Loading...
HomeMy WebLinkAbout23-1101 CDBG Crisis CenterCOMMUNITY DEVELOPMENT BLOCK GRANT FUNDING AGREEMENT BETWEEN CITY OF ELGIN, ILLINOIS AND COMMUNITY CRISIS CENTER INC THIS AGREEMENT, having an effective date of November 1, 2023, is entered into by and between the City of Elgin, Illinois (herein called the "City"), and Community Crisis Center, Inc. (herein called the "Project Sponsor") which has the following UEI#:WUVLZTHGJXMI and FEIN: 36-2855797. WHEREAS, the City is the recipient of Community Development Block Grant (herein called "CDBG") funds from the United States Government to be used for housing and community development activities under Title I of the Housing and Community Development Act of 1974 (herein called the "Act"), Public Law 93-383; and WHEREAS, the Catalog of Federal Domestic Assistance (CFDA) Number for said funds is 14-218 and they were awarded by the U.S. Department of Housing and Urban Development (herein called "HUD") on June 1, 2023, as Award Number B-23-MC-17-0011, to support activities described in the City's Housing and Community Development Annual Action Plan (herein called the "Plan") for Program Year 2023; and WHEREAS, said Plan includes an activity to be undertaken and completed by the Project Sponsor and the City wishes to engage the Project Sponsor in the utilization of said funds for said activity, which shall not include Research and Development. NOW, THEREFORE, the parties agree to the following: STATEMENT OF WORK A. Project Description, Tasks, Schedule, and Budget The Project Sponsor shall complete the project described in Exhibit A. Funds provided herein shall be used in the manner described in said exhibit, which includes a description of the project, the tasks to be performed by the Project Sponsor, a schedule for completing the tasks, and a project budget. National Objectives The City has determined that the project identified herein meets one of the Community Development Block Grant Program's National Objectives as defined in 24 CFR 570.208. The Project Sponsor shall not make changes to the project, including its scope, location, or budget, without the City's prior written approval. C. Level of Accomplishment The Project Sponsor shall be responsible for completing the project identified herein and shall make all documentation associated with the completion of the project available for inspection by the City and representatives of HUD. D. Staffing The Project Sponsor will be responsible for all normal administrative services and expenses not funded under this Agreement but required in order to undertake the project identified herein. E. Performance Monitoring The City will monitor the performance of the Project Sponsor against goals and performance standards established herein. Substandard performance as determined by the City will constitute noncompliance with this Agreement. If action to correct such noncompliance is not taken by the Project Sponsor within the period of time specified by the City in its notification to the Project Sponsor, the City may initiate suspension or termination procedures. II. TIME OF PERFORMANCE The work being performed by the Project Sponsor hereunder shall be completed according to the project schedule contained herein. This Agreement shall terminate 60 days after the project completion date. In accordance with the amendment procedures set forth in Paragraph VI, however, the term of this Agreement and the provisions herein may be extended to cover any additional time period during which the Project Sponsor is in control of CDBG funds or other assets, including program income. III. FUNDING In consideration of the project to be completed by the Project Sponsor hereunder, the City shall pay to the Project Sponsor up to $25,950.00 in CDBG funds received from HUD. Said funds shall be used by the Project Sponsor for the payment of expenses eligible under the CDBG program and specifically listed in the project budget contained in Exhibit A. The total amount disbursed by the City, however, shall not exceed the City's proportional share 50%) of the actual cost of the project described in Exhibit A. Payments are contingent upon the Project Sponsor's compliance with all applicable uniform administration requirements as set forth in 24 CFR 570.502. The Project Sponsor agrees to utilize funds available under this Agreement to supplement rather than supplant funds otherwise available. IV. NOTICES Communication and details concerning this Agreement shall be directed to the following individuals: CITY PROJECT SPONSOR Josh Beck, Assistant Director for Community Shereen Venning Development Community Crisis Center, Inc Kane County Office of Community Reinvestment 37 South Geneva Street 719 South Batavia Avenue Elgin IL 60120 Geneva IL 60134 Phone: (847) 742-4088 Phone: 630-444-2960 Email: svenning@crisiscenter.org Email: beckiosh@co.kane.il.us V. GENERAL CONDITIONS A. General Compliance with Federal Regulations The Project Sponsor agrees to comply with all applicable requirements of 24 CFR 570 concerning CDBG funds, all applicable portions of OMB's Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, and all other federal requirements and policies issued pursuant to federal regulations, including, but