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05-063.00 Spokane County CDBG: RUDAT Planning ProjectC0MNIUNITY DEVE:I:�OI'Mi ENT BLOCK GRANT SILTBRECIPIENT AGREEMENT (Government Entity) Project Number 05-09 This Subrecipient agreement, hereinafter referred to as the "Agreement ", is executed by SPOKANE COUNTY, a political subdivision of the State of Washington, through its Housing and Community Development Department, hereinafter referred to as the County and Spokane Valley, a political subdivision of the State of Washington, whose address is 11707 E. Sprague Ave., Spokane Valley, WA 99206, hereinafter referred to as the "Subrecipient ", and together referred to as the "parties ". iN CONSIDERATION OF PROi -l[SES MADE 1[L+°REIN AND THE ivtUTUAL BENEFIT DERIVED THEREFROM BY THE PARTIES MUTUALLY AG12EE AS FOLLOWS: L PURPOSE. The purpose of this Agreement is the funding and completion of the projcct(s) identified as the RUL7AT Planning Project, hereinafter referred to as the "Project ", which is a federally funded project through the Community .Development Block Grant program, hereinafter referred to as '*CllBG ", from the US Department of Housing and Urban Development, hereinafter referred to as "HUD ", (CFDA 9 14.213). Acceptance of the Spokane County 2005 Consolidated Community Development and Housing Annual Action Plan by IT UD and a contract between HUD and the County authorizing the County's Community Development Block Grant Program (hereinafter the "HUD Contract ") is a condition precedent to the County's performance under this Agreement. CD6G funds will provide for 25% of total project costs, not to exceed 517,469.00, pursuant to the terms of this Agreement. Only hands for the reimbursement of actual allowable costs will be disbursed to the Subrecipient. Any funds allocated for the Project remaining after reimbursement to Subrecipient of all actual allowable costs pursuant to this Agreement shall be retained by the County. H. AGREEMENT AND EXHIBITS. This Agreement shall consist of this Subrecipient Agreement and all exhibits (Exhibits A through D) that are referred to herein. Any exhibits, attachments or addenda referred to herein and/or attached to this Agreement and any Amendments hereto, are incorporated herein as if set forth in full. CllBG Subrecipient Agreement Project No.: 05-09 Page 1 of IS e6). - 4�3 n f C0MNIUNITY DEVE:I:�OI'Mi ENT BLOCK GRANT SILTBRECIPIENT AGREEMENT (Government Entity) Project Number 05-09 This Subrecipient agreement, hereinafter referred to as the "Agreement ", is executed by SPOKANE COUNTY, a political subdivision of the State of Washington, through its Housing and Community Development Department, hereinafter referred to as the County and Spokane Valley, a political subdivision of the State of Washington, whose address is 11707 E. Sprague Ave., Spokane Valley, WA 99206, hereinafter referred to as the "Subrecipient ", and together referred to as the "parties ". iN CONSIDERATION OF PROi -l[SES MADE 1[L+°REIN AND THE ivtUTUAL BENEFIT DERIVED THEREFROM BY THE PARTIES MUTUALLY AG12EE AS FOLLOWS: L PURPOSE. The purpose of this Agreement is the funding and completion of the projcct(s) identified as the RUL7AT Planning Project, hereinafter referred to as the "Project ", which is a federally funded project through the Community .Development Block Grant program, hereinafter referred to as '*CllBG ", from the US Department of Housing and Urban Development, hereinafter referred to as "HUD ", (CFDA 9 14.213). Acceptance of the Spokane County 2005 Consolidated Community Development and Housing Annual Action Plan by IT UD and a contract between HUD and the County authorizing the County's Community Development Block Grant Program (hereinafter the "HUD Contract ") is a condition precedent to the County's performance under this Agreement. CD6G funds will provide for 25% of total project costs, not to exceed 517,469.00, pursuant to the terms of this Agreement. Only hands for the reimbursement of actual allowable costs will be disbursed to the Subrecipient. Any funds allocated for the Project remaining after reimbursement to Subrecipient of all actual allowable costs pursuant to this Agreement shall be retained by the County. H. AGREEMENT AND EXHIBITS. This Agreement shall consist of this Subrecipient Agreement and all exhibits (Exhibits A through D) that are referred to herein. Any exhibits, attachments or addenda referred to herein and/or attached to this Agreement and any Amendments hereto, are incorporated herein as if set forth in full. CllBG Subrecipient Agreement Project No.: 05-09 Page 1 of IS e6). - 4�3 UL PERIOD OF PCKFORMANCE. Contingent on the receipt of a notice to proceed frorn the County, this Agreement shall be effective July 1, 2005 and shall be completed no later than June 30, 2006, hereinafter referred to as the Project Period. If the HUD Contract is not executed prior to July 1, 2005, or if for any other reason the effective begitun_ing date of this Agreement is delayed, funding of this Agreement shall be delayed until a notice to proceed froth the County is received by the Subrecipient. The Subrecipient may not rely upon the County for payment of nor shall the County be obligated to reimburse the Subrecipient as a result of such delay in the availability of funds, for any costs incurred or written or oral commitments made by the Subrecipient prior to receipt of the notice to proceed from the County. Except as stated herein, the Project Period may be changed only by amendment to this Agreement executed no less than 45 days in advance of the expiration date of this Agreement, acceptance of which amendment shall be within the sole discretion of the County. 1V. SCOPE OF SERVICES. The Subrecipient will plan, administer and implement the Project as described in the Subrecipi- ent's Grant Application, as amended, with supplemental forms (Exhibit A), which are incorporated herein by reference as though fully set forth. The Subrecipient shall adhere to agreed upon budgets, schedules, and conurtitments. V. FUN -DING. A. Funding Sources: Funding sources under this Agreement are as follows: Community Development Block Grant Funds (CFDA 9 14.218) S17,469.00 B. Maxinuun .Funding: Total maximum funding under this Agreement is Seventeen Thousand, Four Hundred Sixty Nine Dollars and No Cents (517,469.00). C. Requests for Reimbursement: The Subrecipient shall submit requests for reimbursement of actual allowable costs uicurred by the Subrecipient in performance of this Agreement and in accordance with the attached budget, included in Exhibit A. Requests for reimbursement must be accompanied by documentation substantiating eligibility of costs for which reimbursement is requested. The Subrecipient shall submit the final requests for reimbursement not later than thirty (30) days after this expiration of the close of the Project period. The final request for reimbursement shall provide a reconciliation of actual revenue and expenses for the entire period of Ellis Agreement. CDBG Subrecipient Agreement Project No.: 05 -09 Page. 2 of l3 n Costs incurred prior to the effective date of or after the expiration date of this Agreement, ineligible costs, or unallowable