HomeMy WebLinkAboutAIDS SERVICES FOUNDATION O.C. (2)-2005
A-2005-155
INSURANCE NO} ON Fill
WORK MAY NOT PROCEED
CLERK OF COUNCIL
DATE: I _ ) ,. 0 t.
COOPERATNE AGREEMENT BETWEEN
THE CITY OF SANTA ANA,
A.S. FOUNDATION ORANGE COUNTY, AND
THE SANTA ANA HOUSING AUTHORITY
I'V~
This Cooperative Agreement entered into this 28 ~ day of ~ ' 2005,
which date is enumerated for purpose of reference only, is by and between the City of
Santa Ana ("City"), the AS. Foundation Orange County ("Project Sponsor"), and the
Santa Ana Housing Authority ("Contractor"). This Agreement shall be administered by
the City of Santa Ana.
RECITALS:
A. City on behalf of all jurisdictions in Orange County, has been designated to
receive grant funding provided by the U.S. Department of Housing and Urban
Development ("HUD") pursuant to the Housing Opportunities for Persons With AIDS
("HOPW A") Program; and
B. City has entered into a HOPW A grant agreement with HOD; and
C. Project Sponsor has provided leadership and is responsible for planning and
providing comprehensive HIV services for clients throughout Orange County and will
maintain the wait list for the program; and
D. Project Sponsor wishes to contract with Contractor to obtain services to
support the Tenant-Based Rental Assistance Program which consists of financial
eligibility of tenants, HQS inspections, and financial responsibility for housing assistance
payments to landlords; and
E. The parties have cooperatively written and agree to an Administrative Plan
which identifies guidelines for the operation of the HOPW A Tenant-Based Rental
Assistance Program.
NOW, THEREFORE, the parties mutually agree as follows:
L ALTERATION OF TERMS
A The parties anticipate that this Agreement may be amended, or followed by additional
agreements, to implement additional services and funding ofthe type covered by
this Agreement.
B. This Agreement fully expresses all understanding of City, Project Sponsor and
Contractor with respect to the subject matter of this Agreement, and shall constitute
the total Agreement between the parties for these purposes. No addition to, or
alteration of, the terms of this Agreement, whether written or verbal, shall be valid
unless made in writing and formally approved and executed by all parties.
II. SERVICES
A. City shall serve as "HOPW A Grantee" for the purpose of contracting with
organizations to provide Tenant-Based Rental Assistance to persons disabled
due to HIV/AIDS residing in Orange County.
B. Nothing in this Agreement shall prevent City from entering into one or more
agreements with the other agencies or contractors within the County, if
deemed necessary and advisable to do so by City; provided however, the
obligations and rights covered by this Agreement shall not be altered or
reduced, except as mutually agreed to in writing by City, Project Sponsor
and Contractor.
C. City shall conduct an ongoing assessment of the Tenant-Based Rental
Assistance Program.
D. Project Sponsor and Contractor shall assure the adequate provision of
supportive services to applicants/participants to ensure program success.
E. Project Sponsor and Contractor shall comply with such other terms and
conditions, including record keeping and reports for program monitoring
and evaluation purposes, as HUD may establish for purposes of carrying out
the program in an effective and efficient manner. Annual progress reports will
be prepared by Project Sponsor in a form consistent with HUD publications
HUD-4011O-C (8/94). In addition, Project Sponsor and Contractor shall
forward quarterly narrative reports to City identifying accomplishments as
HOPW A Project Sponsor and Contractor for Tenant-Based Rental Assistance
for persons with HIV disease. These reports are to be submitted in conjunction
with payment/cost reports identified in Section IV of this Agreement along
with a summary of program budgets and financial disbursements made under
the terms of this Agreement.
F. "Contract Officers" means the City's Housing Manager or designee, Project
Sponsor designee, and Contractor designee.
G. See Attachment I for detailed services and related cost breakdown.
2
III. BUDGET
The following budget is an estimate only of the cost of providing the services hereunder
for the term July I, 2005 through June 30, 2006. This budget maybe modified by mutual
written agreement of the Contract Officers.
Administration
ASF (not to exceed)
Contractor (not to exceed)
Housing Assistance PaymentslProgram Expense
$ 12,000.00
$ 24,750.00
$488,250.00
TOTAL (Maximum Obligation)
$525,000.00
IV. PAYMENTS/COSTREPORT
A.
I)
City shall pay Project Sponsor for the actual costs of providing the
administration of services hereunder, whether provided directly by
Project Sponsor or Contractor, provided, however, the total of all
payments to Project Sponsor shall not exceed the Maximum
Obligation as specified in Section III of the Agreement.
2) City shall draw down HOPW A funds designated for rental subsidy
payments on a monthly basis after receipt of certification of
individual of individual tenant subsidy amounts. After final
approval by City, funds will be disbursed to landlords.