not limited to, those set forth in Sections VIII, IX and X of this Agreement. The Project Sponsor shall be responsible for complying with all applicable changes or additions to the requirements currently set forth in said regulations. The Project Sponsor agrees to comply with all other applicable federal, state and local laws and regulations governing the funds provided under this Agreement. B. Independent Contractor Nothing contained in this Agreement is intended to, or shall be construed in any manner, create or establish the relationship of employer/employee between the parties. The Project Sponsor shall, at all times, remain an independent contractor with respect to the services to be performed under this Agreement. The City shall be exempt from payment of all Unemployment Compensation, FICA, retirement, life and/or medical insurance and Worker's Compensation Insurance as the Project Sponsor is an independent contractor. C. Hold Harmless The Project Sponsor shall hold harmless, defend, and indemnify the City from any and all claims, actions, suits, charges and judgments whatsoever that arise out of Project Sponsor's performance or nonperformance under this Agreement. D. Workers' Compensation The Project Sponsor shall ensure that Workers' Compensation Insurance coverage is provided for all employees involved in the performance of this Agreement. E. Insurance & Bonding The Project Sponsor shall carry sufficient insurance coverage to protect Agreement assets from loss due to theft, fraud and/or undue physical damage, and as a minimum shall purchase a blanket fidelity bond covering all employees in an amount equal to cash advances from the City. The Project Sponsor shall comply with the bonding and insurance requirements of OMB's Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. F. Funding Disclosure The Project Sponsor shall credit the City and HUD for funding the project identified herein by including the following statement on any sign that may be erected at the project site, and in any promotional material that may be published in connection to the project: "Supportfor this project has been provided by the City of Elgin, through its Community Development Department, with federal funds from the U.S. Department of Housing and Urban Development." VI. AMENDMENTS The parties may amend this Agreement at any time provided that such amendments make specific reference to this Agreement, are executed in writing, and are signed by a duly authorized representative of both parties and approved by either party's governing body to the extent required by state law, local charter or otherwise. In addition, the City may, in its sole discretion, amend this Agreement to conform to federal, state or local governmental guidelines, policies and available funding amounts. However, if any such amendments result in a change in the funding, the scope of services, or the scheduling of services to be undertaken as part of this Agreement such modifications will be incorporated only by written amendment signed by both parties. VII. SUSPENSION AND TERMINATION Either party may terminate this Agreement at any time by giving written notice to the other party at least thirty (30) days before the effective date of such termination. However, any partial termination of the work to be performed under this Agreement may only occur with the prior approval of the City. The City may also suspend or terminate this Agreement, in whole or in part, if the Project Sponsor materially fails to comply with any term of this Agreement, or with any of the rules, regulations or provisions referred to herein. In such event, the City may declare the Project Sponsor ineligible for any future participation in City contracts, in addition to other remedies as provided by law. In the event there is probable cause to believe the Project Sponsor is in noncompliance with any applicable rules or regulations, the City may suspend payment of Agreement funds until such time as the Project Sponsor is found to be in compliance by the City or is otherwise adjudicated to be in compliance. In the event of any termination, all finished or unfinished documents, data, reports, maps, models, photographs or other materials prepared by the Project Sponsor under this Agreement shall, at the option of the City, become the property of the City. In the event of termination, the Project Sponsor shall be entitled to receive just and equitable compensation for any satisfactory work completed prior to the termination. The City shall be entitled to the repayment of any payments made to the Project Sponsor over and above that to which it is entitled as just and equitable compensation for satisfactory work completed. Vill. ADMINISTRATIVE REQUIREMENTS A. Financial Management Accounting Standards The Project Sponsor agrees to comply with OMB's Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards and adhere to the accounting principles and procedures required therein, to utilize adequate internal controls, and to maintain necessary source documentation for all costs incurred. 