that any real property under the CITY's control
28 that was acquired or improved in whole or in part with CDBG funds in excess of
29 $25,000 is either:
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Contract No. EC41972
1 (a) Used to meet one of the national objectives in 24 CFR 570.208
2 until five years after expiration of the contract; or,
3 (b) Is disposed of in a manner which results in the COUNTY being
4 reimbursed in the amount of the current fair market value of the property less any
5 portion thereof attributable to expenditures of non-CDBG funds for acquisition of, or
6 improvement to, the property. Such reimbursement is not required after the period
7 of time specified in accordance with 1(a) above.
8 F. AMENDMENTS
9 Any amendment to this contract shall be completed in accordance with
10 Section I.G. (Amendments) of Exhibit "A" attached.
11 G. AUDITS
12 1. The Federal government requires that CITYs receiving $25,000 or more
13 in Federal assistance in a fiscal year must secure an audit. Agencies receiving $25,000
14 or more must meet this requirement through one of the following methods. Failure
15 to meet this requirement will result in the COUNTY denying CITY reimbursement
16 requests.
17 A. If CITY currently conducts audits of all its funding sources,
18 including CDBG, CITY must submit a copy of its most recent audit to the COUNTY.
19 B. If CITY currently conducts audits of its other funding sources but
20 has neither received nor included CDBG in the past, the scope of the audit would be
21 modified to incorporate CDBG audit requirements.
22 C. If CITY does not have a current audit process in place, your agency
23 will be required to develop a process that meets the DIRECTOR's approval.
24 2. CITY agrees to obtain an annual audit within 180 days after the end of
25 each fiscal year. Copies of said audit shall be transmitted to the COUNTY within 30
26 days after being received and approved by the CITY. DIRECTOR shall have the right
27 to ensure that necessary corrective actions are made by the CITY for any audit findings
28 pertinent to CITY handling of funding attributable to the CDBG Program per Federal
29 requirements.
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Contract No. EC41972
1 3. All CITY records with respect to any matters covered by this Contract
2 shall be made available to the COUNTY or the United States government at any time
3 1 during the normal business hours, as often as the COUNTY deems necessary to audit,
4 lexamine or make excerpts or transcripts of relevant data. Any deficiencies noted in
5 audit reports must be fully cleared by the CITY within 30 days after the receipt by the
6 CITY. Failure of the CITY to comply with the above audit requirements will
7 constitute a violation of this contract and may result in the withholding of future
8 payments. The CITY hereby agrees to have an annual agency audit conducted in
9 accordance with current COUNTY policy concerning CITY audits and, as applicable,
10 OMB Circulars A-133 and OMB Circular A-128.
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Contract No. EC41972
1 IN WITNESS WHEREOF, CITY has caused this Contract to be executed by its
2 Mayor and attested by its Clerk; COUNTY has caused this Contract to be executed by
3 the Director of EMA/Housing and Redevelopment, all having been duly authorized
4 by the City Council of CITY and the Orange County Board of Supervisors.
5
6 APPROVED AS TO FORM: City of San Juan Capistrano, a municipal
7 corporation in a State of California
8 CITY ORN Y
9
10 By:
11 Dated: / 4
12 G rge S rborough Date 10/15/96
13 Ci y Man ger
14
15 ATTEST:
16
17
18
19 CiVf Clerk'
20 COUNTY OF ORANGE, a political
21 subdivision of the State of California
22
23
24
25 Dated: l >K� �� By:
26
27 EMA-Housing and Redevelopment
28 Bob Wilson, Director
29
30
31 ORIGINAL FORM CONTRACT
32 APPROVED AS TO FORM: May 22, 1996
33
34 COUNTY COUNSEL
35 ORANGE COUNTY, CALIFORNIA
36
37 MC YR XXII
7/28/96
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• Exhibit "A" to COUNTVUBRECIPIENT Contract
1 GENERAL CONDITIONS
2
3 I. GENERAL PROVISIONS
4 A. General Compliance
5 The SUBRECIPIENT agrees to comply with all applicable federal, state and local laws
6 and regulations governing the funds provided under this contract.
