HomeMy WebLinkAboutContracts & Agreements_5-1990_CCv0001.pdf MINUTES OF THE BOARD OF S,.nERVISORS
OF SAN BERNARDINO COUNTY, ,ALIFORNIA
lInc. Cities-Redlands; MAY 1 , 1989
Agree. 89-236
FROM: THOMAS R. LAURIN, Director
Department of Economic and Community Development
SUBJECT: AGREEMENT WITH UNITED WAY OF REDLANDS AREA, INC.
RECOMMENDATION- Approve agreement with United Way of Redlands Area,
Inc. , in the amount of $22,179 to implement the East Valley Information
and Referral Service for the Help On Call Program.
BACKGROUND INFORMATION: On May 11 , 1988, the Board of Supervisors approved
funding of the East Valley Information and Referral Service (Help On
Call Program) as part of the 1988-89 Community Development Block Grant
(CDBG) Funding Plan. This agreement contains the terms and conditions
necessary to insure compliance with Federal regulations for the CDBG
program. The agreement is for twelve months and will provide case
management assistance to low-and moderate-income residents of the
communities of Redlands, Yucaipa, Mentone, East Highland, Loma Linda,
Bryn Mawr, Oak Glen and Forest Falls.
REASON FOR RECOMMENDATION: Board of Supervisors' approval of public
service contracts is required.
REVIEW BY OTHER DEPARTMENTS: County Counsel 3/30/89 (Paul St.John) ;
Risk Management 4/19/89 (Kathy Brill ).
FINANCIAL DATA: This agreement obligates $22,179 of CDBG funds and has
no effect on the County General Fund.
PRESENTER: Thomas R. Laurin
r W19
W M1
CDBG
cc: ECD-Torn Laurin w/agreement Action of the Board of Supervisors
Contractor w/agreement AGREEmERr ND. 89-236
c/o ECD
City of Redlands w/agreementi APPROVED BOARD OF SUPERVISORS
C/o BCD COUNTY OF SAN BERNARDINO
Auditor w/agreement
Risk Management MOTION Second Aye Aye Aye Motion
Purchasing-Contract Compliane 1 2 3 4 5
EPWA MAIRTHA M. S-,_UDDEPI, CLERK O�JHIE BOA,RD
File w/agreement
BY t�
"
1"507-000 mil D t rD 1989 ITEM---?
Rov. 10/81
FOR CC `TY USE ONLY
County Department Contract Number
Economic and Community Development 89-236
County Department Contract Representative Contractor's License Number
COUNTY OF SAN BERNARDINO
Thomas R. Laurin, Director Ph, E- 4594
CONTRACT TRANSMITTAL Budget Unit No. Sub-Object No. Fund No, I Job No.1 Amount 01 Contract
'3c
020 2230 1 155 111-14427 r$22,179.00c
Project Name: If contract has more than one payment or receipt,
Redlands United Way 7E.Valleycomple"the following N/A
Payments Estimate:
Information & Refferal Svs. Approximate Amount Eac, N A
Contractor: United Way of Redlands Area; lnc.
Birth Date - Federal ID No. or Social Security No. 95-1716789
Contractor's Representative: Mr. Robert Baldwin, Executive Director
Address: 555 Cajon Street, Suite A, Redlands, CA 92373 Phone: (714) 793-2837
Nature of Contract: (Briefly describe the general terms of the contract)
This Agreement provides for the disbursement of $22,179 in Community Development Block
Grant funds to be utilized in providing the East Valley Information and Referral Service
(Help On Call) for low-and moderate-income residents of Redlands, Yucaipa, Mentone,
Calimesa, East Highland, Loma Linda, Bryn Mawr, Oak Glen and Forest Falls.
(Attach this transmittal to all contracts not prepared on the "Standard Contract"form.)
Apprpmod,as to Legal Form Reviewed as to Affirmative Action Reviewed for Processing
IF
AI az, . ►
County Couniel- Agency Administrator/CAO
Date Date Date
CONTRACT
T
This Agreement is made and entered into this MAY 0 11989 day of
, 19 by and between the County of San Bernardino,
hereinafter referred to a "COUNTY", the City of Redlands, hereinafter referred
to as "CITY", and United Way of Redlands Area, Inc., a non--profit organization,
hereinafter referred to as "OPENING AGENCY".
WITNESSEM
WIEREA.S, COUNTY has entered into a contract with the United States of
America through its Department of Housing and Urban Development (HUD) to execute
the oMTI'Y'S Car uanity Development Block Grant (CDBG) Program under the Housing
and Co mn.znity Development Act of 1974, as amended, hereinafter referred to as the
"ACT"; and,
WHEREAS, the San Bernardino County Department of Econcmic and Community
Development hereinafter referred to as "ECD", is authorized to act on behalf of
the County in administering the County's CDBG program; and,
WHIMM, COUNTY and CITY have an interest in providing necessary services to
and enhancement of the quality of life of its citizens; and,
WHEREAS, OPERATING AGENCY desires to participate in COUNTY'S CDBG program
and is qualified by reason of experience, preparation, organization, staffing,
and facilities to provide an East Valley Information and Referral Service (Help
on Call) program for the benefit of low and moderate-income families; and,
WHEPYM, COUNTY and CI'T'Y recognize the public benefit in providing such a
pram to low and moderate income persons;
NOW THEREFORE, in consideration of the mutual covenants herein set forth and
the mutual benefits to be derived therefrom, the parties agree as follows:
1. SCOPE OF SERVICES.
opERATIM AGENCY shall provide assistance to low-and moderate-in ' walk-in
and call-in clients to meet health and human care service needs through case
management on an individual basis, develop a computer based information
system which will identify and match said client needs with service
providers, identify duplicative and excess services, and indicate the need
for new programs and services as set forth in the project description,
Exhibit 1 of 5 to this Agreement, a copy of which is attached hereto and
incorporated herein by this reference.
2. TIME QF PFS fANCE.
Said services of OPERATING AGENCY are to commence April 1, 1989 and shall be
completed no later than March 31, 1990.
3. CC NSATIaN ANDMETFic1D QF PAYMENT.
For performance of such services, OPERATING AGENCY will be paid an amount of
money not to exceed Twenty Two Thousand One Hundred Seventy Nine
($22,179.00) dollars. Said payment shall constitute full and complete
compensation for OPERATING AGENCY'S services under this Agreement. Said
compensation will be paid by CITY out of CDBG funds received from the
Federal Government through the COUNTY under the provisions of the ACT. For
the purpose of this agreement, CITY shall disburse compensation and. monitor
OPERATING AGENCY'S performance in satisfying the scope of work obligations
under the terms of this Contract.
Disbursement of payments to OPERATING AGENCY shall be made by monthly
reimbursawnts, contingent upon CITY receipt of a monthly summary statement
for all previous months' expenditures which conform to the Budget Summary,
attached hereto as Contract Exhibit(s) 2 of 5. Monthly expenditure reports
shall be documented with "Audit Ready" supportive evidence of each
expenditure and proof of payment, in accordance with HUD regulations.
Reimbursement shall be limited to the total of approved properly documented.
expenditures.
OPERATING AGENCY must submit said monthly expenditure reports by the 5th
calendar day of every calendar month regardless of expenditure amount.
After receipt by CITY of each properly documented expenditure, CITY will
draw a warrant in favor of OPERATING AGENCY for approved expenditure amount.
CITY will, inturn, submit requests for reimbursement to COUNTY. All
requests for reimbursement shall be supported by proper dccMentation of
expenditures for service rendered, and shall not be accepted by COUNTY
unless so supported.
4. BUDGET SSC 1.
No more than the amounts specified in the Budget Summary, attached hereto as
Contract Exhibit 2 of 5, may be spent for the separate cost categories
specified in the Budget Summary without prior written approval of CITY and
Caywy. Contract Exhibits 3 of 5 and 4 of 5, Budget Justification Parts I
and II, respectively, explain the basis of valuation for each cost category
shown on the Budget Summary.
5. USE OF FUCS.
Funds allocated pursuant to this Contract shall be used exclusively for
costs inched in OPERATING AGENCY'S program budget. Contract furl shall
not be used as security or to guarantee payments for any non-prOgram
obligations, nor as loans for non-program activities.
6. BUDGET MODIFICATIONS.
COUNTY Department of Economic and Community Development Director or his
designee may grant budget modifications to this Contract for the movement of
funds within the budget categories identified in Budget Section, Exhibit 2
of 5, when such modifications:
a. Do not exceed $10,000 per budget cost category;
b. Are specifically requested by OPERATING AGENCY;
C. Do not alter the amount of canpensation with this Contract;
d. Will not change the project goals or scope of services;
e. Are in the best interests of CMM, CITY, and OPERATING AGENCY in
performing the scope of services under this Contract; and
f. Related to salaries, are in accordance with applicable salary
ordinances or laws.
7. CHANGES IN GRANT AiLoCATION.
COUNTY reserves the right to reduce the grant allocation when CCLWrY1S
fiscal monitoring indicates that OPERATING AGENCY'S rate of expenditure will
result in unspent funds at the end of the program year. Changes in the
grant allocation will be done after consultation with CITY and OPERATING
AGENCY. Such changes shall be incorporated into this Contract by written
amendments.
8. REVENUE DISCLOSURE REIREMENT.
QU
By its execution of this Contract, OPERATING AGENCY certifies that it has
previously filed with the CITY and County Department of Economic and
Community Development, a written statement listing all revenue received, or
expected to be received, by OPERATING AGENCY from Federal, State, City or
County sources, or other governmental or private agencies, and applied or
expected to offset in whole or in part any of the costs incurred by
OPERATING AGENCY in conducting current or prospective projects or business
activities, including, but not necessarily limited to, the project or
business activity which is the subject of this Contract. such statement
shall reflect the name and a description of such project or business
activity, the dollar amount of funding provided, or to be provided, by each
and every agency to each such project or business activity, and the full
name and address of each such agency. During the term of this contract,
OPERATING AGENCY shall prepare and file a similar written statement each
time it receives funding from any agency which is in addition to that
revenue disclosed in OPERATING AGENCY'S initial revenue disclosure statement
hereunder. Such statement shall be filed with the CITY and county
Department of Economic and ca=mity Development with-in fifteen (15)
calendar days following receipt of such additional funding. OPERATING
AGENCY shall make available for inspection and audit to COUNTY'S
representatives, upon request, at any time during the duration of this
Contract and during a period of five (5) years thereafter, all of its books
and records relating to the operation by it of each project or business
activity which is funded in whole or in part with governrental monies,
whether or not such monies are received through COUNTY. All such books and
records shall be maintained by OPERATING AGENCY at a location in San
Bernardino County. Failure of OPERATING AGENCY to comply with the
requirements of this section of the Contract shall constitute a material
breach of contract upon which COUNTY may cancel, terminate, or suspend this
Contract.
9. JOINT FUMING
For program in which there are sources of funds in addition to HUD CDBG
funds, OPERATING AGENCY shall provide proof of such funding. COUNTY and
CITY shall not pay for any services provided by OPERATING AGENCY which are
funded by other sources. All restrictions and/or requirements provided in
this Contract relative to accounting, budgeting, and reporting apply to the
total program regardless of funding sources.
