HomeMy WebLinkAboutOlympic Community Action Progarms (OlyCAP) - 082420SUBRECIPIENT AGREEMENT FOR CDBG PUBLIC SERVICES e-A( C
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JEFFERSON COUNTY AND OLYMPIC COMMUNITY ACTION PROGRAMS (OLYCAP)
This Agreement is made between Jefferson County (herein called the Local Government) and Olympic Community
Action Programs (herein called Subrecipient) for the public services project (herein called the Project).
As the Washington State Department of Commerce (Commerce) is authorized by the federal Department of Housing and
Urban Development (HUD) to provide funds to units of local government selected to undertake and carry out projects
under the Washington State Community Development Block Grant (CDBG) Program in compliance with all applicable
local, state, and federal laws, regulations and policies; and
As the Local Government has applied for and received a CDBG award, contract number 20-62210-007, to fund the
Project with Federal Award Identification Number B-18-DC-53-0001, and
As it benefits the Local Government to engage the Subrecipient to accomplish the Scope of Work and the objectives of
the local CDBG project;
The parties agree that:
1. SCOPE OF SERVICES
A. Local Government Responsibilities
The Local Government is responsible for administration of the CDBG contract, and ensuring CDBG funds are used
in accordance with all program requirements [(24 CFR 570.501(b)] and its CDBG contract with Commerce
referenced above. The Local Government will provide such assistance and guidance to the Subrecipient as may be
required to accomplish the objectives and conditions set forth in this Agreement.
B. Subrecipient Responsibilities
The Subrecipient will complete in a satisfactory and proper manner as determined by the Local Government the
tasks as described in the attached Scope of Work and Budget to accomplish the objectives of the Project. The
Subrecipient will periodically meet with the Local Government to review the status of these tasks.
TIME OF PERFORMANCE
The effective date of this Agreement will be the date the parties sign and complete execution of this agreement
and will be in effect for the time period during which the Subrecipient remains in control of CDBG funds or other
CDBG assets. The end date for performance of their obligations under this agreement shall be June 30, 2021.
3. AGREEMENT REPRESENTATIVES
Each party to this Agreement shall have a representative. Each party may change its representative upon providing
written notice to the other party. The parties' representatives are as follows:
A. Subrecipient:
Name of Representative: Cherish Cronmiller
Title: Executive Director
Mailing Address: 823 Commerce Loop
City, State and Zip Code: Port Townsend, WA 98368
Telephone Number: (360) 385-2571
Fax: (360) 385-5185
E-mail Address: ccronmiller@olycap.org
B. Local Government:
Name of Representative: Philip Morley
Title: County Administrator
Mailing Address: PO Box 1220
City, State and Zip Code: Port Townsend, WA 98368
Telephone Number: (360) 385-9100
Fax Number: (360) 385-9382
E-mail Address: pmorley@co.jefferson.wa.us
4. BUDGET
The total grant award is $110,321. The Local Government will retain $3,500 for grant administration and will pass
through to the Subrecipient no more than $106,821 in CDBG funds of the total for eligible incurred costs and
expenses for the Project. The Subrecipient shall follow the budget approved by Commerce and the Local
Government and attached to this Agreement (Attachment A). The Local Government may require a more detailed
budget breakdown, and the Subrecipient shall provide such supplementary budget information in a timely fashion
in the form and content prescribed by the Local Government.
Indirect Cost Rate if the Subrecipient chooses to charge Indirect under this grant, the Subrecipient shall provide
their indirect cost rate that has been negotiated between their entity and the Federal Government. If no such rate
exists, a de minimis indirect cost rate of 10% of modified total direct costs (MTDC) will be used.
"Modified Total Direct Costs (MTDC)" shall mean all direct salaries and wages, applicable fringe benefits, materials
and supplies, services, travel, and up to the first $25,000 of each subaward (regardless of the period of
performance of the subawards under the award). MTDC excludes equipment, capital expenditures, and rental
costs.
Any amendments to this Agreement's Budget must first be determined by the Local Government as consistent
with its CDBG contract with Commerce and then approved in writing by the Local Government and the
Subrecipient.
5. PAYMENT
The Local Government shall reimburse the Subrecipient in accordance with the payment procedures outlined in
the CDBG Management Handbook, Financial Management Section for all allowable expenses agreed upon by the
parties to complete the Scope of Service.
Reimbursement under this Agreement will be based on billings, supported by appropriate documentation of costs
actually incurred. It is expressly understood that claims for reimbursement will not be submitted in excess of
actual, immediate cash requirements necessary to carry out the purposes of the agreement. Funds available
under this Agreement will be utilized to supplement rather than supplant funds otherwise available.
It is understood that this Agreement is funded in whole or in part with CDBG funds through the Washington State
CDBG Program as administered by Commerce and is subject to those regulations and restrictions normally
associated with federally -funded programs and any other requirements that the State may prescribe.
6. PERFORMANCE MONITORING
The Local Government will monitor the performance of the Subrecipient by tracking project progress, reviewing
payment requests for applicable costs, managing the timely pass -through of CDBG funds, overseeing compliance
with CDBG requirements, and ensuring recordkeeping and audit requirements are met. Substandard performance
as determined by the Local Government will constitute noncompliance with this Agreement.