7 B. Independent Contractor
8 Nothing contained in this Contract is intended to, or shall be construed in any manner, as
9 creating or establishing the relationship of employer/employee between the parties. The
10 SUBRECIPIENT shall at all times remain an independent contractor with respect to the services to
11 be performed under this Contract. The COUNTY shall be exempt from payment of all
12 Unemployment Compensation, FICA, retirement, life and/or medical insurance and Workers'
13 Compensation Insurance as the SUBRECIPIENT is an independent contractor.
14 C. Hold Harmless
15 The SUBRECIPIENT shall hold harmless, defend and indemnify the GRANTEE from
16. any all claims, actions, suits, charges and judgments whatsoever that arise out of the
17 SUBRECIPIENT's performance or nonperformance of the services or subject matter called for in
18 this Contract.
19 D. Workers' Compensation
20 The SUBRECIPIENT shall provide Workers' Compensation Insurance coverage for all
21 employees involved in the performance of this contract.
22 E. Insurance& Bondins
23 The SUBRECIPIENT shall carry sufficient insurance coverage to protect contract assets
24 from loss due to theft, fraud and/or undue physical damage, and as a minimum shall purchase a
25 blanket fidelity bond covering all employees in an amount equal to cash advances from the
26 COUNTY.
27 The SUBRECIPIENT shall comply with the bonding and insurance requirements of
28 Attachment B of OMB Circular A-110, Bonding and Insurance.
29
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Exhibit "A" to COUNT',— UBRECIPIENT Contract
1 F. Grantor Recognition
2 The SUBRECIPIENT shall insure recognition of the role of the grantor agency in
3 providing services through this Contract. All activities, facilities and items utilized pursuant to this
4 Contract shall be prominently labeled as to funding source. In addition, the SUBRECIPIENT will
5 include a reference to the support provided herein in all publications made possible with funds made
6 available under this Contract.
7 G. Amendments
8 COUNTY or SUBRECIPIENT may amend this Contract at any time provided that such
9 amendments make specific reference to this Contract, and are executed in writing, signed by a duly
10 authorized representative of both organizations. Such amendments shall not invalidate this Contract,
11 nor relieve or release COUNTY or SUBRECIPIENT from its obligations under this Contract. Any
12 proposed amendment to this Contract shall be submitted to and approved by the COUNTY, prior to
13 commencement by COUNTY of any activity covered by said amendment.
14 COUNTY may, in its discretion, amend this Contract to conform with federal, state or
15 local governmental guidelines, policies and available funding amounts, or for other reasons. If such
16 amendments result in a change in the funding, the scope of services, or schedule of, the activities to
17 be undertaken as part of this Contract, such modifications will be incorporated only by written
18 amendment signed by a duly authorized representative of both organizations.
19 H. Suspension or Termination
20 In the event of SUBRECIPIENT's failure to comply with the provisions of this Contract
21 and pursuant to 24 CFR 85.43 and 85.44, COUNTY may withhold or require SUBRECIPIENT
22 reimbursement of funds, and/or terminate this Contract, and/or allocate funds previously assigned to
23 this Contract to another eligible project(s) within the Urban County.
24 Either party may terminate this Contract at any time by giving written notice to the other
25 party of such termination and specifying the effective date thereof at least 30 days before the effective
26 date of such termination. In the event of any termination for convenience, all finished or unfinished
27 documents, data, studies, surveys, maps, models, photographs, reports or other materials prepared
28 by SUBRECIPIENT under this Contract shall, at the option of the COUNTY become the property of
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• Exhibit "A" to COUNT VPBRECIPIENT Contract
1 the COUNTY, and SUBRECIPIENT shall be entitled to receive just and equitable compensation for
2 any satisfactory work completed on such documents or materials prior to the termination.
3 COUNTY may also suspend or terminate this Contract, in whole or in part, if
4 SUBRECIPIENT materially fails to comply with any term of this Contract, or with any of the rules,
5 regulations or provisions referred to herein; and the COUNTY may declare the SUBRECIPIENT
6 ineligible for any further participation in COUNTY contracts, in addition to other remedies as
7 provided by law. In the event there is probable cause to believe the SUBRECIPIENT is in
8 noncompliance with any applicable rules or regulations, the COUNTY may withhold contract funds
9 until such time as the SUBRECIPIENT is found to be in compliance by the COUNTY, or is
10 otherwise adjudicated to be in compliance.
11 II. ADMINISTRATIVE REQUIREMENTS
12 A. Financial Management
13 1. Accounting Standards
14 The SUBRECIPIENT agrees to comply with Attachment C of OMB Circular A-110
15 and agrees to adhere to the accounting principles and procedures required therein, utilize adequate
16, internal controls, and maintain necessary source documentation for all costs incurred.
