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00-119 Senior Adults Legal Assistance~~ ../ CITY OF CUPE~TINO November 14, 2000 Georgia Bacil, Directing Attorney Senior Adults Legal Assistance 160 E. Virginia St. #260 San Jose, CA 95112 City Hall 10300 Torre Avenue Cupertino, CA 95014-3255 Telephone: (408) 777-3223 FAX: (408) 777-3366 Website: www.cupertino.org OFFICE OF THE CITY CLERK RE: SENIOR ADULTS LEGAL ASSISTANCE - 2000/2001 PROGRAM YEAR Dear Ms. Bacil: Enclosed is a completely signed copy of the agreement between the City of Cupertino and Senior Adults Legal Assistance, with accompanying City of Cupertino Resolution No. 00- 104. If there are any questions, contact Vera Gil at 408-777-3251. Sincerely, n~~. Marie Preston Administrative Clerk cc: Vera Gil, Planning Printed on Recycled Paper RESOLUTION NO.00-104 A RESOLUTION OF THE CIT~~ COUNCIL OF THE CITY OF CUPERTINO AUTHORIZING SUBN[ITTAL OF FUNDING PROPOSALS AND ACCOUNT TRANSFERS FOR T'HE 26th (2000-01) PROGRAM YEAR OF THE COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM WHEREAS, the Housing and Community Development Act of 1974 provides that funds be made available for the Community Development Block Grant program; and WHEREAS, the City of Cupertino wishes to apply for funds under the Urban County provisions of the Act; and WHEREAS, the City of Cupertino understands that it shall receive $15,000 in CDBG administration funds and approximately $151,478 in discretionary funds per the Joint Powers Agreement signed with the County of Santa Clar;~ on July 6, 1999. NOW, THEREFORE BE IT RESOLVED that the City of Cupertino hereby certifies that the projects being proposed for funding meet the certifications outlined in Section 570.303 of the Community Development Block Grant Administrative Regulations; and BE IT FURTHER RESOLVED that the ~~ity Manager is hereby authorized to submit the following project proposals and transfers to the County of Santa Clara: 2000-O1 CDBG Allocation: Program Administration: $15,000.00 Public Service Grant Implementation: $8,000.00 CCS -Rotating Shelter: $25,000.00 CCS -Affordable Placement Program $3,007.00 Senior Adults Legal Assistancf; $6,500.00 CCS -Vista Drive Development $108,971.00 Sub-Total: $166,478.00 Affordable Housing Fund: CCS- Affordable Placement Program $26,993.00 Sub-Total: $26,993.00 Transfer from Rehab. Revolving Loan Account CCS -Vista Drive Development $67,029.00 Sub-Total: $67,029.00 TOTAL: $260,500.00 Resolution No. 00-104 Page 2 BE IT FURTHER RESOLVED that the City Council of the City of Cupertino hereby authorizes the City Manager to execute the agreement for allocation of twenty-sixth program year (2000-01) Community Development Block Grant funds. BE IT FURTHER RESOLVED that any increases or decreases in the expected allocation will be made against the Cupertino Community ~>ervices-Housing Development line item. PASSED AND ADOPTED at a regular meeting of the City Council of the City of Cupertino this 3rd day of April, 2000 by the follo~,ving vote: Vote Members of the City Council AYES: Burnett, Chang, James, Lowenthal NOES: None ABSENT: Statton ABSTAIN: None ATTEST: /s/Kimberly Smith City Clerk APPROVED: /s/Sandra James Via Mayor, City of Cupertino F:\City Clerk\Resolutions\00-104.rtf AGREEP/IENT This Agreement is made and entered into this 5 day of May, 2000, by and between the CITY of Cupertino, a municipal corporation ("CITY") and Senior Adults Legal Assistance, a nonprofit corporation ("CORPORATION"). WITNES SETH WHEREAS, CITY has received Community Development Block Grant (hereinafter "CDBG") funds through a Joint Powers Agreement with the County of Santa Clara, which is an Urban County entitled to CDBG funds from the United States Department of Housing and Urban Development (hereinafter known as HUD). WHEREAS, CITY has agreed to allocate a portion of its CDBG funds to CORPORATION as a subrecipient for public service related activities within the CITY which shall primarily benefit very low and low income households. NOW, THEREFORE, the parties agree as follows: I. PROGRAM CITY agrees to allocate to the CORPORATION a sum not to exceed $6,500.00 in funds for the purpose of implementing the housing program ("Program") as more particularly described in Exhibit "A" (Program Descnption), Exhibit "B" (Project Work Plan and Time Schedule), and Exhibit "C" (Project Budget). II. TERM The term of this Agreement shall begici July 1, 2000 and shall terminate June 30, 2001, or the date of the expenditure of the tot~il grant amount provided for herein, or upon the termination date established pursuant to Section V or Section VII. III. OBLIGATIONS OF CORPORATION A. Organization of CORPORATION. CORPORATION shall: Provide CITY with: a. Its Articles of Incorporation undf;r the laws of the State of California; b. A copy of the current Bylaws of CORPORATION; Documentation of its Internal Revenue Service nonprofit status; d. Names and addresses of the cun•ent Board of Directors of CORPORATION; and, e. An adopted copy of CORPORE,TION'S personnel policies, procedures and approved affirmative action plan.. H:\-CDBG\agreements (CCS, SALA).doc 2. Report any changes in CORPORA'CION'S Articles of Incorporation, Bylaws, Board of Directors, personnel policie;~ and procedures, affirmative action plan, or tax exempt status immediately to Prol;ram Manager. 3. Maintain no member of its Board ~~f Directors as a paid employee, agent or subcontractor under this Agreement. 4. Open to the public all meetings of its Board of Directors, except meetings, or portions thereof, dealing with personnel or litigation matters. 5. Keep minutes of all its regular and special meetings. 6. Comply with all provisions of California Nonprofit CORPORATION Law. B. Program Performance by CORPORATIONv. CORPORATION shall: 1. Conduct the PROGRAM within the City of Cupertino for the purpose of benefiting very low and low income households. 2. File quarterly narrative reports wit;n the CITY on the types and numbers of services rendered to Cupertino beneficiaries through the operation of the project, which reports shall evaluate the m;~nner in which the project is achieving its goals. The reports shall be due witriin ten (10) working days of the end of the calendar year and shall cover the entire year immediately preceding the date on which the report is filed. Said reports shall be made on forms approved by CITY. 3. Coordinate its services with othe~~ existing organizations providing similar services in order to foster commu~lity cooperation and to avoid unnecessary duplication of services. 4. Seek out and apply for other sources of revenue in support of its operation or services from local, state, federal anti private sources and, in the event of such an award, inform CITY within ten days. 5. Notify CITY within ten (10) days of the receipt of any local, state, federal, or private sources of revenue for use in support of this operation or service. 6. Include an acknowledgment of CITY funding and support where appropriate. C. Fiscal Responsibilities of CORPORATION. CORPORATION shall: Appoint and submit the name of a rascal agent who shall be responsible for the financial and accounting activities o:F CORPORATION, including the receipt and disbursement of CORPORATION funds. The CITY shall immediately be notified in writing of the appointment of a new fiscal agent and that agent's name. 2. Establish and maintain an accounting system that shall be in conformance with generally accepted principles of accounting. The accounting system shall be subject to review and approval of CI'CY. Page 2 of 10 3. Document all Program costs by mai~itaining records in accordance with Section III, Paragraph D below. 