If action to correct such substandard performance is not taken by the Subrecipient within a reasonable period of
time after being notified by the Local Government, contract suspension or termination procedures will be
initiated.
SPECIAL CONDITIONS
In addition to the requirements and obligations imposed upon the Subrecipient by Section 7F below, the parties
agree the following requirements and obligations with respect to insurance are made part of this Agreement and
apply to the Subrecipient and where applicable, the County:
The Subrecipient shall obtain and keep in force during the terms of the Agreement, policies of insurance as
follows:
Commercial Automobile Liability Insurance providing bodily injury and property damage liability coverage for all
owned and non -owned vehicles assigned to or used in the performance of the work for a combined single limit
of not less than $500,000 each occurrence with the County named as an additional insured in connection with
the Subrecipient's performance of the contract.
General Commercial Liability Insurance in an amount not less than a single limit of one million dollars
($1,000,000) per occurrence and an aggregate of not less than two (2) times the occurrence amount ($2,000,000
minimum) for bodily injury, including death and property damage, unless greater amount is specified in the
contract specifications. The insurance coverage shall contain no limitation on the scope of the protection
provided and include the following minimum coverage:
a. Broad Form Property Damage, with no employee exclusion;
b. Personal Injury Liability, including extended bodily injury;
c. Broad Form Contractual/Commercial Liability — including completed operations;
d. Premises — Operations Liability (M&C);
e. Independent Contractors and Subcontractors;
f. Blanket Contractual Liability
Such insurance coverage shall be evidenced by one of the following methods:
* Certificate of Insurance
* Self-insurance through an irrevocable Letter of Credit from a qualified financial institution.
Certificates of coverage as required by this section shall be delivered to the County within fifteen (15) days of
execution of this agreement.
The Subrecipient shall include all subcontractors as insured under its insurance policies or shall furnish separate
certificates and endorsements for each subcontractor. All insurance provisions for subcontractors shall be
subject to all of the requirements stated herein.
Failure of the Subrecipient to take out and/or maintain any required insurance shall not relieve the Subrecipient
from any liability under the Agreement, nor shall the insurance requirements be construed to conflict with or
otherwise limit the obligations concerning indemnification.
It is agreed by the parties that insurers shall have no right of recovery or subrogation against the County
(including its employees and other agents and agencies), it being the intention of the parties that the insurance
policies so affected shall protect both parties and be primary coverage for any and all losses covered by the
above described insurance. It is further agreed by the parties that insurance companies issuing the policy or
policies shall have no recourse against the County (including its employees and other agents and agencies) for
payment of any premiums or for assessments under any form of policy. It is further agreed by the parties that
any and all deductibles in the above described insurance policies shall be assumed by and be at the sole risk of
the Subrecipient.
It is agreed by the parties that judgements for which the County may be liable, in excess of insured amounts
provided herein, or any portion thereof, may be withheld from payment due, or to become due, to the
Subrecipient until such time as the Subrecipient shall furnish additional security covering such judgement as may
be determined by the County.
The County reserves the right to request additional insurance on an individual basis for extra hazardous
contracts and specific service agreements.
Any coverage for third party liability claims provided to the County by a "Risk Pool" created pursuant to Ch.
48.62 RCW shall be non-contributory with respect to any policy of insurance the Subrecipient must provide to
comply with this Agreement.
If the proof of insurance or certificate indicating the County is an "additional insured" to a policy obtained by the
Subrecipient refers to an endorsement (by number or name) but does not provide the full text of that
endorsement, then it shall be the obligation of the Subrecipient to obtain the full text of that endorsement and
forward that full text to the County.
The County may, upon the Subrecipient's failure to comply with all provisions of this contract relating to
insurance, withhold payment or compensation that would otherwise be due to the Subrecipient.
8. GENERAL CONDITIONS
A. General Compliance
The Subrecipient agrees to comply with:
The requirements of Title 24 of the Code of Federal regulations, 570 (HUD regulations concerning
CDBG); and
All other applicable Federal, State and Local laws, regulations, and policies, governing the funds
provided under this Agreement.
B. CDBG National Objective
The Subrecipient certifies the activities carried out under this Agreement meet a CDBG Program National
Objective defined in 24 CFR 570.208.
C. Independent Contractor
Nothing contained in this Agreement is intended to, or will be construed in any manner, as creating or
establishing the relationship of employer/employee between the parties. The Subrecipient will at all times
remain an "independent contractor" with respect to the services to be performed under this Agreement.
The Local Government will be exempt from payment of all Unemployment Compensation, FICA, retirement,
life and/or medical insurance and Workers' Compensation Insurance, as the Subrecipient is an independent
contractor.
D. Hold Harmless
The Subrecipient will hold harmless, defend and indemnify the Local Government from any and all claims,
actions, suits, charges and judgments whatsoever that arise out of the Subrecipient's performance or
nonperformance of the services or subject matter called for in this Agreement.
E. Workers' Compensation
The Subrecipient will provide Workers' Compensation Insurance Coverage for all of its employees involved
in the performance of this Agreement.