10. INDEMNIFICATION AND INSURANCE REQUIREMENTS.
OPERATING AGENCY agrees to indemnify, defend and hold harmless COUNTY, and
CITY, their authorized agents, officer, volunteers and employees against any
and all claims whatsoever arising from OPERATING AGENCY'S negligent acts or
omissions and for any costs or expenses incurred by COUNTY, CITY, and
OPERATING AGENCY on account of any claim therefore. In order to accomplish
the indemnification herein provided for, but without limiting the
indemnification, OPERATING AGENCY shall secure and maintain throughout the
terms of the Contract the following types of insurance with limits as shown:
- Workers' Compensation - A program of worker's compensation insurance or
a State-approved Self Insurance Program in an amount and form to meet
all applicable requirements of the Labor Code of the State of
Califon-Lia, including Employer's Liability with $250,000 limits,
covering all persons providing services on behalf of OPERA= AGENCY
and all risks to such persons under this Contract.
OPEPATING AGENCY shall require the carriers of this coverage to waive
all rights of subrogation against COUNTY and CITY, their officers,
volunteers, employees, contractors and subcontractors.
- Ccaprehensive General and Automobile Liability Insurance - This
coverage to include contractual coverage and automobile liability
coverage for owned, hired, and non-owned vehicles. The policy shall
have combined single limits for bodily injury and property damage of
not less than one million dollars ($1,000,000) .
OPERATING AGENCY shall furnish certificates of insurance and certified
copies of all policies and endorsements to ECD evidencing the insurance
coverage above required prior to the oomencenent of performance of services
hereunder, which certificates shall provide that such insurance shall not be
terminated or expire without thirty (30) days written notice to ECD and
CITY, and shall maintain such insurance--from the time OPERA= AGENCY
comTences performance of services hereunder until the completion of such
services. The Insurance Inventory form, Attachment B, shall be used to list
these coverages and shall be submitted to C--UNT`Y along with all
certificates, policies and endorsements.
All policies with respect to the insurance coverage required above, except
for the Workers' Compensation Insurance coverage, shall contain additional
endorsements naming ECD and COUNTY, and CITY and their employees, agents,
volunteers and officers as additional named insured with respect to
liabilities arising out of the performance of services hereAu-Ider.
OPERATING AGENCY shall require the carriers of the above required coverages
,to waive all rights of subrogation against COUNTY, CITY, their officers,
volunteers, employees, contractors and subcontractors.
All policies required above are to be primary and non-contributing with any
insurance or self-insurance programs carried or administered by COUNTY or
CITY.
11. PROGRAM INCOME
Program income represents gross income earned by OPERATING AGENCY as a
result of the activity funded under the terms of this Contract. such
earnings shall be used first for eligible program activities, and credited
towards the subsequent advancement, or shall be remitted to COUNTY.
12. FISCAL LIMITATIONS.
The United States of America through HUD may in the future place
Programmatic or fiscal limitation(s) on CDBG funds not presently
anticipated. Accordingly, COUNTY reserves the right to revise- this contract
in order to take account of actions affecting HUD program funding. In the
event of funding reduction, COUNTY may reduce the budget of this Contract as
a whole or as to cost category, may limit the rate of opERATING AGENcy,,S
authority to commit and spend funds, or may restrict OPERATING AGENcy,s use
Of both its uncommitted and its unspent funds. Where HUD has directed or
requested COUNTY to implement a reduction in funding, in whole or as to cost
category, with respect to funding for this contract, COUNTY Department of
Economic and Community Development may act for COUNTY in implementing and
effecting such a reduction and in revising the Contract for such purpose.
Where COUNTY had reasonable grounds to question the fiscal accountability,
financial soundness, or compliance with this Contract of opERATIm AGENCY,
COUNTY-may act to suspend the operation of this Contract for up to sixty
(60) days upon three (3) days notice to OPERATING, AGENCY of his intention to
so act, pending an audit or other resolution of such questions. in no
event, however, shall any revision made by COUNTY affect eo-qDenditures and
legally binding commitments made by OPERATING AGENCY before it received
notice of such revision, Provided that such amounts have been committed In
good faith and are otherwise allowable and that such commitments are
consistent with HUD cash withdrawal guidelines.
13. NONEXPENDABIE PROPERTY.
A record shall be maintained for each item of nonexpendable property acquired
for this program with HUD CDBG funds. This record shall be provided to CITY
and COUNTY upon request. None le Property shall include tangible
personal property, including but not limited to office equipment, and real
property and any interest in such real property, including any mortgage or
other encumbrance of real property as well as any funds derived from the
sale or disposal of nonexpendable property. Any utilization of funds
derived from the sale or disposition of nonexpendable property must have
prior approval of MWY and property must have prier approval of WNN and
otherwise comply with all applicable la regulations. rm` tion`
of this Contract, COUNTY reserves the right to determine the final
disposition of said< non le property acquired for this program with
HUD CDBG funds, inc-ludiM funds derived therefrom.
Said disposition y
incl MY irk possession title of said no e endahle property.
Ston moble personal property means tangible personal prcperty haves a
useful life of'more n 1 year and an acquisition sition of $300 or
more per unit.
14. PROPERry
`Expendable personal property refers to all tangible personal property ether
than n nexpa le -personal property- All purchased expendable personal
property with a unit value of $300 or more per unit mist have the prior
written approval of the COUNTY Department of Econcmic and Community
Development Director, or his designee,
15. aT a E 0 IEASE OF �ENWIE MQPERTY OR Bag
Upon approval by COUNTY, OPERATING AGENCY shall obtain three dommented bids
prior to purchasing or leasing any nonexpendable personal property or
equipment CTCV in unit value and hiring a life expectancy of more than
one (1) year :shall be properly identified and inventoried and shall be
charged at its actual price deducting all cash discounts, rebates, and
allawances, received by OPERATING AGENCY. This inventory shall be provided
to CITY upon request.
16. AgQQISITION OF gMPLIES AND pQLTIMM.
OPERATING AGENCY may purchase from a related agency/organization only if
{a} prior authorization is obtained in writing from , {bcharges dor
not exceed the authorized amount and minimum written specifications met,
(c) a caummity related benefit is derived from such oPERATiNG AGENCY
related isition, d) no conflict of interest for private gain
accrues to OPMWB4G AGENCY or its employees, accents or office.
COUNTY reserves the right to disallowy purchase from any vendor of
supplies, t rnendbl.e property or expendable prcperty whichis
purchased in wbole` or in part withis provided` by this contract.
OMWING AGENCY may seek prier approval of COUNTY for any such
expenditures, and prier approval which is granted shall be b' 3NT
unless such expenditure violates federal law or regulations or is disallowed
by 1M.
17. RLRCE AND DMICE .
Purchase of equipment or property mist be completel before the last three
(3) months of the initial r o nc e period and all equipment bills are to
be paid before e last 2) months of this period. le o
nonexpo-idable property or i t is to be purchased during the f inal
t 3) months of the initial rfor period. OPERATING ALTNcy must
complete all purchases of suppliesbefore the last two (2) months of the
initial performance period and pay all supply bills before the final month
of the initial performance period. Invoices for all obligations incurred
under this Contract must be submitted to COUNTY'S Department of Economic and
Community Development Fiscal Division within sixty (60) days after the
initial performance period termination date or they may not be honored.
Exceptions to the preceding limitations require prior written approval by
COUIM Department of Economic and Community Development.
18. TRAVEL AND CONFERENCE RESTRICTIONS
OPERATING AGENCY certifies and agrees that travel and conference expenses
for persons other than employees of OPERATING AGENCY, will not be paid by
funds provided through this Contract. No travel expenses for out-of-state
travel shall be included in this Contract unless specifically listed in the
Budget Summary, which is attached and incorporated herein. OPERATING AGENCY
further agrees that any travel expense incurred by OPERATING AGENCY which is
not listed in the Budget Summary shall not be paid by funds provided through
this Contract unless prior written approval of the Director of COUNTY
Department of Economic and Community Development has been obtained.
19. USE OF FUNDS FOR ENTERTAINMENT' OR GIFTS.
OPERATING AGENCY certifies and agrees that it will not use funds provided
through this Contract to pay for entertainment or gifts.
20. MONITORING.
00= ECD Director or his designee and CITY will conduct periodic prograrr,
monitoring reviews. These reviews will focus on the extent to which the
planned program has been implemented and measurable goals achieved,
effectiveness of program management, and impact of the program. Authorized
representatives of COUNTY, CITY and HUD shall have the right of access to
all activities and facilities operated by OPERATING AGENCY under this
Contract. Facilities include all files, records, and other documents
related to the performance of this Contract.
Activities include attendance at staff, board of directors, advisory
committee and advisory board meetings and observation of on-going program
functions. OPERATING AGENCY will permit on-site inspection by d-M, COUNTY,
and HUD representatives, and ensure that its employees and board members
furnish such information, as in the judgement of CITY, COUNTY and HUD
representatives, may be relevant to the question of compliance with
contractual conditions and HUD directives, or the effectiveness, legality,
and achievements of the program.
21. BENEFICIARY QUA=FICATION.
OPERATING. AGENCY agrees to regulate the beneficiaries of the East Valley
Information and Referral Service program identified in Section 1, scope of
Service, above, so that at least 51% of the clients served utilize the U.S.
Department Of Housing and Urban Development (HUD) Section 8 (of the United
States Housing Act of 1937) . Income Ldirtits for the Riverside-San Bernardino
PMSA, as the maximum family income defining low-and moderate- income
households. OPERATING AGENCY is responsible for obtaining from COUNTY the
said current applicable HUD Section 8 Income Limits for each year of the
Contract term identified in Section 2, Time of Performance. OPERATING
AGENCY shall document the household income of clients using an "Income
Qualification Statement", Attachment A, for each client served. OPERATING
AGENCY shall retain these farms for three years after conclusion of this
Contract.
22. PROGRAM
OPERATIM AGENCY agrees to prepare and submit financial, program progress,
evaluations, and other reports as required by HUD or COUNTY directives.
OPERATING AGENCY shall maintain such property, personnel, financial and
other records and accounts as are considered necessary by HUTS or COUNTY to
assure proper accounting for all Contract funds. All OPERAATIM AGENCY
records, with the exception of Confidential client information, shall be
made available to representatives of County and the appropriate federal
agencies. OPERATING AGENCY is required to submit data necessary to Mete
the Annual Grantee Performance Report in accordance with HUD regulations in
the format and at the time designated by CXXTM Director of ECS or his
designee. By the fifth (5) of each month, OPERATING AGENCY shall include a
completed Direct Benefit Activities form, Attachment C, for the month being
reported.
23. WING.
OPERATING AGENCY must establish and maintain on a current basis an adequate
accrual acting system in accordance with generally accepted accounting
principles and standards.
24. AUDITS.
OPERATM AGENCY is required to arrange for an independent financial and
coaplianCe audit annually for each fiscal year federal funds are, received
under this Contract.. An audit may also be conducted by Federal, State or
local funding source agencies as part of the COUNTY'S audit
responsibilities. The results of the independent audit must be submitted to
Cou TT"Y within thirty (3o) days of completion. Within thirty (30) days of
the submittal of said audit report, OPERATING AGENCY shall provide a written
response to all conditions of findings reported in said audit report. The
response mist examine each Condition or finding reported in said audit
report. The responsemust examine each condition or finding and explain a
proposed resolution, including a schedule for correcting any deficiency.