4. Submit on a quarterly basis, within ten (10) working days of the end of the quarter, a payment request containing a summary statement of proposed expenditures and revenue for the quarter immediately following the date on which the report is filed and cumulative tot~~ls from the effective date of this agreement. In addition, the amount of actual expenditures shall be reported to CITY within ten (10) working days of the end of each quarter. Said reports shall be made on forms approved by CITY. 5. Submit to the CITY'S Finance Director an annual audit performed by an independent auditor. 6. Certify insurability subject to CITY approval as outlines in Exhibit "E" (Insurance). 7. If applicable, submit an indirect cost Ilan to CITY for approval. 8. Items 1 through 7 are express conditions precedent to any CITY funding and failure to comply with these conditions will, at discretion of CITY, result in suspension of funding or termination of this Agreement. 9. CORPORATION is liable for repayrnent of all disallowed costs. Disallowed costs may be identified through audits, mc-nitoring or other sources. CORPORATION shall be required to respond to any adverse findings which may lead to disallowed costs. The CITY shall make the final determination of disallowed costs, subject to provisions of OMB Circular A-122, "Cost Principles for Non-Profit Organizations." D. Establishment and Maintenance of Records. CORPORATION shall maintain complete and accurate records of all its transactions including, but not limited to, contracts, invoices, time cards, cash t~eceipts, vouchers, canceled checks, bank statements, client statistical records, personnel, property and all other pertinent records sufficient to reflect properly (1) all direct and indirect costs of whatever nature claimed to have been incurred or anticipared to be incurred to perform this Agreement or to operate the Program, and (2) all other matters covered by this Agreement. E. Preservation of Records. CORPORATION shall preserve and make available its records: 1. Until the expiration of three years from the date of final payment to CORPORATION under this Agreement; or 2. For such longer period, if any, as is required by applicable law; or, 3. If this Agreement is completely or p~irtially terminated, the records relating to the work terminated shall be preserved and made available for a period of three years from the date of termination. Page 3 of 10 F. Examination of Records; Facilities. At any time during normal business hours, and as often as may be deemed necessary, ~~ORPORATION agrees that the CITY'S authorized representative(s) may until exf~iration of (1) three years after final payment under this Agreement, (2) three years from the date of termination of this agreement, or (3) such longer period as may be described by applicable law, have access to and the right to examine its plants, offices acid facilities used in the performance of this Agreement or the operation of the Program, and all its records with respect to the Program and all matters covered by this Agreement. CORPORATION also agrees that the CITY'S authorized representative(s) shall have the right to audit, examine, and make excerpts or transactions of and from, such records and to make audits of all contracts and subcontracts, invoices, payrolls, records of personnel, conditions of employment, material and all other data :relating to the Program and matters covered by this Agreement. CORPORATION will be notified in advance that an audit will be conducted. CORPORATION will be required to respond to any audit findings, and have the responses included in the final audit report. The cost of any such audit will be borne by CITY. G. Compliance with Law. CORPORATION shall become familiar and comply with and cause all its subcontractors and employees, if any, to become familiar and comply with all applicable federal, state and local law:, ordinances, codes, regulations and decrees including, but not limited to, those federal rules and regulations, executive orders and statutes identified in Exhibit "F" (Assur<<nces). Specifically, CORPORATION shall comply with the requirements and standards of OMB Circular No. A-122, "Cost Principles for Non-Profit Organizations" and the following attachments to OMB Circular No. A-110: Attachment A,: "Cash Depositories, "except for Paragraph 4 concerning deposit insurance; 2. Attachment B, "Bonding and Insurance;" 3. Attachment C, "Retention and Custodial Requirements for Records;" 4. Attachment F, "Standards for Financial Management Systems;" 5. Attachment H, "Monitoring and Reporting Program Performance," paragraph 2; 6. Attachment N, "Property Management Standards," except for paragraph 3 concerning the standards for real property; and 7. Attachment O, "Procurement Standards." IV. OBLIGATI~~NS OF CITY A. Method of Payment. During the term of this Agreement, CITY shall reimburse CORPORATION for all allowable costs .and expenses incurred in connection with the Program, not to exceed the total sum of Six Thousand Five Hundred Dollars and No Cents ($5,000.00) except that the CITY may, after the corrective action procedure is followed, suspend or terminate payment to CORPORATION, in whole or in part, under this Agreement or not to make airy particular payment under this Agreement Page 4 of 10 based on CORPORATION'S noncompliance, including, but not limited to, incomplete documentation of expenses, failure to submit adequate progress reports as required herein or other incidents of noncompliance as descnbed in Section V, Paragraph B, of this Agreement or based on the refusal of CORPORATION to accept any additional conditions that may be imposed by HUD at any time, or based on the suspension or termination of the grant to CITY made pursuant to the Housing and Community Development Act of 1974, as amended. V. CONTRACT COMPLIANCE A. Monitoring and Evaluation of Services. Evaluation and monitoring of the Program performance shall be the mutual responsibility of both CITY and CORPORATION. CORPORATION shall furnish all data, :statements, records, information and reports necessary for Program Manager to monitor, review and evaluate the performance of the Program and its components. CITY shall have the right to request the services of an outside agent to assist in any such evaluation. Such services shall be paid for by CITY. B. Contract Noncompliance. Upon receipt by CITY of any information that evidences a failure by CORPORATION to comply ~~ith any provision of this Agreement, CITY shall have the right to require corrective action to enforce compliance with such provision. Areas of noncompliance include but are not limited to: 1. If CORPORATION (with or without knowledge) shall have made any material misrepresentation of any nature with respect to any information or data furnished by CITY in connection with the Program. 2. If there is pending litigation with res~~ect to the performance by CORPORATION of any of its duties or obligations Linder this Agreement which may materially jeopardize or adversely affect the undertaking of or the carrying out of the Program. 3. If CORPORATION shall have taken. any action pertaining to the Program which requires CITY approval without having obtained such approval. 4. If CORPORATION is in default undc;r any provision of this Agreement. 5. If CORPORATION makes improper use of CITY funds. 