HomeMy WebLinkAboutC2016-548 - 7/12/2016 - Approved INTERDEPARTMENTAL AGREEMENT
FY2016 COMMUNITY DEVELOPMENT
BLOCK GRANT (CDBG) PROGRAM
This interdepartmental agreement ("Agreement") is entered into by and between Housing and
Community Development Department ("HCD"), the City of Corpus Christi ("City") and the
Parks and Recreation Department ("Department") of the City.
WHEREAS, the City has received funds from the U. S. Department of Housing and Urban
Development ("HUD") under Title I of the Housing and Community Development Act of 1974
("Act"), as amended, for utilization in connection with the City's Community Development Block
Grant ("CDGB") Program;
WHEREAS, the City's City Council ("City Council') has adopted a budget for
expenditure of the City's FY16 CDBG Program funds and has allocated:
$200,000 ("Funds") for a project entitled Ben Garza Park Improvements ("Project")
WHEREAS, HCD is responsible for the administration of CDBG Funds and for
monitoring of the Project;
WHEREAS, HCD wishes to engage the Department to implement and manage the
Project; and
WHEREAS, in consideration of the tasks, activities, and services to be performed and
rendered by the Department under this Agreement, HCD shall provide the Department with the
HUD approved Funds for completion of the Project.
NOW, THEREFORE, the parties to this Agreement covenant and agree, and by the
execution of this Agreement are bound, to the mutual obligations contained in this Agreement
and to the performance and accomplishment of the tasks, activities and services as described.
I. TERM
1.1. Except as otherwise provided for pursuant to the provisions of this Agreement, this
Agreement commences immediately upon its full execution and terminates on either (i)
December 31, 2017, or (ii) Project completion, whichever occurs earliest in time. At the
completion of the term, HCD reserves the right to recapture funding for projects which have not
yet begun.
II. SCOPE OF WORK
2.1 The Department shall complete the work outlined in the FY2016 CDBG Request for
Proposal response ("RFP Response") and the Project Completion Table that was submitted
to HCD for consideration to receive funding and which is incorporated in this Agreement by
if e=1. .,i if fi ilk;within this document. The Department, through its contractors and
2016-548 nprovements to the Project by September 30, 2017, to wit: Project
7/12/16 Page 1 of 7
Ord. 030887
Parks and Recreation Dept INDEXED
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will include improvements of two existing youth baseball/softball fields, outdoor fitness
equipment for teens and adults, new park benches and picnic tables, trees and a split rail fence
around perimeter of park. The park improvements will be located in Ben Garza Park, Corpus
Christi, Nueces County, Texas. The funding provided under this Agreement is made with the
express condition that no part of the Project previously improved with federal funds may be
further similarly improved. For the purposes of this Agreement, the term "Project" collectively
includes the aforementioned real properties and any improvements existing thereon as of the
date of the Department's execution of this Agreement and includes, where appropriate and in
context, the Improvements to be constructed with the funding provided under this Agreement.
All Improvements must be constructed in accordance with the plans and specifications
("Plans") prepared by the Department. No construction may commence until the Plans are
approved by the Administrator or the Administrator's designee ("Administrator") of the City's
Housing and Community Development Department ("HCD") and by the City's Development
Services Department ("Development Services").
2.2 Modifications or revisions to the scope of the Project discussed in the RFP response,
which scope formed the basis for this Project to receive Funds, may be made only pursuant to
the prior written approval of the Administrator of HCD.
III. COMPLIANCE WITH FEDERAL, STATE, AND LOCAL LAWS
3.1 The Department shall operate the Project to further the primary objective of the Housing &
Community Development Act as outlined in 24 CFR 570.200 and 570.208, as each may be
amended, and will complete the Project by December 31, 2017, and provide programs to help
low and moderate income individuals and individuals with disabilities improve the quality of
their lives and reach their maximum potential for independence and at all times in accordance
with HUD's Community Development Block Grant regulations and guidelines and all local,
State, and Federal requirements and laws. The Department certifies that the activities carried
out under this Agreement will be eligible and comply with national objectives and will establish
and maintain records demonstrating eligibility and compliance with national objectives.
3.2 The Department acknowledges that summaries of certain compliance requirements
mandated by the applicable federal laws and regulations have been provided to it. The
Department further acknowledges that the summaries, and any amendments to the
summaries, are intended only as summaries and in no way are meant to constitute a complete
compilation of all obligations imposed upon the Department by law or to narrow the standards
which the Department must follow.
3.3 The Department shall ensure all contracts contain language requiring that all contractors
and subcontractors receiving Funds in connection with this Project are familiar with and shall
comply with any and all applicable laws, regulations, and rules governing the third party's
conduct with respect to the Project.