17 2. Cost Principles
18 The SUBRECIPIENT shall administer its program in conformance with OMB
19 Circulars A-122, "Cost Principles for Non-Profit Organizations," or A-21, "Cost Principles for
20 Educational Institutions," (and if the SUBRECIPIENT is a governmental or quasi-governmental
21 agency, the applicable sections of 24 CFR Part 85, "Uniform Administrative Requirements for
22 Grants and Cooperative Agreements to State and Local Governments,") as applicable. These
23 principles shall be applied for all costs incurred whether charged on a direct or indirect basis.
24 B. Documentation and Record-Keeping
25 1. Records to be Maintained
26 The SUBRECIPIENT shall maintain all records required by the Federal regulations
27 specified in 24 CFR Parts 570.503(b)(2), 570.506, 570.507 and 570.508 and that are pertinent to
28 the activities to be funded under this Contract. Such records shall include but not be limited to:
29
30 a. Records providing a full description of each activity undertaken;
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Exhibit "A" to COUNT`UB RECIPIENT Contract
1 b. Records demonstrating that each activity undertaken meets one of the National
2 Objectives of the CDBG program;
3 c. Records required to determine the eligibility of activities;
4 d. Records required to document the acquisition, improvement, use or disposition
5 of real property acquired or improved with CDBG assistance;
6 e. Records documenting compliance with the fair housing and equal opportunity
7 components of the CDBG program;
8 f. Financial records as required by 24 CFR Part 570.502, and OMB Circular
9 A-110; and
10 g. Other records necessary to document compliance with Subpart K of
11 24 CFR 570.
12 These records shall be kept available at SUBRECIPIENT's office during the project's
13 contract period and thereafter for three (3) years from the date SUBRECIPIENT receives final
14 payment from this contract.
15 2. Retention
16 The SUBRECIPIENT shall retain all records pertinent to expenditures incurred under
17 this contract for a period of three (3) years after the termination of all activities funded under this
18 Contract, or after the resolution of all Federal audit findings, which ever occurs later. Records for
19 non-expendable property acquired with funds under this Contract shall be retained for three (3)years
20 after final disposition of such property. Records for any displaced person must be kept for three (3)
21 years after he/she has received final payment.
22 3. Client Data
23 The SUBRECIPIENT shall maintain client data demonstrating client eligibility for
24 services provided. Such data shall include, but not be limited to, client name,address,income level
25 or other basis for determining eligibility, and description of service provided. Such information shall
26 be made available to COUNTY monitors or their desienees for review upon request.
27 4. Property Records
28 The SUBRECIPIENT shall maintain real property inventory records which clearly
29 identify properties purchased, improved or sold. Properties retained shall continue to meet eligibilityll
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0 Exhibit "A" to COUNT&UB RECIPIENT Contract
1 criteria and shall conform with the "changes in use" restrictions specified in 24 CFR Parts
2 570.503(b)(8).
3 5. National Obiectives
4 The SUBRECIPIENT agrees to maintain documentation that demonstrates the
5 activities carried out with funds provided under this Contract meet one or more of the CDBG
6 program's national objectives: 1) benefit low/moderate income persons, 2) aid in the prevention or
7 elimination of slums or blight, 3) meet community development needs having a particular urgency -
8 as defined in 24 CFR Part 570.208.
9 6. Close-Outs
10 SUBRECIPIENT obligation to the COUNTY shall not end until all close-out
11 requirements are completed. Activities during this close-out period shall include, but are not limited
12 to: making final payments, disposing of program assets (including the return of all unused materials
13 and equipment), unspent cash advances, program income balances, and receivable accounts to the
14 COUNTY and determining the custodianship of records.
15 7. Audits & Inspections
16 All SUBRECIPIENT records with respect to any matters covered by this Contract
17 shall be made available to the COUNTY, grantor agency, their designees or the Federal Government,
18 at any time during normal business hours, as often as the COUNTY or grantor agency deems
19 necessary, to audit, examine, and make excerpts or transcripts of all relevant data. Any deficiencies
20 noted in audit reports must be fully cleared by the SUBRECIPIENT within 30 days after receipt by
21 the SUBRECIPIENT. Failure of the SUBRECIPIENT to comply with the above audit requirements
22 will constitute a violation of this Contract and may result in the withholding of future payments. The
23 SUBRECIPIENT hereby agrees to have an annual agency audit conducted in accordance with
24 current COUNTY policy concerning SUBRECIPIENT audits.