6. If CORPORATION submits to CITE.' any report which is incorrect or incomplete in any material respect. C. Corrective Action Procedure. CITY upo~i occurrence or discovery of noncompliance by CORPORATION under this Agreement, shall give CORPORATION notice of CITY'S intention to demand corrective action to enforce compliance. Such notice shall indicate the nature of the noncompliance ;and the procedure whereby CORPORATION shall have the opportunity to particil-ate in formulating any corrective action recommendation. CITY shall have the right to require the CORPORATION President and/or Executive Director to appear at a hearing or meeting called for the purpose of corrective action. Thereafter, CITY shall forward to CORPORATION specific Page 5 of 10 corrective action recommendations and ~i detailed timetable for implementing these recommendations; such timetable shall allow CORPORATION not less than ten (10) nor more than thirty (30) days to comply. Following implementation of the corrective actions, CORPORATION shall forward too CITY, within the time specified by CITY, any documentary evidence required by CITY to verify that the corrective actions have been taken. In the event that CORPORATION does not implement the corrective action recommendations in accordance with the corrective action timetable, CITY may suspend payments hereunder or terminate this Agreement. D. Termination for Cause. Notwithstanding anything to the contrary contained in the foregoing, CITY may terminate this Agreement by written notice to CORPORATION, if any of the events of noncompliance li~.ted in Section V, Paragraph B, occur or are discovered, if CORPORATION does n~~t implement any recommended corrective action, if CORPORATION is in bankruptcy or receivership, if a member of the CORPORATION'S Board of Directors, tl-e Executive Director or other administrative staff person is the subject of investigation for wrongdoing, or if there is reliable evidence that CORPORATION is unable to operate the Program. Termination under this section shall be effective on the date ~iotice of termination is received or such later date as may be specified in the notice. VI. PROGRAM COORDINATION A. CITY: The Housing and Services Planner, or his/her designee, shall be the Program Manager for the CITY and shall monitor progress and performance of this Agreement for CITY. The Program Manager shall be responsible for all services agreed to be performed by CITY. B. CORPORATION: A single Program Director who shall have overall responsibility for the progress and execution of this Agreement shall be assigned. Should circumstances or conditions subsequent to the execution of this Agreement require a substitute or replacement Program Director, CORPORATION shall immediately notify CITY of such occurrence. Program Director and CORPORATION staff will cooperate fully with CITY in fulfillment of this Agreement. C. Correspondence: All correspondence and notices required by this Agreement shall be sent to the parties at the following address>: CITY: Planner II/Housing Services, Community Development Department, City of Cupertino,10300 Torre Avenue, Cupertino, CA 95014 CORPORATION: Executive Director, 160 East Virginia Street, Suite 260, San Jose, CA 95112 All notices shall either be hand delivered or sent by United States mail, registered or certified, postage prepaid. Notices given in such a manner shall.be deemed received when hand delivered or seventy-two (72) hours after deposit in the United States mail. Any party may change his or her address for the purpose of this section by giving five (5) days written notice of such change to the other party in the manner provided in this section. Page E~ of 10 VII. TERMINATION A. In addition to CITY'S right to terminate fir cause set forth in Section V, either CITY or CORPORATION may suspend or terminate this Agreement for any reason by giving thirty (30) days prior written noti~~e to the other party. Upon receipt of such notice, performance of the services hereunder will be immediately discontinued. B. Upon termination, either under this Section VII or Section V, CORPORATION shall: 1. be paid for all documented services actually rendered to CITY to the date of such termination; provided, however, (,ITY shall be obligated to compensate CORPORATION only for that portion of CORPORATION'S services which are allowable costs and expenses as determined by an audit or other monitoring device; 2. turn over to CITY immediately any and all copies of studies, reports and other data, whether or not completed, prepared by CORPORATION or its subcontractors, if any, in connection, with this Agreement. All documents from applicants or regarding applicants shall be treated confidentially. Such materials shall become property of CITY. CO><:PORATION, however, shall not be liable to CITY'S use of incomplete materials or for CITY'S use of completed documents if used for other than services contemplated by this Agreement; and 3. transfer to the CITY any CDBG fi.~nds on hand and any accounts receivable attributable to the use of CDBG funds. All assets acquired with CDBG funds shall be returned to the CITY. C. Upon termination of this Agreement, CORPORATION shall immediately provide CITY access to all documents, records, payroll, minutes of meetings, correspondence and all other data pertaining to the CITY funds granted to CORPORATION pursuant to this Agreement. VIII. PURCHASING REAL C-R PERSONAL PROPERTY A. Title to Personal Property. Title to any p~:rsonal property used in connection with the project shall vest as follows: Personal property donated or purchased with other than CITY funds shall become the property of CORPORATION or person specified by the donor or funding source; otherwise the same shall become the property of CITY except for property and equipment as described in 2. 2. Personal property and equipment permanently affixed to building owned by CORPORATION shall become the property of CORPORATION. All other personal property, supplies and equipment purchased pursuant to this Agreement and not consumed shall become property of CITY. B. Non expendable Property. Non-expendable property purchased by CORPORATION with funds provided by CITY, with a purchase price in excess of One Hundred Dollars Page 7 of 10 ($100), must be approved in advance in writing by CITY. CITY shall retain title to said property. If a Program will be continued beyond termination of this Agreement, CITY at its option, may revert title to CORPORATION. C. Purchase of Real Property. None of the fi.~nds provided under this Agreement shall be used for the purchase of real property, unless CITY approves such purchase in writing containing any conditions the CITY deems appropriate prior to the time CORPORATION finalizes such purchase. Approval of any such contract or an option to purchase shall be processed through the; Program Manager. D. Security Document. As a condition precedent to CITY releasing funds for the purchase of real property or an option to purchase real property, CORPORATION shall prepare and execute a promissory note, deed of trust or other Agreement restricting the use of said real property for purposes consistent with this Agreement, HUD and CDBG requirements. IX. PROGRAM INCOME Income generated by the Program shall bc; retained by CORPORATION. Such income shall be used to reduce the monthly request for funds under this Agreement and for the same purposes and activities described in Exhibit A. All provisions of this Agreement shall apply to the use of Program income for such activities. X. INDEPENDEN'C CONTRACTOR This is an Agreement by and between independent contractors and is not intended and shall not be construed to create the relationship of agent, servant, employee, partnership, joint venture or association between CORPORATION and CITY. CORPORATION, including its officers, employees, agents or sL~bcontractors, shall not have any claim under this Agreement or otherwise against C:[TY for any Social Security, Worker's Compensation, or employee benefits extended to employees of CITY. XI. ASSIGNABILITY A. This Agreement may not be assumed n.or assigned to another corporation, person, partnership or any other entity without thf; prior written approval of CITY. B. None of the work or services to be performed hereunder shall be assigned, delegated or subcontracted to third parties without the prior written approval of CITY. Copies of all third party contracts shall be submitted to CITY at least thirty (30) days prior to the proposed effective date. In the event CITY approves any such assignment, delegation or subcontract, the subcontractors, assignees or delegates shall be deemed to be employees of CORPORATION, and CORPORATION shall be responsible for their performance and any liabilities