Insurance and Bonding
The Subrecipient will carry sufficient insurance coverage to protect contract assets from loss due to theft,
fraud and/or undue physical damage, and as a minimum will purchase a blanket fidelity bond covering all
employees in an amount equal to cash advances from the Local Government. For purposes of commercial
general liability insurance (or similarly named insurance intended to insure Subrecipient against tort or
personal injury claims from or by third parties) "sufficient insurance" is deemed to mean insurance having a
liability cap in the amount of $1 million per occurrence, $2 million aggregate. Said commercial general
liability insurance shall be primary.
The Subrecipient shall furnish the Local Government with properly executed certificate of insurance or a
signed policy endorsement which shall clearly evidence all insurance required in this section prior to
commencement of services. The certificates will, at a minimum, list limits of liability and coverage. The
certificate will provide that the underlying insurance contract will not be cancelled or allowed to expire
except on thirty (30) days prior written notice to the Local Government.
G. Funding Source Recognition
The Subrecipient will insure recognition of the roles of Commerce, the WA State CDBG program, and the
Local Government in providing services through this Agreement. All activities, facilities and items utilized
pursuant to this Agreement will be prominently labeled as to funding source. In addition, the Subrecipient
will include a reference to the support provided herein in all publications made possible with funds made
available under this Agreement.
H. Amendments
The Local Government or Subrecipient may amend this Agreement at any time provided that such
amendments make specific reference to this Agreement, and are executed in writing, signed by a duly
authorized representative of each organization, and approved by the Local Government's governing body.
Such amendments will not invalidate this Agreement, nor relieve or release the Local Government or
Subrecipient from its obligations under this Agreement.
Suspension or Termination
In accordance with 2 CFR 200.338-9, the Local Government may suspend or terminate this Agreement if the
Subrecipient materially fails to comply with any terms of this Agreement, which include (but are not limited
to) the following:
1. Failure to comply with any of the rules, regulations or provisions referred to herein, or such statues,
regulations, executive orders, and HUD guidelines, policies or directives as may become applicable at
any time;
2. Failure, for any reason, of the Subrecipient to fulfill in a timely and proper manner its obligations under
this Agreement.
3. Ineffective of improper use of funds provided under this Agreement; or
4. Submission by the Subrecipient to the Local Government of reports that are incorrect or incomplete in
any material respect.
In accordance with 2 CFR 200.339, this Agreement may also be terminated by either the Local Government
or the Subrecipient, in whole or in part, by setting forth the reasons for such termination, the effective date,
and, in the case of partial termination, the portion to be terminated. However, if in the case of a partial
termination, the Local Government determines that the remaining portion of the award will not accomplish
the purpose for which the award was made, the Local Government may terminate the award in its entirety.
ADMINISTRATIVE REQUIREMENTS
A. Financial Management
1. Accounting Standards
The Subrecipient agrees to comply with 2 CFR 200 and agrees to adhere to the accounting principles and
procedures required therein, utilize adequate internal controls, and maintain necessary source
documentation for all costs incurred.
2. Cost Principles
The Subrecipient will administer its program in conformance with 2 CFR 200. These principles will be
applied for all costs incurred whether charged on a direct or indirect basis.
3. Duplication of Costs
The Subrecipient certifies that work to be performed under this Agreement does not duplicate any work
to be charged against any other contract, subcontract or other source.
B. Documentation and Record Keeping
1. Records to Be Maintained
The Subrecipient will maintain all records required by the Federal regulations specified in 24 CFR
570.506 that are pertinent to the activities to be funded under this Agreement and those records
described in the CDBG Management Handbook. Such records will include but not be limited to:
a. Records providing a full description of each activity undertaken;
Records demonstrating that each activity undertaken meets one of the National Objectives of
the CDBG program;
c. Records required to determine the eligibility of activities;
d. Records required to document the acquisition, improvement, use or disposition of real property
acquired or improved with CDBG assistance;
e. Records documenting compliance with the civil rights components of the CDBG program;
f. Financial records as required by 24 CFR 570.502, and 2 CFR 200.333;
g. Labor standards records required to document compliance with the Davis Bacon Act, the
provisions of the Contract Work Hours and Safety Standards Act, and all other applicable
Federal, State and Local laws and regulations applicable to CDBG-funded construction projects;
and
h. Other records necessary to document compliance with Subpart K of 24 CFR 570.
2. Access to Records and Retention
The grantee, the Washington State Department of Commerce, and other authorized representatives of
the state and federal governments shall have access to any books, documents, papers and records of
the Subrecipient that are directly pertinent to this Agreement for the purposes of making audit,
examination, excerpts and transcriptions.
All such records and all other records pertinent to this Agreement and work undertaken under this
Agreement will be retained by the Subrecipient for a period of six years after final audit of the Local
Government's CDBG project, unless a longer period is required to resolve audit findings or litigation. In
such cases, the Local Government will request a longer period of record retention.
3. Audits and Inspections
All Subrecipient records with respect to any matters covered by this Agreement will be made available
to the Local Government, Commerce, and duly authorized officials of the state and federal government,
at any time during normal business hours, as often as deemed necessary, to audit, examine, and make
excerpts or transcripts of all relevant data.
Any deficiencies noted in audit reports must be fully cleared by the Subrecipient within 30 days after
receipt by the Subrecipient. Failure of the Subrecipient to comply with the above audit requirements will
constitute a violation of this Agreement and may result in the withholding of future payments.