All condition or finding correction actions shall take place within six ( )
months after receipt of the audit report. COUNTY and its authorized
representatives shall, at all times, have access for the purpose of audit or
inspection to any and all books, documents papers, records, property, and
premises of OPERA'T'ING AGENCY. OPERATING AGENCY'S staff will cooperate fully
with authorized auditors when they conduct audits and examinations of
OPERATING AGENC'Y`S program. If indications of misappropriation or
misapplication of the fAnids of this Contract cause COUNTY to require a
special audit, the cost of the audit will be encumbered and deduces from
this Contract budget. Should COUNTY subsequently determine that the special
29. A RMATATIVE AMON-
OPERATING AGENCY shall make every effort to ensure that all projects funded
wholly or in part by HUD CDBG funds shall provide equal employment and
career advancement opportunities for minorities and wMM. In addition,
OpMATING AGENCY shall make every effort to employ residents of the area and
shall keep a record of the positions that have been created directly or as a
result of this program.
30. DISCRIMINATION.
No person shall, on the grounds of race, sex, creed, color, religion, or
national origin, be excluded from participating in, be refused the benefits
of, or other wise be subjected to discrimination In any activities,
program, or employment supported by this Contract.
31. RELIGIOUS PRCJSF.LYT'IZ:ING OR POLI'I.'ICAL ACI'IVITI .
OPERATING AGENCY agrees that it will not perform or permit any religious
proselytizing or political activities in connection with the performance of
this Contract. Funds under this Contract will be used exclusively for
performance of the work required under this Contract and no funds made
available under this Contract shall be used to promote any religious or
political activities.
32. CONFLICT OF INTEREST.
OPERATING AMCY, its agents and employees shall ccoply with all applicable
Federal, State and COUNTY laws and regulations governing conflict of
interest. Th this end, OPERATING AGENCY will make available to its agents
and employees dies of all applicable Federal, State, and C0LJNTY laws and
regulations governing conflict of interest.
OPERATING AGENCY shall furnish to COUNTY, prior to execution of this
Contract, a written list of all current or proposed subgrantees/
subcontractors, vendors, or personal service providers, including
subsidiaries of OPERATING AGENCY. This list should be limited to those
subgrantees/subcontractors, vendors or personal service providers, including
subsidiaries of OPERATING AGENCY, which will receive $10,000 or more during
the term of the Contract. Such a list shall include the names, address,
telephone numbers, and identification of principal party(ies) and a
description of services to be provided. During the term of this Contract,
OPERATING AGENCY shall notify COUNTY in writing of any change in the list o
subgrantees/subcontractors, vendors, personal service providers or
subsidiaries of OPERATING AGENCY within fifteen (1 ) days of change.
33. HOLD HAINLESS.
OJ TING AGENCY shall indemnify and hold the MJNTY, CTI"Y, and their
officers, agents volunteers and employees, harmless from and against any
loss, liability, claim, or damage that may arise or result from activities
of OPERATING AGENCY, its officers, agents, volunteers and employees; and
OPERATIIG AM4CY shall, at its own cost, expense and risk, defend any legal
proceedings that may be brought against County, City or their officers,
agents, and employees, on any liability, claim or demand and satisfy any
judgement that may be rendered against any of them arising or resulting from
activities of OPERATING AGENCY, its officers, agents, and employees.
OPERATING AGENCY shall assume liability for all and any direct expense
incurred in providing services pursuant to this Contract and shall assume
any and all responsibilities for loss or damage resulting from negligence,
injury, illness, or disease arising out of the provision of services.
OPERATING AMNCY, however, is obligated to promptly notify COUNTY and CITY
in writing the occurrence of any such loss of damage.
OPERATING AGENCY shall indemnify and hold harmless CMM and CITY against
any liability, claim, losses, demands, and actions incurred by COUNTY and
CITY as a result of the determination by the United States Department of
Housing and Urban Development or its successor that activities undertaken by
OPERATING AmqCY under the program or programs fail to comply with any laws,
regulations or policies applicable thereto or that any funds billed by and
disbursed to OPERATING AGENCY under the Contract were improperly expended.
34. ATTORNEVS FEES.
If any action at law or in equity is brought to enforce or interpret the
provisions of this Contract, the prevailing party will be entitled to
reasonable attorney's fees in addition to any other relief to which it may
be entitled.
35. COMPLIANCE WITH IAWS.
All parties agree to be bound by applicable federal, state, and local laws,
ordinances, regulations, and directives as they pertain to the performance
of this Contract. This Contract is subject to and incorporates the terms of
the Art; 24 Code of Federal Regulations, Part 570 and Part 85, Chapter V;
U.S. Office of Management and Budget Circulars A-87, A-110, and A-122.
36. AMENDMENITS: VARIATIONS.
This writing with attachments, embodies the whole of the Contract of the
parties hereto. There are no oral agreements not contained herein. Except
as herein provided, addition or variation of the terms of this Contract
shall not be valid unless made in the form of a written amendment to this
Contract formally approved and executed by both parties.
37. NOTICES.
All notices shall be served in writing. The notices to agreeing parties
shall be sent to the following address.
County of San Bernardino United Way of Redlands Area, Inc.
Department of Economic 555 Cajon Street, Suite B
and Community Development Redlands, CA 92373
474 Gest Fifth Street
San Bernardino, CA 92415-0040
City of Redlands
CDDG Administrator
30 Cajon Street
P.Q. Box 2090
Redlands, CA 92373
38. E}ECUrION.
This Contract may be executed in counterparts. When executed, each
counterpart shall be deeded an original irrespective of date of execution.
Said counterparts shall together constitute one and the same Contract.
IN WrINESS WHEMF, the parties have caused this Contract to be executed as
of the day and year written above.
COUNTY OF SAN BERNARDIM CI'T'Y OF REDIANDS
ACMINISTRATOR
i�,:man, Board of Supo±visors Mayor
Dated: MAY 01 1989 Dated:
Approved as to Content
By. •1AA
Dated: 11
City Attorney
UNITED WAY OF REDIANDS AREA, INC,
Chairman, Board of Directors
rated•
r
By:
Dated'
SIGNED AND C=FIED THAT A COPY OF
THIS DOCUMENT HAS BEEN DELIVERED TO
THE C IVJF 4M OF THE BOARD
MARTHA M. SCUDDER
Clerk of the Board of Supervisors
of the County of San Bernardino
By:
Dated: AY 01 19139
APPROVED AS TO IEGAL FORM
AIM
tYCounsel
BY
Da
RI TNG ED.AGT
f23f8jpn
CONTRACT EXHIBIT 1 of
COUNTY OF SM EE14QMIND DEPAFffMENr OF ECIONCMIC AND 043NTTY EEVEIDPMEMr
Project/Activity Title: Case Number: 111-14427
EAST VA= DUUFMTION AND REFERRAL SERVICE (HELP ON CALL)
Namej rens of Contractor Date of Issue:
UNITED WAY OF REDLANDS AREA, INC. X Original:
555 Cajon Street, Suite B
Redlands, CA 92373 Amendment #
EB�/ACTIVITY EE SCR=ON
The East Valley Information and Referral Service (Help on Call) will connect
low-and moderate-income people in need with the services they require. The
service will respond to both walk-in and call-in clients, and will seek to
provide assistance until the client has received the full extent of available
health and human care resources to which they are entitled. Case Management, on
a limited basis, is one of the goals of this service. The information and
referral manager will attempt to meet the comprehensive, rather than the
immediate needs of low-and moderate-income clients. The service area of the East
Valley Information and Referral Service includes the communities of Redlands,
Yucaipa, Calimesa, Mentone, East Highland, Lama Linda, Bryn Mawr, Oak Glen and
Forest Falls.
Projected service goals for walk-in and call-in clients for the first year are
summarized below.
WALK-IN CLIENTS
SERVICE GOALS — YEAR 1
APR MAY JUNE JULY AUG SEPT OCT NOV DEC JAN FEB MAR
Est. Client 10 15 20 25 28 31 35 38 40 42 45 50
county
(by case)
(Unduplicated)
PHONE-IN CLIENTS
SERVICE GOALS -- YEAR 1
APR MAY JUNE JULY AUG SEPT OCT NOV DEC JAN FEB MAR
Est. Count 40 45 48 52 58 66 70 75 80 80 80 80
of phone
clients**
(by case)
(Unduplicated)
Clients telephoning the service will be urged to come in to the office
physically for assistance. It is expected that the number of phone
referrals not needing to come into the office will "max out" at about 80 per
-month after 3 quarters of service. Clients presenting "global" difficulties
(that can not be answered simply over the phone) will be given priority
attention.
A second purpose of the East Valley Information and Referral Service will be the
establishment of a computer database which will include both client and service
provider information. The information and referral manager will keep records on
each request for assistance and assistance provided. The database will provide
information to the United Way of Redlands to assist in determining funding
priorities, identifying the need for new program and services as well as
unnecessary duplications or excess of services. Information developed from the
database will be shared with other information and referral services in the
County Ebwt*I
Projected goals of the computer database development are summarized below.
UNITED WAY OF REDIANDS AREA
EAST VALLEY INFORMATION & REFERRAL SERVICE
(HELP ON CALL)
Cav0JIWDATABASE -- SPECIFICATIONS
I. HARDWARE:
An IBM PC/AT 286 or 286-Clone will be purchased by United Way of Redlands
Area in time for the system to be on-line by April, 1989. Peripherals will
include a modem for use in communications between the Information & Referral
office and the United Way of Redlands Area office, as well as the Mt. Baldy
United Way Information & Referral service (located in Ontario) and the
Riverside HelpLine office. A 40 Mb hard-disk is sufficient for maintenance
of the database. A tape backup unit and a 240 cps dot matrix printer will
also be provided.
II. SOFTWARE:
Two systems of software are currently being considered. Active Software, a
private company based in Minnesota, manufactures a software targeted
specifically for the maintenance of Information & Referral Software is
currently under review by the United Way computer search committee. United
Way, Inc., a.k.a. United Way of Los Angeles, is developing its own
Information & Referral software that we are also reviewing. The Active
software is currently being used by United Way of San Diego County and Santa
Clara United Way. The systems are quite similar — cost and convenience of
use will be the deciding factor. The Los Angeles software may be provided
to us free of charge if we network with their system (through Mt. Baldy
United Way in Ontario) .
III. GOATS OF THE DATABASE:
A. A service provider index will be established from manual record
transference during the first month of service. The database will be
oriented toward catggory of service, rather than by agency name.
B. A client-oriented database will be established beginning in the first
month of service. Data maintained will include:
1. Age and sex information
2. Needs presented
3. Location of residence (by census tract) . If no permanent residence
(i.e. homeless) , this will also be noted.
4. Ethnic origin
5. Economic data (income level, source of income -- AFDC, employed,
etc.)
6. Composition of family (single-parent household, 2-parent household,
etc.)
7. Additional data -- miscellaneous
C. Reporting goals:
1. Status reports delineating frequency of needs presented will be
prepared beginning in the third month of service.