attaching to their actions or omissions. XII. DISCLOSURE OF CONFIDENTIAL CLIENT INFORMATION CITY and CORPORATION agree to m<<intain the confidentiality of any information regarding applicants for services offered by the Program pursuant to this Agreement or their immediate families which may be obtained through application forms, questionnaires, interviews, tests, reports from public agencie;~ or counselors, or any other source. Without Page 8 of 10 the written permission of the applicant, such information shall be divulged only as necessary for purposes related to the performance or evaluation of the services and work to be provided pursuant to this Agreement, and then only to persons having responsibilities under this Agreement, including those furnishing services under the Program through approved subcontracts. XIII. HOLD 1={ARMLESS CORPORATION shall indemnify and hood CITY, its officers, employees and elected officials, boards and commissions, harmless; with respect to any damages, including attorney's fees and court costs, arising from: A. the failure of the Program to comply with applicable laws, ordinances, codes, regulations and decrees; or, B. any negligence or omission arising otit of any work or services provided by CORPORATION, its officers, employees, agents or subcontractors under the Program or this Agreement. XIV. WAIVER OF RIG>=ITS AND REMEDIES In no event shall any payment by CITY constitute or be construed to be a waiver by CITY of any breach of the covenants or conditions of this agreement or any default which may then exist on the part of CORPORATION, and the making of any such payment while any such breach or default shall exist shall i:n no way impair or prejudice any right or remedy available to CITY with respect to such breach or default. In no event shall payment to CORPORATION by CITY in any way constitute a waiver by CITY of its rights to recover from CORPORATION the amount of money paid to CORPORATION on any item which is not eligible for payment under the Program or this Agreement. XV. NONDISCF:IMINATION In connection with the performance of this Agreement, CORPORATION assures that no person shall be subject to discrimination because of sex, race, religion, ethnic background, sexual preference, age, handicapped status or union activity. XVL AMENDMENTS Amendments to the terms or conditions of this Agreement shall be requested in writing by the party desiring such amendment, and any such amendment shall be effective only upon the mutual Agreement in writing of the parties hereto. XVII. INTEGRATED DOCUMENT This Agreement contains the entire Agreement between CITY and CORPORATION with respect to the subject matter hereof. No v~~ritten or oral Agreements with any officer, agent or employee of CITY prior to execution of this Agreement shall affect or modify any of the terms or obligations contained in any documents comprising this Agreement. Page9of10 XVIII. MISCE]~LANEOUS A. The captions of this Agreement are for convenience of reference only, and the words contained therein shall in no way be held to explain, modify, amplify or aid in the interpretation, construction or meaning of'the provisions of this Agreement. B. All exhibits attached hereto and referred to in this Agreement are incorporated herein by this reference as if set forth fully herein. This AGREEMENT, consisting of ten (10) pages, contains the entire agreement between CITY and CORPORATION respecting the allocation of CDBG funds for the provision of housing services. ~- ~~ ~~~ CORPORATION has executed this Agreement in triplicate on this ~ V day ofd, 2000. By: By: y,,, No~e~6~/ CITY has executed this Agreement in triplicate on this ~3'day ofd, 2000. t~.ttestec Approved as to Page 10 of 10 B : ~ l~ _ Y_ - TDavid W. Knapp City Manager PROJECT PROPOSAL COVER PHuE ,._____~ ._e_..._....:,.., Legal Assistance to Cupertino El upertino Senior Center, 21251 Stevens Creek Blvd. Cupertino CA 95014 ^ Single Family ^ Multifamily ^ Homeownership ^ Rental ^ New Construction ^ R~:hab ^ Maed Use ^ Public Service Project Description o~e~~o riccrriha tha -,r~lPrt with as many details as possible, Include general information, such as the number of units, number of Cupertino residents that will be served, services that will be provtaea, etc. SALA is a non-profit law office that provides free civil legal services to Santa Clara County residents, age 60 or older, with an emphasis upon those who are low income or in social need. SALA's staff of 5 attorneys have expertise in problems common to our target population. SALA's attorney staff is augmented by approximately 10 volunteer intake workers who assist with client internews at senior centers and by approximately IS pro bono attorneys who provide Simple Wills through SALA's No Fee Wills Panel. Legal services (in the form of advice/referrals, consultations, representation, and community education) are provided in the following areas: Public Benefits (Social Security, SSI, Medicare, Medi-Cal); Elder Abuse; Nursing Homes; Advance Directives; Consumer; ]Mousing; and Simple Wills (through the Wills Panel). SALA has served Cupertino seniors since 1979. In 1997-98 through 1999-2000, $5,000 from Cupertino's CDBG program enabled SALA to increase our number of half-hour appointments at the Cupertino Senior Center from 4 monthly (the1996-971eve1) to 8 monthly. CDBG funds are requested fo:r 2000-2001 to increase SALA's appointments at the Cupertino Senior Center to 10 monthly. SALA also proposes to continue home visits to Cupertino elders who are homebound or institutionalized. Clients with urgent legal probl~:ms will also be served on an "emergency" basis by telephone. Cupertino elders who appear at SALA intake sites in other cities will also be served. Prior to 1997-98, the waiting tune for a SALA appointment at the Senior Center was 2 months or longer. As a result, only 42% of the Cupertino clients served by SALA from January to June 1997 were seen at the Cupertino Center, 16% were served by telephone, and the remainder (42%) had to travel to a SALA intake site in another city. The proposed expansion of SALA's services for 2000-2001 will enable more Cupertino elders to be served locally instead of being forced to seek services at other SALA sites or forgoing services altogether because of transportation barriers to these sites. The long waiting time for a SALA appointment at the Cupertino Senior Center will also be reduced: Significantly, since the initial service expansion in July 1997, approximately 70% of tree Cupertino elders served were seen at the Cupertino Center. As detailed in the Project Work Plan, SALA proposes to provide direct legal assistance to 50 Cupertino clients in 2000-2001. This goal for 50 clients includes all elders served through SALA's Cupertino project and not just those assisted through the service expansion at the Senior Center. SALA also proposes to conduct 1 community education presentation at the Cupertino Center. There is no other funding to support the proposed service expansion at the Cupertino Senior Center. If less CDBG funding than the $6,500 requested is received, it may not be ecanocrucally feasible for SALA to provide expanded services at the Senior Center at the frequency proposed (120 appointments annually). If $5,000 in CDBG support is received (SALA's current funding level), current service levels (96 appointments at the Senior Center) will be provided. If no CDBG funding is received, SALA's services at the Cupertino Senior Center will be reduced to bi-monthly appointment sessions, at best, or could be eliminated altogether. 