2. Cost Principles The Project Sponsor shall administer its program in conformance with OMB's Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, as applicable, for all costs incurred. B. Documentation and Record Keeping 1. Records To Be Maintained The Project Sponsor shall maintain all records required by federal regulations as specified in 24 CFR 570.506, as they are pertinent to the activities to be funded under this Agreement. Such records shall include, but not be limited to: a. Records providing a full description of the activity undertaken; b. Records demonstrating that each activity undertaken meets one of the national objectives of the CDBG program, as set forth in 24 CFR 570.208; namely, benefiting low/moderate income persons, aiding in the prevention or elimination of slums or blight, and meeting community development needs that have a particular urgency; c. Records required to determine the eligibility of activities; d. Records required to document the acquisition, improvements, use or disposition of any real property acquired or improved with CDBG assistance; e. Records documenting compliance with the fair housing and equal opportunity components of the CDBG program to the extent applicable; f. Financial records as required by 24 CFR 570.502; and g. Other records necessary to document any required compliance with 24 CFR 570.600-570.612. 2. Retention The Project Sponsor shall retain all records pertinent to expenditures incurred under this Agreement for a period of five (5) years after the termination of all activities funded under this Agreement, or after the resolution of all federal audit findings, whichever occurs later. Records for non -expendable property acquired with funds under this Agreement shall be retained for five (5) years after final disposition of such property. Records for any displaced person must be kept for five (5) years after he/she has received final payment. Contact the City before disposing of any records related to this Agreement. Client Data The Project Sponsor shall maintain client data demonstrating client eligibility for services provided and any other demographic information requested in the City's quarterly performance report. Such data shall include, but not be limited to, client name, address, income level (or other basis for determining eligibility), demographic information, and description of service provided. Such information shall be made available to the City monitors or their designees for review upon request. 4. Disclosure The Project Sponsor understands that client information collected under this Agreement is private and the use or disclosure of such information, when not directly in connection with the administration of the City's or the Project Sponsor's responsibilities with respect to services provided under this Agreement is prohibited without the written consent of the resident involved and, in the case of a minor, that of a responsible parent/guardian, except to the extent such use or disclosure is required by applicable federal, state or local law. 5. Property Records The Project Sponsor shall maintain real property inventory records, which clearly identify any properties purchased, improved or sold with project funds. Properties retained shall continue to meet eligibility criteria and shall comply with the "changes in use" restriction specified in 24 CFR 570.503(b)(8). National Objectives The Project Sponsor agrees to maintain documentation that demonstrates that the activities carried out with funds provided under this Agreement meet one or more of the CDBG program's national objectives (benefit low/moderate income persons; aid in the prevention or elimination of slums or blight; and meet community development needs that have a particular urgency) as defined in 24 CFR 570.208. 7. Close -Outs The Project Sponsors obligation to the City shall not end until all close-out requirements are completed, as set forth in 24 CFR 570.509. Activities during this close-out period shall include, but not be limited to, making final payments, disposing of program assets (including the return of all unspent cash advances and program income balances to the City), and determining the custodianship of records. 8. Asset Reversion Upon expiration of this Agreement, the Project Sponsor shall transfer to the City all grant funds in its possession, and any accounts receivable of the project attributable to grant funds. At the time of project closeout, the City shall determine the appropriate disposition of any equipment purchased with funds provided herein. The City shall permit the Project Sponsor to retain title to such equipment, if the Project Sponsor assures the City that it intends to continue the project for a period of not less than five years following closeout. 9. Audits The Project Sponsor shall comply with OMB's Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, and shall obtain, at its own expense, any required audit(s). Audits shall be performed by an independent auditor in accordance with generally accepted governmental auditing standards covering financial and compliance audits. Audits shall include, in addition to the financial statement(s) of the Project Sponsor, auditor's comments regarding the Project Sponsor's compliance and internal controls pertaining to the expenditure of grant funds. The Project Sponsor shall submit one certified copy of each required audit report to the City no later than six months following the close of the Project Sponsor's fiscal year for single audits; and not later than six months following project closeout for grant audits. 