costs, will not be reimbursed by the County, unless approved by the County and subject to this Agreement being signed by all parties. Only those budget line items that appear in the budget section of Exhibit A will be considered for reimbursement, and only in those percentages outlined in Section I Purpose. No change(s) to the budget shall be binding upon the Parties except by amendment to this Agreement executed pursuant to the General Terms and Conditions of this Agreement. For all construction projects, the use of any CDBC funds designated as "contingency funds" in the project budget, included in Exhibit A, must be reviewed and approved by the C.oU11ty. If allowable actual costs for a given month are less than the budgeted amount pursuant to the budget, included in Exhibit A, reimbursement shall not exceed the allowable actual costs. The maximum allowable monthly payment shall equal the total budget maximum to date less the total payments to date. All funds obligated or committed by the Subrecipient to contractors, suppliers, etc. during the Project Period must be expended on or before June 30, 2006. CDBG funds, which are not expended by June 30, 2006, shall be returned to the County D. Circulars: Federal Office of Management and Budget (O'MB) Circular A -87, Cost Principles, OMB Circular A -102 Administrative Requirements Circular A -133 Audit Requirements, and RCW 43.09.200 shall apply to the Agreement and to all funds disbursed hereunder. Except as noted in the Agreement, costs are reimbursable under Washington State Budgeting Accounting Reporting System (BARS), including all supplements and revisions thereto, prescribed by the Washington State Auditors Office. E. Administrative Costs: Administrative costs for the performance of the Agreement shall not exceed the amount identified in the Budget, included in Exhibit A. As used in this Agreement, administrative costs shall be defined as: Costs for general operation of direct service agencies in support of the Project. Includes the cost for Project administration, activities performed for Project management purposes, accounting, record keeping, general clerical support, activities of the Board of Directors, and similar costs. F. Recovery of Overpayment to Contractor: The Subrecipient shall not be reimbursed more than the amount of the allowable costs of performance of this Agreement. When the Subrecipient, the County, or any other state or federal agency determines that the Subrecipient has received payments under this Agreement in excess of reimbursement described in the reimbursement subsection of this Agreement, or otherwise not in conformity with the Agreement, the County shall recoup those payments, together with interest, as provided in .RCW 43.20B.695, from what would otherwise be the CDBG Subrecipient Agreement Project No.: 05 -09 Page 3 of 13 County's liability under this Agreement. If the Subrecipient receives a notice of overpayment, which the County shall be required to timely provide, the Subrecipient may protest the overpayment detennination pursuant to the Dispute Resolution Section of this Agreement. Failure to invoke said section within fifteen (15) days of receipt of a notice of overpayment will result in an overpay -q-nent debt against the Subrecipient. G. Fiscal Management: All financial transactions involving CDBG funds are subject to the regulations, policies, guidelines and requirements contained in the Office of Management and Budget Circular A- 87 Cost Principles for State, Local and Tribal Governments, as applicable, which describe eligible costs, and 24 CFR 55.20 which describes financial management system requirements as they relate to acceptance and use of .federal funds, 24CFR 570 or other superseding document. Llterest or other income earned on CDBG advances must be repaid to the US Department of Housing and Urban Development (HUD) via the County. The Subrecipient shall establish and maintain a system of accounting and internal controls that comply with generally accepted accounting principles and all federal, state, and local accounting principles and govertunental accounting and financial reporting standards that are applicable to federal, state and/or local grants, awards, and/or contracts. The Subrecipient shall ensure that construction and management of the Project is done in the most cost effective and efficient manner possible. The Subrecipient's financial management system at a minimum shall: L Be a viable, single organizational entity capable of effective and efficient processing of all of the fiscal matters, including proof of adequate protection against insolvency. 2. Have the ability to pay for all expenses incurred during the Agreement period, including services that have been provided under the Agreement but paid after the Project period. 3. Include source documentation in support of allowable actual costs necessary to indicate costs incurred by the Subrecipient directly relating to the cost identified in the Budget. H. Audit: 1, If Subrecipient expends a total, from all income sources, of Five Hundred Thousand Dollars, ($500,000.00) or more of federal funds per fiscal year, then no later than six (6) months after the end of the Subrecipient's fiscal year, the Subrecipient shall have an independent fiscal audit conducted of its financial statement and condition, regarding the performance of this Agreement, readily delineating CDBG funds received from the County. The audit shall comply with ON[B Circular A -133 and 24 CFR Part 55. 2. The Subrecipient shall submit its audit report, including any "Management Letter" and/or all other correspondences referred to in the audit report, along with Subrecipient's response to the audit and corrective action plan, if any, no later than thirty (30) days after completion of the audit. Tile independent auditor's working papers shall be made available for the County review, upon request by the County. 3. Failure to engage auditors and provide proof of such engagement prior to the due date of CD 3G Subrecipient Agreement Project No.: 05 -09 Page 4 of IS the audit report to the County shall be considered contractual non - performance. In such event, the County reserves the right to withhold not more than One Hundred Fifty percent (150 %) of the reasonably estimated cost of the required audit from reimbursement due at the end of the audit year or final reimbursement pending compliance with this section of this Agreement. This subsection shall survive the ten-nination or other expiration of the Agreement. I. Payment Obligation: Payment made under this Agreement is intended by both Subrecipient and the County to be inclusive of all services provided under this Agreement, and constitutes the County's only financial obligation tinder the Agreement irrespective of whether the cost to the Subrecipient of providing services exceeds that obligation. VI. CFNERAL TERNIS AND CONDITIONS. A. Relationship: The relationship of the Subrecipient to the County shall be that of an independent contractor. No provision of this Agreement is intended or deemed to create any relationship between the Parties hereto other than that of independent entities contracting with each other solely