9 IJXIIIBIT B Project Worlc Plan Fiscal Year Applicant: Senor Adults Legal Assistance (SALA) Project Name: Legal Assistance to Cupertino Elders Responsible staff persons and % of time allocated to the activity Activity for cacl~ quarter . Milestones, for tl~e quarter (1) .15 FTE Legal Worker (Directing Attorney, Legal Servirec~ (1) Provide direct legal (1) Serve 14 elders First Quarter Supervising Attorney, assistance to 50 and 12 in Second -Fourth Staff Attorney, Staff Cupertino clients through Quarter. Paralegal, or Volunteer) 24 intake days (consisting of 5 half-hour appointments) at the Cupertino Senior Center, other intake sites, or by home visits or telephone intake. (2) .002 FTE Legal Worker (Directing Attorney, !'`nmm~~nity F.d~~ratinn~ (2) Provide one community (2) Complete one Supervising Attorney, education presentation at presentation by June 30, 2001. Staff Attorney, Staff the Cupertino Senior Center. Paralegal, or Volunteer) * The proposed annual goal for 50 Cupertino clients served includes all elders served through SALA's Cupertino project and not just those assisted through the service expansion at the Senior Center. 10 EXHIBIT C ~ ' PROPOSED ACTIVITY TIME SCHEDULE Agency Name: Senior Adults Legal Assistance (SALA) Project Name: t Q.gal Assistance to Cu~rtino Elders Executive Director: f, e n r g i a B a c i l Project Manager: Georgia B a c i l Date Prepared: February 16 , 2 0 0 0 Direct legal services to X X X X X X X X X X X X Cupertino elders Twice monthly sessions at the X X X X X X X X X X X X Cupertino Senior (;enter Annual community education X* presentation at the Cupertino Senior Center Can this workload be incorporated into the on-going workload of the applicant and successfully be implemented according to this schedule? Yes . .. Schedule approved by: Georgia Bacil Directing Attorney February 16, 2000 Title: Date: * To be completed by June 30, 2001. EXHIBIT D Project ~~udget Fiscal Year• 2000-2001 Applicant: Senior Adults Legal Assistance (SALA) Project Name: Legal Assistance to Cupertino Elders - LINE ITEM FISCAL YEAR 2 0 0 0- 2 0 0 1 SALARIES Personnel 13 , 7 4 9 Benefits OFFICE EXPENSES Rent 1 , 880 Tele hone Postage 10 0 Printing 16 0 Su lies 380 Travel 6 8 Utilities 0 E ui ment Rental /t~lai ntenance 168 Dues and Subscri tions 15 6 Other Publications/Law Libra y 384 OTHER EXPENSES Accounting Services Contract Services 2 0 0 Insurance Conferences & T r a i n i n 14 0 Miscellaneous Other De reciation Assistanc 210 To Individuals TOTAL 2 0 8 2 0 12 EXHIBIT "E" BASIC INSURANCE REQUIREMENTS FOR NON-CONSTRUCTION/NON-PROFESSIONAL SERVICES CONTRACTS Definition of Contractor: The Contractor as the word is used herein is the party contracting with the County of Santa Clara for the direct distribution of CDBG funds. If the contractor (the City) will not use the funds directly„ but will distribute them to a subrecipient (i.e., non-profit organization) to undertake a Program (as defined in this city/county contract) then the requirements set forth herein shall be complied with by the subrecipient/nonprofit for the protection of both the City and the County. Insurance coverage must be provided to protect the county by both the non-profit and the City. Indemnity: The Contractor shall indemnity, defend, and hold harmless the County of Santa Clara (hereinafter "County"), its officers, agents and emF~loyees from any claim, liability, loss, injury or damage arising out of, or in connection with p~;rformance of this Agreement by Contractor and/or its agents, employees or subcontractors, excepting only loss, injury or damage caused by the sole negligence or willful misconduct of personnel employed by the County. It is the intent of the parties to this Agreement to provide the br~~adest possible coverage for the County. The Contractor shall reimburse the County for all costs, attorney's' fees, expenses and liabilities incurred with respect to any litigation in which the Contractor is obligated to indemnity, defend and hold harmless the County under this Agreement. Insurance: Without limiting the Contractor's indemnification cif the County, the Contractor shall provide and maintain at its own expense, during the term of this Agreement, or as may be further required herein, the following insurance coverages and provisions: A. Evidence of Coverage Prior to commencement of this Agreement., the Contractor shall provide on the County's own form or a form approved by the County's Insurance Manager an original plus one copy of a Certificate of Insurance certifying that coverage as required herein has been obtained and remains in force for the period required by the Agreement. The contract number and the project name must be stated on the Certificate of The County's Special Endorsement form shall accompany the certificate. Individual endorsements executed by the insurance carrier may be substituted for the County's Special Endorsement form if they provide the coverage as required. ]n addition, a certified copy of the policy or policies shall be provided by the Contractor upon request. This verification of coverage shall be sent to the address as shown on the County's Certificate of Insurance form. The Contra~:tor shall not receive a Notice to Proceed with the work under the Agreement until it leas obtained all insurance required and such insurance has been approved by the Cou~lty. This approval of insurance shall neither relieve nor decrease the liability of the Contractor. B. Notice of Cancellation or Change of Coverage Insurance afforded by this policy shall not be canceled or changed so as to no longer meet the herein specified CITY insurance requirements without 30 days' prior written notice of such cancellation or change being-delivered to the CITY at Community Development Department, 10300 Torre Avenue, Cuperti~io, CA 95014.. C. Qualifying Insurers 1. All coverages, except surety, shall be issued by companies which hold a current policy holder's alphabetic and fin~mcial size category rating of not less than A VIII, according to the current Best's Key Rating Guide, or a company of equal financial stability that is approved try the CITY. D. Insurance Required • 1. Comprehensive General Liability lnsurance -for bodily injury (including death) and property damage which provides limits of not less than one million dollars ($1,000,000) combined single limit (CSL) per occurrence. OR 2. Commercial General Liability Insurance -for bodily injury (including death) and property damage which provides limits as follows: a. General limit per occurrencE; - $ 1,000,000 b. General limit aggregate - $ ,000,000 c. Products/Completed Operations- $ 1,000,000 aggregate d. Personal Injury limit $1,000,000 If coverage is provided under a Commercial General Liability Insurance form, a minimum of 50% of each of the aggregate limits must remain available at all tunes. If over 50% of any aggreg~ite limit has been paid or reserved, the County may require additional coverage to be purchased by the Contractor to restore the required limits. The Contractor :hall also notify the County Project Manager promptly of all losses or claims over $25,000 resulting from -work performed under this contract, or any products/completed operations loss or claim against the contractor resulting from any of they contractor's work. 3. For either type insurance, coverage shall include: a. Premises and Operations b. Products/Completed Oper~itions with limits of one million dollars ($1,000,000) per occurrence/aggregate to be maintained for two (2) years following acceptance of the work by the County. c. Contractual Liability expressly including liability assumed under this Agreement d. Personal Injury liability. e. Independent Contractors' (Protective) liability f Severability of Interest clause providing that the coverage applies separately to each insured e:KCept with respect to the Iiinits of liability. 