2. Reports will include:
a. Number of clients (by case, unduplicated) .
b. Area of residence (by census tract) .
c. Needs presented/frequency of needs.
d. Number of cases closed (successful completion) .
e. Number of cases open (continuing need/need not able to be met) .
f. Client count indexed by family income level.
g. Participation of service providers (frequency of specific
providers meeting specific needs) .
D. Additional informational goals (determinations beginning in 6th month) :
1. Determination of unmet needs/requested services not provided by
local agencies.
2. Determination of unnecessary duplication of services (i.e. , more
than one agency providing a similar service -- "average" of specific
service provision) .
3. Distribution of database information to a network of local agencies
for use in their planning and operations processes.
CONTRACT' EXHIBIT 2� of 5
COMM OF SAN BERNARDINO DEPARTMENT OF ECONIJNIC AND CX.7P+MNI'I'Y DEVEMPMENT
gr]pjectlAotivity Title: Case Number: 111-14427
EAST VALLEY INF;VATION AND REFERRAL SERVICE (HELP ON CALL)
NameZAddress.of Contractor Ag ricY: Date of Issue:
UN= WAY OF REDIANDS AREA, INC. X Original:
555 Cajon Street, Suite B
Redlands, CA 92373 Atnendme It #
BUD MT SUMMARY
COST CATEGORY CDBG SHARE._$ OTHER SOURS $* TOTAL $
1) Personnel:
a) Wages 16,016 -0- 16,016
b) Fringe Benefits 2 943 -0- 2,943
2) Consultant/Contract
Services: -0- -0- -0-
3) Travel: 600 -0- 600
4) S2ace Rental: 600 -0- 600
5) Consumable Supplies: 300 -0- 300
6) Rental, Lease or
Purchase of Eg�nt: 1.020 1 500 2,520
7) Insurance: -0- -0- -0-
8) Other; 700 -0- 700
TOTALS $22,179 1 500 23 679
*If costs are to be shared by other sources of funding, including CDBG funds from
other jurisdictions, identify the source of funding, grantor/lending agency, and
cost category information.
* Cost of Information and Referral computer software to be borne by United Way of
Redlands Area. In addition, some publicity materials may be solicited from
businesses or individuals through the United Way office.
All insurance needs are covered by United Way of Redlands Area's current
insurancepolicies.
PL,ANNING/UWRED.AGT
3/20/89pbjj
CONTRACT' BIT 3 of 5
CCLIWY OF SAN BE RNARDINO DEPARMENT OF E CICNC +CIC AND C1Ct44JNMY EEVELCPMENr
Project/Activity Title: Case Number: 115-14427
EAST VAIM INFOMMON AND RE=AL SERVICE (HELP ON CALL)
Name/Address of Contractor Date of Issue:
UNITED WAY OF REDLMDS AREA, INC. X Original:
555 Cajon Street, Suite B
Redlands, CA 92373 Amendment #
MDGEr JUSI'IFIQMON - PART I (SEKVZ�fSLJPFRLIEi)
DESCRIPTION OF ITEM(S) AND BASIS FOR VALUATION VALUE IN $
Budget line
Item #:
#3 TRAVEL: Transportation of clients, $ 600
meetings, visits to agencies
at a east of $50/mo.
#4 SPACE RENTAL: Family Service Association of $ 600
Redlands, 462 W. Colton Avenue,
Redlands @ $50.00/mo.
Annual phone service $ 620
#5 CONSUMER SUPPLIES: Paper, report forms, office $ 300
supplies, etc. . . at a cost of
$25/mo.
#6 PURCHASE OF EQUIPMENT: IBM PA/AT 286 or 286-Clone $1,900
#7 INSURANCE: Liability (covered by United $ -0-
Way policies) .
#8 01 ER: Publicity - printing of flyers, $ 700
etc.
I'E: Any budget line item(s) other than salaries and fringe benefits
should be detailed above.
P tNIW-,/T ED.AGT
3/20/89/bjj
CONTRACT EXHIBIT 4 of 5�
C OILWY OF SAN BERNARDM DEPAIZ MENT OF ECONOMIC AND COMMUNITY EEVE-0FML'NT
ProiggtfAct..ivity Title. Case Nunber: 111-14427
EAST VALLEY RUCRNATION AND REFERRAL SERVICE (HELP ON CALL)
NameZ,6 ess of Contractor acv: Date of Issue:
UNITED WAY OF REDIANDS AREA, INC. X_ original.:
555 Cajon Street, Suite B
Redlands, CA 92373 Amendment #
HUIX'ET JU.�iT'1FICA'1.'.ION - PART II (PERSONNEL)
A) WAGES
POSITION/TITLE ACTUAL HOURLY # HOURS MOND. TO YEARLY
RATE (SALARY) PER WEEK BE EMPDDYED COST $
Information &
Referral Manager 7.70 40 12 �16 416
Subtotal: 16 016
B) FRINGE BENEFITS:
TYPE OF OASTS PERCENT OF SAL&UCALC ULATIONS YEARLY COST $
FICA ? 7.51% x $16,000 1,202
SDI ( .911 .90% x $16,000 144
SUI C 1.3101 1.30% X 7,000 90
WOR MANS CtMP 1r2?1 1.20a x l6 0{ 0 192
,- 1.315
Subtotal: 2.943
TOTAL COST OF PARTS A & B (Must be the same as Budget Line
Item ##1 in Budget nary) : $18,959
PLA NG,/ 'D.ACT
3J20j89jbjj
CrffM(:T RBST 5 of 5
CU-INTY OF SAN BEF44ARDIM DEARZU31Wr OF EC7CNCYyI,LC AND OC;1tg4 NM DEVEIOFHENr
Pro,. p
ATI'AC1*TE+1T A
COUNTY OF SAN BERNARDINO
DEPARTMENT OF ECONOMIC AND COMMUNITY DEVELOPMENT
AND
UNITED WAY OF REDIANDS AREA,INC.
INCOME CATIC I SrIAT MERr
The income limit is based on the total gross annual income of all household
mexrbers from all sources of income. A household may be a group of related or
unrelated individuals occupying the same house and at least one member is the
homwowner. Renters, roomers or borders cannot be included as household members.
1988 ANNUAL GROSS INCOME IJ24IT
Number of Persons Per Household
NO MORE 1 2 3 4 5 6 7 8+
THAN: $18,050 $20,600 $23,150 $25,750 $27,350 $28,950 $30,600 $32,200
1) Total number of persons in household:
2) Is the total annual gross income of your household
less than the amount shown on the above chart? YES j NO
3) Number of persons handicapped or disabled:
4) Number of persons 60 years of age or more:
5) Do you identify your household as:
White Black Hispanic _ American Indian Asian Other
A AND DISCLAIMER
I CERTIFY UNDER PER7tJRY THAT INCOME AND HOUSEHOID STATIVEM:S MADE ON THIS FOFM
ARE TRUE.
NAME: LATE:
ADDRESS: PHONE NO.
SIGNATURE:
PZ' ING/UW .AGT
3j20j89jbjj
ATTACHMENT B
CCJUNTY OF SAN RDINOAI LMEM OF E CCS+CWC AND CC t44JN TY EEVEIt?PN E NT
ProjectfActivity Title: Case Number: 111-14427
EAST VALLEY INFO) %TION AND REF ZAL SERVICE (BELP ON CALL)
NamefAddress of Contractor Act Date of Issue:
UN= WAY OF REDIANDS AREA, INC. X Original:
555 Cajon Street, Suite B
Redlands, CA 92373 Amend #
INSURANCE INVENIORY
PRDVIARY INSURANCE POLICY
Name of Contractor's Insurance Conrny
Effective Dates of
Policy
Claims Made Policy f f Per Occurrence Policy I I
Limits of Liability
Deductibles:
Per Occurrence
Annual Aggregate
Additional Insured Endorsement Attached Yes No
Certified Copy of Policy Attached Yes No
Certificate of Insurance Attached Yes No
EXCESS f UMBRELLA POLICY
Name of Contractor's Incurance riy
Effective Dates
Limits of Liability
Underlying Coverage limits
Nam of Underlying Conpany
Additional Insured Endorsement Attached Yes No
Certified Policy (copy of) Attached Yes No
Certificate of Insurance Attached Yes No
F wrn AtlGra
OMS No.2506-0062
U,S,DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT NAME Of GRANTEE
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM Pap O} P"
GRANTEE PERFORMANCE REPORT GRANT NUMBER PERIOD COVERED
DIRECT BENEFIT ACTIVITIES t0
TOTAL PERCENT OF TOTAL NUMBER OF HOUSE HOLOSNERSONSI ASSISTED twuMn c)WHO ARE:
NUMBER OF
ACnVITY ACTIVITY NAME HOUSEHOLDS/ LOW WHITE BLACK AMERICAN ASIAN FEMALE
ANO LOW NOT NOT INDIAN OROR HEADED
NLPADER PERSONS MODERATE- INCOME HISPANIC HISPANIC ALASKAN HISPANIC PACIFIC HOUSE
ASSISTED INCOME ORIGIN ORIGIN NATIVE ISLANDER -OLD
t*t _ [b1 fcl (d) fel tll to/ fhl (1) fll tk/
UNITED WAY OF REDLANDS AREA
III-
14427 EAST VALLEY INFORMATION AND REFERRAL SERVICE
s n
I �
tE
r+
I r3
I
i
;
;
HUD-+1949 6 43-63�
(24 CFR Pwi$70 6 HB 8510.2+
DEPARTMENT OF ECONOMIC COUNTY OF SAN BERNARDIN0
ENVIRONMENTAL
AND COMMUNITY DEVELOPMENT �� }��,���
\ ivy. PUBLIC WORKS AGENCY
474 West Fifth Street + San Bernardino,CA 92415-4040 • (714) 387-4573 ` THOMAS R. LAURIN
#I \ Director
April '), 1990
Ms. Sandra K. Morison
Associate Planner/CDBG Admini-strator
Citv of Redlands
30 Cajon Street
P.O. Box 2090
Redlands, CA 92373
RE: UNITED WAY CONTRACT, ECD CASE #111-14427/714
Dear Ms. Morison:
Attached is the City's copy of the executed contract between the County, City of
Redlands and the United Way of Redlands Area, Inc. for continued implementation
of the "Help On Call" program.
If you have any questions, please contact me at (714) 387-4583 or Dick Heinsohn
at (714) 987-4580.
Sincerely,
ENVIRONMENTAL PUBLIC WORKS AGENCY
DEPARTMENT OF ECONOMIC AND COMMUNITY DEVELOPMENT
THOMAS R. LA , Director MTN
�..✓1 '--'w mac;.,., , � ,•,,�...,
DOUGLAS PA
ECD Division Chief
DP:DH:bij
MINUTES OF THE BOARD OF SUPERVISORS
ECD; OF SAN BERNARDINO COUNTY, CALIFORNIA
Inc. Cities-Redlands;
Agreements 89-236 APRIL 2, 1990
and 90-320
FROM: THOMAS R. LAURIN, Director
Department of Economic and Community Development
SUBJECT: AGREEMENT WITH UNITED WAY OF REDLANDS AREA, INC.
RECOMMENDATION: Approve agreement with United Way of Redlands Area,
Inc. , in the amount of $46,033.69 to continue implementation of the East
Valley Information and Referral Service for the Help On Call Program.