10. Records Inspections All of the Project Sponsor's records with respect to any matters covered by this Agreement shall be made available to the City, or its designees, or HUD, or its designees, at any time during normal business hours, as often as deemed necessary, in order to audit, examine, or make excerpts or transcripts of all relevant data. Any deficiencies noted in audit reports must be fully cleared by the Project Sponsor within thirty (30) days after receipt by the Project Sponsor. Failure by the Project Sponsor to comply with the above requirements will constitute a violation of this Agreement and may result in the withholding of future payments. Specifically, all rights and remedies regarding performance reviews as set forth in 24 CFR 570.900 - 570.913 shall be available to the City and to HUD or their designees. Reporting and Payment Procedures 1. Payment Procedures In consideration of the work performed hereunder, the City will pay the Project Sponsor with CDBG funds available under this Agreement for eligible costs, consistent with the project budget contained herein (see Exhibit A), and based on requests submitted by the Project Sponsor on forms provided by the City. Such requests shall be accompanied by the appropriate receipts, invoices, canceled checks, and/or other documentation required by the City. The Project Sponsor may not request the disbursement of CDBG funds under this Agreement until the funds are needed for the payment of eligible costs. The amount of each request must be limited to the amount needed for such costs at the time the request is submitted to the City. Advance disbursements of CDBG funds are not permitted under this Agreement. The presentation of requests for the disbursement of CDBG funds on the part of the Project Sponsor shall constitute a warranty and representation by the Project Sponsor to the City that the amounts requested are elements of the project budget contained herein; that all such amounts are required for the payment of eligible costs that were actually incurred by the Project Sponsor; and that the Project Sponsor will use the amounts requested only for eligible purposes under this Agreement. Prior to any disbursement of CDBG funds by the City, it reserves the right to perform an independent review of any and all documentation and/or inspect the project site(s) to independently determine that such disbursement is justified. If the City is dissatisfied with the documentation submitted, or the status of the work performed hereunder, it may require the Project Sponsor to submit further documentation or perform additional work before it makes any further disbursements under this Agreement. The City reserves the right to reduce funds available under this Agreement for any costs incurred by the City on behalf of the Project Sponsor to complete the project to the City's satisfaction. Finally, the City shall not be required to make any disbursements of CDBG funds to the Project Sponsor if the City is not legally capable or permitted by law to make such disbursements. 2. Program Income Program income, as defined at 24 CFR 570.500(a), generated by activities carried out with CDBG funds made available under this Agreement, shall be remitted by the Project Sponsor to the City within 30 days of receipt by the Project Sponsor. Indirect Costs Indirect costs are not eligible for reimbursement under this Agreement. 4. Performance Reports The Project Sponsor shall submit quarterly performance reports to the City, using forms provided by the City, for the duration of this Agreement. Said performance reports shall be submitted according to the following schedule: a. Report for June 1 through August 31 due on November 15; b. Report for September 1 through November 30 due on December 15; C. Report for December 1 through February 28/29 due on March 15; and d. Report for March 1 through May 31 due on June 15. Procurement Standards of Procurement The Project Sponsor shall comply with applicable federal, state, and local requirements regarding contracting and the purchase of goods and services necessary to complete the project identified herein. The Project Sponsor shall obtain the Ci 's approval prior to publishinp bidding notices distributing bidding documents and executing contracts and chap a orders necessar for the completion of said project. The cover page of all bid packets for work financed with funds provided herein shall bear the following statement(s): '?his contracting opportunity has been made possible, in part, by the City of Elgin, through its Community Development Department, with federal funds provided by the U.S. Department of Housing and Urban Development. Section 3 Businesses and Minority/Women-Owned Businesses are encouraged to bid on this project." If applicable, such statement shall be followed by the following: "Federal prevailing wage requirements apply to this contract." The Project Sponsor shall maintain an inventory record of any non -expendable personal property procured with funds provided herein. All program assets (unexpended program income, property, equipment, etc.) shall revert to the City upon termination of this Agreement in accordance with Section VIII. B. 8. of this Agreement. Travel The Project Sponsor shall obtain written approval from the City for any travel expenses it intends to cover with funds provided under this Agreement. 