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Home My WebLink AboutOshkosh Area Community Pantry 11/18/2015AGREEMENT THIS AGREEMENT is between the City of Oshkosh, a Wisconsin municipal corporation, herein referred to as "CITY"; and Oshkosh Area Community Pantry, 2551 Jackson St, Oshkosh, WI 54901, a Wisconsin non-profit corporation, herein referred to as "SUBRECIPIENT". GENERAL DESCRIPTION A. The City has received funding from the U.S. Department of Housing and Urban Development (HUD) underthe Title I Community Development Block Grant (CDBG) Program, to undertake projects and activities as indicated in the City's Final Statement of Community Development Objectives and Projected Use of Funds. The activity set forth in this AgreemenYs Scope of Services is one of the said activities and it is the responsibility of the subrecipient to carry out the activities in compliance with this Agreement and other applicable regulations referred to herein. B. The City has allocated a portion of its 2015-2016 CDBG to a public service funding consortium whose purpose is to evaluate public service grant applications and allocate funds contributed to the funding consortium. C. The City will review public service organizations funded through the consortium with 2015-2016 CDBG funds in order to evaluate subrecipient perFormance to ensure that the scope of services a subrecipient stated that it would perform in its application for funding to the consortium was being carried out in accordance with applicable laws and regulations and to provide technical assistance. D. The City will make quarterly payments on a reimbursement basis to the subrecipient after written requests for payment has been made with attached documentation supporting such requests. E. Funding under this Agreement shall be paid with 2015-2016 CDBG funds. Should the City not receive said funds, this Agreement shall be null and void. If a portion of the CDBG funds are rescinded by Congress, the contract amount in Article V(A) of this Agreement shall be reduced by the same percentage that is rescinded from the City's 2015-2016 CDBG Program by Congress or HUD, or as determined by the City per applicable HUD regulations. SCOPE OF SERVICES A. The subrecipient shail: (1) Provide free community-based food pantry to feature enhanced nutritionally improved selection of food itemso (2) Provide said services in accordance with the objectives outlined in the subrecipient's proposal to the consortium (see "Appendix A", which is attached and fully incorporated into this Agreement) and are for City of Oshkosh residents only. B. Said services shall commence on or about Mav 1, 2015 and shall be completed bv April 30, 2016. C. The subrecipient certifies that the activities carried out with the funds provided under this Agreement will meet one or more of the CDBG program's National Objectives: 1) benefit to low and moderate income (LMI) persons; 2) aid in the prevention or elimination of slums or blight; and 3) meet a need having a particular urgency (as defined in 24 CFR Part 570.208). III. REPORTING REQUIREMENTS/RECORDS A. The subrecipient shall provide quarterly reports to the City by Auqust 31, 2015, November 30, 2015, Februarv 28, 2016, and Mav 31, 2016. Additionally, the final report shall include both the last quarter, as well as a yearly summary of activities along with accomplishments. A template for the reporting wilt be provided to the subrecipient and shall include, at a minimum, the following information: (1) �2) (3) ( 4) (5) (6) i7) ($) �9) (10) (11) Amount of CDBG funds expended per budget and additional funds leveraged for program Type and amount of services provided Number of total clients Number of clients and percent of clients from Oshkosh Number of low/moderate income persons assisted Number of very low income persons assisted Number of extremely low income persons Number of persons assisted based on one of the following 10 race categories: White, Black/African American, Asian, American indian/Alaskan Native, Native Hawaiian/Other Pacific Islander, American indian/Alaskan Native & White, Asian & White, Black/African American & White, American Indian/Alaskan Native & Black/African American, or Other Number of Hispanic persons assisted per each of the above 10 race categories Number of female headed households assisted Progress towards program goais (outcome statement) Records necessary to substantiate these reports shall be kept on file at the subrecipient's office and shall include atl documents, computer records and reports associated with this