BAKCGROUND INFORMATION: On May 8, 1989, the Board of Supervisors approved
second year funding of the East Valley Information and Referral Service
(Help On Call Program) as part of the 1989-90 Community Development Block
Grant (CDBG) funding plan. This agreement supercedes Contract 89-236
dated May 1 , 1989, and contains the terms and conditions necessary to
insure compliance with Federal regulations for the CDBG program. The
agreement is for seventeen months and will provide case management
assistance to low-and moderate-income residents of the communities of
Redlands, Yucaipa, Mentone, East Highland, Highland, Loma Linda, Bryn
Mawr, Oak Glen and Forest Falls.
REASON FOR RECO144ENDATION: Board of Supervisors' approval of public
service contracts is required.
REVIEW BY OTHERS: The agreement was approved by County Counsel on 12/13/89
(Paul St.John); and by Risk Management on 12/11/89 (Kathy Brill ).
FINANCIAL DATA: This agreement obligates $46,033.69 of CDBG funds and
has no effect on the County General Fund.
PRESENTER: Thomas R. Laurin
cc: ECD-Tom Laurin w/agreement Action of the Board of Supervisors
United Way of Redlands Area, AGREEMM NO. 90-320
i
Inc. w/agreement c/o ECD Apia
I
A P 1P R 0 V
City of Redlands w/agreement � SUPERVISORS.
c/o ECD CCJNU��'
ARDINO
z
Auditor w/agreement
Purchasing-Contract Complian e MOTION- S n Aigi?^ A e Absent
Risk Management 4 5
EPWA
EAR E, E SPR:;A"� r,
File w/agreement By
14-9507-000 DATED:
Rev. 101$1 m1l. �ltt. CO UX ITEM 22
rVK C.vUN i r vst UN LY
County Department Contract Number
ECONOMIC & COMMUNITY DEVELOEMEN 90-3201
County Department Contract Representative Contractor's license Number
11€lrltf,�r COUNTY OF SAN BERNARDINO
Pitt t� c� A THOMAS R. LAURIN, Directors, Ext. 4594
1rVNT��LT TRANa7 TTL Budget Unit No. sub-Object No. Fund No. Job Rio. Amount of Contract
'/1111lillA\ 020 2010 155 111-14427 $46,033.69
if contract has more than one payment or receipt.
Project Name: complete the following: t
REDLANDS UNITED WAY-EAST Payments Estimate: N/A
VAL .1T?jF9lis' �10I-REFERRA1 Approximate Amount Each, N/A
SERV ICE I
Contractor: UNITED WAY OF REDLANDS AREA, INC.
Birth Date Federal 1D No. or Social Security No. 95-1716789
Contractor's Representative:_ MR. ROBERT BALDWIN, EXECUTIVE DIRECTOR
Address: _ 555 CAJON STREET, SUITE "A", REDLANDS, CA 92373 Phone: (714) 793-2837
Nature of Contract: (Briefly describe the general terms of the contract.)
This Agreement supersedes Agreement 89-236, dated May 1, 1989, and provides for the
disbursement of $46,033.69 in Community Development Block Grant funds to be utilized
in implementing the East Valley Information and Referral Service (Help-on-Call) for
low- and moderate-income residents of Redlands, Yucaipa, Mentone, Highland, East Highland,
Loma Linda, Bryn Mawr, Oak Glen and Forest Falls.
(Attach this transmittal to all contracts not prepared on the "Standard Contract"form.)
Approv s legal For Reviewed as to Affirmative Action Reviewed for Processing
be-
County
►County Counsel /'y Agency Administrator/CAO
Date � F 8 Date Date
02=12294.000 Rev. 7/66
CONTRACT
This Agreement is made and entered into this APR 0 21 1990 day of
- P i9-r by and between the County of San Bernardino,
hereinafter referred to as "COUNTY", the City of Redlands, hereinafter referred
to as "CITY", and United Way of Redlands Area, Inc. , a non-profit organization,
hereinafter referred to as "OPERATING AGENCY".
WITNESSETH
WHEREAS, COUNTY has entered into a contract with the United States of
America through its Department of Housing and Urban Development (HUD) to execute
the COUNTY'S Community Development Block Grant (CDBG) Program under the Housing
and Community Development Act of 1974, as amended, hereinafter referred to as the
"ACT"; and,
WHEREAS, the San Bernardino County Department of Economic and Community
Development hereinafter referred to as "ECD", is authorized to act on behalf of
the County in administering the County's CDBG program; and,
WHEREAS, COUNTY and CITY have an interest in providing necessary services to
and enhancement of the quality of life of its citizens; and,
WHEREAS, OPERATING AGENCY desires to participate in COUNTY'S CDBG program
and is qualified by reason of experience, preparation, organization, staffing,
and facilities to provide an East Valley Information and Referral Service (Help
on Call) program for the benefit of low-and moderate-income families; and,
WHEREAS, COUNTY and CITY recognize the public benefit in providing such a
program to low and moderate income persons; and
WHEREAS, COUNTY, CITY and OPERATING AGENCY now desire to supersede the
Agreement, Contract 89-236;
NOW THEREFORE, in consideration of the mutual covenants herein set forth and
the mutual benefits to be derived therefrom, the parties agree as follows:
1. SCOPE OF SERVICES.
OPERATING AGENCY shall provide assistance to low-and moderate-income walk-in
and call-in clients to meet health and human care service needs through case
management on an individual basis, develop a computer based information
system which will identify and match said client needs with service
providers, identify duplicative and excess services, and indicate the need
for new programs and services as set forth in the project description,
Exhibit 1 of 5 to this Agreement, a copy of which is attached hereto and
incorporated herein by this reference.
2. TIME OF PERFORMANCE.
Said services of OPERATING AGENCY are to commence October 1, 1989 and shall
be completed no later than February 28, 1991.
3. COMPENSATION AND METHOD OF PAYMENT.
For performance of such services, OPERATING AGENCY will be paid an amount of
money not to exceed Forty Six Thousand, Thirty Three and 69/100 ($46,033.69)
dollars. Said payment shall constitute full and complete compensation for
OPERATING AGENCY'S services under this Agreement. Said compensation will be
paid by CITY out of CDBG funds received from the Federal Government through
the COUNTY under the provisions of the ACT. For the purpose of this
agreement, CITY shall disburse compensation and monitor OPERATING AGENCY'S
performance in satisfying the scope of work obligations under the terms of
this Contract.
Disbursement of payments to OPERATING AGENCY shall be made by monthly
reimbursements, contingent upon CITY receipt of a monthly summary statement
for all previous months' expenditures which conform to the Budget Summary,
attached hereto as Contract Exhibit(s) 2 of 5. Monthly expenditure reports
shall be documented with "Audit Ready" supportive evidence of each
expenditure and proof of payment, in accordance with HUD regulations.
Reimbursement shall be limited to the total of approved properly documented
expenditures.
OPERATING AGENCY must submit said monthly expenditure reports by the 5th
calendar day of every calendar month regardless of expenditure amount.
After receipt by CITY of each properly documented expenditure, CITY will
draw a warrant in favor of OPERATING AGENCY for approved expenditure amount.
CITY will, in turn, submit requests for reimbursement to COUNTY. All
requests for reimbursement shall be supported by proper documentation of
expenditures for service rendered, and shall not be accepted by COUNTY
unless so supported.
4. BUDGET SECTION.
No more than the amounts specified in the Budget Summary, attached hereto as
Contract Exhibit 2 of 5, may be spent for the separate cost categories
specified in the Budget Summary without prior written approval of CITY and
COUNTY. Contract Exhibits 3 of 5 and 4 of 5, Budget Justification Parts I
and II, respectively, explain the basis of valuation for each cost category
shown on the Budget Summary.
5. USE OF FUNDS.
Funds allocated pursuant to this Contract shall be used exclusively for
costs included in OPERATING AGENCY'S program budget. Contract funds shall
not be used as security or to guarantee payments for any non-program
obligations, nor as loans for non-program activities.
6. BUDGET MODIFICATIONS.
COUNTY Department of Economic and Community Development Director or his
designee may grant budget modifications to this Contract for the movement of
funds within the budget categories identified in Budget Section, Exhibit 2
of 5, when such modifications:
a. Do not exceed $10,000 per budget cost category;
b. Are specifically requested by OPERATING AGENCY,,
C. Do not alter the amount of compensation with this Contract;
d. Will not change the project goals or scope of services;
e. Are in the best interests of COUNTY, CITY, and OPERATING AGENCY in
performing the scope of services under this Contract; and
f. Related to salaries, are in accordance with applicable salary
ordinances or laws.
7. CHANGES IN GRANT ALLOCATION.
COUNTY reserves the right to reduce the grant allocation when COUNTY'S
fiscal monitoring indicates that OPERATING AGENCY'S rate of expenditure will
result in unspent funds at the end of the program year. Changes in the
grant allocation will be done after consultation with CITY and OPERATING
AGENCY. Such changes shall be incorporated into this Contract by written
amendments.
8. REVENUE DISCLOSURE REQUIREMENT.
By its execution of this Contract, OPERATING AGENCY certifies that it has
previously filed with the CITY and County Department of Economic and
Community Development, a written statement listing all revenue received, or
expected to be received, by OPERATING AGENCY from Federal, State, City or
County sources, or other governmental or private agencies, and applied or
expected to offset in whole or in part any of the costs incurred by
OPERATING AGENCY in conducting current or prospective projects or business
activities, including, but not necessarily limited to, the project or
business activity which is the subject of this Contract. Such statement
shall reflect the name and a description of such project or business
activity, the dollar amount of funding provided, or to be provided, by each
and every agency to each such project or business activity, and the full
name and address of each such agency. During the term of this Contract,
OPERATING AGENCY shall prepare and file a similar written statement each
time it receives funding from any agency which is in addition to that
revenue disclosed in OPERATING AGENCY'S initial revenue disclosure statement
hereunder. Such statement shall be filed with the CITY and County
Department of Economic and Community Development within fifteen (15)
calendar days following receipt of such additional funding. OPERATING
AGENCY shall make available for inspection and audit to COUNTY'S
representatives, upon recp-,est, at any time during the duration of this
Cofftract and during a period of five (5) years thereafter, all of its books
and records relating to the operation by it of each project or business
activity which is funded in whole or in part with governmental monies,
whether or not such monies are received through COUNTY. All such books and
records shall be maintained by OPERATING AGENCY at a location in San
Bernardino County. Failure of OPEKATING AGENCY to comply with the
requirements of this section of the Contract shall constitute a material
breach of contract upon which COUNTY may cancel, terminate, or suspend this
Contract.
JOINT FUNDING
For programs in which there are sources of funds in addition to HUD CDBG
funds, OPERATING AGENCY shall provide proof of such funding. COUNTY and
CITY shall not pay for any services provided by OPERATING AGENCY which are
funded by other sources. All restrictions and/or requirements provided in
this Contract relative to accounting, budgeting, and reporting apply to the
total program regardless of funding sources.
10. INDEMNIFICATION AND INSURANCE REQUIREMENTS.
OPERATING AGENCY agrees to indemnify, defend and hold harmless ECD, COUNTY,
and their authorized agents, officers, volunteers and employees against any
and all claims arising from OPERATING AGENCY'S acts or omissions and for any
costs or expenses incurred by ECD, COUNTY or OPERATING AGENCY on account of
any claim therefore.