for the purpose of effecting the provisions of this Agreement. Neither of the Parties hereto, nor any of their respective employees, shall be construed to be the agent, employee, representative, joint venture, or partner of the other. The Subrecipient and its employees or agents will not hold themselves out as, nor claim to be, an agent, officer or employee of the County, nor will they claim any of the rights, privileges or benefits which might accrue to County employees. Subrecipient shall be responsible for all federal and /or state tax, industrial insurance, and Social Security liability that may result from the perfonmance of services, and resulting compensation, for services described herein. B. i�todi Fications And Amendments: Except as provided otherwise herein, this Agreement may be amended only in writing by agreement of all parties hereto. Tile Subrecipient hereby acknowledges that this .Agreement is subject to all Federal statutes, Federal regulations, RCWs, and WACs applicable to this Agreement. Any provision of the Agreement which conflicts with federal and state statutes, or regulations is hereby amended to conform to the provisions of federal and state law and regulations. Such amendment of the Agreement wi 11 be effective on the effective date of the statutes or regulations necessitating it and will be binding on the Parties even though such amendment may not have been reduced to writing and formally agreed upon and executed by the parties. The County will provide notice of such amendment required by this paragraph when the County is aware of them. The Subrecipient agrees to accept, and execute any and all amendments offered by the County needed to effectuate the Federal statute, Federal regulation, RCW, and/or \VAC. CDBG Subrecipient Agreement Project No.: 05 -09 Page 5 of 18 Any proposed change(s) in the project scope of service, budget, location, or the number of beneficiaries served as described in the Subrecipient's Grant Application and Final Project Proposal (Exhibit A), must be submitted in writing to the l -lousing and Community Development Department for approval prior to incurring any project costs or implementing any substantial project modifications. Any such changes shall be considered a request to modify or amend this Agreement. C. Waivers: No employee of the County or the Subrecipient has the power, right or authority to waive any of the terms, conditions and/or covenants of this Agreement. The waiver of any breach or violation of any provision of this Agreement shall not operate as or be construed to be a waiver of any subsequent breach of the Agreement. The failure of the County or the Subrecipient to enforce any of the terms or covenants of this Agreement or the failure to require performance under the Agreement shall not be construed as a waiver nor in any way affect the validity of the Agreement. or the right of the County or the Subrecipient to enforce each and every term of the Agreement. D. Assignability: The Subrecipient shall not assign any interest in this Agreement and shall not transfer any interest in this Agreement to any party (whether by assigtunent or novation) without prior written consent of the County. The County may assign all or any of its interest in this Agreement as may be deemed necessary in the sole discretion of the County. F. Access, Examination, Audit And Monitoring: The County shall provide tecluiical assistance to the Subrecipient, to the extent practicable, regarding compliance with federal program requirements throughout the project period. The County will monitor the performance of services and evaluate accomplishments and compliance with the terms of this Agreement throughout the project period. Monitoring may include a visit to the project site or to the Subrecipient organization. The Subrecipient shall cooperate with the County or its agent in the evaluation of Subrecipient's performance under this Agreement and make available all information reasonably required by any such evaluation process. The results and records of said evaluations shall be maintained and disclosed in accordance with RCW 42.17 and/or 5 USC 552 (Freedom of Lnformation Act). The Subrecipient shall provide right of access to its facilities, including those of any subcontractor, to the County, the state, and /or federal agencies or officials at all reasonable times in order to monitor and evaluate the services provided for herein. The County shall provide reasonable notice of any County monitoring or evaluation, unless the County has reason to believe that monitoring without notice is necessary. The County shall monitor the Subrecipient programmatically and financially on site within the sole discretion of the County. The Subrecipient shall make available to the County, the state auditor, and /or HUD all records, books or pertinent information which Subrecipient shall have kept pertaining to this Agreement and as required by this Agreement, Federal law and/or Washington law. Subrecipient shall also furnish CDBG Subrecipient Agreement Project No.: 05 -09 Page 6 of IS such progress reports, schedules, financial and costs reports, and other such program or fiscal data reasonably required to evaluate the performance of this Agreement. The Subrecipient shall respond timely and accurately to requests from the County to provide information necessary to respond to inquiries from IUD or other entities having authority to make such request. The Subrecipient agrees to notify the County in advance of any state or other fonnal inspections, audits, accreditation or program reviews and provide to the County copies of said review, including any final written plan of correction or other written response, within thirty (30) days of receipt. This section shall remain effective pursuant to 24 CFR 570. F. Suspension And Termination: This Agreement may be suspended or terminated in whole or in part as follows: By fulfillment. The Agreement will be considered to be terminated upon fulfillment of its terms and conditions; By mutual consent. The Agreement may be terminated or suspended, in whole or in part, at any time, if both Parties consent to such termination or suspension. The conditions of the suspension or termination shall be documented in a written amendment to this Agreement; For cause. The County may suspend or terminate this Agreement in whole or in part, for cause, when the Subrecipient has failed in whole or in part to meet its commitments and obligations as outlined in this Agreement and/or when the County deems continuation to be detrimental to its interests. The suspension process may include, but is not required to include, the following steps: a. When an issue involving non- performance or insufficient performance arises, the County will engage in informal discussions with the Subrecipient. The Subrecipient shall correct any deficiencies in performance. Technical Assistance, to the maximum extent practicable, will be provided by the County to help the Subrecipient successfully conduct the activity. b. If informal discussion does not result in improved performance, the County may schedule a monitoring visit to review the area of performance that must be