B. Project Sponsor shall invoice City monthly exclusive of rental subsidy
payments, in arrears, based on the actual cost of providing and contracting for
the services hereunder. City shall pay Project Sponsor no later than thirty (30)
days following receipt of such invoice. Monthly payments are interim
payments only, and are subject to final settlement and reconciliation to the
final Cost Report submitted by Project Sponsor.
C. All billings by Project Sponsor shall be accompanied by copies of source
documentation including, but not limited to, journals, time sheets, canceled
checks, and records of cost incurred by Project Sponsor and Contractor in the
performance of this Agreement.
D. At such times and in such a format as the Contract Officers mutually agree in
writing, Project Sponsor shall prepare and submit to City reports of cost
incurred by Project Sponsor in the performance ofthis Agreement.
E. The Cost Report(s) shall be financial and statistical reports(s) submitted by
Proj ect Sponsor to City, and shall serve as the basis for final Settlement of this
Agreement. The Cost Reports(s) shall detail all costs incurred by Project
Sponsor to provide services hereunder.
3
F. Final Settlement shall be based upon the actual costs incurred by Project
Sponsor to provide services hereunder. If the Cost Report(s) indicates the total
ofCity's payments to Project Sponsor are less than Project Sponsor's cost to
provide the services hereunder, City shall pay Project Sponsor the difference;
provided, however, the total payment shall not exceed the Maximum
Obligation. If the Cost Report(s) indicates the total of City's payments to
Project Sponsor are higher than Project Sponsor's cost of providing the
services hereunder, Project Sponsor shall pay City the difference. Payment
due pursuant to the Cost Report(s) shall be made within thirty (30) days of
the Final Settlement determination.
G. Any funds not expended by fiscal year end, June 30, 2006, shall be returned to
City. Said unexpended funds shall be reallocated by City through the
HOPW A Program.
V. DISPUTE RESOLUTION
A. Any party may give written notice to the other setting forth in specific terms the
existence and nature of any unresolved matter or concern related to the purposes and
obligations of this Agreement. Such notice shall be provided by and to the Contract
Officers on behalf of the parties. The Officers shall have fifteen (15) working days
following such notice to obtain resolution of any issues(s) identified in this manner;
provided, however, by mutual consent this period of time may be extended to thirty
(30) days.
B. Ifthe Officers are unable to obtain resolution of the issue(s), they shall submit ajoint
written Statement describing the facts ofthe issue, within thirty (30) days after the
written notice described above to the Executive Director A.S. Foundation Orange
County, Executive Director Community Development Agency, and to City's Housing
Manager for resolution. Ifthe Officers are unable to prepare a joint statement, each
shall submit separate statements to the previously listed within the thirty (30) day
period. Such persons shall meet and make their best effort to resolve the matter
within thirty (30) days following submission of the statements. Resolution of the
dispute, or lack thereof, by the Executive Director A. S. Foundation Orange County,
Executive Director Community Development Agency, and the Santa Ana City
Manager shall be documented in the form of written correspondence exchanged by
such persons within ten (10) days following their meeting.
4
VI. INDEMNIFICATION
Each party agrees to indemnify, defend, and hold harmless the other party, its
officers, agents and employees from all liability, claims, losses and demands, including
defense costs, whether resulting from court action or otherwise, arising out of the acts or
omissions of the indemnifying party, its officers, agents or employees or the condition of
property used in the performance of this Agreement.
VII. INSURANCE
With respect to performance of work under this Agreement, Project Sponsor and
Contractor shall maintain and shall require its subcontractors, if any, to maintain
insurance as described below:
I. Worker's compensation insurance within statutory legal limits, and
2. Commercial General Liability insurance with limits of not less than
$1,000,000 per accident/incident.
Project Sponsor and Contractor shall: (a) prior to exercising any right under this
Agreement, furnish properly executed certificates of insurance and additional insured
endorsement to the City which shall clearly evidence all coverages required above; (b)
provide that such insurance shall not be materially changed or terminated except on 30
days prior written notice to the City; (c) maintain such insurance for the period covered
by this Agreement; and (d) replace such certificates for policies expiring prior to the
expiration of this Agreement.
VIII. INSPECTIONS AND AUDITS
A. Any authorized representative of City, the Comptroller General ofthe United States,
the United States Department of Housing and Urban Development or any of their
authorized representatives, shall have access to City books, documents, records,
which such persons deem pertinent to this Agreement, for the purpose of conducting
an audit, evaluation, or examination, or making transcripts during the periods of
retention set forth in the Records/Confidentiality paragraph of this Agreement and the
premises in which they are provided.
