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HomeMy WebLinkAboutService Agreement for Maintenance of Homes for Older AdultsCity of Evanston Purchase of Service Agreement Community Development Block Grant Program A. Nature of Agreement This Purchase of Service Agreement (hereinafter, Agreement) is made by and between the City of Evanston, Illinois (hereinafter, EVANSTON) and CEDA (hereinafter, GRANTEE) for the purpose of providing the services identified in Section E of the Agreement (hereinafter, PROJECT). GRANTEE and EVANSTON agree this Agreement is based upon the Work Program attached as Appendix A, which is incorporated and made a part of this Agreement. The allowable expenses for this Agreement are personnel costs to be reimbursed at an hourly rate. B. Length of Agreement January 1, 2012 - - December 31, 2012 C. Amount of Appropriation to Grantee EVANSTON agrees to fund the GRANTEE at a rate of $17.00 per hour for the Handyman services provided to older persons up to an amount not to exceed $11,000 for the contract period as part of its allocation of the 2012 Community Development Block Grant funds (CDBG). The GRANTEE understands the amount of the appropriation may be adjusted during the program year due to funding alterations or reductions made by Congress, the HUD Administration, and/or Evanston. D. Method of Payment Monthly Reimbursement: Payments shall be made to the GRANTEE monthly on a reimbursement basis upon receipt of a report of the previous month's services provided and corresponding documentation. GRANTEE will utilize the standardized billing statement attached hereto and incorporated herein as Appendix B, and an accountability -reporting format mutually agreed upon between GRANTEE and EVANSTON. GRANTEE will submit the monthly reporting form with the request for reimbursement to EVANSTON no later than the end of the month following the month of delivery of service. Submission of incomplete or inaccurate requisitions by the GRANTEE may result in a delay of the payment. Monthly Reporting: The monthly report shall consist of the following Clients served by address, and a brief summary of services provided. It. Request for Payment indicating the actual hours spent at each address, and any time spent securing materials. III. Support Documentation which includes copies of paid invoices, receipts, time sheets signed by each paid with CDBG funds and any other source documentation as may be required by the City of Evanston to document the amount expended for which reimbursement is being requested. The GRANTEE shall make available all necessary documentation, evaluation reports, financial reports, and other nonconfidential material as may be required and requested by the Director of Parks, Recreation and Community Services in the evaluation of the Agreement. Payment Adjustments: Adjustments may be made in the monthly payment request for any funds which were previously paid out by EVANSTON but unexpected by the GRANTEE. E. Services to be Provided by Grantee Community Development Block Grant funds will be used to reimburse GRANTEE for minor repair and maintenance services in the homes or apartments of older adults who have been deemed eligible for services by Evanston's Director of Parks, Recreation and Community Services or designee. Services shall be provided only after GRANTEE is in receipt of a referral form from EVANSTON. Services may include the following activities: ® Install safety strips on stairs and in bathtubs ® Tack down area rugs ® Put up and clean storm windows ® Hang drapes ® Hang pictures ® Installing bathroom grab bars ® Installing smoke detectors or changing batteries in same ® Winterizing windows (putting in storm windows or weather stripping) ® Changing furnace filters • Fixing sticky windows/doors ® Replacing lightbulbs ® Replacing a broken window ® Tightening a shaky banister ® Replacing cabinet hinges/handles ® Changing fuses • Repairing minor holes/cracks in walls ® Changing washers in faucets o Clearing clogged drains ® Repairing screens on doors and windows • Minor fence repairs ® Repair damaged electrical cords/plug ends ® Installing handrails inside and to the exterior of the home ® Updating faucets ® Cleaning gutters of debris The basis for determining the specific activities, objectives and services to be provided in the PROJECT are identified in Appendix A. Terms and Conditions of Agreement This agreement is subject to the policies, guidelines, and requirements of the Housing and Community Development Act of 1974 as amended. The Agreement is further subject to the statutory program amendments made by Section 832 (b), (c), (d), and (e)(1) of the National Affordable Housing Act (P.L. 101-625); Section 1402(b), (d), and (e) of the Housing and Community Development Act of 1992 (P.L. 102-550, approved October 28, 1992); HUD's regulations at 24CFR Part 570, as now in effect and as may be amended from time to time, which are incorporated as part of this Agreement; and, OMB Circulars Nos.A-110 and A-122 as they relate to the acceptance and use of Community Development Block Grants by private nonprofit organizations. GRANTEE is bound by any and all applicable federal requirements or changes issued to Evanston's Community Development Block Grant program by the U.S. Department of Housing and Urban Development. The GRANTEE certifies, to the best of its knowledge or belief, that the requirements of 24CFR Part 24 concerning the Drug Free Workplace Act of 1988 are being followed. The GRANTEE agrees: 1. To affirm its compliance with the Americans with Disabilities Act of 1990 (ADA), and will identify to EVANSON a contact person for ADA compliance issues. GRANTEE will notify the Director of Parks, Recreation and Community Services whenever accommodations can not be made to directly serve a person with a disability who is requesting service. 