25 C. Reporting and Payment Procedures
26 1. Budeets
27 The SUBRECIPIENT shall submit a derailed contract budget (the form and content to
28 be prescribed by the COUNTY) for approval by the COUNTY. The COUNTY and the
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Exhibit "A" to COUNT` - UBRECIPIENT Contract
1 SUBRECIPIENT may agree to revise the budget from time to time in accordance with existing
2 COUNTY policies.
3 2. Program Income
4 The SUBRECIPIENT shall report quarterly all program income as defined at 24 CFR
5 570.500(a) generated by activities carried out with CDBG funds made available under this Contract.
6 The use of program income by the SUBRECIPIENT shall comply with the requirements set forth at
7 24 CFR 570.504. By way of further limitation, the SUBRECIPIENT may use such income during
8 the contract period for activities permitted under this Contract and shall reduce requests for additional
9 funds by the amount of any such program income balances on hand. All unused program income
10 shall be returned to the COUNTY at the end of the contract period. Any interest earned on cash
I 1 advances from the U.S. Treasury is not program income and shall be remitted promptly to the
12 COUNTY.
13 Program income generated from cash advance and/or the mere holding of CDBG
14 funds must be paid to the COUNTY per 24 CFR 570.504(c) for subsequent return to HUD.
15 Any program income generated from the sale, transfer or change in the use of assets
16 (e.g. real property) acquired or improved in whole or in part by CDBG funds must be returned to the
17 COUNTY in proportion to the CDBG contribution thereof.
18 The SUBRECIPIENT may retain all program income provided that program income
19 is used exclusively for eligible activities, as determined by the "DIRECTOR" , and is done so in
20 accordance with all applicable CDBG requirements.
21 SUBRECIPIENT shall keep and maintain appropriate records on the use of any such
22 program income as may be required by EMA staff since the COUNTY has the responsibility of
23 monitoring and repotting program income to HUD.
24 In the event of SUBRECIPIENT close-out or change in status of the participating
25 SUBRECIPIENT in the Urban County CDBG Program, any program income at that time or
26 received subsequent to the close-out or change in status shall be paid by SUBRECIPIENT to the
27 COUNTY within 90 days thereafter.
28
29
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• Exhibit "A" to COUNTOUBRECIPIENT Contract
1 3. Indirect Costs
2 If indirect costs are charged, the SUBRECIPIENT will develop an indirect cost
3 allocation plan for determining the appropriate COUNTY share of administrative costs and shall
4 submit such plan to the COUNTY for approval.
5 4. Payment Procedures
6 a. The COUNTY will pay to the SUBRECIPIENT funds available under this
7 Contract based upon information submitted by the SUBRECIPIENT and consistent with any
8 approved budget and COUNTY policy concerning payments. With the exception of certain
9 advances, payments will be made for eligible expenses actually incurred by the SUBRECIPIENT,
10 and not to exceed actual cash requirements. Payments will be adjusted by the COUNTY in
11 accordance with advance fund and program income balances available in SUBRECIPIENT accounts.
12 In addition, the COUNTY reserves the right to liquidate funds available under this Contract for costs
13 incurred by the COUNTY on behalf of the SUBRECIPIENT.
14 b. Payment by the COUNTY to SUBRECIPIENT shall be on a reimbursable basis
15 unless SUBRECIPIENT has been authorized and issued a cash advance at the discretion of the
16 DIRECTOR under this Contract.
17 c. The SUBRECIPIENT is permitted one (1) cash advance under this Contract and
18 it may be made by the DIRECTOR to SUBRECIPIENT if the following conditions are met:
19 (1) SUBRECIPIENT has demonstrated to DIRECTOR through certification
20 in a form prescribed by DIRECTOR and subsequently through performance, its willingness and
21 capacity to establish SUBRECIPIENT financial procedures that will minimize the time elapsing
22 between the receipt of funds and proper disbursement of such funds.
23 (2) SUBRECIPIENT certifies to DIRECTOR, that SUBRECIPIENT's
24 financial management system meets the standards for fund control and accountability as directed in
25 24 CFR 570.502(a), if a governmental Subrecipient, and 24 CFR 570.502(b), if a non-
26 governmental recipient; and as prescribed in Office of Management and Budget Circular A-87, if a
27 governmental Subrecipient, and Office of Management and Budget Circulars A-122 and A-21 if a
28 non-governmental Subrecipient, as periodically amended.