3. Relocation, Acquisition and Displacement The Project Sponsor agrees to comply with 24 CFR 570.606 and OMB's Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards relating to the acquisition and disposition of all real property utilizing grant funds and to any displacement of persons, businesses, non-profit organizations and farms occurring as a direct result of any acquisition of real property utilizing grant funds. The Project Sponsor further agrees to comply with any applicable ordinances, resolutions and/or policies concerning displacement of individuals from their residences. IX. PERSONNEL AND PARTICIPANT CONDITIONS A. Civil Rights 1. Compliance The Project Sponsor agrees to comply with all the requirements set forth in 24 CFR 570.600, including, but not limited to, compliance with Title VI of the Civil Rights Act of 1964, as amended, Title VIII of the Civil Rights Act of 1968, as amended, Section 109 of Title I of the Housing and Community Development Act of 1974, Executive Order 11063, and Executive Order 11246, as amended by Executive Order 12086. The Project Sponsor also agrees to comply with all applicable provisions of the Americans with Disabilities Act of 1990. Nondiscrimination The Project Sponsor will not discriminate against any employee or applicant for employment because of race, color, creed, religion, ancestry, national origin, sex, disability or other handicap, age, marital status, or status with regard to public assistance. 3. Land Covenants This Agreement is subject to the requirements of Title VI of the Civil Rights Act of 1964 (P.L. 88-352) and 24 CFR 570. With regard to the sale, lease, or other transfer of land acquired, cleared or improved with assistance provided under this Agreement, the Project Sponsor shall cause or require a covenant running with the land to be inserted in the deed or lease for such transfer, prohibiting discrimination as herein defined, in the sale, lease or rental, or in the use or occupancy of such land, or in any improvements erected or to be erected thereon, providing that the City and the United States are beneficiaries of and entitled to enforce such covenants. The Project Sponsor, in undertaking its obligation to carry out the program assisted hereunder, agrees to take such measures as are necessary to enforce such covenant, and will not itself so discriminate. 4. Section 504 The Project Sponsor agrees to comply with any federal regulations issued pursuant to compliance with Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. 706) which prohibits discrimination against the disabled in any federally assisted program. The City shall provide the Project Sponsor with any guidelines necessary for compliance with that portion of the regulations in force during the term of this Agreement. Affirmative Action 1. Approved Plan The Project Sponsor agrees that it shall be committed to carrying out, pursuant to the City's specifications, an Affirmative Action Program in keeping with the principles as provided in Executive Order 11246 of September 24, 1965. The City can provide affirmative action guidelines to the Project Sponsor to assist in the formulation of such a program. W/MBE The Project Sponsor will use its best efforts to afford minority and women -owned business enterprises the maximum practicable opportunity to participate in the performance of this Agreement. As used in this Agreement, the term "Minority and female business enterprise" means a business that is at least fifty-one (51) percent owned and controlled by minority group members or women. For the purpose of this definition, "minority group members" are African - Americans, Spanish-speaking, Spanish surnamed or Spanish -heritage Americans, Asian - Americans, and American Indians. The Project Sponsor may rely on written representations by business enterprises in lieu of an independent investigation. Access to Records The Project Sponsor shall furnish and cause each of its sub -Project Sponsors to furnish all information and reports required hereunder and will permit access to its books, records and accounts by the City, HUD or its agent, or other authorized federal officials for purposes of investigation to ascertain compliance with the rules, regulations and provisions stated here. 4. Notifications The Project Sponsor will send to each labor union or representative of workers with which it has a collective bargaining agreement or other contract or understanding, a notice, to be provided by the agency contracting officer, advising the labor union or workers' representative of the Project Sponsor's commitments hereunder, and shall post copies of the notice in conspicuous places available to employee and applicants for employment 5. EEO/AA Statement The Project Sponsor will state that it is an Equal Opportunity or Affirmative Action employer in all solicitations or advertisements for employees placed by it or on its behalf. 