The Subrecipient that expends $750,000 or more in a fiscal year in federal funds from all sources hereby
agrees to have an annual agency audit conducted in accordance with current Local Government policy
concerning Subrecipient audits and 2 CRF 200.501. The Catalog of Federal Domestic Assistance (CFDA)
number is 14.228.
C. Reporting
1. Program Income
The Subrecipient will report annually all program income (as defined at 24 CFR 570.500(a)) generated by
activities carried out with CDBG funds made available under this Agreement. The use of program income
by the Subrecipient will comply with the requirements set forth at 24 CFR 570.504.
2. Periodic Reports
The Subrecipient, at such times and in such forms as the Local Government may require, will furnish the
Local Government such periodic reports as it may request pertaining to the work or services undertaken
pursuant to this Agreement, the costs and obligations incurred or to be incurred in connection
therewith, and any other matters covered by this Agreement.
D. Use and Reversion of Assets
The use and disposition of real property and equipment under this Agreement will be in compliance with the
requirements of 2 CFR 200.311 and 313, 24 CFR 570.502, 570.503, 570.504, as applicable, which include but
are not limited to the following:
1. The Subrecipient will transfer to the Local Government any CDBG funds on hand and any accounts
receivable attributable to the use of funds under this Agreement at the time of expiration, cancellation,
or termination.
2. Real property under the Subrecipient's control that was acquired or improved, in whole or in part, with
funds under this Agreement in excess of $25,000 will be used to meet one of the CDBG National
Objectives pursuant to 24 CFR 570.208 until ten (10) years after the contract between Commerce and
the Local Government is closed. If the Subrecipient fails to use CDBG-assisted real property in a manner
that meets a CDBG National Objective for this 10-year period of time, the Subrecipient will pay the Local
Government an amount equal to the current fair market value of the property less any portion of the
value attributable to expenditures of non-CDBG funds for acquisition of, or improvement to, the
property after the CDBG program's approval. Such payment will constitute program income to the Local
Government. The Subrecipient may retain real property acquired or improved under this Agreement
after the expiration of the ten-year period.
3. In cases in which equipment acquired, in whole or in part, with funds under this Agreement is sold, the
proceeds will be program income. Equipment not needed by the Subrecipient for activities under this
Agreement will be (a) transferred to the Local Government for CDBG-eligible activities as approved by
the CDBG program or (b) retained after compensating the Local Government.
10. PERSONNEL AND PARTICIPANT CONDITIONS
A. Civil Rights
Title VI of the Civil Rights Act of 1964:
Under Title VI of the Civil Rights Act of 1964, no person will, on the grounds of race, color, creed, religion,
sex or national origin, be excluded from participation in, be denied the benefits of, or be subjected to
discrimination under any program or activity receiving federal financial assistance.
Section 109 of the Housing and Community Development Act of 1974:
No person in the United States will on the grounds of race, color, creed, religion, sex or national origin be
excluded from participation in, be denied benefits of, or be subjected to discrimination under any program
or activity funded in whole or in part with funds made available under this title.
Age Discrimination Act of 1975, as Amended
No person will be excluded from participation, denied program benefits, or subjected to discrimination on
the basis of age under any program or activity receiving federal funding assistance. (42 U.S.C. 610 et. seq.)
Section 504 of the Rehabilitation Act of 1973, as Amended
No otherwise qualified individual will, solely by reason or his or her disability, be excluded from participation
(including employment), denied program benefits, or subjected to discrimination under any program or
activity receiving Federal funds. (29 U.S.C. 794)
Public Law 101-336, Americans with Disabilities Act of 1990
Subject to the provisions of this title, no qualified individual with a disability will, by reason of such disability,
be excluded from participation in or be denied the benefits of the services, programs, or activities of a public
entity, or be subjected to discrimination by any such entity.
B. Section 3 of the Housing and Community Development Act of 1968
Compliance in the Provision of Training, Employment, and Business Opportunities:
1. The work to be performed under this agreement is on a project assisted under a program providing
direct federal financial assistance from HUD and is subject to the requirements of Section 3 of the
Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 1701u. Section 3 requires that to
the greatest extent feasible opportunities for training and employment be given lower -income residents
of the project area; and contracts for work in connection with the project be awarded to business
concerns which are located in, or owned in substantial part, by persons residing in the area of the
project.
2. The parties to this contract will comply with the provisions of said Section 3 and the regulations set forth
in 24 CFR 135, and all applicable rules and orders of HUD and Commerce issued thereunder prior to the
execution of this contract. The parties to this contract certify and agree that they are under no
contractual or other disability that would prevent them from complying with these provisions.
The Subrecipient will send to each labor organization or representative of workers with which he has a
collective bargaining agreement or other contract or understanding, if any, a notice advising the said
labor organization or workers' representative of his commitments under this Section 3 clause and will
post copies of the notice in conspicuous places available to employees and applicants for employment
or training.
4. The Subrecipient will include this Section 3 clause in every subcontract for work in connection with the
project and will, at the direction of the applicant, or recipient of federal financial assistance, take
appropriate action pursuant to the subcontract upon a finding that the subcontractor is in violation of
regulations issued by the Secretary of HUD, 24 CFR 135. The Subrecipient will not subcontract with any
subcontractor where it has notice or knowledge that the latter has been found in violation of regulations
under 24 CFR 135 and will not let any subcontract, unless the subcontractor has first provided it with a
preliminary statement of ability to comply with the requirements of these regulations.