-7-
Exhibit "A" to COUNT` UBRECIPIENT Contract
1 (3) SUBRECIPIENT complies with EMA financial cash advance procedures,
2 procedures defined by HUD in 24 CFR 85.21 Payment Regulations and the United States Treasury
3 regulations described in 31 CFR Part 205. These procedures require that upon written receipt of
4 funds from the COUNTY, SUBRECIPIENT shall disburse payment(s) to vendor(s) within five (5)
5 working days and submit evidence of such disbursement(s) (i.e., warrant copies, etc.) to the
6 DIRECTOR.
7 d. If SUBRECIPIENT is subsequently found, by DIRECTOR, to be in
8 noncompliance with Section II. C. 4.c.(1) through Section II. C. 4.c.(3), SUBRECIPIENT shall in
9 the future be paid on a reimbursable basis.
10 e. Reimbursable basis payments, as referred to in Section 6.a. and/or cash advance
11 described in Section 6.b. shall be made in accordance with EMA financial procedures. In the event
12 of conflict between EMA financial procedures and any applicable statutes, rules or regulations of
13 HUD, including Office of Management and Budget Circular No. A-87, if a governmental
14 Subrecipient, and Office of Management Budget Circular's A-122 and A-21, if a non-governmental,
15 the latter shall prevail.
16 Where contract funds are withheld, and at the request and expense of SUBRECIPIENT,
17 COUNTY will accept securities equivalent to the amount withheld. Such substituted security,
18 meeting the requirements of Government Code Section 4590, shall be deposited with COUNTY,or
19 with a State or Federally chartered bank as escrow agent. If security is deposited with an escrow
20 agent, it shall be covered by an escrow agreement.
21 5. Progress s Reports
22 The SUBRECIPIENT shall submit regular Progress Reports to the COUNTY in the
23 form, content,and frequency as required by the COUNTY.
24 D. Procurement
25 1. Compliance
26 The SUBRECIPIENT shall comply %% ith current COUNTY policy concerning the
27 purchase of equipment and shall maintain an inventory record of all non-expendable personal
28 property as defined by such policy as may be pros.;ied with funds provided herein. All program
-8-
/ • Exhibit "A" to COUNOSUBRECIPIENT Contract
1 assets (unexpended program income, property, equipment, etc.) shall revert to the COUNTY upon
2 termination of this Contract.
3 2. OMB Standards
4 The SUBRECIPIENT shall procure materials in accordance with the requirements of
5 Attachment O of OMB Circular A-110. Procurement Standards, and shall subsequently follow
6 Attachment N, Property Management Standards, covering utilization and disposal of property.
7 3. Travel
8 The SUBRECIPIENT shall obtain written approval from the COUNTY for any travel
9 outside the metropolitan area with funds provided under this Contract.
10 4. Relocation. Acquisition and Displacement
11 The SUBRECIPIENT agrees to comply with 24 CFR 570.606 relating to the
12 acquisition and disposition of all real property utilizing grant funds, and to the displacement of
13 persons, businesses, nonprofit organizations and farms occurring as a direct result of any acquisition
14 of real property utilizing grant funds. The SUBRECIPIENT agrees to comply with applicable
15 COUNTY Ordinances, Resolutions, and Policies concerning displacement of individuals from their
16 residences.
17 III. PERSONNEL & PARTICIPANT CONDITIONS
18 A. Civil Rights
19 1. Compliance
20 The SUBRECIPIENT agrees to comply with Title VI of the Civil Rights Act of 1964
21 as amended, Title VIII of the Civil Rights Act of 1968 as amended, Section 109 of the Title I of the
22 Housing and Community Development Act of 1974, Section 504 of the Rehabilitation Act of 1973,
23 the Americans with Disabilities Act of 1990, the Age Discrimination Act of 1975, Executive Order
24 11063, and with Executive Order 11246 as amended by Executive Orders 11375 and 12086.
25 2. Nondiscrimination
26 The SUBRECIPIENT will not discriminate against any employee or applicant for
27 employment because of race, color, creed, religion, ancestry, national origin, sex, disability or other
28 handicap, age, marital status, or status with regard to public assistance. The SUBRECIPIENT will
29 take affirmative action to insure that all employment practices are free from such discrimination.
-9-
Exhibit "A" to COUNT""UBRECIPIENT Contract
1 Such employment practices include but are not limited to the following: hiring, upgrading, demotion,
2 transfer, recruitment or recruitment advertising, layoff, termination, rates of pay or other forms of
3 compensation, and selection for training, including apprenticeship. The SUBRECIPIENT agrees to
4 post in conspicuous places, available to employees and applicants for employment, notices to be
5 provided by the contracting agency setting forth the provisions of this nondiscrimination clause.