In order to accomplish the indemnification herein provided for, but without
limiting the indemnification, OPERATING AGENCY shall secure and maintain
throughout the term of the Contract the following types of insurance with
limits as shown:
- Workers' Compensation - A program of worker's compensation insurance or
a State-approved Self Insurance Program in an amount and form to meet
all applicable requirements of the Labor Code of the State of
California, including Employer's Liability with $250,000 limits,
covering all persons providing services on behalf of OPERATING AGENCY
and all risks to such persons under this Contract.
- Comprehensive General and Automobile Liability Insurance' - This
coverage shall include contractual coverage and automobile liability
coverage for owned, hired, and non-owned vehicles. The policy shall
have combined single limits for bodily injury and property damage of
not less than one million dollars ($1,000,000) .
OPERATING AGENCY shall immediately furnish certificates of insurance and
within 60 days provide certified copies of all policies and endorsements to
Ee--'D evidencing the insurance coverage above required prior to the
commencement of performance of services hereunder, which certificates shall
provide that such insurance shall not be terminated or expire without thirty
(30) days written notice to ECD, and shall maintain such insurance from the
time OPERATING AGENCY commences performance of services hereunder until the
completion of such services.
All policies, with respect to the insurance coverage required above, except
for the Workers' Compensation Insurance coverage and professional liability
coverage, shall contain additional endorsements naming ECD, COUNTY, and
their employees, agents, volunteers and officers as additional named insured
with respect to liabilities arising out of the performance of services
hereunder.
OPERATING AGENCY shall require the carriers of the above required coverages
to waive all rights of subrogation against ECD, COUNTY, and their officers,
volunteers, employees, contractors and subcontractors.
All policies required above are to be primary and non-contributing with any
insurance or self-insurance programs carried or administered by COUNTY.
11. PROGRAM INCOME
Program income represents net income directly generated from the use of CDBG
funds by OPERATING AGENCY as a result of the activity funded under the terms
of this Contract. When such income is generated by an activity only
partially assisted with CDBG funds, the income shall be prorated to reflect
the percentage of CDBG funds used. OPERATING AGENCY shall retain the use of
program income by returning program income to COUNTY and requesting project
budget increases for activities authorized under this Contract. Program
income shall be returned to COUNTY within thirty (30) days after: a)
disposition or sale of real or personal property occurs or; b) cumulative
program income reaches increments of one thousand dollars ($1,000); or c)
the end of each fiscal year. OPERATING AGENCY shall include the reports
required by Section 22, Program Reporting, all sources and amounts of
program income on a monthly and year-to-date basis.
Program income returned by COUNTY to OPERATING AGENCY shall be spent by
OPERATING AGENCY on only those costs authorized under this Contract. All
provisions of this Contract shall apply to said use of program income funds.
OPERATING AGENCY shall account for the receipt and use of program income in
such a way that program income is spent on authorized activities before
additional CDBG funds are spent.
Any program income on-hand when this Contract expires or is received after
such expiration, shall be paid to COUNTY.
12. FISCAL LIMITATIONS.
The United States of America through HUD may in the future place
programmatic or fiscal limitation(s) on CDBG funds not presently
anticipated. Accordingly, COUNTY reserves the right to revise this Contract
in order to take account of actions affecting HUD program funding. In the
event of funding reduction, COUNTY may reduce the budget of this Contract as
a whole or as to cost category, may limit the rate of OPERATING AGENCYS
authority to commit and spend funds, or may restrict OPERATING AGENCY'S use
of both its unicommitted and its unspent funds. Where HUD has directed or
requested COUNTY to iiuplement a reduction in funding, in whole or as to cost
category, with respect to funding for this Contract, COUNTY Department of
Economic and Community Development may act for COUNTY in implementing and
16. ACQUISITION OF SUPPLIES AND EQUIPMENT.
OPERATING AGENCY may purchase from a related agency/organization only if:
(a) prior authorization is obtained in writing from COUNTY, (b) charges do
not exceed the authorized amount and minimum written specifications are met,
(c) a community related benefit is derived from such OPERATING AGENCY
related acquisition, and (d) no conflict of interest for private gain
accrues to OPERATING AGENCY or its employees, agents or officers.
COUNTY reserves the right to disallow any purchase from any vendor of
supplies, equipment, nonexpendable property or expendable property which is
purchased in whole or in part with funds provided by this Contract.
OPERATING AGENCY may seek prior approval of COUNTY for any such
expenditures, and prior approval which is granted shall be binding on COUNTY
unless such expenditure violates federal law or regulations or is disallowed
by HUD.
17. PURCHASE AND INVOICE DEADLINES.
Purchase of equipment or property must be completed before the last three
(3) months of the initial performance period and all equipment bills are to
be paid before the last two (2) months of this period. No expendable or
nonexpendable property or equipment is to be purchased during the final
three (3) months of the initial performance period. OPERATING AGENCY must
complete all purchases of supplies before the last two (2) months of the
initial performance period and pay all supply bills before the final month
of the initial performance period. Invoices for all obligations incurred
under this Contract must be submitted to COUNTY'S Department of Economic and
Community Development Fiscal Division within sixty (60) days after the
initial performance period termination date or they may not be honored.
Exceptions to the preceding limitations require prior written approval by
COUNTY Department of Economic and Community Development.
18. TRAVEL AND CONFERENCE RESTRICTIONS
OPERATING AGENCY certifies and agrees that travel and conference expenses
for persons other than employees of OPERATING AGENCY, will not be paid by
funds provided through this Contract. No travel expenses for out-of-state
travel shall be included in this Contract unless specifically listed in the
Budget Summary, which is attached and incorporated herein. OPERATING AGENCY
further agrees that any travel expense incurred by OPERATING AGENCY which is
not listed in the Budget Summary shall not be paid by funds provided through
this Contract unless prior written approval of the Director of COUNTY
Department of Economic and Community Development has been obtained.
19. USE OF FUNDS FOR ENTERTAINMENT OR GIFTS.
OPERATING AGENCY certifies and agrees that it will not use funds provided
through this Contract to pay for entertainment or gifts.
U. MONITORING.
COUNTY ECD Director or his designee and CITY will conduct periodic program
monitoring reviews. These reviews will focus on the extent to which the
planned program has been implemented and measurable goals achieved,
effectiveness of program management, and impact of the program. Authorized
representatives of COUNTY, CITY and HUD shall have the right of access to
all activities and facilities operated by OPERATING AGENCY under this
Contract. Facilities include all files, records, and other documents
related to the performance of this Contract.
Activities include attendance at staff, board of directors, advisory
committee and advisory board meetings and observation of on-going program
functions. OPERATING AGENCY will permit on-site inspection by CITY, COUNTY,
and HUD representatives, and ensure that its employees and board members
furnish such information, as in the judgement of CITY, COUNTY and HUD
representatives, may be relevant to the question of compliance with
contractual conditions and HUD directives, or the effectiveness, legality,
and achievements of the program.
21. BENEFICIARY QUALIFICATION.
OPERATING AGENCY agrees to regulate the beneficiaries of the East Valley
Information and Referral Service program identified in Section 1, Scope of
Service, above, so that at least 51% of the clients served utilize the U.S.
Department of Housing and Urban Development (HUD) Section 8 (of the United
States Housing Act of 1937) . Income Limits for the Riverside-San Bernardino
PMSA, as the maximum family income defining low-and moderate- income
households. OPERATING AGENCY is responsible for obtaining from COUNTY the
said current applicable HUD Section 8 Income Limits for each year of the
Contract term identified in Section 2, Time of Performance. OPERATING
AGENCY shall document the household income of clients using an "Income
Qualification Statement", Attachment A, for each client served. OPERATING
AGENCY shall retain these forms for three years after conclusion of this
Contract.
22. PROGRAM REPORTING.
OPERATING AGENCY agrees to prepare and submit financial, program progress,
evaluations, and other reports as required by HUD or COUNTY directives.
OPERATING AGENCY shall maintain such property, personnel, financial and
other records and accounts as are considered necessary by HUD or COUNTY to
assure proper accounting for all Contract funds. All OPERATING AGENCY
records, with the exception of confidential client information, shall be
made available to representatives of County and the appropriate federal
agencies. OPERATING AGENCY is required to submit data necessary to complete
the Annual Grantee Performance Report in accordance with HUD regulations in
the format and at the time designated by COUNTY Director of ECD or his
designee. By the fifth (5) of each month, OPERATING AGENCY shall include a
completed Direct Benefit Activities form, Attachment C, for the month being
reported.
23. ACCOUNTING_
OPERATINGAGENCY must establish and maintain on a current basis an adequate
accrual accounting system in accordance with generally accepted accounting
principles and standards.
24. AUDITS.
OPERATING AGENCY is required to arrange for an independent financial and
compliance audit annually for each fiscal year federal funds are received
under this Contract. An audit may also be conducted by Federal, State or
local funding source agencies as part of the COUNTY'S audit
responsibilities. The results of the independent audit must be submitted to
COUNTY within thirty (30) days of completion. Within thirty (30) days of
the submittal of said audit report, OPERATING AGENCY shall provide a written
response to all conditions of findings reported in said audit report. The
response must examine each condition or finding reported in said audit
report. The response must examine each condition or finding and explain a
proposed resolution, including a schedule for correcting any deficiency.
All condition or finding correction actions shall take place within six (6)
months after receipt of the audit report. COUNTY and its authorized
representatives shall, at all times, have access for the purpose of audit or
inspection to any and all books, documents papers, records, property, and
premises of OPERATING AGENCY. OPERATING AGENCY'S staff will cooperate fully
with authorized auditors when they conduct audits and examinations of
OPERATING AGENCY'S program. If indications of misappropriation or
misapplication of the funds of this Contract cause COUNTY to require a
special audit, the cost of the audit will be encumbered and deducted from
this Contract budget. Should COUNTY subsequently determine that the special
audit was not warranted, the amount encumbered will be restored to the
Contract budget. Should the special audit confirm misappropriation or
misapplication of funds, OPERATING AGENCY shall reimburse COUNTY the amount
of misappropriation or misapplication. In the event COUNTY uses the
judicial system to recover misappropriation or misapplied funds, OPERATING
AGENCY shall reimburse COUNTY legal fees and court costs in addition to
awards.
25. ASSIGNMENT.
This Contract is not assignable by OPERATING AGENCY without the express
written consent of CITY. Any attempt by OPERATING AGENCY to assign any
performance of the terms of this Contract shall be null and void and shall
constitute a material breach of the Contract.
26. TERMINATION AND TERMINATION COSTS.
This Contract may be terminated in whole or in part at any time by either
party upon giving their (30) days notice in writing to the other party.
Agreement must be reached by both parties as to reasons and conditions for
termination in compliance with the provisions of Federal Regulations at 24
CFR Part 85.44, Termination for Convenience. COUNTY Department of Economic
and Community Development is hereby empowered to give said notice subject to
ratification by the COUNTY Board of Supervisors.