agreement. B. Maintain a separate financial account for CDBG funds which shows all receipts, including program income, and disbursements. All disbursements shall have documentation that substantiates that costs incurred and paid from the CDBG account are reasonable, allowable, and allocable per applicable Federal cost principals. Program income, as defined at 24 CFR 570.500 (a), shall be reported to the City quarterly. The subrecipient may use program income for activities specified in this agreement, but shall reduce subsequent requests forfunds under this agreement by the amount of the program income received. Any program unused program income shall be returned to the City at the end of the agreement period. C D E Provide the City with a copy of an agency audit, conducted in accordance with 2 CFR Part 200, as applicable, for any fiscal year CDBG funds were received under this Agreement. All records required under this Agreement shall be retained for four (4) years after completion of the project, or after all pending matters relative to this Agreement are closed. The subrecipient agrees to provide access to the City, HUD, the Comptroller General of the United States, or any of their duly authorized representatives to any books, documents, papers and records which are directly pertinent to this Agreement for the purposes of making audit, examination, excerpts and transcriptions. IV. STANDARD PROVISIONS A. The subrecipient agrees in all hiring or employment made possible by or resulting from this Agreement, there (1) will not be any discrimination against any employee or applicant for employment because of race, color, sex orientation, religion, sex or national origin; and (2) affirmative action will be taken to ensure that applicants are employed and that employees are treated during employment without regard to their race, color, religion, sex orientation, sex or national origin. This requirement shall apply to, but not be limited to the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising, lay-off or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. There shall be posted, in conspicuous places available to employees and applicants for employment, notices required or to be provided by Federal or State agencies involved setting forth the provisions of the clause. All solicitations or advertisements for employees shall state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex orientation, sex or national origin. 2015-2016 City of Oshkosh Community Development Block Grant Oshkosh Area Food Pantry B. The subrecipient will make a good faith effort to use minority and women-owned businesses in procurement of supplies, and upon request of the City, must provide satisfactory evidence of such effort. Additionally, the subrecipient agrees to provide the City with the name(s) and contract amount(s) of all minority and women-owned businesses awarded contracts on the project. C. If the proceeds used under this Agreement result in book or other copyrightable materials, the author is free to copyright the work, but the appropriate Federal agency involved reserves a royalty- free non-exclusive and irrevocable license to reproduce, publish or otherwise use, and to authorize others to use all copyrighted material and all materials which can be copyrighted. D. Any discovery or invention arising out of or developed in the course of work aided by this Agreement shail be promptly and fully reported to the appropriate Federal agency involved for determination by it as to whether patent protection on such invention or discovery shall be sought and how the rights in the invention or discovery, including rights under any patent issued thereupon, shall be disposed of and administered, in order to protect the public interest. E. The subrecipient agrees to comply with all applicable standards, orders, or requirements issued under: Clean Air Act, 42 U.S.C., 7401 et seq. Federal Water Pollution Control Act, as amended, 33 U.S.C. 1251, et seq., as amended, 1318 relating to inspection, monitoring, entry, reports, and information, as well as other requirements specified in said Section 14 and Section 308, and all regulations and guidelines issued there under. Environmental Protection Agency (EPA) regulations pursuant to 40 CFR, Part 50, as amended. F. The subrecipient agrees to comply with mandatory standards and policies relating to energy efficiency, which are contained in the State Energy Conservation Plane G. No officer, employee or agent of the City who exercises any functions or responsibilities in the review or approval, or the carrying