4. For either type insurance, coverage shall include the following endorsements, copies of which shall be provided to the County: a. Additional Insured Endorsement: Such insurance as is afforded by this policy shall also apply to the CITY, and members of the City Council, and the officers, agents and employees of the CITY, individually acid collectively, as additional insureds. b. Primary Insurance Endorsement: Such insurance as is afforded by the additional insured endorsement shall apply as primary insurance, and other insurance maintained by the County of Santa Clara, its officers, ~igents, and employees shall be excess only and not contributing with insurance provided under this policy. c. Notice of Cancellation or Change of Coverage Endorsement: Insurance afforded by this policy shall not be canceled or changed so as to no longer meet the specific;d county insurance requirements without 30 days' prior written notice of such cancellation or change being delivered to the CITY at Community De;velopment Department, 10300 Torre Avenue, Cupertino, CA 95014. d. Contractual Liability Endorsement: Insurance afforded by this ~~olicy shall apply to liability assumed by the insured under written contract with the CITY. e. Personal Injury Endorsement: It is agreed that this policy provides Personal Injury coverage. f. Severability of Interest Endorsement: It is agreed that this policy provides coverage separately to each insured who is seeking coverage o~~ against whom a claim is made or a suit is brought, except with respect to the Company's limit of liability. 5 . Claims Made Coverage - If cove~~age is written on a claims made basis, the Certificate of insurance shall clearly state so. In addition to coverage requirements above, such policy sh<<ll provide that a. Policy retroactive date coincides with or precedes the Contractor's start of work (including subsequent policies purchased as renewals or replacements). b. Contractor will make every effort to maintain similar insurance during the required extended period of coverage following project completion, including the requirement oi~ adding all additional insureds. c. if insurance is terminated for any reason, Contractor agrees to purchase an extended reporting provision of at least two years to report claims arising from work. performed in connection with this Agreement or Permit. d. Policy allows for reporting of circumstances or incidents that might give rise to future claims. 6. Comprehensive Automobile/Aircr~ft/Watercraft Liability Insurance for bodily injury (including death) and property damage which provides total limits of not less than one million dollars ($1,000,000) combined single limit per occurrence applicable to all owned, non-owned. and hired vehicles/aircraft/watercraft. Part or all of this requirement may be waived by the County if it determines there is no significant risk exposure. All requests for such waivers must be submitted to the county in writing. 7. Worker's Compensation and Employer's Liability Insurance for: a. statutory California Workers' Compensation cover age including a broad form all-states endorsement. b. Employer's Liability coverage for not less than one million dollars ($1,000,000) per occurrent;e for all employees engaged in services or operations under this Agree~;nent. c. Inclusion of the CITY and its governing board(s), officers, representatives, agents, and employees as additional insureds, or a waiver of subrogation. 8. Professional Errors and Omissions Liability Insurance a. Limits of not less than one million dollars ($1,000,000). b. If this policy contains a seli~ retention limit, it shall not be greater than ten thousand ($10,000) dollars leer occurrence/event. c. This !coverage shall be maintained for a minimum of two (2) years following termination or completion of this Contract. Any exceptions to the above requirements must be first be approved by the CITY. 9. Bond Requirements: a. Fidelity Bond -Before re~~eiving compensation under this Agreement, Contractor will furnish CITY with evidence that all officials, employees, and agents handling or having access to funds received or disbursed under this Agreement, or authorized to sign or countersign checks, are covered by a BLANKET FIDELIT`c' BOND in an amount of AT LEAST fifteen percent (15%) of the maximum financial obligation, of the County cited herein. If such bond is canceled or reduced, Contractor will notify CITY immediately, and CITY ma;y withhold further payment to Contractor until proper coverage has been obtained. Failure to give such notice may be cause for termination of this Agreement, at the option of the CITY. If this is a construction project, the following bond requirements apply only if 1. The construction is being perfonmed by the CITY'S workforce; and 2. T'he funds are expended for construction work; and 3. T'he construction work is being paid for with CDBG funds over $100,000. b. Contract Bonds -Prior to e:Kecution of the Contract, Contractor shall file with the County on the approved forms, the two surety bonds in the amounts and for the purposes noted below, duly executed by a reputable surety company satisfactory to County, and Contractor shall pay all premiums and costs thereof ,and incidental thereto. Each bond shall be signed by both Contractor and the sureties. 1) The "Payment bond for p~iblic works" shall be in an amount of one hundred percent (100%) of~ the Contract price, as determined from the prices in the bid form, a.nd shall insure to the benefit of persons performing labor or furnishing materials in connection with the work of the proposed Contract. This bond shall be maintained in frill force and effect until all work under the Contract is completed and accepted by the County, and until all claims for materials and labor have been paid. 2) The "Perfonmance bond" shall be in an amount of one hundred percent (100%) of the Contract price as determined from the prices in the bid form. and shall insure the f~iithful performance by Contractor of all work under the Contract. It shall also insure the replacing of, or making acceptable, any defective materials or faulty workmanship. Should any surety or sureties be deemed unsatisfactory at any time by the County notice will be given Contractor to that effect, and Contractor shall forthwith 'Substitute a new surety or, sureties satisfactory to the County. No further payment shall be deemed due or will be made under the Contract until the new sureties qualify and are accepted by the County. All alterations, time exten,~ions, extra and additional work, and other changes authorized by the Specifications, or any part of the-Contract, may be made without securing consent of the surety or sureties on the contract bonds. 10. Special Provisions The following provisions shall apply to this Agreement: a. The foregoing requirements as to the types and limits of insurance coverage to be maintained by the Contractor and any approval of said insurance by the County or its insurance consultant(s) are not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by th~~ Contractor pursuant to this Agreement, including, but not limited to, the provisions concerning indemnification. b. The County acknowledges that some insurance requirements contained in this Agreement may be fulfilled by self-insurance on the part of the Contractor. However, this s11a11 not in any way limit liabilities assumed by the Contractor under this Agreement. Any self-insurance shall be approved in writing by the County. c. Should any of the work under this Agreement be sublet, the Contractor shall require each of its subcontractors of any tier to carry the aforementioned coverages, or Contractor may insure subcontractors under its own policies. . d. The County reserves the right to withhold payments to the Contractor in the event of material noncompliance with the insurance requirements outlined above. ADDENDUM 'CO EXHIBIT "E" BASIC INSURANCE AND BOND REQUIREMENTS FOR CONSTRUCTION PRO~rECTS USING COUNTY FUNDS All construction contractors shall comply with the requirements set forth in this Addendum to Exhibit E. Indemnity: The General Contractor (hereinafeter referred to as "General") shall indemnify, defend, and hold harmless the County of Sant<< Clara (hereinafter "County"), the City of Cupertino (hereinafter "City"), its