COUNTY may immediately terminate this Contract upon the termination,
suspension, discontinuation or substantial reduction in HUD CDBG funding for
the Contract activity or if for any reason the timely completion of the work
under this Contract is rendered improbable, infeasible or impossible. If
OPERATING AGENCY materially fails to comply with any to of this Contract,
COUNTY may take one or more of the actions provided under Federal Regulation
at 24 CFR Part 85.43, Enforcement, which include temporarily withholding
cash, disallowing non-compliant costs, wholly or partly terminating the
award, withholding future awards, and other remedies that are legally
available. In such event, OPERATING AGENCY shall be compensated for all
services rendered and all necessarily incurred costs performed in good faith
in accordance with the terms of this Contract that have been previously
reimbursed, to the date of said termination to the extent that CDBG funds
are available from HUD.
27. REVERSION OF ASSETS
Upon Contract termination OPERATING AGENCY shall transfer to COUNTY all CDBG
funds on-hand at the time of expiration and any accounts receivable
attributable to the use of CDBG funds.
All real property acquired or improved in whole or in part with CDBG funds
in excess of $25,000 under this Contract must continue in the use that
provides the service benefits and national objectives for which it was
funded until five years after expiration of this Contract, or such longer
period of time as determined by COUNTY; or it must be disposed of in a
manner resulting in a reimbursement to COUNTY in the amount of the current
fair market value of the property less any portion thereof attributable to
expenditures of non-CDBG funds for the acquisition of, or improvement to,
the property.
28. TIME OF PERFORMANCE MODIFICATIONS.
COUNTY Department of Economic and Community Development Director may grant
time of performance modifications to this Contract when such modifications:
a. In aggregate do not exceed twelve (12) calendar months;
b. Are specifically requested by OPERATING AGENCY;
C. Will not change the project goals or scope of services;
d. Are in the best interests of CITY, COUNTY and OPERATING
AGENCY in performing the scope of services under
this Contract; and
e. Do not alter the mount of compensation under this Contract.
29. INDEPENDENT CONTRACTOR.
All parties hereto in the performance of this Contract will be acting in an
independent capacity and not as agents, employees, partners, joint
venturers, or associates of one another. The employees or agents of one
party shall not be deemed or construed to be the agent or employees of the
other party for any purpose whatsoever.
30. AFFIRMATIVE ACTION.
OPERATING AGENCY shall make every effort to ensure that all projects funded
wholly or in part by HUD CDBG funds shall provide equal employment and
career advancement opportunities for minorities and women. In addition,
OPERATING AGENCY shall make every effort to employ residents of the area and
shall keep a record of the positions that have been created directly or as a
result of this program.
31. DISCRIMINATION.
No person shall, on the grounds of race, sex, creed, color, religion, or
national origin, be excluded from participating in, be refused the benefits
of, or other wise be subjected to discrimination in any activities,
programs, or employment supported by this Contract.
32. RELIGIOUS PROSELYTIZING OR POLITICAL ACTIVITIES.
OPERATING AGENCY agrees that it will not perform or permit any religious
proselytizing or political activities in connection with the performance of
this Contract. Funds under this Contract will be used exclusively for
performance of the work required under this Contract and no funds made
available under this Contract shall be used to promote any religious or
political activities.
33. CONFLICT OF INTEREST.
OPERATING AGENCY, its agents and employees shall comply with all applicable
Federal, State and COUNTY laws and regulations governing conflict of
interest. To this end, OPERATING AGENCY will make available to its agents
and employees copies of all applicable Federal, State, and COUNTY laws and
regulations governing conflict of interest.
OPERATING AGENCY shall furnish to COUNTY, prior to execution of this
Contract, a written list of all current or proposed subgrantees/
subcontractors, vendors, or personal service providers, including
subsidiaries of OPERATING AGENCY. This list should be limited to those
subgrantees/subcontractors, vendors or personal service providers, including
subsidiaries of OPERATING AGENCY, which will receive $10,000 or more during
the term of the Contract. Such a list shall include the names, address,
telephone numbers, and identification of principal party(ies) and a
description of services to be provided. During the term of this Contract,
OPERATING AGENCY shall notify COUNTY in writing of any change in the list of
subgrantees/subcontractors, vendors, personal service providers or
subsidiaries of OPERATING AGENCY within fifteen (15) days of change.
34. HOLD HARMLESS.
OPERATING AGENCY shall indemnify and hold the COUNTY, CITY, and their
officers, agents volunteers and employees, harmless from and against any
loss, liability, claim, or damage that may arise or result from activities
of OPERATING AGENCY, its officers, agents, volunteers and employees; and
OPERATING AGENCY shall, at its own cost, expense and risk, defend any legal
proceedings that may be brought against County, City or their officers,
agents, and employees, on any liability, claim or demand and satisfy any
judgement that may be rendered against any of them arising or resulting from
activities of OPERATING AGENCY, its officers, agents, and employees.
OPER,1kTING AGENCY shall assume liability for all and any direct expense
incurred in providing, services pursuant to this Contract and shall assume
any and all responsibilities for loss or damage resulting from negligence,
injury, illness, or disease arising out of the provision of services.
OPERATING AGENCY, however, is obligated to promptly notify COUNTY and CITY
in writing the occurrence of any such loss of damage.
OPERATING AGENCY shall indemnify and hold harmless COUNTY and CITY against
any liability, claims, losses, demands, and actions incurred by COUNTY and
CITY as a result of the determination by the United States Department of
Housing and Urban Development or its successor that activities undertaken by
OPERATING AGENCY under the program or programs fail to comply with any laws,
regulations or policies applicable thereto or that any funds billed by and
disbursed to OPERATING AGENCY under the Contract were improperly expended.
35. ATTORNEYS FEES.
If any action at law or in equity is brought to enforce or interpret the
provisions of this Contract, the prevailing party will be entitled to
reasonable attorney's fees in addition to any other relief to which it may
be entitled.
36. COMPLIANCE WITH LAWS.
All parties agree to be bound by applicable federal, state, and local laws,
ordinances, regulations, and directives as they pertain to the performance
of this Contract. This Contract is subject to and incorporates the terms of
the Act; 24 Code of Federal Regulations, Part 570 and Part 85, Chapter V;
U.S. Office of Management and Budget Circulars A-87, A-110, and A-122.
37. AMENDMENTS: VARIATIONS.
This writing with attachments, embodies the whole of the Contract of the
parties hereto. There are no oral agreements not contained herein. Except
as herein provided, addition or variation of the terms of this Contract
shall not be valid unless made in the form of a written amendment to this
Contract formally approved and executed by both parties.
38. NOTICES.
All notices shall be served in writing. The notices to agreeing parties
shall be sent to the following address:
County of San Bernardino United Way of Redlands Area, Inc.
Department of Economic 555 Cajon Street, Suite B
and Community Development Redlands, CA 92373
474 West Fifth Street
San Bernardino, CA 92415-0040
City of Redlands
CDBG Administrator
30 Cajon Street
P. O. Box 3005
Redlands, CA 92373
39. COUNTERPART EXECUTION.
This Contract may be executed in counterparts. When executed, each
counterpart shall be deemed an original irrespective of date of execution.
Said counterparts shall together constitute one and the same Contract.
40. SUPERCESSION.
This Agreement supersedes Contract No. 89-236.
IN WITNESS WHEREOF, the parties have caused this Contract to be executed as
of the day and year written above.
COUNTY OF SAN BERNARDINO CITY OF REDLANDS
ADMINISTRATOR
v
airman, Board of Supe isors ( layer%
APR 0 2 1990
Dated. Dated:—March 6 , 19o
Approved as to Content
By:
Dated:
City Attorney
UNITED WAY OF REDLANDS AREA, INC.
By:_&�
` tJ Cc
Chairman, Board of Directors
Dated: /
By:
cutiv D * ro< t.or
Dated: -
SIGNED AND CERTIFIED THAT A COPY OF
THIS DOCUMENT HAS BEEN DELIVERED TO
THE CHAIRMAN OF THE BOARD
EARLENE SPROAT
Clerk of the Beard of Supervisors
of the County of San Bernardino
By: lkzp
Dated: Al R 0 2 1990
APPROVED AS TO LEGAL FORM
ALAN MARKS
County Couns l
By.-
Dated:
y:Dated:
P NINE/ 'ED.AGT
10/17/ 9/pn
CONT ACT EXHIBIT 1 of 5
COUNTY OF BAN BE" 2DINO DEPART RI! OF ECONCHIC AND CCt44JNnY DEVC LO
Project/Activity Title. Case Number: 111-14427
EAST VA= INFOR-1ATION AND REFERRAL SERVICE (HaP ON CALL)
Nath j dress of Conti actor Age. Date of Issue:
UNITED WAY OF REDL?4NDS AREA, INC. X Original.
555 Cajon Street, Suite B
Redlands, CA 92373 Amendment #
PROJEMACTIVITY DESCRIPTION
The East Valley Information and Referral Service (Help on Call) will connect
law-and moderate-income people in need with the services they require. The
service will respond to both walk.-in and call-in clients, and will seek to
provide assistance until the client has received the full extent of available
health and human care resources to which they are entitled. Case Management,` on
a limited basis, is one of the goals of this service. The information and
referral manager will attempt to meet the comprehensive, rather than the
immediate needs of low-and moderate-inccm clients. The service area of the East
Valley Information and Referral Service includes the communities of Redlands,
Yucaipa, Calimesa, Mentone, East Highland, Loma Linda, Bryn Mawr, oak Glen and
Forest Falls.
Projected service goals for walk-in and call-in clients for the first year are
sLmnarized below.
WALK-IN CLIENTS
SERVICE GOALS
OCT NOV DEC JAN FEB MAR APR MAY JUNE JULY AUG SEPT
Est. Client 35 38 40 42 45 50 50 50 50 50 50 50
County
(by case)
(Unduplicated)
PHONE-IN CLIENTS
SERVICE GOALS
OCT NOV DEC JAN FEB MAR APR MAY JUNE JULY AUG SEFT
Est. Count 70 75 80 80 80 80 80 80 80 80 80 80
of phone
clients**
(by case)
(Unduplicated)
**
Clients telephoning the service will be urged to cone in to the office
physically for assistance. It is expected that the number of phone
referrals not needing to carne into the office will "max out" at about 80 per
rKDnth after 3 quarters of service. Clients presenting "global" difficulties
(that can not be answered sinply over the phone.) will be given priority
attention.
i
A z,� nd purpose of the East Valley Information and Referral Service will be the
establishment of a computer database which will include both client and service
provider information. The information and referral manager will keep records on
each request for assistance and assistance provided. The database will provide
information to the United Way of Redlands to assist in determining funding
priorities, identifying the need for new programs and services as well as
'Luuiecessary duplications or excess of services. Information developed from the
database will be shared with ether information and referral services in the
County and the County.
Projected goals of the computer database development are summarized below.
UNITED WAY OF REDIANDS AREA
EAST VALT.EY INFOMMON & REFERRAL SERVICE
(HELP ON CALL)
Ca0JMVI IT SE -- SPECIFICATIONS
I. HA
An. IEM PC/AT 286 or 286-Clone will be purchased by United Way of Redlands
Area in time for the system to be on-line by April, 1930. Peripherals will
include a modem for use in communications between the Information & Referral
office and the United Way of Redlands Area office, as well as the Mt. Baldy
United Way Information & Referral service (located in Ontario) and the
Riverside HelpTsine office. A 40 Mb hard-disk is sufficient for maintenance
of the database. A tape backup unit and a 240 cps dot matrix printer will
also be provided.