6. Subcontract Provisions The Project Sponsor will include the provision of Section IX. A. (Civil Rights), and B. (Affirmative Action), of this Agreement in every subcontract or purchase order, specifically or by reference, so that such provisions will be binding upon each sub -Project Sponsor or vendor. C. Employment and Contracting Provisions 1. Prohibited Activity The Project Sponsor is prohibited from using funds provided herein or personnel employed in the administration of the program for political activities, sectarian or religious activities, lobbying, political patronage and nepotism activities. Anti -Lobbying The Project Sponsor hereby certifies that: a. No federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan or cooperative agreement. b. If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Agreement, the Project Sponsor shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions. C. The Project Sponsor shall require that the language of this certification be included in the award documents for all sub -tier agreements (including subcontracts, subgrants, and contracts under grants, loans and cooperative agreements) and that all sub -tier parties shall certify and disclose accordingly. OSHA Where employees are engaged in activities not covered under the Occupations Safety and Health Act of 1970, they shall not be required or permitted to work, be trained, or receive services in buildings or surroundings or under working conditions which are unsanitary, hazardous or dangerous to the participant's health or safety. 10 Right to Know Participants employed or trained for inherently dangerous occupations, i.e., fire or police jobs, shall be assigned to work in accordance with reasonable safety practices. Labor Standards The Project Sponsor agrees to comply with the requirements of the Secretary of Labor in accordance with Federal Labor Standards Provisions, the Davis -Bacon Act, as amended, the provisions of the Contract Work Hours and Safety Standards Act, the Copeland "Anti -Kickback" Act 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 Project Sponsor understands that such requirements are not limited to the work for which funding under this Agreement is made available and agrees that all contractors engaged in contracts for construction, renovation or repair of any building or work funded under this Agreement, as well as work related in purpose, time and place to the work funded under this Agreement, shall comply with federal requirements pertaining to such contracts. The Project Sponsor shall cause, or require to be inserted, in all such contracts subject to such regulations, provisions meeting the requirements of this paragraph and shall maintain documentation which demonstrates compliance with hour and wage requirements. Such documentation shall be submitted to the City. 6. Section 3 The Project Sponsor shall comply with the requirements of Section 3 of the Housing and Urban Development Act of 1968 which requires that, to the greatest extent feasible, employment and other economic opportunities generated by HUD financial assistance be directed to low- and very low-income persons, particularly those who are recipients of government assistance for housing, and to business concerns which provide economic opportunities to such persons. The Project Sponsor shall award contracts for work funded in whole or part under this Agreement to the lowest and/or best bidder in accordance with the provisions of Section 3, which allow qualifying business concerns to receive preference in the awarding of such contracts. The Project Sponsor may rely on written representations by business concerns in lieu of conducting independent investigations. The Project Sponsor agrees to include, monitor and enforce the following clause (referred to as the Section 3 Clause) in such contracts where the amount of assistance provided under this Agreement exceeds $100,000: SECTION 3 CLAUSE 1. The work to be performed under this Contract 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). The purpose of Section 3 is to ensure that employment and other economic opportunities generated by HUD assistance or HUD -assisted projects covered by Section 3, shall, to the greatest extent feasible, be directed to low- and very low-income persons, particularly persons who are recipients of HUD assistance for housing. 2. The parties to this contract agree to comply with HUD's regulations in 24 CFR, Part 135, which implement Section 3. As evidenced by their execution of this contract, the parties to this contract certify that they are under no contractual or other impediment that would prevent them from complying with the part 135 regulations. 11 I The contractor agrees to send to each labor organization or representative of workers with which the contractor has a collective bargaining agreement or other understanding, if any, a notice advising the labor organization or workers' representative of the contractor's commitments under this Section 3 clause, and will post copies of the notice in conspicuous places at the work site where both employees and applicants for training and employment positions can see the notice. The notice shall describe the Section 3 preference, shall set forth minimum number and job titles subject to hire, availability of apprenticeship and training positions, the qualifications for each; and the name and location of the person(s) taking applications for each of the positions; and the anticipated date the work shall begin. 