2. No person shall, on the grounds of race, age, creed, color, sex, national origin, religious creed, financial status, marital status, sexual preference, economic status, or disability be excluded from participation in, or denied the benefits of, or be otherwise subjected to discrimination under any program or activity for which the GRANTEE receives financial assistance from or through EVANSTON, 3. Funds received under this Agreement may be expended only for that part of the GRANTEE's program expenses which are directed to the clients and services specified in Appendix A. 4. Client record keeping: 4.1 To keep and maintain individual cumulative case records, including specified plan for each client. 4.2 To maintain confidentiality of individual client records and only share such information in accordance with applicable laws or regulations of the State of Illinois or after the appropriate authorization for release has been obtained from the client when applicable. 4.3 To permit on -site inspection of relevant records by EVANSTON at all reasonable times, subject to conditions specified in Section 4.2 regarding confidentiality. 5. To meet from time to time with the designated liaison of EVANSTON to discuss general and/or specific issues of this Agreement. Such meetings may be initiated by either party. GRANTEE agrees to fully cooperate in any monitoring program developed, implemented or conducted by EVANSTON, 6. To submit program statistics to EVANSTON per specified agreement in a timely manner using the appropriate forms. 7. That the awarding of this contract agreement in no way implies the continued financial support of the GRANTEE's program or services by EVANSTON beyond the period of this Agreement. 8. Per EVANSTON Public Policy Resolution 24-PR-79, the GRANTEE shall: 8.1 Submit to EVANSTON a copy of its policy on equal opportunity employment and a copy of its most current affirmative action plan. 8.2 Conduct meetings of its Board of Directors, or policy setting body, in such a manner that whenever funds appropriated through EVANSTON are discussed, the meetings shall be open to the public. 8.3 Submit to EVANSTON the names and addresses of GRANTEE's current Board of Directors, or policy setting body. 9. Insurance/Indemnity Requirements: 9.1 GRANTEE shall not commence work under this agreement until they obtained a Commercial General Liability insurance policy approved by EVANSTON, endorsed to provide coverage for Broad from Property Damage and Blanket Broad from Contractual Liability. The policy will provide coverage for Personal Injury and Property Damage for a minimum of $1,000,000 for each occurrence. 9.2 The GRANTEE hereby assumes liability for and agrees to protect, hold harmless, indemnity and defend the City of Evanston and its agents, servants, and employees, and each of them against and hold it and them harmless from any lawsuits, claims, demands, liabilities, losses and expenses, including court costs, attorneys' fees and expenses of whatever kind and nature imposed on, incurred by or asserted against the City of Evanston, its agents, servants, and employees for or on account of any injury, or any damage to any property, which may rise or which may be alleged to have risen out of or in connection with any of the following or allegations, claims or charges of any of the following: The use or application of the Grant proceeds; ii. The violation by the GRANTEE of any of its covenants or agreement under the Agreement; iii. Any tort or other action or failure to act done in connections with the performance or operation of the PROJECT; iv. Any act or failure to act of any officer, employee, agent, or servant of the GRANTEE; V. Any injury to any person, loss of life, or loss or destruction of property in any way arising out of or relating to the performance or operation of the PROJECT. 9.3 In the event of any conflict between the language of the General Liability Insurance policy(s) and the above -recited indemnity provision, the indemnity provision shall govern. 9A GRANTEE shall furnish EVANSTON two (2) copies of the Certificate of Insurance, with the City of Evanston named as an additional insured. The Certificate shall also recite that any notice, with notice to all named or additional uninsured. 9.5 GRANTEE shall include the City of Evanston on any liability waivers it requests clients to sign in connection with this program. 