6 3. Section 504
7 The SUBRECIPIENT agrees to comply with any federal regulations issued pursuant
8 to compliance with Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. 706) which prohibits
9 discrimination against the handicapped in any federally assisted program. The COUNTY shall
10 provide the SUBRECIPIENT with any guidelines necessary for compliance with that portion of the
I 1 regulations in force during the term of this Contract.
12 B. Affirmative Action
13 1. Approved Plan
14 The SUBRECIPIENT agrees that it shall be committed to carry out, in accordance
15 with COUNTY specifications, an Affirmative Action Program that encompasses the principles
16 provided in President's Executive Order 11246 of September 24, 1965. The (Grantee) shall provide
17 Affirmative Action guidelines to the SUBRECIPIENT to assist in the formulation of such program.
18 The SUBRECIPIENT shall submit a plan for an Affirmative Action Program.for approval prior to
19 the award of funds.
20 2. W/MBE
21 The SUBRECIPIENT will use its best efforts to afford minority and women-owned
22 business enterprises the maximum practicable opportunity to participate in the performance of this
23 Contract. As used in this contract, the term "minority and female business enterprise" means a
24 business at least fifty-one (5 1)percent owned and controlled by minority group members or women.
25 For the purpose of this definition, "minority group members" are Afro-Americans, Spanish
26 speaking, Spanish surnamed or Spanish-heritage Americans, Asian-Americans, and American
27 Indians. The SUBRECIPIENT may rely on written representations by SUB-SUBRECIPIENTs
28 regarding their status as minority and female bumness enterprises in lieu of an independent
29 investigation.
-10-
' • Exhibit "A" to COUNIS,UBRECIPIENT Contract
1 3. Access to Records
2 The SUBRECIPIENT shall furnish and cause each of its sub-SUBRECIPIENTs to
3 furnish all information and reports required hereunder and will permit access to its books, records
4 and accounts by the COUNTY, HUD or its agents, or other authorized Federal officials for purposes
5 of investigation to ascertain compliance with the rules, regulations and provisions stated herein.
6 4. Notifications
7 The SUBRECIPIENT will send to each labor union or representative of workers with
8 which it has a collective bargaining Contract or other contract or understanding, a notice, to be
9 provided by the agency contracting officer, advising the labor union or worker's representative of the
10 SUBRECIPIENT's commitments hereunder, and shall post copies of the notice in conspicuous
I 1 places available to employees and applicants for employment.
12 5. EEO/AA Statement
13 The SUBRECIPIENT will, in all solicitations or advertisements for employees placed
14 by or on behalf of the SUBRECIPIENT, state that it is an Equal Opportunity or Affirmative Action
15 employer.
16 6. Subcontract Provisions
17 The SUBRECIPIENT will include the provisions of Paragraphs VIII A, Civil Rights,
18 and B, Affirmative Action, in every subcontract or purchase order, specifically or by reference, so
19 that such provisions will be binding upon each subSUBRECIPIENT or vendor.
20 C. Emplovment Restrictions
21 1. Prohibited Activity
22 The SUBRECIPIENT is prohibited from using funds provided herein, or personnel
23 employed in the administration of the program, for: political activities, sectarian or religious
24 activities, lobbying,political patronage,and nepotism activities.
25 2. OSHA
26 Where employees are engaged in activities not covered under the Occupational Safety
27 and Health Act of 1970, they shall not be required or permitted to work, be trained, or receive
28 services in buildings or surroundings or under working conditions which are unsanitary, hazardous
29 1 or dangerous to the participants' health or safety.
-11-
Exhibit "A" to COUNTY iBRECIPIENT Contract
1 3. Labor Standards
2 The SUBRECIPIENT agrees to comply with the requirements of the Secretary of
3 Labor in accordance with the Davis-Bacon Act as amended, the provisions of Contract Work Hours,
4 the Safety Standards Act, the Copeland"Anti-Kickback" Act (40 U.S.C. 276, 327-333) and all other
5 applicable federal, state and local laws and regulations pertaining to labor standards insofar as those
6 acts apply to the performance of this Contract. The SUBRECIPIENT shall maintain documentation
7 which demonstrates compliance with hour and wage requirements of this part. Such documentation
8 shall be made available to the COUNTY for review upon request.