improved. A written report will be provided to the Subrecipient which will outline the results of the monitoring and identify the specific performance deficiencies. The Subrecipient shall respond to the report with a proposed course of Corrective action and a time frame in which to implement corrective actions, c. if the Subrecipient fails to improve the performance problem area, the Subrecipient will be notified by the County in writing, that the Agreement is suspended. CDBG funds may not be expended for any activities that have been suspended. d. Suspension will (except in the case of illegal or improper action) include an identification of the specific performance deficiencies, the required course of corrective action, and a timeline for achieving the corrections. Corrective action plans shall require a 15 to 60 day CDBG Subrecipient Agreement Project No.: 05 -09 Page 7 of 18 0 \� I/ period of resolution (within the County's discretion, depending upon the performance issue). e. Suspension will only be lifted by the County upon Subrecipient's correction of the deficient performance to the County's satisfaction as evidenced by a written release from the Director of the Housing and Community Development Department. f. The suspended Subrecipient may not enter into any subsequent Subrecipient Agreement with the County (even for another project or different year's HOME or CDBG funding). g. Subject to the suspension process described above termination will occur when corrective action is not completed in a timely fashion as prescribed. h. Improper or illegal use of funds will result in immediate suspension and /or termination within the County's sole discretion. Suspension and /or Termination in this case may be initiated by telephone or personal contact with a written confirmation to Subrecipient within five (5) business days. The confirmation of suspension and /or termination to Subrecipient shall specify the reasons for suspension and /or tenziination and notify the Subrecipient of the County's future course of action regarding the improper or illegal action. i. Illegal or improper mishandling of funds or conduct which endangers, discriminates against, or otherwise subjects project beneficiaries to harm, may also result in a report of the conduct to appropriate legal authorities. j. Subrecipient may appeal the decision to suspend or terminate this Agreement through the Housing and Community Development Division Grievance Policy. The County reserves the right to terminate this contract, in whole or in part, immediately upon receipt of notice to the Subrecipient, in the event expected or actual funding to the County from the :Federal government or other sources is withdrawn, reduced or eliminated. In the event of suspension, i irther payment may be withheld until the Subrecipient takes corrective action or the County terminates the Agreement. In the event of termination, County will noti fy the Subrecipient in writing of its determination to terminate, the reason for such termination, and the effective date of the teniiination. Upon termination an accounting shall be done to determine what, if any, payments are due to the Subrecipient or what, if any, refund is due from the Subrecipient. Actions by either party under this Article shall not constitute a waiver of any right or claim by either party arising from this Agreement. G. Dispute Resolution: The Subrecipient and die County shall wort: together in good faith to resolve any disputes about their contractual relationship under this Agreement. If the Parties are unable to resolve a dispute arising from this Agreement within fifteen (15) days following the date one Party sends written notice of the dispute to the other Party, the dispute may be submitted by either party to the Director of Spokane County Housing and Community Development Department ("Director "). The Director's decision shall be made within ten (10) business days of receipt of the dispute, unless circumstances warrant a reasonable delay in said response. CDBG Subrecipient Agreement Project No.: 05 -09 Page 8 of is Either party shall have the right to pursue relief in a court of competent jurisdiction, if the Director does not resolve the dispute to their satisfaction. The Panties may mutually agree to resolve the dispute through an alternative dispute resolution mechanism, including but not limited to arbitration or mediation. Tn any dispute arising in connection with this Agreement, each Party shall be required to pay its own costs and expenses, including attorney's fees incurred in connection therewith, in preparation therefore and on appeal therefrom and in any bankruptcy proceeding related thereto. H. Severability: if any provision of this Agreement, or portion thereof is held invalid by any court of rightful jurisdiction, the remainder of this Agreement shall not be affected, providing the remainder continues to conform to applicable Federal and State law(s) and regulations and can be given effect without the invalid provision. 1. Records And Reports: The Subrecipient shall maintain such program records as may be required by applicable Federal, State and County regulations, all of which are incorporated herein by reference. Project records must be retained for a period required by 24 CFR 55.53. Project shall include evidence of benefit to low and moderate income persons, description of the work, financial records (source and use of funds, authorization to expend funds, obligations, unobligated balance, assets, liabilities, outlays and income), property acquisition, fair housing, equal opportunity, property disposition, etc. The public shall be granted reasonable access to all "public records" pursuant to RCW 42.17 and /or 5 USC 552. At a minimum; the Subrecipient will submit., with the first request for reimbursement, documentation and descriptions of project costs including formulas for allocated prorated portions of operating costs, procurement costs or other costs not wholly supported by CDBG funds. Documentation will include time studies or employee time sheets, job descriptions or contracts, indirect cost allocation plans or other requested documentation helpful to the County in detennining the eligibility of costs. Each successive request for reimbursement will include, at a minimum, back up documentation for costs incurred. Subrecipient shall prepare, complete and submit reports and other information as required by the County to demonstrate compliance with applicable regulations, eligibility of activities and costs, and project performance standards as described in this document. Failure to prepare and submit required reports and documents will constitute a breach of the performance of this Agreement and lead to suspension and/or termination of the Agreement pursuant to the terms of this Agreement. The Subrecipient shall: 1. Report to the County and obtain approval of the procurement process employed by Subrecipient prior to awarding a contract for professional or construction services or purchase of materials. 