HomeMy WebLinkAbout7925RESOLUTION NO. 7925
A RESOLUTION APPROVING AMENDMENT NO. 2 TO THE
AGREEMENT BETWEEN THE CITY OF PUEBLO, A MUNICI-
PAL CORPORATION, AND PUEBLO COUNTY HEAD START
PARENTS, INC., AND AUTHORIZING THE PRESIDENT OF
CITY COUNCIL TO EXECUTE SAME
WHEREAS, the City of Pueblo as grantee for the Pueblo Head Start
Program has received an additional $220,793.00 for the current program year
for a new total of $1,879,380.00; and
WHEREAS, an amendment to the existing agreement between the
City of Pueblo as a municipal corporation and Pueblo County Head Start
Parents, Inc., must be approved for the utilization of the funds; and
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF
PUEBLO, COLORADO, that:
SECTION 1
Amendment No. 2 to the Agreement for Delegation of Activities
between the City of Pueblo, a municipal corporation, and Pueblo Head Start
Parents, Inc., a copy of which is attached hereto and incorporated herein,
having been approved as to form by the City Attorney, is hereby approved.
SECTION 2
The President of the City Council is hereby authorized to execute
and deliver said agreement on behalf of the City of Pueblo, a municipal
corporation, and the City Clerk shall affix the seal of the City hereto and
attest same.
ATTESTED BY:
ITY CLERK
INTRODUCED: AUGUST 12, 1996
BY: Patrick Avalos
COUNCIL PERSON
APPROVED:
P SIDENT THE CITY COUNCIL
AGREEMENT FOR DELEGATION OF ACTIVITIES
BETWEEN THE CITY OF PUEBLO, AND
PUEBLO COUNTY HEAD START PARENTS, INC.
This agreement entered into as of February 1, 1996, including all attach-
ments and conditions annexed hereto (Attachments A — Reports, B— Records, C—
Monitoring and Evaluation, and D— Budgets, which are expressly made a part
hereof), shall govern certain activities of the Pueblo County Head Start Parents,
Inc., financed under the Department of Health and Human Services Grant No.
#08CH0024/23, Base Grant PA22, and Training and Technical Assistance Grant
PA20, in the amount of $1,879,380 (collectively the "Grant ") for the period of 02-
01 -96 to 01- 31 -97, which is to be carried out by Pueblo County Head Start
Parents, Inc., hereinafter referred to as the "Delegate," on behalf of the City of
Pueblo, hereinafter referred to as the "Grantee." Notwithstanding any other
provision of this agreement, this agreement shall terminate on January 31, 1997.
The Grantee and Delegate agree as follows:
1. Work To Be Performed
The Delegate shall, in a satisfactory manner as determined by the Grantee
and in compliance with the approved work program and Budget, perform all
activities described in the Grant which are incorporated herein as if set out in full.
Delegate acknowledges receipt of copies of the Grant.
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2. Compliance With Approved Program and Federal Regulations
All activities authorized by this Agreement will be performed in accordance
with the approved work program, the approved Budget, the Grant conditions,
applicable Grant Regulations, and relevant Administration on Children and Families,
herein called A.C.F. directives, regulations, guidelines, and required assurances
including without limitation Title 45 of the Code of Federal Regulations, Part 74.4
(Delegate acknowledges it is subject to substantive provisions of Title 45, Part 74
of the Code of Federal Regulations and will comply with all applicable provisions
thereof).
3. Reports, Records, and Evaluation
The Delegate agrees to submit to the Grantee, on a timely basis, such
reports as may be required by A.C.F. directives, regulations and guidelines or by
the Grantee, including the reports listed in Attachment "A" according to the
schedule therein set out.
The Delegate also agrees to prepare, retain, and permit the Grantee to
inspect as it deems necessary (in addition to inspection authorized by the
conditions in the Grant) the records listed in Attachment "B" as well as other
records that may be required by relevant A.C.F. directives.
The Delegate further agrees that the Grantee may carry out monitoring and
evaluation activities to include, at a minimum, those listed in Attachment "C" and
will effectively ensure the cooperation of the Delegate's employees, agents, and
Board of Directors in such efforts.
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4. Changes
The Grantee may, from time -to -time, request changes in the scope of
services and activities of the Delegate to be performed hereunder. Such changes,
including any increase or decrease in the amount of the Delegate's compensation,
which are mutually agreed upon by and between the Grantee and the Delegate,
must be incorporated in written amendments to this Agreement and after such
incorporation shall become a part of this Agreement as if set out in full.
5. Compliance with Laws
The Delegate shall comply with all applicable laws, ordinances, rules,
regulations, and codes of federal, state, and local governments. These include, but
are not limited to, the following federal statutes and implementing regulations: The
Economic Opportunity Act of 1964, the Civil Rights Act of 1964, the Rehabilitative
Act of 1973, the Civil Rights Act of 1968, the Privacy Act of 1974, the Lead -
Based Paint Poisoning Prevention Act, the Health Promotion Act of 1976, the Flood
Disaster Protection Act of 1973, the Age Discrimination Act of 1975, and the
Single Audit Act of 1984.