9 The SUBRECIPIENT agrees that, except with respect to the rehabilitation or
10 construction of residential property designed for residential use for less than eight(8) households, all
11 contractors engaged under contracts in excess of$2,000.00 for construction, renovation or repair of
12 any building or work financed in whole or in part with assistance provided under this contract, shall
13 comply with federal requirements adopted by the COUNTY pertaining to such contracts and with the
14 applicable requirements of the regulations of the Department of Labor, under 29 CFR, Parts 3, 1, 5
15 and 7 governing the payment of wages and ratio of apprentices and trainees to journeymen;
16 provided, that if wage rates higher than those required under the regulations are imposed by state or
17 local law, nothing hereunder is intended to relieve the SUBRECIPIENT of its obligation, if any, to
18 require payment of the higher rate. The SUBRECIPIENT shall cause or require to be insetted in
19 full, in all such Contracts subject to such regulations, provisions meeting the requirements of this
20 paragraph, for such Contracts in excess of$10,000.00.
21 4. "Section 3"Clause
22 a. Compliance
23 Compliance with the provisions of Section 3, the regulations set forth in 24 CFR
24 135, and all applicable rules and orders issued hereunder prior to the execution of this Contract, shall
25 be a condition of the federal financial assistance provided under this Contract and binding upon the
26 COUNTY, the SUBRECIPIENT and any subSUBRECIPIENTs. Failure to fulfill these
27 requirements shall subject the COUNTY, the SUBRECIPIENT and any subSUBRECIPIENTs,
28 their successors and assigns, to those sanctions specified by the Contract through which federal
-12-
1 • Exhibit "A" to COUN'MUBRECIPIENT Contract
1 assistance is provided. The SUBRECIPIENT certifies and agrees that no contractual or other
2 disability exists which would prevent compliance with requirements.
3 The SUBRECIPIENT further agrees to comply with these "Section 3"
4 requirements and to include the following language in all subcontract executed under this Contract:
5 "The work to be performed under this Contract is a project assigned under a
6 program providing direct federal financial assistance from HUD and is subject to the requirements of
7 Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 1701.
8 Section 3 requires that to the greatest extent feasible opportunities for training and employment be
9 given to lower income residents of the project area and contracts for work in connection with the
10 project be awarded to business concerns which are located in, or owned in substantial part by
1 I persons residing in the areas of the project."
12 The SUBRECIPIENT certifies and agrees that no contractual or other disability
13 exists which would prevent compliance with the requirements.
14 b. Notifications
15 The SUBRECIPIENT agrees to send to each labor organization or representative
16 of workers with which it has a collective bargaining Contract or other contract or understanding, if
17 any, a notice advising said labor organization or worker's representative of its commitments under
18 this Section 3 clause and shall post copies of the notice in conspicuous places available to employees
19 and applicants for employment or training.
20 c. Subcontracts
21 The SUBRECIPIENT will include Section 3 clause in every subcontract and will
22 take appropriate action pursuant to the subcontract upon a finding that the subSUBRECIPIENT is in
23 violation of regulations issued by the Grantor Agency. The SUBRECIPIENT will not subcontract
24 with any subSUBRECIPIENT where it has notice or knowledge that the latter has been found in
25 violation of regulations under 24 CFR 135 and will not let any subcontract unless the
26 subSUBRECIPIENT has first provided it with a preliminary statement of ability to comply with the
27 requirements of these regulations.
28
29
-13-
Exhibit "A" to COUNTY—'J B RECIPIENT Contraci
1 D. Conduct
2 1 . Assignabilitv
3 The SUBRECIPIENT shall not assign or transfer any interest in this Contract without
4 the prior written consent of the COUNTY thereto; provided, however, that claims for money due or
5 to become due to the SUBRECIPIENT from the COUNTY under this Contract may be assigned to a
6 bank, trust company, or other financial institution without such approval. Notice of any such
7 assignment or transfer shall be furnished promptly to the COUNTY.
8 2. Hatch Act
9 The SUBRECIPIENT agrees that no funds provided, nor personnel employed under
10 this Contract, shall be in any way or to any extent engaged in the conduct of political activities in
I 1 violation of Chapter 15 of Title V United States Code.
12 3. Conflict of Interest
13 The SUBRECIPIENT agrees to abide by the provisions of 24 CFR 570.611 with
14 respect to conflicts of interest, and covenants that if presently has no financial interest and shall not
15 acquire any financial interest, direct or indirect, which would conflict in any manner or degree with
16 the performance of services required under this,Contract. The SUBRECIPIENT further covenants
17 that in the performance of this Contract no person having such a financial interest shall be employed
18 or retained by the SUBRECIPIENT hereunder. These conflict of interest provisions apply to any
19 person who is an employee, agent, consultant, officer, or elected official or appointed official of the
20 COUNTY or of any designated public agencies or SUBRECIPIENTs which are receiving funds
21 under the CDBG Entitlement program.