2. Prepare and submit to the County, when applicable, construction specifications, project plans, bid packets and other documentation prior to the execution of that project CDi3G Subrecipient Agreement Project No.: 05 -09 Page 9 of 1S component. Prior to solicitation of any bids the Subrecipient will obtain from the County, the appropriate federal .wage rates and labor standards documentation to be included in the bid package for any projects covered under the .Davis -Bacon Act. 3. Obtain and submit records acquired from construction contractors and subcontractors, that document compliance with the Davis -Bacon Act, as amended, the Copeland Act, the Contract Work Hours and Safety Standards Act and Prevailing Wages, RCW 39.12. 4. Report to the County, methods used to implement Fair Housing Laws and affrniativel_y market services to otherwise qualified persons, without regard to age. sex, color, ethnic origin, religion, disability or familial status. 5. Include identification of Spokane County CDBG funding on all printed materials, including signage, books, reports, pamphlets, brochures, posters and articles, published and circulated for the purpose of describing, evaluating, or publicizing services or activities funded under this Agreement. 6. Submit project progress, project benefit, and project financial reports within the timelines presented below. 7. At the earliest date during and /or after completion of the project, submit to Spokane County an audit report of the project, for the project period if applicable. Refer to Section VT, and Access, Examination, Audit, and Monitoring, for instructions regarding audit requirements. Reports will be submitted in the formats provided by the County which are attached to tills Agreement as Exhibits C and D: • Quarterly Progress Reports, (Exhibit C); and • :End of Project Year .Report no later than July 31, 2006 (Exhibit D). All reports unless otherwise specifically noted will be due by the 15th of each month and will contain data obtained during the preceding month, or other indicated reporting period. Any reports provided by the Subrecipient may be forwarded to the Board of Spokane County Commissioners, the US Department of Housing and Urban Development and the Housing and Community Development Advisory Committee to document perforniance. Additional reports may be requested from the Subrecipient, if necessary to comply with federal requirements. Reimbursement for project costs incurred will be contingent upon the submission of required reports. Failure to notify a subrecipient of the lateness of required reports does not release the subrecipient from the responsibility for their timely submittal. J. Procurement And Subcontracts: All procurement actions and subcontracts shall be in accordance with applicable State and Federal law relating to contracting by public agencies. For procurement actions requiring a written contract, the Subrecipient may, upon the County's specific written approval of the contract instrument, enter into any subcontract or procurement action authorized as necessary for CDBG Subrecipient Agreement Project No.: 05 -09 Page 10 of Is r V i the successful completion of this Agreement. The Subrecipient will remain fully obligated tinder the provisions of this contract Agreement not withstanding its designation of any third party to undertake all or any of the Project. The Subrecipient may not award or permit an award of a contract to a party that is debarred, suspended or ineligible to participate in a Federal program. The Subrecipient will submit to the County, the names of contractors, prior to signing contracts, to ensure compliance with 24 CFR Part 24, "Debarment and Suspension ". The Subrecipient will consult with Spokane County to develop a plan of action to comply with Executive Orders 11625, 12138 and 12432 and Public Law 95 -507 dealing with the use of minority and woman owned business enterprise -s. K. Indemnification And Insurance: The Subrecipient and its employees, volunteers, contractors or consultants shall carry throughout the duration of this Agreement, General Liability insurance, Comprehensive Automobile Liability Insurance and other such coverage as may be appropriate or required by State or Federal law, for the services to be performed. Properties improved, acquired or rehabilitated with CDBG funds will be insured until such time that the final disposition of the property occurs. Copies of insurance policies and /or evidence of insurance shall be provided to the County upon request. I. Indemnification. a. The Subrecipient shall protect, defend, indemnify, and hold harmless the County, its officers, employees, and agents from any and all costs, claims, judgments, and/or awards of damages, arising out of, or in any way resulting from, the negligent and/or intentional acts or omissions of Subrecipient, its officers, employees, and /or agents in connection with, or in support of this Agreement. Subrecipient agrees that its obligations under this subparagraph extend to any claim, demand, and /or cause of action brought by, or on behalf of any of its employees or agents against the County, in connection with, or in support of the performance of this Agreement. For this purpose, the Subrecipient, by mutual negotiation, hereby waives, as respects the County only, any immunity that would otherwise be available against such claims under the Industrial Insurance provisions of Title 51 RCW. In the event the County incurs any judgment, award, and/or cost arising therefrom, including attorney's fees, to enforce the provisions of this article, all such fees, expenses, and costs shall be recoverable fi-om Subrecipient. b. The County shall protect, defend, indemnify, and hold hanniess the Subrecipient, its officers, employees, and agents from any and all costs, claims, judgments, and /or awards of damages arising out of, or in any way resulting from, the negligent acts or omissions of the County, its officers, employees, or agents. The County agrees that its obligations under this subparagraph extend to any claim, demand, and /or cause of action brought by, or on behalf of, any of its employees or agents. For this purpose, the County, by mutual negotiation, hereby waives, as respects Subrecipient only, any immunity that would otherwise be available against such claims under the Industrial Insurance provisions of Title 51 RCW. In the event Subrecipient incurs any judgment, award, and /or cost arising therefrom, including attorney's fees, to enforce the provisions of this article, all such fees, expenses, and costs shall be recoverable CDBG Subrecipient Agreement Project No.: 05 -09 Page l l of 18 t\ fi-om the County. for the purposes of this Agreement, the Subrecipient and its subcontractors shall not be considered agents of the County. c. THE COUNTY ArrD THE SUBRECI'PfENT ACKNOWLEDGE THAT THE INDEMI\TIFiCATION PROVISIONS Of THIS SECTION WERE SPECIFICALLY NEGO'TiATED AND MUTUALLY AGREED UPON BY THEM. The Subrecipient's duties under this section shall survive expiration or earlier termination of the Agreement. 