6. Covenant Against Contingent Fees
The Delegate warrants that no person or organization has been employed or
retained to solicit or secure this Agreement upon an agreement or understanding
for a commission, percentage, brokerage, or contingent fee. For breach or violation
of this warrant, the Grantee shall have the right to terminate this Agreement or
otherwise recover the full amount of such commission, percentage, brokerage, or
contingent fee, or to seek such other remedies as legally may be available.
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7. Schedule of Payments
Subject to receipt by Grantee of authorized Grant funds, the Grantee agrees
to advance funds to the Delegate for authorized expenditures made in conformance
with the Delegate's approved Budget. Delegate will submit all vouchers to the
Grantee who will approve or disapprove payment within 10 days of receipt of the
vouchers. No vouchers shall be paid until after approval by the Grantee. Submittal
of the vouchers to support payment will be under the Grantee's accounting
procedures established or approved by the Grantee's Director of Finance. Grantee
shall not be liable for or be responsible to reimburse Delegate for any unauthorized
expenditures.
Delegate understands and agrees that two and one -half percent (2.5 %) of the
Grant will be retained by Grantee for its administrative services with respect to the
Grant and this Agreement; and, therefore, the maximum grant funds available to
Delegate under this Agreement is ninety -seven and one -half percent (97.5 %) of the
amount of the Grant set forth on page 1 of this Agreement.
8. Termination
The Grantee may be given 10 days written notice specifying the effective
date to terminate this Agreement in whole or in part for cause, which shall include:
(a) failure, for any reason of the Delegate to fulfill in a timely and proper manner
its obligations under this Agreement including compliance with the approved work
program and attached conditions, with statutes and Executive Orders, and with
such A.C.F. directives, regulations, and guidelines as may become applicable at any
time; (b) submission by the Delegate to A.C.F. or the Grantee of reports that are
incorrect or incomplete in any material respect; (c) ineffective or improper use of
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funds provided under this Agreement; and (d) suspension or termination by A.C.F.
of the Grant to the Grantee under which this Agreement is made, or the portion
thereof delegated by this Agreement.
If the Delegate is unable or unwilling to comply with such additional
conditions as may be lawfully applied by A.C.F. to the Grant or to the Grantee,
the Grantee or Delegate may terminate this Agreement by giving 10 days prior
written notice to other party, signifying the effective date thereof. In such event
the Grantee may require the Delegate to ensure that adequate arrangements have
been made for the transfer of the delegate activities to another Delegate acceptable
to Grantee.
In the event of any such termination, all property and finished or unfinished
documents, data, studies, and reports purchased or prepared by the Delegate under
this Agreement or prior Agreements shall be disposed of according to A.C.F.
directives, and the Delegate shall be entitled to compensation for any unreimbursed
expenses reasonably and necessarily incurred in satisfactory performance of this
Agreement to the date of such termination. Notwithstanding the above, the
Delegate shall not be relieved of liability to the Grantee for damages sustained by
the Grantee by virtue of any breach of this Agreement by Delegate, and the
Grantee may withhold any reimbursement to the Delegate for the purpose of set
off until such time as the exact amount of damages due the Grantee from the
Delegate is agreed upon or otherwise determined.
9. Non - Federal Share
The Delegate shall be responsible for securing sufficient cash and /or in -kind
services to meet the entire non - federal share required by the Grant conditions.
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10. Review of New Directives
The Grantee will submit promptly to the Delegate for comment those
proposed additional directives that it receives from A.C.F. for comment.
11. Project Director
Delegate shall employ a Project Director selected by the Delegate Board of
Pueblo County Head Start Parents, Inc. The Project Director under the supervision
and control of the Board of Directors of Delegate shall be the Chief Executive
Officer of the Delegate.
12. Executive Director
The City Manager, as Chief Executive Officer of the Grantee, or his
authorized representative, shall be considered the Executive Director of the Grantee;
and upon request by Delegate, will consult with Delegate's Board.
13. Cooperation with Grantee's Agents
The Department of Planning and Development, herein called DPD, and the
Department of Finance of Grantee shall each serve in an advisory capacity to the
City Council which serves as the Governing Board of the Grantee, and to the City
Manager, as Executive Director of the Grantee. Delegate shall cooperate with DPD
and Department of Finance in the performance of their responsibilities in such
advisory capacity. Policy direction relating to the Head Start Program, grants
formulation, and performance shall flow from the City Council of Grantee to the
Delegate Board with the understanding that the Delegate shall be responsible for
ultimate performance, and the Grantee shall retain authority to make ultimate policy
decisions as provided by A.C.F. directives, regulations, and guidelines.
14. Relationship
Nothing herein contained nor the relationship of Delegate to the other parties
hereto, which relationship is specifically declared to be that of an Independent
Contractor, shall make or be construed to make Delegate or any of Delegate's
agents or employees the agents or employees of the Grantee. Delegate shall be
solely and entirely responsible for its acts and the acts of its agents, employees,
and subcontractors.