4. The contractor agrees to include this Section 3 clause in every subcontract subject to compliance with regulations in 24 CFR, Part 135, and agrees to take appropriate action, as provided in an applicable provision of the subcontract in this Section 3 clause, upon a finding that the subcontractor is in violation of the regulations in 24 CFR, Part 135. The contractor will not subcontract with any subcontractor where the contractor has notice or knowledge that the subcontractor has been found in violation of the regulations in 24 CFR, Part 135. 5. The contractor will certify that any vacant employment positions, including training positions, that are filled (1) after the contractor is selected but before the contract is executed, and (2) with persons other than those to whom the regulations of 24 CFR, Part 135 require employment opportunities to be directed, were not filled to circumvent the contractor's obligations under 24 CFR, Part 135. 6. Noncompliance with HUD's regulations in 24 CFR, Part 135 may result in sanctions, termination of this contract for default, and debarment or suspension from future HUD assisted contracts. 7. With respect to work performed in connection with Section 3 covered Indian housing assistance, Section 7(b) of the Indian Self -Determination and Education Assistance Act (25 U.S.C. 450e) also applies to the work to be performed under this contract. Section 7(b) requires that to the greatest extent feasible (i) preference and opportunities for training and employment shall be given to Indians, and (ii) preference in the award of contracts and subcontracts shall be given to Indian organizations and Indian -owned Economic Enterprises. Parties to this contract that are subject to the provisions of Section 3 and Section 7(b) agree to comply with Section 3 to the maximum extent feasible, but not in derogation of compliance with Section 7(b). If the amount of HUD financial assistance provided under this and other Agreements with the City exceeds $200,000, the Project Sponsor has the responsibility to comply with Section 3 in its own operations, and ensure compliance in the operations of its contractors and subcontractors. This responsibility includes but may not necessarily be limited to measures listed at 24 CFR 135.32, "Responsibilities of the Recipient." D. Conduct 1. Assignability The Project Sponsor shall not assign or transfer any interest in this Agreement without the prior written consent of the City thereto, provided, however, that claims for money due or to become due to the Project Sponsor from the City under this Agreement may be assigned to a bank, trust company or other financial institution without such approval. Notice of any such assignment or transfer shall be furnished promptly to the City. Pry 2. Hatch Act The Project Sponsor agrees that no funds provided, nor personnel employed, under this Agreement shall be in any way or to any extent engaged in the conduct of political activities in violation of Chapter 15 of Title VI of the United States Code. Conflict of Interest The Project Sponsor agrees to abide by the provisions of 24 CFR 570.611 with respect to conflicts of interest. The Project Sponsor further agrees that, in the performance of this Agreement, no person having such a financial interest shall be employed or retained by the Project Sponsor. These conflict of interest provisions apply to any person who is an employee, agent, consultant, officer, or elected official or appointed official of the Project Sponsor or the City, or of any designated public agencies or sub -Project Sponsors which are receiving funds under the CDBG program. 4. Subcontracts Approvals The Project Sponsor shall not enter into any subcontracts with any agency or individual in the performance of this Agreement without the written consent of the City prior to the execution of such subcontract. b. Monitoring The Project Sponsor will monitor all subcontracted services on a regular basis to assure compliance with the terms of this Agreement. Results of monitoring efforts shall be summarized in the Project Sponsor's quarterly written report to the City and supported with documented evidence of follow-up actions taken to correct areas of noncompliance. Content The Project Sponsor shall cause all of the provisions of this Agreement in their entirety to be included in and made a part of any subcontract executed in the performance of this Agreement. d. Selection Process The Project Sponsor shall undertake to ensure that all subcontracts let in the performance of this Agreement shall be awarded on a fair and open competition basis. Executed copies of all subcontracts shall be forwarded to the City along with documentation concerning the selection process. Copyright If this Agreement results in any copyrightable materials, the City and/or grantor agency reserves the right to royalty -free, nonexclusive and irrevocable license to reproduce, publish or otherwise use and to authorize others to use the work for government purposes. 