out of responsibilities, to which this Agreement pertains, shall have any personal interest, direct or indirect, in this Agreement. H. Incorporated by reference herein are OMB Circulars A-21, A-122 orA-133 as applicable, and 2 CFR Part 200. V. PAYMENT FOR SERVICES A. Contract Amount The subrecipient shall perform all work under this Agreement for an amount to be determined by the City per (I) (B) of this Agreement, but not to exceed FOUR THOUSAND FIVE HUNDRED DOLLARS 4 500 . B. Method Of Pavment Funds will be released quarterly by the City upon receipt of proper invoice verifying eligible expenses actually incurred by the subrecipient with attached documentation supporting such requests, and approved by the City. 2015-2016 City of Oshkosh Community Development Block Grant Oshkosh Area Food Pantry �� >> ` . : �,� � �. �� H; , VI. SUSPENSION AND TERMINATION terms conditions or standards of this � : When the subrecipient has failed to comply with the � ulations, the City may, on reasonable notice to the subrecipient, Agreement or applicable HUD reg ments or prohibit the subrecipient from incurring suspend the Agreement and withhold further pay li ations of funds, pending corrective action by subrecipient, or a decision to termina e additional ob g in accordance with paragraph B below. This Agreement may be terminated for cause or convenience. TION FOR CAUSE: The City may terminat ned thag the subrec p en�t has fa led to �� TERMINA notify the subrecipient in any time before th odd t onsCOf thistAgreehment eThe City h tiopr t g ther with the effective date. comply with the c , the Cit in the even t t his A g r e e m e n t i s writing of the � e t o the Isubrecip hent or �eco �er es by m� n y Payments ma a licable terminated for cause, shall be in accordance with the leg t�isgntnon ompl ance wi h any�I pp In t e event there is probable cause to belWithholdSUprto Iffteen (15) percent of the Cityuor otherw s'e rules or regulations, the City may agreement until such time the subrecipient is found to be in compliance by adjudicated to be in compliance. be terminated in whole or in �2� TERMINATION FOR CONVENIENCE: This Agreement may rties a ree that the continuation of the project a�ies shalpagree upon the e'ffectivte part when all pa 9 commensurate with the further expenditures of funds. Th p ive date, and shall cancel as many ase of artial terminations, the portion to be terminated. The subrecipient shall not date and in the c P o�tion after the effect incur new obligations for the terminated p obli ations as possible. The City shall breci ient pr o1r to termsnat on�pient or any outstandmg g ro erl incurred by the s P noncanceilable obligations p p Y �3� The parties shall p romptly settle the terminated grant and execute a W r�eementendment u on settlement, which sets forth the terms and conditions of the settlement g p VII. REVERSION OF ASSETS The subrecipient agree s to transfer back to the City any CDBG funement�. The subrec pien bfurthte agaees to the use of CDBG funds on hand at time of exp iration of this 9re roved in whole or in part wit that any real property under the subrecipienYs control that was acquired or imp CDBG funds in excess of $25,000 is either: ears after expiration of this q, Used to meet one of the nati er old of time as dete m5ned appropriate by the City; or qgreement, or such longer p reimbursed in the amount of the current less any portion thereof attubh �e mburseme nlis not�equ �ed�afte g, Is disposed °lue o he p ope�tyh results in the City beings fair market va funds for acquisition of, or improvement to, the prope . the period of time specified in accordance with A above. VIII. AMENDMENTS This Agreement may be amended at any time by a written modification mutually agreeable to both parties hereto. Oshkosh Area Food Pantry 2015-2016 City of Oshkosh Community Development Block Grant 4 x� � 0 IX. INDEMNIFICATION The subrecipient agrees to and does hereby hold the City harmless and does hereby indemnify the City against any claims or demands of any person or legal entity arising by reason of this Agreement. This Agreement is made this I� day of I��'��mY�-� , 2015, and is specifically binding upon the parties hereto. OSHKOSH AREA COMMUNITY PANTRY `� n� TERRI GREEN EXECUTIVE DIRECTOR 2015-2016 City of Oshkosh Community Development Block Grant CITY OF OSHKOSH s�-` MAR�ROHLOFF CITY MANAGER ___� � , � � 1� � PAMELA R. UBRIG � CITY CLERK APPROVED AS TO FUNDING AVAILABILITY: _��L�� TRENA LARSON FINANCE DIRECTOR � --� � � • •' f ��►,:, ,.�Jr►.► � , �11/ ;�- _- .nJ - - . �. 5 Oshkosh Area Food Pantry