Compliance with the provisions of Section 3, the regulations set forth in 24 CFR 135, and all applicable
rules and orders of HUD and Commerce issued hereunder prior to the execution of the contract, will be
a condition of the federal financial assistance provided to the project, binding upon the applicant or
recipient for such assistance, its successors, and assigns. Failure to fulfill these requirements will subject
the applicant, or recipient, its consultants and subcontractors, its successors and assigned to those
sanctions specified by the grant or loan agreement or contract through which federal assistance is
provided, and to such sanctions as are specified by 24 CFR 135.
C. Conduct
1. Assignability
The Subrecipient will not assign or transfer any interest in this Agreement without the prior written
consent of the Local Government thereto; provided, however, that claims for money due or to become
due to the Subrecipient from the Local Government under this contract may be assigned to a bank, trust
company, or other financial institution without such approval. Notice of any such assignment or transfer
will be furnished promptly to the Local Government and Commerce.
2. Conflict of Interest
No member of the Local Government's governing body and no other public official of such locality, who
exercises any functions or responsibilities in connection with the planning or carrying out of the project,
will have any personal financial interest, direct or indirect, in this Agreement; and the Subrecipient will
take appropriate steps to assure compliance.
The Subrecipient agrees to abide by the provisions of 2 CFR 200.318 and 24 CFR 570.611, which includes
maintaining a written code or standards of conduct that will govern the performance of its officers,
employees or agents engaged in the award and administration of contracts supported by Federal funds.
The Subrecipient covenants that its employees have no interest and will not acquire interest, direct or
indirect, in the study area or any parcels therein or any other interest which would conflict in any
manner or degree with the performance of services hereunder. The Subrecipient further covenants that
in the performance of this Agreement, no person having such interest will be employed.
3. Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion -Lower Tier
Covered Transactions
The lower tier contractor certifies, by signing this contract that neither it nor its principals is
presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily
excluded from participation in this transaction by any Federal department or agency.
Where the lower tier contractor is unable to certify to any of the statements in this contract, such
contractor will attach an explanation to this contract.
The contractor further agrees by signing this contract that it will not knowingly enter into any lower
tier covered transaction with a person who is debarred, suspended, declared ineligible, or
voluntarily excluded from participation in this covered transaction.
D. Copyright
If this Agreement results in any copyrightable material or inventions, the Local Government and/or
Commerce reserves the right to royalty -free, non-exclusive and irrevocable license to reproduce, publish or
otherwise use and to authorize others to use, the work or materials for governmental purposes.
Religious Activities
The Subrecipient agrees that funds provided under this Agreement will not be utilized for inherently
religious activities prohibited by 24 CFR 570.200(j), such as worship, religious instruction, or prose lytization.
11. SEVERABILITY
If any provision of this Agreement is held invalid, the remainder of this Agreement will not be affected thereby and
all other parts of this Agreement will nevertheless be in full force and effect.
12. PERFORMANCE WAIVER
The Local Government's failure to act with respect to a breach by the Subrecipient does not waive its right to act
with respect to subsequent or similar breaches. The failure of the Local Government to exercise or enforce any
right or provision will not constitute a waiver of such right or provision.
13. ENTIRE AGREEMENT
This Agreement constitutes the entire agreement between the Local Government and the Subrecipient for the use
of funds received under this Agreement and it supersedes all prior communications and proposals, whether
electronic, oral, or written between the Local Government and the Subrecipient with respect to this Agreement.
Attachment A: Completed application that includes Project Description and Budget
IN WITNESS WHEREOF, the Local Government and the Subrecipient have executed this Agreement as of the date and
year last written below.
Jefferson County
:
By:
Olympic Community Action Programs
By:
Title: Greg Brotherton, Chairman Title: c C. UC' �; e���or
Date: g/ Z Y 2 2 C--) Date: /2-6 Za
Approved As To Form:
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August 21, 2020
Philip C Hunsucker, Chief Civil Deputy Prosecuting Attorney Date
0 Department of Commerce Email This Preview Save as PDF Prim utose Window A
E(7Aamd by 2Q11 rants'"'
Washington State Dept. of Commerce
2020 CDBG Public Services Grants
5/27/2020 deadline
Jefferson County
JEFFERSON COUNTY
Jump to: Applicant Feedback Citizen Participation and Tifig VI certification Project )r�n�tin and Budaet Prg'ecj 5ftmm@ry and
pe crime Jion YourUploaded Qocuments
USD$ 110,321.00 Requested
Submitted: 4/6/2020 4:25:44 PM (Pacific)
Project Contact
Judy Shepherd
ihepherd co.jefferson.wa.us
Tel: 3603859231
Additional Contacts
none entered
Jefferson County
PO Box 563
Port Townsend, WA 98368
County Administrator
Philip Morley
p-morley@co.iefferson.wa.us
Telephone3603859231
Fax 3603859228
Web www.co.jefferson.wa.us
Applicant Feedback top
1. Jurisdiction Name
(Not required but appreciated)
JEFFERSON COUNTY
2. The application instructions were clear.
1: Strongly Disagree
2: Disagree
t4 3: Neither Agree Nor Disagree
✓ 4: Agree
1 ` 5: Strongly Agree
3. The application questions were easily understood.
1: Strongly Disagree
2: Disagree
i.., 3: Neither Agree Nor Disagree
✓ 4: Agree
5: Strongly Agree
4. 1 was able to receive the assistance I needed from Commerce to complete the application.