3.4 The Department shall observe and comply with all federal, State, and local laws,
regulations, and rules affecting the Department's operations pursuant to this Agreement,
including but not limited to:
a. Equal Participation Documentation. The Department shall maintain and provide
access to records documenting compliance with Section 109 of the Housing and
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Community Development Act of 1974 [42 United States Code ("U.S.C.") §5309], as
amended, which requires that no person shall, on the ground of race, color, national
origin, religion, or sex, be excluded from participation in, be denied the benefits of,
or be subjected to discrimination under any program or activity funded in whole or in
part with community development funds made available pursuant to the Act. Any
prohibition against discrimination on the basis of age under the Age Discrimination
Act of 1975, as amended, or with respect to an otherwise qualified disabled
individual, as provided in 29 U.S.C. §794, as amended, also applies to this
Agreement.
b. Compliance Documentation. The Department shall maintain and provide access
to records documenting compliance with the rules and regulations contained in
Title 24, Chapter 570, et. seq., of the Code of Federal Regulations ("CFR"),
including, but not limited to, Subpart K, Sections 570.603, Labor Standards;
570.607, Employment and Contracting Opportunities; 570.608, Lead-Based Paint;
570.609, Use of Debarred, Suspended, or Ineligible Contractors or Subrecipients;
570.610, Uniform Administrative Requirements and Cost Principles; and 570.611,
Conflict of Interest.
c. Equal Employment Opportunity. The Department shall comply with all applicable
Federal Equal Employment Opportunity regulations, including, but not limited to,
Executive Order 11246, as amended, and Section 3 of the Housing and Urban
Development Act of 1968 as set forth in 24 CFR 570.607, as amended, and shall
require compliance with the aforementioned laws and regulations in all contracts the
Department enters into with respect to construction of the Improvements.
d. Request for Bids/Proposals. The Department shall comply with requirements of
OMB Circular 2 CFR Part 200.318, as amended, and all State and local procurement
requirements with regard to solicitation of bids and proposals for completion of the
Project, if applicable, and shall provide such records to representatives of HUD, the
City Manager, or the Administrator upon request.
e. Accessibility. The Department shall comply with the Americans with Disabilities
Act of 1990, as amended, the Architectural Barriers Act of 1968, as amended, and
with the rules and regulations published in 28 CFR Part 36, as amended, and all
State and local requirements regarding disabled accessibility.
f. Civil Rights Compliance. The Department agrees to comply with all local
ordinances and State laws relating to civil rights and with Title VI of the Civil Rights
Act of 1964 as amended and implementing regulations in 24 CFR part 1, Title VII of
the Civil Rights Act of 1968 as amended, Section 104(b) and Section 109 of Title
of the Housing and Community Development Act of 1974 as amended, Section 504
of the Rehabilitation Act of 1973, the American with Disabilities Act of 1990, the
Age Discrimination Act of 1975, Executive Order 11063 as amended by Executive
Order 12259 and implementing regulations in 24 CFR part 107, and Executive
Order 11246 as amended by Executive Orders 11375, 11478, 12107 and 12086.
g. Labor Standards. The Department agrees to comply with the requirements of the
Secretary of Labor in accordance with the Davis-Bacon Act as amended, the
provisions of Contract Work Hours and Safety Standards Act (40 U.S.C. 327 et seq.)
and all other applicable Federal, state and local laws and regulations pertaining to
labor standards insofar as those acts apply to the performance of this Agreement.
The Department agrees to comply with the Copeland Anti-Kick Back Act (18 U.S.C.
874 et seq.) and it's implementing regulations of the U.S. Department of Labor at 29
CFR Part 5. The Department shall maintain documentation that demonstrates
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compliance with hour and wage requirements of this part. Such documentation shall
be made available to the HCD for review upon request.
3.5 The Department agrees that all improvements paid with CDBG funds will remain in place
and facility will continue to be used for the same use and purpose for up to five (5) years after
construction is complete and Project is closed by HCD Staff. Improvements must continue to
benefit low/moderate income persons up to five (5) years, as per the National Objective for
which the Project was deemed eligible for funding.
IV. OTHER FUNDS AND RESOURCES
4.1 The Department agrees that the Funds provided to it under the terms of this Agreement
may not be substituted for funds and resources provided from other sources, nor shall the
Funds act or serve to reduce the funds, resources, services, or other benefits which would have
been available to or provided through the Department has this Agreement not been executed.
V. PERFORMANCE
5.1 The Department shall manage, implement, perform, provide, and carry out in a timely
manner all of the tasks, activities, and services set forth in the RFP Response.
5.2 Department in managing CDBG Funds shall comply with CDBG processes as
established by HCD.