10. To provide EVANSTON, the U.S. Department of Housing and Urban Development, the Comptroller General of The United States or any of their duly authorized representatives access to any books, documents, papers, and records of the GRANTEE which pertain to the Emergency Shelter Grants program for the purpose of making audits, examinations, excerpts, transcripts and photocopying. 11. To maintain all required records related to this Agreement for a minimum of 3 years after the GRANTEE's final audit and the file has been closed by EVANSTON, or longer if other applicable laws or regulations so require. GRANTEE shall establish and will maintain a project file containing the following; General project correspondence and related items; ii. Financial source documents and associated transactional documents; iii. Documentation of compliance with applicable Sate and Federal regulations; iv, Project reports; V. Documentation of persons benefiting form grant activities; Personnel actions; vii. Acquisition and disposition of property; G. Enforcement EVANSTON maintains the right in the event of a failure by the GRANTEE to perform the obligations under this Agreement to terminate the Agreement and payments thereunder, or to withhold funding for any one or more payment periods. EVANSTON must notify the GRANTEE in writing of such impending action at least 30 working days before such action goes into effect. Such notice shall specify the reasons for which the action is taken and the conditions, if any, under which payments may be reinstated. H. Changes to the Agreement EVANSTON and GRANTEE agree any amendments to the Agreement shall be valid only when they have been reduced to writing, duly signed by both parties, and attached to the original of the Agreement. Return of Unexpected Funds GRANTEE agrees to return to EVANSTON any and all unexpected and/or unencumbered grant funds upon the completion or termination of the Work Program as outlined in Appendix A. If the Work Program cannot be completed or if the GRANTEE ceases to function as an operating entity, GRANTEE agrees to return to EVANSTON any and all unexpended and/or unencumbered grant funds. GRANTEE further agrees that in order to enforce this provision it will provide EVANSTON either monthly expenditure reports and documentation of all expenses paid or funds encumbered. Moreover, GRANTEE agrees that prior to the disbursement of the GRANTEE's final monthly check EVANSTON will compare the GRANTEE'S total expenditures for all previous months covered under this Agreement with funds disbursed to the GRANTEE by EVANSTON during this same period. Within 30 days following the closing date of this Agreement the GRANTEE shall forward to EVANSTON expenditure reports and documentation of all expenses or encumbrances during the time period covered by this Agreement. EVANSTON will compare these expenditures with the amount of disbursements issued to the GRANTEE for an amount equal to this difference up to the amount of the appropriation set forth in the Agreement. If expenditures are less than disbursements: (a) EVANSTON will withhold the difference from the GRANTEE's final monthly check, and, if difference exceeds the value of said final monthly check, (b) GRANTEE will pay to EVANSTON within 25 days of the close of this Agreement the difference of these sums. Funds paid to GRANTEE is excess of the amount to which GRANTEE is finally determined to be entitled based upon actual expenditures constitute a debt to EVANSTON, If not paid as stipulated in the proceeding paragraphs EVANSTON may reduce the debt by; Making an administrative offset against other requests for reimbursements under this or other agreements between EVANSTON and the GRANTEE; or ii. Withholding payments otherwise due the GRANTEE; or iii. Other action permitted by law. J. Annual Audit The GRANTEE shall cause to be prepared and submitted to EVANSTON within 3 months of the end of its fiscal year an audit of the financial records of the GRANTEE as they pertain to the use of CDBG funds. If the GRANTEE receives funds from sources other than the City of Evanston's CDBG program a combined audit is permissible, provided said audit clearly identifies the amount of CDBG funds received, the amount expended and encumbered, and the purposes of the expenditures. EVANSTON shall have right to review and modify the scope of the said audit. GRANTEE is responsible for clearly identifying and accounting for funds made against funds received under separate Purchase of Service Agreements for the Community Development Block Grant Program, particularly if the GRANTEE and EVANSTON operate under different fiscal years. IN WITNESS, WHEREOF the parties have executed this Agreement CITY OF EVANSTON Wally BobkieWicz', City Manager GRANTEE Lj Board P ideor C airman Date Date 7 Responsibilities of CITY OF EVANSTON: The CITY OF EVANSTON (hereinafter, EVANSTON) is responsible for obtaining and verifying income information from HOMEOWNER. EVASNTON is responsible for faxing a job request sheet to GRANTEE. Information to be included on the job request sheet will include the following information: 1. Name, address, and telephone number of person requesting service. 