2. Insurance. a. The Subrecipient shall, at its own expense, maintain in effect tho-oughout the Agreement tern commercial general liability insurance with broad .form and stop gap (employer's liability) endorsements in minimum limits of One Million Dollars (S 1,000,000.00) per occurrence and Two Million Dollars ($2,000,000.00) annual aggregate for property damage or loss and minimum limits of One Million Dollars ($1,000,000.00) per individual and per occurrence and Two Million Dollars ($2,000,000.00) aiulual aggregate for personal injuries and death and worker's compensation coverage in accordance with requirements of Washington law. The County shall have the right to periodically review the appropriateness of such limits in view of inflation, changing industry conditions and court decisions and to require an increase in such limits upon thirty (30) days notice to the Subrecipient. The County of Spokane shall be required to be named as an additional insured, and shall be furnished with a copy of a certificate of insurance evidencing such policy or policies, which shall bear an endorsement that the same shall not be canceled nor materially reduced in coverage or limits without thirty (30) days prior written notice to the County. b. in the event of an incident arising, the Subrecipient shall provide policy or policies upon request to the County. During the Agreement, the Subrecipient shall also maintain at its own expense insurance covering its furuture, fixtures, equipment and inventory and all owned or leased real property and all improvements which t1Te Subrecipient makes to the real property in an amount equal to the full insurable value thereof, against fire and such other perils as are covered by an all risk policy, including all glass on any Subrecipient controlled real property. c. All insurance required under this Agreement shall (a) be issued by insurance companies authorized to do business in the State of Washington and acceptable to the County; (b) be issued as a primary policy, or under the blanket policy, not contributing with and not in excess of coverage wluch the Subrecipient may carry; (c) in the case of the liability policy, contain a contractual liability coverage endorsement covering the Subrecipient's indemnification duty; and (d) have deductibles acceptable to the County. d. If the Subrecipeint fails to maintain such insurance, the County may immediately obtain such .for the Subrecipient's account, and the Subrecipient shall reimburse the County for the full expense thereof with said reimbursement occurring in a manner CDBG Subrecipient Agreement Project No.: 05-09 Page 12 of 18 acceptable to the County in its sole and absolute discretion. e. in the event of non - renewal, cancellation or material change in the coverage provided, written notice shall be furnished the County no less than thirty (30) days prior to the date of non - renewal, cancellation or change. f. The County shall have no obligation to report insured occurrences. This provision shall survive termination or other expiiation of this Agreement. g. The County shall have no obligation for the payment of premiums for the insurance policies required by this section. h. Not less than thirty (30) days following the execution of this Agreement, unless already filed and covering the same period of coverage, the Subrecipient shall .61e with the County evidence of employee dishonesty coverage in a minimum cumulative amount of One Hundred Thousand Dollars ($100,000.00) or the amount of this Agreement, whichever is less, which shall be conditioned upon the Subrecipient faithfully accounting for all funds received and further assuring that such funds are used for the proposes of this Agreement. 3. Waiver ofSubro gation. The County shall not be liable to the Subrecipient or to any insurance company (by way of subrogation or otherwise) insuring the Subrecipient for any loss or damage to any Person, building, structure or tangible personal property of the other occurring as a result of activity under the Agreement, even though such loss or damage might have been occasioned by the negligence of the County, its agents or employees, if such loss or damage is covered by insurance benefiting the Subrecipient suffering such loss or damage was required to be covered by insurance under teens of the Agreement. Subrecipient shall cause each insurance policy obtained by it to contain this waiver of subrogation clause. L. Code Of Conduct And Conflict Of Interest: The Parties hereto shall maintain a Code of Conduct which governs the performance of employees, agents, consultants, officers, or elected or appointed officials who: 1) exercise any fitnction or responsibility with respect to the award or administration of contracts or procurement actions funded in whole or in part by funds made available hereunder or 2) are in a position to participate in a decision making process or gain inside information with regard to such activities. These individuals are prohibited from obtaining a personal or financial intereest or benefit from any activity, or having an interest in any contract, subcontract or agreement with respect thereto, or the process thereunder, either for themselves or their family or business ties during their tenure or for a one -yeas period thereafter. The Subrecipient organization/agency shall adopt such Code of Conduct within 30 days of the execution of this Agreement if a Code of Conduct described in the preceding paragraph is not already in effect. In the perfornance of the Agreement, Subrecipient agrees to comply with all applicable laws and Ci BG Subrecipient Agreement Project Rio.: 05 -09 Page 13 of IS regulations that may pertain to conflicts of interest. These include any applicable provisions of RCW Title 42. Any violation of this section shall constitute a material breach of this Agreement, allowing the County to terminate the Agreement pursuant to the terms hereof. M. Political Activity And Lobbying: No portion of the fluids provided hereunder shall be used for any partisan political activity or to further the election or defeat of any candidate for public office or influence or defeat of any ballot issue. No member or delegate to the Congress of the United States of America, nor resident Commissioner, nor any other Federal official shall be admitted to any share or part of the Federal fluids provided by this Agreement. The Subrecipient will comply with the requirements set forth in Section 1352, Title 31, U.S. Code that prohibit the use of Federally appropriated funds to influence or attempt to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in cotunection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. Pursuant to Section 1352, title 31, U.S. Code, subrecipient lobbying activity funded by other than Federally appropriated funds, shall be reported. The Subrecipient shall require that the language of this section be included in the award documents for all sub - awards at all tiers (including subcontracts, stab- grants, and contracts under grants, loans, and cooperative agreements) and that all subcontractors shall certify and disclose accordingly. N. Order Of Precedence: The Agreement is entered into pursuant to and tinder the authority granted by the laws of the State of Washington and any applicable federal laws. The provisions of this Agreement shall be construed to conform to those laws. In the event of any inconsistency in the terms of this Agreement or between its terms and any applicable statute or rule, the inconsistency shall be resolved by giving precedence in the following order: A. Applicable Federal Statutes and Regulations, B. Applicable State Statutes and Regulations; C. HUD Contract No.: B- 05 -UC- 530004; D. Express terms of this Agreement and any amendments. 