5.3 Funds are provided for the accomplishment of this Project and its specific work tasks
only, as approved by the City Council. Accordingly, when all approved work tasks are
completed, the Department shall forward to HCD a statement detailing that the Project has
been completed ("Project Completion Statement") and a memo stating that the Project has
been accepted by the City ("Project Acceptance Memo") in conjunction with submission of
the final Project invoice.
VI. FISCAL
6.1 In as much as the City Council has delegated to HCD the responsibility for fiscal
oversight, control, and monitoring of CDBG Program Funds, the Department shall submit to
HCD, written approval prior to final processing, all Project matters that are fiscal in nature
including, but not limited to, requests for payment, purchase orders, requisitions, budget
adjustments, and invoices. The Department understands and agrees that Funds are awarded
only for the indicated term of this Agreement. The Department is solely responsible for
submitting any and all invoices (i) no later than the close of business by December 31, 2017,
or (ii) 30 calendar days upon Project completion, whichever occurs earliest in time.
VII. MAINTENANCE AND ACCESSIBILITY OF RECORDS
7.1 The Department agrees to maintain records that will provide accurate, current, separate,
and complete disclosure of the status of any Funds received pursuant to this Agreement.
7.2 The Department further agrees that (i) maintenance of the records must be in
compliance with all terms and provisions of federal law providing for complete disclosure of the
status of any Funds received pursuant to this Agreement; (ii) the records must be kept in
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compliance with all applicable federal and State laws, regulations, and rules establishing
standards for governmental financial management; (iii) the Department's records system must,
at all times, contain sufficient documentation to provide in detail full support and justification for
each expenditure of the Funds provided under this Agreement.
7.3 As often, at such time, and in such form as needed, HCD may require the Department,
by verbal or written request, shall make available and/or furnish to HCD any and all statements,
reports, data, and information deemed necessary by HCD to matters which pertain to this
Agreement. The Department shall maintain and provide any information, reports, data, and
forms pertinent to this Agreement as HUD, the Inspector General, the Comptroller of the United
States, or any of their authorized representatives, may, from time to time, request for the proper
administration of this Agreement.
7.4 The Department shall retain all financial records, supporting documents, statistical records
and all other records pertinent to this Agreement for a period of four (4) years. The retention
period begins on the date of the submission of the HCD's annual performance and evaluation
report to HUD in which the activities assisted under this Agreement are reported on for the final
time. Notwithstanding the above, if there is litigation, claims, audits, negotiations or other
actions that involve any of the records cited that have started before the expiration of the four
year period, then such records must be retained until completion of the actions and resolution
of all issues, or the expiration of the four year period, whichever occurs later.
VIII. PERFORMANCE REPORTS
8.1 At a minimum, the Department shall submit Quarterly Project Status Reports to HCD no
later than the 5th day of the end of each quarter. HCD Staff shall provide Department the
reports and Department shall be responsible for timely submittal of reports. Reports will begin
at the execution of this Agreement and commence at the conclusion of the construction of each
project.
8.2 The Department shall complete and submit a final Performance Measurement System
Report ("Final Report") no later than 15 calendar days after completion of the Project.
IX. CHANGES AND AMENDMENTS
9.1 Alterations, additions, or deletions to the terms of this Agreement may be made by
written amendment and must be executed by both the HCD Director and the Director, or the
Director's designee, of the Department.
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0 PU, ( tiLiAAA y
Executed in duplicate this i day of ' e • - - •- 2018 1
PARKS & RECREATION DEPARTMENT
4t4-- 4,- 4s 0 00
Stacie Talbert Ah(aYa, Interim Parks Director Date
Parks & Recreation Department
HOUSING AND COMMUNITY DEVELOPMENT
...W111.1111111P ----_, kW/4) W
Rumy : ncourt, Director Date
Housing • Community Development Department
CITY ADMINISTRATION
Jay Cd ,/,/lgt,1
Elling at�
Interim Assistant City Manager
Approved as to form: J al, 2016
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ATTEST: ♦ f !� ..
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Yv: e Agu - REB CCA HUERTA i.
Assistant City Attorney �''r'RPTA
ply
for the City Attorney
Q1 - -. � U1h KILL.,
sT CUUNCIL �'
SECRETAR
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Project Completion Table
Park Improvements at Ben Garza
FY2016 Project: Park Project Timetable*
Planning/Design $0 Design/Planning Complete: December 2016
Construction $200,000 Design/Assessment Phase: February 2017
Contingency Bid Date: February 2017
Inspection Svcs Award Date: April 2017
Other: Eng. Construction Begin: May 2017
Total $200,000 Construction Complete: December 2017
* Provide actual dates
Please be informed that HUD requires the City to meet a CDBG spending ratio on an annual
basis; therefore, the "project delivery timeline" is very crucial and the funded department must
make every effort to deliver the project as planned.
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