15. Liability
As to Grantee, Delegate agrees to assume the risk of all personal injuries,
including but not limited to death and bodily injury to persons, and damage to and
destruction of property, including loss of use therefrom, caused by or sustained, in
whole or in part, in connection with or arising out of the performance of this
Agreement by Delegate or by the conditions created thereby. Delegate further
agrees to indemnify and save harmless Grantee, its officers, agents, and employees
from and against any and all claims, liabilities, judgments, penalties, costs,
expenses, including reasonable attorney fees arising from such injuries to persons
or damages to property based upon or arising out of the performance or
nonperformance of this Agreement by Delegate or out of any violation by Delegate
of any statute, ordinance, rule, or regulation. The provision of this Section 15 and
the last paragraph of Section 8 of this Agreement shall survive the termination of
this Agreement.
16. Insurance
Delegate shall obtain and keep in force during the term of this Agreement
comprehensive general public liability insurance with limits of not less than
$600,000 per occurrence and $150,000 per person for both personal injury and
property damage.
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A certificate evidencing such insurance shall be filed with Grantee's Director
of Finance prior to commencement of the terms of this Agreement.
17. Amendments
No addition, alteration, amendment, or modification of the terms of this
Agreement, nor verbal understandings of the parties, officers thereof, agents, or
employees, shall be valid unless reduced to writing and executed by the parties
hereto.
18. Entire Agreement
This Agreement supersedes all prior agreements and understandings of the
parties hereto relating to the subject matter of Agreement and incorporates the full
and complete agreement and understanding of the parties.
IN WITNESS WHEREOF, the Grantee and the Delegate have executed this
Agreement as of the date first above written.
DELEGATE GRANTEE
PUEBLO COUNTY HEAD START CITY OF PUEBLO, A MUNICIPAL CORPORATION
PARENTS, INC.
BY �� BY
President of the Board P esident of the Council
ATTEST:
ATTEST:
lc� 1z i
°-- Secretary y Clerk
APPROVED AS TO FORM:
City Attorney
ATTACHMENT A
Reports
The following reports will be submitted by the Delegate to the Grantee.
There are two (2) types of reports generally required, special reports and routine
reporting. It is understood that it is the responsibility of the Project Director and
Chairman of the Delegate Board to transmit these reports within the time frames
established by the A.C.F. guidelines and the Grantee.
1. Special Reports
A. Special reports will be submitted to the Department of Planning and
Development —one (1) copy.
B. The special reports that are required are as follows:
(1) The Annual Work Program and any funding agency support
documents as may be required, due 120 days prior to the end of
the current program year.
(2) Budget reports filed annually and detailed budgets that are
prepared in conjunction with the Annual Work Program.
(3) Any additional funding proposals submitted by Delegate during
the program year.
(4) Inventory and Inventory Certification Reports as required annually by
the Grantee, due 75 days before the end of project.
(5) Quarterly Program Progress Review required by the Grantee.
- A(1) -
(6) A Program Self- Evaluation Report at the end of the School
Calendar year to coincide with the submission of A.C.F. Self-
Assessment Validation Instruments (S.A.V.I.).
2. Routine Reports
A. Routine Reports will be submitted to the Department of Planning
and Development —one (1) copy.
B. The following routine reports will be submitted as specified:
(1) Minutes of all Delegate Board and Policy Council Meetings and
all monthly financial and narrative reports that have been submitted
to the Delegate Board for their approval at said meeting —one
packet to be submitted monthly prior to meeting dates.
(2) The reports must be approved by the Chairman of the Delegate
Board prior to submission to the Grantee.
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ATTACHMENT B
Records
The following financial books and record will be maintained by Delegate as a
minimum:
1. A double -entry accrual set of account books.
2. Properly authorized requisitions, purchase orders, and payment vouchers
to support each expenditure.
3. A file of minutes of all meetings.
4. Records of cash and /or in -kind contributions signed by the contributor.
5. Time sheets signed by each employee and certified by their supervisor.
6. A personnel file on each employee.
7. A record of the attendance of all meetings initiated and /or organized by
Delegate.
8. An up -to -date inventory of all equipment in possession of Delegate
specifying its location.
9. A portfolio of insurance coverage as required by 45 C.F.R. 1301.2 -2 (a).
10. Such other records as may be required from time -to -time.
ATTACHMENT C
Monitoring and Evaluation
The City of Pueblo, as Grantee, has appointed its Department of Planning
and Development (DPD) as its monitoring agency for the Head Start Delegate
Agency, to determine whether the project is being carried out according to the
Work Program and Budget which have been approved by the Grantee.
Such monitoring activities shall include the following:
1. Monthly Activities to include DPD staff attendance at the (Delegate
Agency's) Board meetings to act as representatives and observers for the
Grantee and review of minutes and reports which are routinely submitted
to the Grantee.
2. Annually —DPD shall conduct a monitoring review of the Delegate as may
be directed by the Delegate Board and the Grantee and shall report its
findings to the Delegate Board for comment and evaluation and then to
the City Manager of Grantee by the Delegate Board. DPD will look at
both the program and budget aspects during this review and may
conduct the undernoted activities:
(a) Interviews with Board Members and /or Staff and Representatives of
I_W912
(b) Analysis of records and books.
(c) Interviews with clients and community agencies.
(d) Interviews with City Officials regarding the program.
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