0. Drug -Free Workplace Act Of 1958: The Subrecipient will comply with the Drug-Free Workplace Act of 1988, . P.L. 100 -690, and CDBG Subrecipient Agreement Project No.: 05 -09 Page 14 of IS shall certify that they will maintain a dntg -fi-ee work place, develop and adopt a written policy and implement organizational policies and procedures as required by the Drug-Free Workplace Act of 1983, related laws and regulations. P. Jurisdiction: This Agreement shall be governed by the law and statutes of the State of Washington. Venue for any action hereunder shall be in the Superior Court for Spokane County, Washington. Q. Compliance With Federal Regulations The Subrecipient and all its consultants and contractors shall comply with the following State and federal laws, regulations and County policies as they pertain to project compliance and shall include notification and /or documentation as required by the County: (Said laws and regulations are incorporated herein and made a part hereof by reference.) Civil Rights, Equal Opportunity and Affirmation Action Title Vf of the Civil Rights Act of 1964 (P.L. 88 -352) and Section 109 of the Housing and Community Development Act of 1974 as amended relating to nondiscrimination in performance of this project and to the benefits deriving fi-om it, and regulations issued pursuant thereto (24 CFR Parts 1 and 570 and RCW 49.60). 2. Section 504 of the Rehabilitation Act of 1973 (P.L. 93 -112) as amended, dealing with employment of handicapped persons and program benefits to handicapped persons and regulations issued pursuant thereto, and accessibility for handicapped persons (RCW 1927 and RCW 7092). 3. The Age Discrimination Act of 1975, as amended (P.L. 94 -135), and regulations issued pursuant thereto. 4. Section 402 of the Vietnam Era Veteran's Readjustment Assistance Act of 1974, dealing with employment of Veteran's, Disabled Veterans and Veterans of the Vietnam Era and regulations issued pursuant thereto. 5. Section 3 of the Housing and Community Development Act of 1974 as amended, and regulations issued pursuant there to (24 CFR Part 135), dealing with employment of County low income residents as employees and use of County businesses as contractors, subcontractors, and suppliers. 6. Executive Order 11.246 dealing with nondiscrimination in employment as a result of Federally assisted construction contracts as amended by Executive Orders 11375 and 12086, and regulation issued pursuant thereto (41 CFR Chapter 60). 7. Subrecipients who receive CDBG fluids, and who deliver human services to low and moderate income persons, will be required to affirmatively market such services to persons in Spokane County regardless of race, religion, sex, age, national origin, color, handicap, or familial status. Such affirmative marketing will be documented and submitted to the County as part of the required monthly beneficiary_ and progress reports. CDBG Subrecipient Agreement Project No.: 05 -09 Page 15 of 18 0 Labor Standards 1. Labor standards and wage rate requirements set forth in Section 110 of the Housing and Community Development Act of 1974, as amended, 24 CFIZ 570.605 and HUD regulations issued pursuant there to, including the Davis -Bacon Act as amended, the Copeland Act and the Contract Work Hours and Safety Standards Act and Prevailing Wages, RCW 39.12. Real Property Acquisition, Displacement and Relocation Assistance 1. Relocation requirements of Title 1T and acquisition requirements of Title 11I of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, and regulations issued pursuant thereto (24 CFR Part 42). 2. Spokane County's Displacement and Relocation Policy relating to persons affected by Community Development Block Grant activities. Environmental Protection 1. Executive Order 11988 relating to evaluation of flood hazards and Executive Order 11288 relating to the prevention, control and abatement of water pollution. 2. Flood insurance purchase requirements of Section 102 and 202(x) of the Flood Disaster Protection Act of 1973 (P.L. 93 -234). 3. Lead Based Paint Poisoning Act (42.U.S.C. 4801 et seq.) and regulations issued pursuant thereto (24CFR Part 35 Subpart B). Purchase and briprovement of Property Acquired and /or unproved with CDBG Funds. I. Any property under the Subrecipient's control, that is acquired or improved, in whole or in part, with CDBG funds in excess of S25,000 is subject to the regulation at 24 CFR Part 570.503 (b) (8) Reversion of Assets, which requires property acquired or improved with CDBG funds to be used for a purpose which meets a national objective for a period of five (5) _years from the expiration of this agreement. Disposition of any property acquired or improved with CDBG funds during the five (5) year period requires repayment of the CDBG fluids to Spokane County. Stich property disposition will be reported to the County within 30 days of the intent to dispose of said property. 2. At a minimum, all property acquired and /or improved with CDBG funds will be inventoried and reported on an annual basis by the Subrecipient. A letter detailing the current usage and status of said property will be sent to the County. The report shall be required fora period of five (5) years from the expiration of this Agreement. Promissory Notes, Deeds of Trust or other documents may additionally be negotiated as a term for receipt of funds. 3. If the Subrecipient intends to dispose of a property acquired and /or improved with CDBG funds, it will be incumbent on the Subrecipient to report, in writing, to the County, such intent to dispose of said property 30 days prior to the negotiation and/or agreement to dispose of said property. CDBG Subrecipient Agreement Project No.: 05 -09 Page 16 of 18 Additional Conditions For Municipal Subrecipients 1. In accordance with section 906 Cranston - Gonzales National Affordable Housing Act, Spokane Valley certifies that it has adopted and is enforcing a policy prohibiting the use of excessive force by law enforcement agencies within Spokane Valley's jurisdiction against any individuals engaged in nonviolent civil rights demonstrations. 2. Spokane Valley certifies that it has adopted and is enforcing a policy enforcing applicable State and Local laws against physically barring entrance to or exit from a facility or location which is the subject of a nonviolent civil rights demonstrations within Spokane Valley's jurisdiction. R. Proprietary Rights: The County and iiUD hereby retain a nonexclusive, royalty free, and irrevocable right to duplicate, use for their own purposes, disseminate, disclose, or authorize others to utilize any copyrighted or copyrightable work developed or purchased with CDBG funds. S. Exhibits: Any exhibits, attachments or addenda referred to herein and /or attached to this Agreement and any Amendments hereto, are incorporated herein as i f set forth in full. T. Miscellaneous. 