2. Date and time job request was taken. 3. Any special circumstances GRANTEE should be aware of when going to the home including, but not limited, to the following; a) HOMEOWNER slow to answer door. b) HOMEOWNER hearing impaired but is able to read lips. c) HOMEOWNER visually impaired- do not leave objects lying around without informing the HOMEOWNER. d) HOMEOWNER not in, relative will give access to home. e) HOMEOWNER will provide part(s) for job request. Responsibilities of GRANTEE: Specific activities to be provided in the PROJECT by GRANTEE include the following; 1. The GRANTEE will be responsible for providing its own minor hand tools for providing said services as listed in Contract. 2. GRANTEE is responsible for providing transportation to and from worksites and the hardware provider. 3. GRANTEE will also be responsible for establishing and maintaining an account at an Evanston store, which sells hardware, for the sole purpose of obtaining parts for job requests. GRANTEE can produce parts for up to $50.00 for each job request. Any one job request that requires a part or parts over the cost of $50.00 must be approved by EVANSTON, Completion of work by GRANTEE will include the following steps; 1. GRANTEE will contact HOMEOWNER by phone to arrange mutually convenient appointment time for job to be done. 2. This appointment will be made within one week of receipt of job request from EVANSTON. 3. GRANTEE will obtain necessary part or parts to complete job request from the following sources; a) The HOMEOWNER; or b) Provider identified by Evanston In the cases of charges of any kind made to the hardware provider account the GRANTEE must provide the following documentation to EVANSTON on a monthly basis; a) HOMEOWNER job request number b) Reason for purchase of part(s) c) Part or parts being purchased d) Cost of part e) Initials of person purchasing part f) Time and date of purchase In the event that part or parts is (are) provided through the HOMEOWNER it is with the understanding that the HOMEOWNER already has agreed to provide the part or parts at the time the job request was made to EVANSTON. If HOMEOWNER does not have the part or parts on hand, it is the responsibility of the GRANTEE to inform the HOMEOWNER of the part or parts needed to complete the job request. In the event that a part or parts is unobtainable either through the HOMEOWNER or through the designated provider, the GRANTEE will contact the HOMEOWNER by phone to explain the unavailability of the part or parts and will give the HOMEOWNER a choice of the following options: 1. The HOMEOWER may obtain the part at another store through his own efforts. 2. The GRANTEE will give the HOMEOWNER a reasonable time frame to reschedule a mutually agreed appointment time to perform the job request once the part becomes available. 3. In the event that the HOMEOWNER takes on the responsibility of obtaining the required part pr parts though his own efforts, it is the responsibility of the HOMEOWNER to reschedule the work with the GRANTEE within two weeks. If the HOMEOWNER fails to contact the GRANTEE within two weeks, he will be required to start the job request process again by contacting EVANSTON, 4. A referral back to EVANSTON for other minor repairs referrals within the community if the homeowner does not agree to waiting for the part or does not wish to obtain the parts though his own efforts. In all events it is the responsibility of the GRANTEE to inform the HOMEOWNER of the unavailability of the part or parts and to give a time frame as to when the part will be available and inform the HOMEOWNER of his options to obtain the part or parts through his own efforts, or be referred back to EVANSTON for a local handyman referral. Under no circumstances is the GRANTEE allowed to purchase or supply the part or parts except through the designated provider account or provision of said part by the HOMEOWNER. Under no circumstances is the GRANTEE allowed to provide a referral to another handyman service within the community. GRANTEE may, when appropriate, self -refer to the CEDA Minor Repair Program. GRANTEE shall notify EVANSTON when such referral has been made. GRANTEE is required to submit, on a monthly basis, a written report of HOMEOWNERS turned down for services for any reason. Failure to submit these forms in a timely manner may delay reimbursement for services rendered by the GRANTEE. 1. GRANTEE will be responsible for developing a form for HOMEOWNER to sign that indicates the following; a) Job request b) Parts needed to complete job request c) Date and time of appointment d) Date and time work completed e) Signature of HOMEOWNER and of person completing job request f) Cost of parts needed to complete job request g) Section for comments These completed forms will be submitted to EVANSTON on a monthly basis. Copies of these forms are to be kept by the GRANTEE for GRANTEE'S own records. Failure to submit these forms in a timely manner may delay reimbursement for services rendered by GRANTEE. 10