1: Strongly Disagree
2: Disagree
✓ 3: Neither Agree Nor Disagree
4: Agree
5: Strongly Agree
5. 1 had adequate time to prepare the application prior to the deadline.
1: Strongly Disagree
I_ 2: Disagree
F 3: Neither Agree Nor Disagree
✓ 4: Agree
r 5: Strongly Agree
6. Given program requirements, the application process was reasonable.
F 1: Strongly Disagree
F 2: Disagree
3: Neither Agree Nor Disagree
✓ 4: Agree
i_ 5: Strongly Agree
7. Comments:
(we appreciate your feedback)
-no answer -
Citizen Participation and Title VI certification Lop
***** CITIZEN PARTICIPATION DOCUMENTATION ******
1. Are there a significant number of non-English speaking residents in the community to require additional
outreach steps for the public hearing?
Check "YES" if this number is more than 10%, or if the beneficiaries of your proposed project will be largely non-English
speaking residents.
f Yes: There is a significant number of non-English speaking residents in the community to require additional outreach
steps for the public hearing.
✓ No
Notice eveien
2. 1 used the following public hearing format:
A CDBG sample notice is linked within the 'Instructions" link above.
✓ I used the CDBG sample notice provided with this application
1 received CDBG approval to use a notice with other wording that the CDBG sample.
I used another format - explain:
3. The public hearing notice states the hearing room is handicap accessible and accommodations for persons with
special needs will be made upon request.
✓ Yes
No
4. Because I answered YES in Assessment step above, the notice states an interpreter will be available (even
without advance request).
Yes
No
✓ N/A - the Assessment answer was NO
S. List public hearing notice date(s):
03/04/2020, 03/11 /2020
. The notice was advertised at least once,
✓ Yes
F No - please explain:
7. The notice meets local public hearing notification requirements.
✓ Yes
F No - please explain:
8. Because I answered YES under the ASSESSMENT step above, the notice was advertised in the alternate
language using at least one of the following methods:
1. Published in a newspaper or official on-line source
i- 2. Announced on radio or television station
3. Posted at location(s) frequented by non-English speaking residents
✓ 4. N/A - the Assessment answer was NO
9. If you included [item 3] as part of your answer to the previous question, please list the location(s) where the
notice was posted.
Enter N/A if this does not apply.
N/A
10. Residents, especially LMI residents, of the areas in which CDBG funds are proposed to be used were
encouraged to participate and provide input.
✓ Yes
7 No
Conducting the Public Hear
11. Provide the date of your public hearing:
03/16/2020 Public hearing date
0.00 TOTAL
12. The public hearing was held within 18 months of the CDBG application submittal date.
✓ Yes
F- No
13. The public hearing was conducted by the applicant local government.
✓ Yes
No
14. Minutes of the public hearing were taken.
✓ Yes
F No
15. Both of the following required CDBG handouts were distributed at the public hearing: CDBG Fact Sheet and
Federal Citizen Participation Requirements.
These documents are available for download from the CDBG website. The link is provided in the Instructions section at the
top of this tab.
Yes
✓ No
16. Because I answered YES under the ASSESSMENT step above, alternate -language versions of the required
handout were provided.
Find the Spanish versions of the handouts on the CDBG website under Guidance Materials/Public Hearing Resources.
Yes
No
✓ N/A - the Assessment answer was NO
Docus entin the Public Hem ink -
17. A copy of the public hearing notice's affidavit of publication OR a copy of the actual published notice from the
newspaper has been uploaded with this application.
✓ Yes
i No
18. Because I answered YES under the ASSESSMENT step above, documentation of outreach steps for non-English
speaking residents (like a copy of the translated notice from the newspaper or public hearing posters in the
alternate language) has been uploaded.
F Yes
✓ N/A - the Assessment answer was NO
19. The public hearing minutes have been uploaded with this application.
You are required to provide a copy of the official minutes. If they are not available by the CDBG application due date, enter a
statement from the clerk indicating when the minutes will become available. Send the minutes as soon as possible.
✓ Yes
No - please explain:
20. A copy of the applicant's adopted Grievance Procedure has been uploaded with this application.
Do not assume the CDBG program has a copy of applicants procedure from a prior CDBG application. A sample Grievance
Procedure is located in the Library Tab.
✓ Yes
No
****** DEMOGRAPHICS AND TITLE VI CERTIFICATION ******
Title V1 of the Civil Rights Act of 1984 protecas People from discrimination based or. race, color or nat,onai orig=n in
prograrns or activities that receive cederai financial assistance, The applican is ;,extiiyinp complianca with this
,act by assessing and reporting on the ethnicitytracial composition of its residents and minority outreach below.
For guidance; see the Ethnicity and Race Instructions located irs the Library Tab.
21. Ethnicity Percentage of the service area
Provide the percentage of those residents in the service area who are of Hispanic or Latino origin.