13 6. Religious Organization The Project Sponsor agrees that funds provided under this Agreement will not be utilized for religious activities, to promote religious interest, or for the benefit of a religious organization in accordance with federal regulations specified in 24 CFR 570.200(j). Drug -Free Workplace The Project Sponsor shall comply with the Illinois Drug Free Workplace Act (30 ILCS 580/1, et seg.), and, if applicable, with the Federal Drug Free Workplace Act (41 U.S.C. Section 701, et sea.) X. ENVIRONMENTAL CONDITIONS The Project Sponsor shall cooperate with the City in its responsibilities pursuant to HUD's Environmental review procedures, 24 CFR 58, as amended, and shall permit the City or its designees or employees to conduct site inspections, conduct appropriate tests, examination of applicable documents, and such other activities as the City deems appropriate in order to fulfill its responsibilities in the implementation of the policies of the National Environmental Policy Act of 1969 and related acts. The City shall not make any payments contemplated under this Agreement until the environmental review process has been completed by the City in accordance with the 24 CFR 58, nor may any costs be incurred by the Project Sponsor until completion of the Environmental Review. The Project Sponsor will be notified by the City when costs may begin to be incurred through the issuance of a written Notice to Proceed. A. Air, Water & Environment The Project Sponsor agrees to comply with the following regulations insofar as they apply to the performance of this Agreement: 1. The Clean Air Act (42 U.S.C., 1857, et seg.); 2. The Federal Water Pollution Control Act as amended (33 U.S.C. 1251 et seg.) as amended; 3. Environmental Protection Agency (EPA) regulations pursuant to 40 CFR 50, as amended; 4. The National Environmental Policy Act of 1969; and 5. HUD Environmental Review Procedures (24 CFR 58). Flood Disaster Protection To the extent applicable, the Project Sponsor agrees to comply with the requirements of the Flood Disaster Protection Act of 1973 (42 U.S.C. 4106) in regard to the sale, lease or other transfer of land acquired, cleared or improved under the terms of this Agreement. C. Lead -Based Paint The Project Sponsor agrees that any construction or rehabilitation of structures with assistance provided under this Agreement shall be subject to HUD lead -based paint regulations 24 CFR 35, et. al., dated September 15, 1999. 14 D. Historic Preservation The Project Sponsor agrees to comply with the requirements set forth in the National Historic Preservation Act of 1966 (16 U.S.C. 470), as amended, and the procedures set forth in 36 CFR 800 et seq., insofar as they apply to the performance of this Agreement. XI. EXECUTION This Agreement may be executed in counterparts, each of which shall be an original and all of which shall constitute one and the same agreement. For the purposes of executing this Agreement, any signed copy of this Agreement transmitted by fax machine or e-mail shall be treated in all manners and respects as an original document. The signature of any party on a copy of this Agreement transmitted by fax machine or e-mail shall be considered for these purposes as an original signature and shall have the same legal effect as an original signature. Any such faxed or e-mailed copy of this Agreement shall be considered to have the same binding legal effect as an original document. At the request of either party any fax or e-mail copy of this Agreement shall be re -executed by the parties in an original form. No party to this Agreement shall raise the use of fax machine or e-mail as a defense to this Agreement and shall forever waive such defense. 15 IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first written above. For the City: nature _Richard G. Koxal, City Manager Name and Title (Printed) Attest: 4 Kimberly A. De ts, City Cler ate For the Project Sponsor: r 5ignatu Maureen Manning, Executive_ Director Name and Title (Printed) /- 30- d Date is CITY OF ELGIN COMMUNITY DEVELOPMENT PROGRAM Exhibit A: Project Description, Tasks, Schedule, and Budget Proiect Description and Tasks The Project Sponsor will replace the facility's two exterior wooden doors on the North and South Entrances with aluminum doors, and the HVAC units in the house shelter on the facility's first and second floors. All items need to be replaced due to age and to improve safety and fire security. Project Schedule The Project Sponsor shall complete the project described herein according to the following schedule: Complete specifications Release request for proposal Receive permits Construction Project Closeout Annual Budget Completion Date February 2024 April 2024 June 2024 July 2024 December 2024 Expenses Elgin CDBG Other Funds* Total Cost Construction $25,950 $25,950 1 $51,900 Totals (and Proportional Share of Total Project Cost) $25,950 (50%) $25,950 (50-A) $51,900 * By executing this Agreement, Project Sponsor certifies to City that the aforementioned funds are available and hereby commits them to the project described herein. Eli