22 4. Subcontracts
23 a. Approvals
24 The SUBRECIPIENT shall not enter into any subcontracts with any agency or
25 individual in the performance of this Contract without the written consent of the COUNTY prior to
26 the execution of such Contract.
27 b. Monitoring
28 The SUBRECIPIENT will monitor all subcontracted services on a regular basis
29 to assure contract compliance. Result of monitoring efforts shall be summarized in written reports
-14-
Exhibit "A" to COUNTOUBRECIPIENT Contract
I and supported with documented evidence of follow-up actions taken to correct areas of the
2 noncompliance.
3 c. Content
4 The SUBRECIPIENT shall cause all of the provisions of this Contract in its
5 entirety to be included in and made a part of any subcontract executed in the performance of this
6 Contract.
7 d. Selection Process
8 The SUBRECIPIENT shall undertake to insure that all subcontracts awarded in
9 the performance of this Contract shall be awarded on a fair and open competition basis. Executed
10 copies of all subcontracts shall be forwarded to the COUNTY along with documentation concerning
11 the selection process.
12 5. Copyright
13 If this contract results in any copyrightable material, the COUNTY and/or grantor
14 agency reserves the right to royalty-free, non-exclusive and irrevocable license to reproduce,publish
15 or otherwise use and to authorize others to use, the work for government purposes.
16 6. Religious Oreanization
17 The SUBRECIPIENT agrees that funds provided under this contract will not be
18 utilized for religious activities, to promote religious interest, or for the benefit of a religious
19 organization in accordance with the federal regulations specified in 24 CFR 570.2000).
20 IV. ENVIRON-MENTAL CONDITIONS
21 A. Air and Water
22 The SUBRECIPIENT agrees to comply with the following regulations insofar as they
23 apply to the performance of this Contract:
24 o Clean Air Act, 42 U.S.C., 1857, et seq.
25 o Federal Water Pollution Control Act, as amended, 33 U.S.C. 1251, et seq., as
26 amended 1318 relating to inspection, monitoring, entry, reports, and information, as well as other
27 requirements specified in said Section 114 and Section 308, and all regulations and guidelines issued
28 thereunder.
-15-
Exhibit "A" to COUNT- 'SUBRECIPIENT Contract
1 o Environmental Protection Agency (EPA) regulations pursuant to 40 C.F.R, Parts
2 50 and 58, as amended.
3 o National Environmental Policy Act of 1969.
4 o HUD Environmental Review Procedures (24 CFR, Part 58).
5 o California Environmental Quality Act
6 B. Flood Disaster Protection
7 The SUBRECIPIENT agrees to comply with the requirements of the Flood Disaster
8 Protection Act of 1973 (P.L. 2234) in regard to the sale, lease or other transfer of land acquired,
9 cleared or improved under the terms of this contract, as it may apply to the provisions of this
10 contract.
11 C. Lead-Based Paint
12 The SUBRECIPIENT agrees that any construction or rehabilitation of residential
13 structures with assistance provided under this contract shall be subject to HUD Lead-Based Paint .
14 Regulations at 24 CFR 570.608, and 24 CFR Part 35, and in particular Sub-Part B thereof. Such
15 regulations pertain to all HUD-assisted housing and require that all owners, prospective owners, and
16 tenants or properties constructed prior to 1978 be properly notified that such properties may include
17 lead-based paint. Such notification shall point out the hazards of lead-based paint and explain the
18 symptoms, treatment and precautions that should be taken when dealing with lead-based paint
19 poisoning.
20 D. Historic Preservation
21 The SUBRECIPIENT agrees to comply with the Historic Preservation requirements set
22 forth in the National Historic Preservation Act of 1966, as amended (16 U.S.C. 470) and the
23 procedures set forth in 36 CFR, Part 800, Advisory Council on Historic Preservation Procedures for
24 Protection of Historic Properties, insofar as they apply to the performance of this contact.
25 In general, this requires concurrence from the State Historic Preservation Officer for all
26 rehabilitation and demolition of historic properties that are fifty years old or older or that are included
27 on a Federal, State, or local historic property list.
28
29 GS/BJGMW5A2-5
30 (4/2/96)
31
-16-
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Housing & Redevelopment ENVIP.ON?vSENTA.I. MANAGEMENT AGENCY T