3.7 Hispanic or Latino origin %
TOTAL
22. Race - Provide percentages by race.
Percentages need to add up to 100%
87.8 White
1.0 Black or African American
2.3 American Indian / Alaska Native
1.9 Asian persons
.2 Native Hawaiian and Other Pacific Islander
Some Other Race
3.1 Two or more Races
TOTAL
( k
23. MINORITY POPULATIONS reported in the service area demographics above are:
Scattered throughout the community, with concentrations in the areas listed in the following question.
` Concentrated in the areas listed in the following question.
24. Description of areas of population concentrations:
Input 'N/A" if no area concentration issues.
N/A
25. The following opportunities were provided to Title VI protected groups to participate in and comment on the
design of activities to be undertaken as part of this project (check all that apply):
✓ Public hearing to review community development and housing needs
i Community meeting(s)
Community survey
i� Apply to be on a wait list for direct assistance
Other:
26. Will all residents of the service area have the opportunity to benefit from this CDBG project?
If the answer is NO, provide the Title V/ protected group(s) or minority populations residing in the area that will not benefit
from the CDBG project.
✓ Yes, all residents of the service area will benefit
r If not - please explain:
27. The above populations that will not benefit from this CDBG project:
i Will receive similar services provided through existing programs.
f y Do not receive similar services provided through existing programs. explain:
✓ N/A - All residents of the service area will have the opportunity to benefit
28. For those protected groups that will not benefit from this CDBG project nor will receive similar services,
provide a plan that identifies a timetable for providing such services in the future OR describe the reason no
services are planned.
Enter N/A" if no explanation is required.
N/A
29. The following steps will be taken to ensure CDBG benefits are offered to all residents and Title VI protected
groups within the community: (check all that apply)
Protected groups will be informed of the opportunity to apply for the direct assistance program funded by CDBG
Protected groups will be informed of the availability of programs to be located in a CDBG funded facility
A community meeting will be held to inform all residents of benefits resulting from this CDBG project
✓ REQUIRED: A final public hearing to receive comment on this CDBG project is required and will be conducted with
outreach and accommodation for non-English speaking residents, if applicable
r._ Other:
Project Funding and Budget top
CDBG
CDBG Program Income
Other Federal
Other State
Local Public
Private
Total
Staffing
Goods and Services
Equipment
Amount
USD$ 106,821.00
USD$ 0.00
USD$106,821.00
Service Delivery Costs County Administration Costs
USD$ 50,000.00 USD$ 3,500.00
USD$ 300.00
Travel USD$ 250.00 ` 'D$ 25`4-'K
Indirect Costs USD$ 52,771.00 ; 2 $ �'2 "i, , 01LI
Total USD$103,321.00 USD$ 3,500.00 LJ 0$ 106,821.GC
Project Funding and Budget Narrative
CDBG funds have historically provided support for staff and services in Jefferson & Clallam Counties that are not fully
funded from a support perspective. Money is used to support salary, fringes, and operating costs (supplies, technology
supports, phone and intemet costs, space allocation costs, supporting reporting and data collection) tied to Housing
services, LIHEAP, and Outreach and Referral Services in the county.
Project Summary and Description Lop
PROJECT INFORMATION
***** JURISDICTION *****
Jurisdiction Name
Contact Person Name
Contact Title
Mail Address
Street Address (if different than mail address)
City (if different than Applicant)
Zip Code (if different than Applicant)
Email
Phone Number
Fed Tax ID #
SWV#
DUNS #
UBI #
SAM.gov Expiration Date
Fiscal Year (From - To)
?rc B€ L.I.._ gatson and Sefvicc Area
State Legislative District
Congressional District.
Project Service Area Census Block #s
Project Service Area Census Tract #s
Project Service Area Latitude
Project Service Area Longitude
***** SUBRECIPIENT *****
Subrecipient Name
Subrecipient Contact Person Name
Subrecipient Contact Title
Subrecipient Mail Address
Subrecipient Street Address (if different than mail address)
Subrecipient City
Subrecipient Zip Code
Input - (25 character max)
JEFFERSON COUNTY
JUDY SHEPHERD
CHIEF ACCOUNTANT
jshepherd@co.jefferson.wa
360-385-9231
91-6001322
0002430.28
`-WeIGN11-ff]
24
6
Olympic Community Action Programs
Cherish Cronmiller
Executive Director
823 Commerce Loop
Port Townsend
98368
Subrecipient Phone Number
Subrecipient DUNS #
Subrecipient UBI #
360-385-6308
037 991 593
600-443-619
PROJECT DESCRIPTION •, •MODERATE -INCOME BENEFIJ
TABLE
Program (A) Na m,e of
Activities Service
r rogrei ?3
Activity 1 Energy
Assistance
Program-
LIHEAP
Activity 2 Housing
Assistance
Activity 3 Outreach
and Referral
Services
Activity 4
Activity 5
Activity 6
Activity 7
(B) Description of Services
The Low Income Home Energy
Assistance Program (LIHEAP) helps
keep families safe and healthy through
initiatives that assist families with energy
costs. We provide federally funded
assistance in managing costs
associated with: Home energy bills,
Energy crises; this program reduces the
risk of health and safety problems that
arise from unsafe heating and cooling
practices
Assistance with rent, deposits,
temporary housing, furnishings
M
05Q
05
The purpose of the Community Outreach 05X
and Referral is to promote, support and
advance the mission and vision of
OlyCAP through consistent, accurate
and timely messaging, branding and
advocacy and to make sure the referral
process is streamline with county and
other social service partners.