1. Further Documentation. Subrecipicnt agrees to execute, acknowledge, and deliver upon reasonable request by the County any document, which the County reasonably deems necessary or desirable to evidence or effectuate the rights herein conferred or to implement or consummate the purposes and intents hereof. 2. Headings. The headings are for convenience only and do not in any way limit or affect the terms and provisions hereof. 3. Calculation of Time Periods. Unless otherwise specified, in calculating any period of time described in this Agreement, the day of the act or event after which the designated period of time begins to run is not to be included and the last day of the period so computed is to be included, unless such last day is a Saturday, Sunday, or County holiday, in which case the last day of the period shall be the next business day. The final day of any such period shall be deemed to end at 5 o'clock p.m., Pacific "Time. 4. Time of Essence. Time is of the essence of this Agreement. 5. Gender and Grammar. Wherever appropriate in this Agreement, the singular shall be deemed to refer to the CDr3G Subrecipient Agreement Project No.: 05 -09 Pige 17 of 18 plural and the plural to the singular, and pronouns of certain genders shall be deemed to include either or both of the other genders. IN WITNESS WHEREOF, the parties to this Agreement have caused it to be executed as of the date noted below. ATTEST: Erickson Clerk of the Board SUBRECIPIENT: rs� - ` '.. A& * ' COU4�k` DATE: Vz — TAX ID No.: REDACTED Phillip D. Harris, Chair Todd Mielke, Vice -Chair Mark Richard, Commissioner This document contains confidential tax information and has been redacted pursuant to RCW 82.32.330. You may petition for a review of our findings pertaining to any redacted or withheld documents pursuant to Spokane Valley Municipal Code (SVMC) 2.75.080; and obtain judicial review pursuant to RCW 42.56.550. CDBG Subrecipient Agreement Project No.: 05 -09 Page 18 of 18 Project Flo. 05 -09 COMMUNITY DEVELOPMENT BLOCK GRANT SUB.R.ECIPIENT ACREEM=LW Exhibit 'B Assurances and Representations Certification of Compliance with the American With Disabilities Act of 1990 t, the undersigned representative for the agency, affirm that I have read and fully understand the applicable portions of the Americans with Disabilities Act of 1990. 1 furthermore affirm that neither the agencies response, the services provided by the agency, the physical plant in /on, which any of these services are rendered, nor any other aspect of the agency's operations, violates the relevant provisions or explicit intent of the Act. Signature of Representative Printed Name of Representative Date____>i�� Certification of Compliance with Section 504 of the Rehabilitation Act of 1973, as Amended. I, the undersigned representative for the agency, affirm that I have read and fully understand the applicable portions of Section 504 of the Rehabilitation Act of 1973, as amended. I furthermore affirm that neither the agencies response, the services provided by the agency, the physical plant in /on, which any of these services are rendered, nor any other aspect of the agency's operations, violates the relevant provisions or explicit intent of the Act. Signature of Representative / Printed Name of Representative Date A' Certification of Compliance with the Civil Rights Act of 1964, As Amended I, the undersigned representative for the agency, affirm that I have read and fully understand the applicable portions of The Civil Rights Act of 1964, As Amended. I furthermore affirm that neither the agencies response, the services provided by the agency, the physical plant in /on, which any of these services are rendered, nor any other aspect of the agency's operations, violates the relevant provisions or explicit intent of the Act_ Project No. 05 -09 Exhibit 8 Page t of 2 Project No. 05 -09 Signature of Representative Printed Name of Representative Date Zie Z 04 ` Certification of Compliance with the Drug Free Workplace Act of 1988 I, the undersigned representative for the agency, affirm that I have read and fully understand the applicable portions of The Drug Free Workplace Act of 1988. 1 furthermore affirm that neither the agencies response, the services provided by the agency, the physical plant in/on, which any of these services are rendered, nor any other aspect of the agency's operations, violates the relevant provisions or explicit intent of the Act. Signature of Representative - Printed Name of Representative Date Certification Regarding Debarment, Suspension and Other Responsibility Matters The agency certifies to the best of its knowledge and belief that it and its principals: (a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded frorn covered transactions by any Federal department or agency; (b) Have not within a three year period preceding this contract agreement been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission or embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property. (c) Are not presently indicted for or otherwise criminally or civilly *charged by a government entity (Federal, State, or local) with commission of any of the offenses enumerated in paragraph (1)(b, of this certification. (d) Have not within a three -year period preceding this application /proposal had one or more public transactions (Federal, State or local) terminated for cause or default. I understand that a false statement of this certification may be ground for termination of the contract agreement. Signature of Representative 2 Printed Name of Representative Date Project No. 05 -09 Exhibit B Page 2 of 2 rw�%m�a awmucm S P O K A N E C O U N T Y HOUSING AND CON uwry DEvELOPN4ENT DEPARTMENT KASEY M. KRAMER, DIRECTOR To: 2005 Community Development Block Grant (CDBG) Subrecipient From: Tim Crowley, Manager Community Services Department Housing and Community Development Department Date: August 12, 2005 Subject: 2005 Subrecipient Agreements Enclosed is a signed copy of your 2005 CDBG Subrecipient Agreement. The Board of County Commissioners authorized Agreements on May 17, 2005, and finalized our agreements with the U.S. Department of Housing and Urban Development on August 2, 2005. Please take the time to familiarize yourself with program requirements. You may begin incurring project costs (retroactively from July 1, 2005), provided those costs are eligible and in accordance with regulations and requirements outlined in the Agreement. Prior to disbursing CDBG funds to your agency, you must submit a Signature Authorization Letter on your organization's letterhead. A sample of the Signature Authorization Letter is contained as Exhibit F in the 2005 Program Year Project Management Manual. Please contact your project administrator if you have any questions regarding your 2005 CDBG Project. if you are unsure of who is handling your project, please contact Tim Crowley at 477 -4488, or Marti Buck at 477 -2588. We are looking forward to working with you during 2005, and wish you success with your project. pFtoyj,arZ3 }jT,�1 33Q0 )LSubrccipientAgrer{prWlgivC Ofd 4THFtaox, SPOKANE, WA 992N PAX; (509)477-2561 TDD: (509) 4777-2521 www.spoki3nt- <ounty.org n it