II. SOI,`INiARE:
Two system of software are currently being considered. Active Software, a
private any based in Minnesota, manufactures a software targeted
specifically for the maintenance of Information & Referral Software is
currently under review by the United Way computer search committee. United
Way, Inc. , a.k.a. United Way of Los Angeles, is developing its own
Information & Referral software that we are also reviewing. The Active
software is currently being used. by United Way of San Diego County and Santa
Clara United Way. The systems are quite similar — cost and convenience of
use will be the deciding factor. The Los Angeles software may be provided
to us free of charge if we network with their system (thorough Mt. Baldy
United Way in Ontario) .
III. GOALS OF THE DATABASE
A. A- service provider index will be established from manual record
transference during the first month of service. The database will be
oriented toward tc ory of service, ratlier than by agency name.
i
i
i
D. A client-oriented database will be established beginning in the first
month of service. Data maintained will include:
1. Age and sex information
2. Needs presented
3. Location of residence (by cen,,us tract) . If no permanent residence
(i.e. h l ) , this will also be noted.
4. Ethnic origin
. Economic data (income level, source of income -- AFDC, employed,
etc.)
6. Ccmposition of family (single--parent household, 2-parent household,
etc.)
7. Additional data — miscellaneous
C. Reporting goals:
1. Status reports delineating frequency of needs presented will be
prepared beginning in the third month of service.
2. Reports will include:
a. Number of clients (by case, unduplicated) .
b. Area of residence (by census tract) .
c. Needs presented/frequency of needs.
d. Nunes of cases closed (successful ccupletion) .
e. Number of cases open (continuing need/need not able to be met) .
f. Client count indexed by family ince level.
g. Participation of service providers (frequency of specific
providers meeting specific needs) .
D. Additional informational goals (determinations beginning in 6th month) :
1. Determination of unmet needs/requested services not provided by
local agencies.
2. Determination of unnecessary duplication of services (i.e., more
than one agency providing a similar service -- "overage" of specific
service provision) .
3. Distribution of database information to a network of local agencies
for use in their planning and operations processes.
f
C ON`IPACT BIT 2 of 5
COUNrY OF SAN EERNARDINO EEPAIZPKENr OF EXX14CMIC AND CCff4JNITY DEVEMPMENr
Prof fActivi Title:
Case Number: 111--14427
EAST VAIM INTFORQMON AND REFMZAL S UCB (HHP ON C AIL)
Name. /Address of Contractor Agency: Date of Issue:
UNITED WAY OF REDIANDS AREA, INC. X Original:
555 Cajon Street, Suite B
Redlands, CA 92373 Amendment #
BUDGEr SIMAF2Y
COST CATEGORY CDBG SHARE $ OTHER SOURCES TOTAL, $
1) Personnel:
a) Wages 35,272.96 -0- 35,272.96
b Fringe Benefits 7,909.24 751.38 8 660.62`
2) Consultant/Contract
Services: -0- -0- -0-
3) Travel: 250.00 -0- 250.00
4) Space Rental: 21200.00 -0- 2,200.00
5} Consuble Supplies: 180.41 -0- 180.41'
6) Rental, Iease or
Purchase of Egu -0- 21250.00 21250.00
Insurance: -0- -0- -0-
8) C)ther: 221.08 -0- 221.08
IDTAIS X46,033.69 3 001.38 49 035.07_
*If costs are to be shared by other sources of funding, including CDBG funds from
other jurisdictions, identify the source of funding, grantor/lending agency, and
cost category information.
Cast of Information and Referral caTputer software to be borne by United Way of
Redlands . In addition, some publicity materials may be solicited from
busie..: or individuals through the United Way office.
@ All insurance needs are covered by United Way of Red-lands 's current
insurance policies.
Acv G/'C ED.ACCT
12/4/17/89
COMMACI' EXHIBIT 3 of 5
C7CJ[M-rY OF SAN BEMAf2DIN0 DEPARrMERr OF ECC*KMC AND CICH41NM EEVE DFMENr
Project/Activity Title: CaseNumber: 1.1.1-24427
EAST VA= INFOTION AND REFERRAL SERVICE (HEIP ON CALL)
Name/Address of Contractor Agency: Date of Issue:
UN= WAY OF REDIANDS AREA, INC. X Original:
555 Cajon Street, Suite B
Redlands, CA 92373 Amendment #
EUDGEr JUSTIFICATION - PART I (SERVICES/S PPLTES)
DESCRIPTION OF =(S) AND BASIS FOR VALUATION VATJJE IN $
Budget line
Item #:
#3 TRAVEL: Transportation of clients, $ 250.00
meetings, visits to agencies
at a cost of $.20 per mile
#4 SPACE RENTAL: A) Family Service Association $ 800.00
of Redlands
B) Annual Telephone service $2,400.00
including purchase of
additional equipment
#5 CIONSUIMER SUPPLIES: All consumable office supplies $ 280.41
#6 RENTAL, IEASE
PURCHASE OF EQgIPME'N'I': IBM PA/AT 286 or 286-Clone $2,250.00
#8 ER: Printing/Prowtion Items and $ 221.08
Conferer ce =nse
'E: Any budget line item(s) other than salaries and fringe benefits
should be detailed above.
P NIM RED.AGr
10/17/89/pn
CONMCT EXHIBIT 4 of 5
COUNTY OF SAN BE14UMINO EEPARTMENT OF ECONCHIC AND M44UNITY EEVEIDPMENT
Prc /Activi.ty Title. Case Number: 111-14427
EAST VALLEY INFOM1ATION AND RMMZAL SERVICE (HELP ON CALL)
Name/Address of Centra r Agg-r- : Late of Issue.
L114ITED WAY OF REDLANDS AREA, INC. X Original:
555 Cajon Stmt, Suite B
Redlands, CA 92373 Arendment #
BUDGET JUSTIFICATION ICATION - PART II
A WAGES:
POSITION/TITLE ACIUAL HOURLY HOURS MONTHS TO YEARLY
RATE (SALARY) PER WEED: BE EMPLOYED COST,$
Coordinator X8.47 40 17 $24,959.23
Assistant 7 $10,313.73
Subtotal: $35,272.96
B FRINGE BENEFITS
TYPE OF COST'S PERCENT OF SAIARY/CALCULATIONS YEARLY 99UL$
FICA $35,272,96 x 8 = 2J 821.84 $ 2 821.84
SUI F1.301 1.30% x $ 21,000 273.00
WORKMANS CC7MP f 1,291 1.20% x 16,00{7 275.13
LIFE AND HEALTH TNS. 121.91 2,259.81
_RFTTREMENTX78.25 3,030.84
Subtotal: 8,660.62
TOM COST OFPARTS A & B (Must be the same as BudgetLne
Item #1 in BudqLet S nary) : 43,933.58
P 1I Wig.AG`I'
C ON`RACY EXHIBIT 5 of 5
U`I'X OF SAN BERNARDBERNARDINO DEPARTMENT OF WOUCHIC AND CU+I4.7NTTTY DEVELOPMENT
Pry f ivi.ty Title: Case Number: 111-14427
EAST V..II DVORMATION AND RF FERF�AL SM1ICE (HELP ON C.AI.,L)
Nam f gess of Contractor Aggj(:. : Date of Issue:
'TED WAY OF REDIANDS AREA, INC. X Original:
555 Cajon Street, Suite B
Redlands, CA 92373 Amendment #
SC1iF_QUI,: OF PAYMEN'T'S
All payments to be made on a monthly Request For Reimbursement basis.
Monthly Expenditure Reports and Request For Reimbursement are due to the
City of Redlands the 5th calendar day of each month the contract is in
force.
ATTACHMENT A
COUNTY OF SAN BERNARDINO
DEPARTMENT OF ECONOMIC AND COMMUNITY DEVELOPMENT
AND
UNITED WAY OF REDLANDS ARE-A,INC.
INCOME QUALIFICATION STATEMENT
The income limit is based on the total gross annual income of all household
members from all sources of income. A household may be a group of related or
unrelated individuals occupying the same house and at least one member is the
homeowner. Renters, roomers or borders cannot be included as household members.
1988 ANNUAL GROSS INCOME LIMIT
Number of Persons Per Household
NO MORE 1 2 3 4 5 — 6 7 8+
THAN: $18,050 $20,600 $23,150 $25,750 $27,350 $28,950 $30,600 $32,200
1) Total number of persons in household:
2) Is the total annual gross income of your household
less than the amount shown on the above chart? YES j NO
3) Number of persons handicapped or disabled:
4) Number of persons 60 years of age or more:
5) Do you identify your household as:
White Black Hispanic American Indian J Asian Other
AC KNOWLEDGENM AND DISCLAIMER
I CERTIFY UNDER PERJURY THAT INCOME AND HOUSEHOLD STATEMENTS MADE ON THIS FORM
ARE TRUE.
NAME: DATE:
ADDRESS: PHONE NO.
SIGNATURE:
ATTACHMENT B
COUNTY OF SAN BERNARDINO DEPARTMENT OF ECONOMIC AND COMMUNITY DEVELOPMENT
Project/Activity Title. Case Number: 111-14427
EAST VALLEY INFORMATION AND REFERRAL SERVICE (HELP ON CALL)
Name/Address of Contractor Agency: Date of Issue:
UNITED WAY OF REDLANDS AREA, INC. }C Original:
555 Cajon Street, Suite B
Redlands, CA 92373 Amendment #
INSURANCE INVENTORY
PRIMARY INSURANCE POLICY
Name of Contractor's Insurance Company
Effective Dates of
Policy
Claims Made Policy / / Per Occurrence Policy f /
Limits of Liability
Deductibles:
Per Occurrence .
Annual Aggregate
Additional Insured Endorsement Attached Yes No
Certified Copy of Policy Attached Yes No
Certificate of Insurance Attached Yes No
EXCESS/UMBRELLA POLICY
Name of Contractor's Insurance Company
Effective Dates
Limits of Liability
Underlying Coverage limits
Name of Underlying Company
Additional Ensured Endorsement Attached Yes No
Certified Policy (copy of) Attached Yes No
Certificate of Insurance Attached Yes No
Grantee Pei Q an *ndU
Report apartmentaffksu
and lfrbatnDenrefopment ;
Direct Benefit ActivitiesCwnmunity Devopment
=Grant Program
OMS Approval No.2506-0077(exp.3131/90)
d Gramee Grant Numbs Pirbd C V*r
From To
Percent of Total Number of Households(Persans Assisted(column c)who are;
Total Number t.ow and White Slack Arnertcan Asian or Female
Activty of Households/ Moderate t,ow Not Hispanic Not Hkspanle Wish or Hispanic Pacific Headed
Number AcNty Natrie,bescripttan and Locwtiiorl Parsons Assisted kwome Income Origin Origin Ataskan Islander Hcusehokt
Native
a b c d a t q h I ) k
111- East Valley Information and Referral
1.4427 Services (Help On Call)
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Retain this record for 3 years page of pages formHUD-4949.5(4 888)
Previous editions are obsolete ref.24 CFR cart 570 and handbook 6510.2