officers, agents and employees, and the Contractor, its officers, agents and employees from any loss, liability, claim, injury or damage caused solely by the acts or omissions of personnel employed by the County, CITY or the Contractor. It is the intent of the parties to this contract to provide the broadest possible coverage for the CITY, County and its anti the Contractor. The General shall reimburse the CITY and County for all costs, attorne;y's fees, expenses and liabilities incurred with respect to any litigation in which the General is obligated to indemnify, defend and hold harmless the CITY and County under the Contract. Insurance: Without limiting the General's indemnification of the CITY and County, the General shall provide and maintain at its own expense, during the term of this Contract, or as may be the further required herein, the followin€; insurance coverages and provisions: A. Evidence of Coverage: Prior to commencement of this Contract, the General shall provide an original plus one copy of a Certificate of Insurance certifying that coverage as required herein has been obtained and remains in force for the period required by this Contract. The contract number and project name must be stated on the Certificate of Insurance. Individual endorsements executed by the insurance carrier shall accompany the certificate. This verification of coverage shall lne sent to the Contractor at the address stated below and to the Housing and Community Development program, 1735 North First Street, Suite 265, San Jose, California 95112. The CITY shall not issue a Notice to Proceed with the work under this Contract until it has obtained all insurance required and such insura~ice has been approved by the Contractor and final approval by the County. This approval of insurance shall neither relieve nor decrease the liability of the CITY. B. Notice of Cancellation: All policies shall contain a speci~il provision for thirty (30) days prior written notice of any cancellation or reduction in coverage to be sent to the Housing and Community Development Program as stated above, and the CITY at the following address: City of Cupertino Community Develo~~ment Department 10300 Torre Avenue; Cupertino, CA 95014 C. Qualifying Insurers 1. All policies shall be issue~3 by companies which hold a current policy holder's alphabetic and financial size category rating of not less than A VIII, according to the current Best's Key Rating Guide, unless otherwise approved by the County. 2. Surety coverage (including bid, performance and payment bonds) shall be required as follows: a. For projects in exce:cs of $100,000: 1. Either a C~ilifornia Admitted Surety OR a current Treasury Listed Surety (Federal Register); and either a current A.M. Best A IV rated Surety OR a current Standard and. Poor's (S&P) rating of "A". 2. An admitted surety insurer which complies with the provisions of the Code of Civil Procedure, Section 995.660* . OR 3. In lieu of 1 ~~C 2, a company of equal financial size and stability that is approved by the County's Insurance/Risk Manager. * California Code of Civil Procedure Section 995.660 in summary, states that an admitted surety must provide: 1) the original, or a certified copy oi' instrument authorizing the person who executed the bond to do so; 2) a certified copy of tlhe Certificate of Authority issued by the Insurance Commissioner; 3) a certificate from County Clerk of Santa Clara County that Certificate of Authority has not been surrendered, :revoked, canceled, annulled or suspended; 4) a financial statement showing the assets and liabilities of the insurer at the end of the quarter calendar year, prior to 30 days next preceding the <iate of execution of the bond. b. For projects between $25,000 and not exceeding $100,000:: 1 A California Admitted Surety OR a current Treasury Listed Suret•~ (Federal Register); and either a current A.M. Best B rated Surety OR a current Standard and Poor's (S&P) rating of "BB". OR 2. An admitted surety insurer which complies with the provisions of the Code of Civil Procedure, Section 995.660*. OR 3. In lieu of 1 ~i 2, a company of equal financial size and stability that is approved by the County's Insurance/Risk Manager. D. Insurance Required 1. Comprehensive General Liability Insurance -for bodily injury (including death) and property damage: which provides limits of not less than one million dollars ($1,000,000) combined single limit (CSL) per occurrence. OR 2. Commercial General Liability Insurance -for bodily injury (including death) and property damage which provides limits as follows: a. General limit per occurrence - $ 1,000,000 b. General limit aggreg~~te - $2,000,000 c. Products/Completed ~~perations- $ 1,000,000 aggregate d. Personal Injury limit $1,000,000 If coverage is provided under a Commercial General Liability Insurance form, a minimum of 50% of each of the aggregate limits must remain available at all tunes. If over 50% of any aggregate limit has been paid o;r reserved, the County may require additional coverage to be purchased by the Contractor to restore the required limits. The Contractor shall also notify the County Project Manager promptly o:f all losses or claims over $25,000 resulting from - work performed under this contract, or any products/completed operations loss or claim against the contractor resulting from any of the contractor's work. 3. For either type insurance, coverage shall include: a. Premises and Operati~~ns b. Products/Completed Operations with limits of one million dollars ($1,000,000) per occurrence/aggregate to be maintained for two (2) years following acceptance of the work by the County. c. Contractual Liability expressly including liability assumed under this Agreement d. Personal Injury liability. e. Independent Contract~~rs' (Protective) liability f. Severability of Interest clause providing that the coverage applies separately to each insured except with respect to the Iiinits of liability. 4. For either type insurance, coverage shall include the following endorsements, copies of which shall be provided to the County: a. Additional Insured Endorsement: Such insurance as is ~~fforded by this policy shall also apply to the County of Santa Clara, and members of the Board of Supervisors of the County of :-anta Clara, and the officers, agents and employees of the (~ounty of Santa Clara, individually and collectively, as additicraal insureds. b. Primary Insurance Endorsement: Such insurance a:; is afforded by the additional insured endorsement shall apply as primary insurance, and other insurance maintained by the County of Santa Clara, its officers, agents, and employees shall be excess only and not contributing with insurance provided under this I~olicy. c. Notice of Cancellation or Change of Coverage Endorsement: Insurance afforded by this policy shall not be canceled or changed so as to no longer meet the specified county insurance requirements without 30 days' prior written notice of such cancellation or chan,;e being delivered to the CITY at Community Development Department, 10300 Torre Avenue, Cupertino, CA 95014. d. Severability of Interest Endorsement The insurance afforded by this policy shall apply separately to each insured who is seeking coverage or against whom a claim is made or a suit is brought, except with respect to the Company's limit of liability. 5. Comprehensive Automobile Liability Insurance-for bodily injury (including death) and property damage which provides total limits of not less than one million dollars ($1,000,000) combined single limit per occurrence applicable to all ~~wned, non-owned and hired vehicles. 6. Worker's Compensation and Employer's Liability Insurance for: a. Statutory California Workers' Compensation coverage including a broad form all-states endorsement. b. Employer's Liability coverage for not less than one million dollars ($1,000,000) per occurrence for all employees engaged in services or operations under this Contract. 