B. City shall actively participate and cooperate with any persons specified in
subparagraph A above in any evaluation or monitoring of the services provided
pursuant to the Agreement, and shall provide the above mentioned persons adequate
office space to conduct such evaluation or monitoring.
5
IX. LICENSES AND LAW
A. Project Sponsor and Contractor, its officers, agents, employees, and subcontractors
shall, throughout the term of this Agreement, maintain all necessary licenses, permits,
approvals, certificates, waivers and exemptions necessary for the provision of the
services hereunder and required by the laws and regulations of the United States,
State of California, City, and any other applicable governmental agencies.
B. Project Sponsor and Contractor shall comply with all laws, rules, or regulations
applicable to the services provided hereunder, as any may now exist or be hereafter
changed. These laws, rules, and regulations shall include, but not limited to the
following:
I. United States Code (U.S.C.), title 42, Section ]290]-]29]2, AIDS Housing
Opportunity Act.
2. Code of Federal Regulations (CFR), Title 24, Part 574, Housing
Opportunities for Persons with AIDS.
3. Office of Management and Budget (OMB) Circular No. A-]22, Cost
Principles for nonprofit organizations.
4. OMB Circular No. A-133, Audits ofInstitutions of Higher Education and
Other Nonprofit Institutions.
IX. NONDISCRIMINATION
A. Employment - Project Sponsor and Contractor each warrant that they have developed
and do maintain an Affirmative Action program for employment which includes
goals and timetables for employment of women and minorities, which program meets
the Affirmative Action Guidelines of the Federal Equa] Opportunity Commission and
all appropriate state laws and regulations.
B. Services, Benefits, and Facilities - Neither Project Sponsor and Contractor, nor any of
their contractors, shall discriminate in the provision of services, the allocation of
benefits, or in the accommodation in facilities on the basis of ethnic group
identification, race, religion, ancestry, creed, color, sex, marital status, national origin,
age, sexual preference, medical condition, or physical or mental handicap in
accordance with Title VI of the Civil Rights Act of ]964,42 U.S.c. 92000d and all
other pertinent rules and regulations promulgated pursuant thereto, and as otherwise
provided by state law and regulations, as all may now exist or be hereafter amended
or changed.
C. Disabled Individua]s - Project Sponsor and Contractor and their contractors shall
agree to comply with the provisions of Section 504 ofthe Rehabilitation Act of ] 973
6
(20 U.S.c. 794 et seq., as implemented in 45 CFR 84.1 et seq.), pertaining to the
prohibition of discrimination against qualified handicapped persons in all programs or
activities, as they exist now or may be hereafter amended together with succeeding
legislation.
D. Retaliation ~ Neither Project Sponsor nor Contractor, nor their employees, agents, or
contractors shall intimidate, coerce or take adverse action against any person for the
purpose of interfering with rights secured by federal or state laws, or because such
person has filed a complaint, certified, assisted or otherwise participated in an
investigation, proceeding, hearing or any other activity undertaken to enforce rights
secured by federal or state law.
X. NOTICES
A. Unless otherwise specified, all notices, claims, correspondence, reports and/or
statements authorized or required by this Agreement shall be effective when
written and deposited in the United States mail, first class postage prepaid and
addressed as specified in this Agreement.
B. Termination Notices shall be effective when written and deposited in the United
States mail, certified, return receipt requested, and addressed as specified below.
C. For purposes of this Agreement, any notice to be provided by City may be given
by Administrator.
Notices to City, Project Sponsor, and Contractor shall, unless otherwise requested in
writing, be sent by U.S. Mail, postage prepaid, and addressed as follows:
Citv
City of Santa Ana
Attn: Executive Director, CDA
20 Civic Center Plaza (M-25)
Santa Ana, CA 92701
Proi ect Sponsor:
Contractor:
A.S. Foundation Orange County
Phil Yaeger
17982 Sky Park Circle,Suite J
Irvine, CA 92614
Santa Ana Housing Authority
Attn: Linda Foster
20 Civic Center Plaza (M-27)
Santa Ana, CA 92701
7
XI. RECORDS/CONFIDENTIALITY
A The parties, and any subcontractors, shall prepare and maintain any records required
by laws, regulations, and procedures applicable to their responsibilities under this
Agreement.
B. The parties agree to maintain the confidentiality of any records which pertain to this
Agreement in accordance with applicable state and federal laws and regulations.
Financial records related to this Agreement shall be maintained for two (2) years after
termination of this Agreement.
XII. SEVERABILITY
If a court of competent jurisdiction declares any provision of this Agreement or
application thereof to any person or circumstances to be invalid or if any provision of
this Agreement contravenes any federal, state or county statute, ordinance, or regulation,
the remaining provisions of this Agreement or the application thereof shall remain valid,
and the remaining provisions of this Agreement shall remain in full force and effect, and
to that extent the provisions ofthis Agreement are severable.