PROJECT SERVICE AREA
*****AREA OF BENEFIT*****
(D),i egret
(F) f4ethod of
of
Service,
(E) # of
E
Persons aiSf.IrfC3,ij Benefit to
(NI I. S)
LMi Persons
S
2,200 Eligibility restricted by
household income
Enter the county(s) to be served by this grant since some subrecipient agencies
serve a multiple county area.
Provide the street address for the primary location of subrecipient services (if
different than above subrecipient address).
PROJECT BENEFICIARIES
***** LEVEL OF SERVICE *****
(N) # of persons - new or continuing access to a service
(1) # of persons - improved access to a service
(S) # of persons - service that is no long substandard
S 500 Eligibility restricted by
household income and
documentation
required by grantor
S 5,000 Eligibility for programs
communicating and
providing guidelines
and documentation
requirements for
services rendered.
Service Area
Jefferson County & Clallam County
823 Commerce Loop Port
Townsend, WA 98368
Persons Served
2,000
500
5,200
***** PERSONS SERVED *****
owser
# of persons
# of LMI persons
LMI Percentage
How were the numbers of beneficiaries determined? (X) LMI Limited Clientele
Your Uploaded Documents tqp
Documents Requested Required? Attached Documents
Resolutions with Certifications of Compliance
Official minutes of public hearing held for this CDBG
request
Copy of public hearing notice affidavit of publication - H i%h
OR- copy of actual hearing publication from
newspaper
Local governments current adopted Grievance
Procedure
ZoomGrantSTM is not responsible for the content of uploaded documents.
Application ID: 163506
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Loaow I Br
7,700
7,700
100
CONTRACT REVIEW FORM
CONTRACT WITH: OlyCAP
(Contractor/Consultant)
CONTRACT FOR: Subrecipient for CDBG Public Services Grant
TRACKING NO.: BOCC 2020-21
COUNTY DEPARTMENT: County Administrator
For More Information Contact: Judy Shepherd JUL 0 9 2020
Contact Phone #: Ext. 231 . M ' Q f jait
RETURN TO: Leslie Locke
(Person in Department)
AMOUNT: $106,821
Revenue
Expenditure
Matching funds Required
Source(s) of Matching Funds
Step 1:
APPROVED FORM
Comments
REVIEW BY
'Co -d�-i 1W %* %.- a z I
RETURN BY: ASAP
(Date)
PROCESS: ❑
Exempt from Bid Process
❑
Consultant Selection Process
❑
Cooperative Purchase
❑
Competitive Sealed Bid
❑
Small Works Roster
❑ Vendor List Bid
❑ RFP or RFQ
❑ Other
❑ Returned for revision (See Comments)
Step 2: REVIEW BY PROSECUTING ATTORNEY
Review by:
Date Reviewed:
❑ APPROVED AS TO FORM
Comments
Philip C. Hunsucker
Chief Civil Deputy Prosecuting Attorney
❑ Returned for revision (See Comments)
Step 3: (If required) DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK
MANAGEMENT AND PROSECUTING ATTORNEY
Step 4: CONTRACTOR/CONSULTANT SIGNS APPROPRIATE NUMBER OF
ORIGINALS
Step 5: SUBMIT TO BOCC FOR APPROVAL
Submit original Contract(s), Agenda Request, and Contract Review form. Also, please send 2 copies of
just the Contract(s) (with the originals) to the BOCC Office. Place "Sign Here" markers on all places the
BOCC needs to sign.
MUST be in BOCC Office by 4:30 p.m. TUESDAY for the following Monday's agenda.
(This form to stay with contract throughout the contract review process.)
Consent Agenda
Commissioners Office
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
TO:
FROM:
DATE:
SUBJECT:
STATEMENT OF ISSUE:
AGENDA REQUEST
Board of County Commissioners
Philip Morley, County Administrator
Leslie Locke, Executive Assistant
�kjrp4' aa
AGREEMENT, Subrecipient re: 2020/21 Community Development Block
Grant (CDBG) Public Services Grant; In the Amount of $110,321;
Jefferson County Administrator; Olympic Community Action Program
(OlyCAP)
For several years, Jefferson County has received and administered the Washington State Department of
Commerce's Community Development Block Grant (CDBG). The BOCC also approved a contract between
Department of Commerce and Jefferson County to fund public services for low to moderate income
individuals and families in Jefferson County.
Jefferson County has historically contracted with Olympic Community Action Programs (OlyCAP) as the
Subrecipient who provides the service directly to the public. This new agreement covers the grant period of
July 1, 2020 to June 30, 2021.
FISCAL IMPACT:
The agreement provides $106,821 to go to Subrecipient for public service program costs. In addition to that
amount, Jefferson County will receive $3,500 for grant administration.
RECOMMENDATION:
Approve the Subrecipient agreement with Olympic Community Action Program (OlyCAP).
REV ED BY:
12-452;1
_. orle , o ty ministrato Date