XIII. STATUS OF CONTRACTOR
AS. Foundation Orange County and the Housing Authority are, and at all times
shall be deemed to be, independent contractors and shall be wholly responsible for the
manner in which they perform the services required by the terms of this Agreement.
AS. Foundation Orange County and the Housing Authority are, and at all times shall
be deemed to be, entirely responsible for compensating staff and consultants employed
by AS. Foundation Orange County and the Housing Authority. This Agreement shall
not be construed as creating the relationship of employer and employee, or principal and
agent, between City and AS. Foundation Orange County and Housing Authority
employees, agents, or subcontractors. AS. Foundation Orange County and Housing
Authority assumes exclusively the responsibility for the acts of its employees,
Agents or subcontractors as they relate to the services to be provided during the course
and scope of their employment. AS. Foundation Orange County and Housing Authority,
its agents, employees, or subcontractors, shall not be entitled to any
rights or privileges of City employees and shall not be considered in any manner to be
City employees.
XIV. NON-ASSIGNABILITY AND DELEGATION
Project Sponsor nor Contractor shall assign any rights under this Agreement except
upon written authorization from City.
8
XV. TERM
The term of this Agreement shall commence July 1,2005 and terminate June 30,
2006, unless terminated earlier as provided in this Agreement; provided, however, A.S.
Foundation Orange County and the Santa Ana Housing Authority shall be obligated to
perform such duties as would normally extend beyond this term, including but not limited
to, obligations with respect to indemnification, audits, reporting and accounting.
XVI. TERMINATION
A. Any party may terminate this Agreement, without cause, upon ninety (90) days
written notice given the other parties.
B. Any party may terminate this Agreement, upon thirty (30) days written notice given
the other parties for material breach after failure to resolve the breach pursuant to the
Dispute Resolution paragraph of this Agreement.
C. The rights and remedies of City, ASF, or the Housing Authority provided in this
Termination paragraph shall not be exclusive, and are in addition to any other rights
and remedies provided by law or under this Agreement.
XVII. THIRD PARTY BENEFICIARY
No party hereto intends that this Agreement shall create rights hereunder in third
parties including but not limited to any subcontractors or any patients provided services
hereunder.
XVIII. WAIVER OF DEF AUL T OR BREACH
Waiver of any default by ASF, the Housing Authority or City shall not be considered
a waiver of any subsequent default. Waiver of any breach by ASF, Housing Authority,
Inc., or City of any provision ofthis Agreement shall not be considered a waiver of any
subsequent breach. Waiver of any default of any breach by ASF, Housing Authority or
City shall not be considered a modification of the terms ofthis Agreement.
9
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date
stated above.
ATTEST:
_/ // .
- ~~-
(/:/:::::::7q:e.~, ~
~-'
Patricia E. Healy
Clerk of the Council
^~~.
APP(:~2~TEm
David N. Ream
City Manager
APPROVED AS TO FORM:
Joseph W. Fletcher
City Attorney
HO~;:;;;
Patricia C. Whitaker
Executive Director, CDA
(f;rk" <- f ~~
By: Lisa E. Storck
Assistant City Attorney
A.S. FOUNDATION
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J. 1'l1i. Ul,W-illlC' applies sep,,",leJy 10 each llIS~d against whom claim IS mad., Vi
suit is brou.llhl ""cePt WIth rtsp~el '" tlte company's ltmits of Irabilit)' Th. inclusion of any
p~rsOlJ Or organization. as an insured shall not affect any righ1 which such p~rsOI1 Q( orgo.nizat,or'l
""ould have as . claimant tf not so included
4 Wl~h ~&pcc:t to die addluou..d tU!SW"t;ds. this insurance shall not be cancelled, or
nlatenally reductd in coverage Of limits excepl after thirty (30) day, written Iloliee has oe."
gl"en to the ('ity of San,a Ana, 20 Ci";c Center I'laza. Sama AlIA. C&lifumw 92701
(Completion of the foUowins. including countersignature. IS ""I\4rodIO make this endorsement
e.ffCt.:hvc \
EIl'<clIvc November II. 2005 __.Ihls cnno"tmCllI (orm a.;. p3f\ ot
Policy ~ 1O()'o-08363-N~0
lssuedlo 1"h.p Ciry Of SantA Ana, its offlcers. agenla~ em~loy~~fj..
tetcse.r'lc.ati~~ vnhuHeerllrl3lTleO. ln~n,....d
CO'Ut)1:cr,i,nc:.<i by
l~i~1"41Ic" }'r/, _~'G~ ~~
Authoriud R.prescnt~dve
_c~;)l2...
!\Itl/~OO. ~lO~ 09-" In/R~ NO S9111 ~004