7. Work and Materials Insuran~:e (including but not limited to Builder's Risk, Course of Construction, Insl:allation Floater or similar first party property insurance for covering the interest of the CITY and the County) shall be provided by the Contractor. The CITY coverage shall provide the following: a. Coverage shall be provided on an "all-risk" basis. b. Coverage shall be provided on the work and materials which are the subject of this C~~ntract, whether in process or manufacture or finished, including "in transit" coverage to the final agreed upon destination of delivery, and including loading and unloading operations, and such coverage shall be in force until the work and materials are accepted by the County. c. County and non-profit shall be named as additional insured as its interests may appear at the time of loss. d. Coverage shall be in an amount no less than the full replacement value of the property at the time of loss. e. The deductible shall not exceed $1,000 per occurrence unless otherwise approved by the County and shall be borne by the Contractor. f. If the construction contractor fails to maintain such insurance as is called for herein, the County shall have cause to terminate this C~~ntract in accordance with Section V, paragraph B. 8. Bond Requirements The following bond requirements apply: a. Contract Bonds -Prior to execution of the Contract, CITY shall file with the Count}' on the approved forms, the two surety bonds in the amounts and i-or the purposes noted below, duly executed by a reputable surety company satisfactory to County, and CITY shall pay all premiums and costs thereof and incidental thereto. Each bond shall be signed by both CITY and the sureties. b. The "payment bond for public works" shall be in an amount of one hundred percent (100%) of the Contract price, as determined from the prices in the bid form, and shall insure to the benefit of persons performing labor or furnishing materials in connection with the work of the proposed Contract. This bond shall be maintained in full force and effect until all work under the Contract is completed and accepted by the County, and until all claims for materials and labor have been paid.. c. The "performance bond" shall be in an amount of one hundred percent (100%) of th~~ Contract price as determined from the prices in the bid form. and shall insure the faithful performance by Contractor of all work under the Contract. It shall also insure the replacing of, or making acceptable, any defective materials or faulty workmanship. Should any surety or sureties be deemed unsatisfactory at any time by the County noticf;. All alterations, time extensions, extra and additional work, and other changes authorized by the Specifications, or any part of the Contract, may be made without securing consent of the surety or sureties on the contract bonds. 9. Special Provisions: The following provisions shill apply to this Contract: a. The foregoing requirements as to the types and limits of insurance coverage to be maintained by the General and any approval of said insurance by the CITY or the County of Santa Clara are not intended to and shell not in any manner limit or qualify the liabilities and obligations otherwise assumed by the General pursuant to this Contract, including but not limited to the provisions concerninl; indemnification. b. The Contractor reserves the right to withhold payments to the General in the event of material noncompliance with the insurance requirements outlined above. c. The Contractor shall notify the CITY promptly of all losses or claims over $25,000 resulting from work performed under this contract, or any products/completed operations loss or claim against the contractor resulting from any of the contractor's work. EXHIBIT!' "F" ASSURANCES. CONTRACTOR hereby assures an~3 certifies that it will comply with all regulations, policies, guidelines and requirements applicable to the acceptance and use of Federal funds for this Federally-assisted program. Specifically CONTRACTOR gives assurances and certifies with respect to the PROGRAM that it is in compliance with the following Regulations as defined by 24 CFR Part 570, Subpart J; 24 CFR Part 570, Subpart K; and will be conducted and administered in conformity with "Public Law 88-352 and Public Law 90-284.11: 570.601 Public Law 88-352 and Public La~v 90-284; affirmatively furthering fair housing; Executive order 11063, as amended by Executive Order 12259 addresses discrimination. HUD regulations implementing Executive order 11063 aze contained in 24 CFR, Part 107. 2. 570.602 Section 109 of the Act addresses discrimination. 3. 570.603 Labor Standazds. 4. 570.604 Environmental Standazds. 5. 570.605 National Flood Insurance Program. 6. 570.606 Relocation, Displacement and Acquisition. 7. 570.607 Employment and Contracting Opportunities. 8. 570.608 Lead Based Paint. 9. 570.609 Use of Debarred, Suspended, or Ineligible Contractors or Subrecipients. 10. 570.610 Uniform Administrative Requirements and Cost Principles. The COUNTY, its subrecipients, agencies or instrumentalities, shall comply with the policies, guidelines, and requirements of 24 CFR, Part 85, and OMB Circulazs A-87 (Cost Principles for State and Local Governments), A-110 (Grants and Agreements with Non-Profit Organizations), A-122 (Cost Principles for Non-Profits), A-128 (Audits of State and Local Governments-implemented at 24 " CFR Part 24) and A-133 (Audits of Institutions of Higher Education and Other Non-Profit Institutions), as applicable, as they relate to tt~e acceptance and use of Federal funds under this part. The applicable sections of 24 CFR Past 85 and OMB Circulaz A-100 aze set forth at 570.502. 11. 570.611 Conflict of Interest 12. 570.612 Executive Order 12372 allows States to establish its own process for review and comment on proposed Federal financial assist~ince programs, specifically the use of CDBG funds for the construction or planning of water or sewer facilities. EXHIBIT "G" BASIC INSURANCE R)E:QUIREMENTS FOR NON-CONSTRUCTION/NON-PROFE;~SIONAL SERVICES CONTRACTS Definition of Contractor: The Contractor as the v~~ord is used herein is the party contracting with the County of Santa Clara for the direct distribution of CDBG funds. If the contractor (the City) will not use the funds directly„ but will distribute them to a subrecipient (i.e., non-profit organization) to undertake a Program (as dei-fined in this city/county contract) then the requirements set forth herein shall be complie~3 with by the subrecipient/nonprofit for the protection of both the City and the County. Insurance coverage must be provided to protect the county by both the non-profit and the City. Indemnity: The Contractor shall indemnity, defend, and hold harmless the County of Santa Clara (hereinafter "County"), its officers, agents and em~~loyees from any claim, liability, loss, injury or damage arising out of, or in connection with performance of this Agreement by Contractor and/or its agents, employees or subcontractors, e~:cepting only loss, injury or damage caused by the sole negligence or willful misconduct of personnel employed by the County. It is the intent of the parties to this Agreement to provide the broadest possible coverage for the County. The Contractor shall reimburse the County for all costs, attorney's' fees, expenses and liabilities incurred with respect to any litigation in which tY~e Contractor is obligated to indemnity, defend and hold harmless the County under this Agreement. Insurance: Without limiting the Contractor's indemnification of the County, the Contractor shall provide and maintain at its own expense, during the term of this Agreement, or as may be further required herein, the following insurance coverages and provisions: A. Evidence of Coverage Prior to commencement of this Agreement, the Contractor shall provide on the County's own fonm or a form approved by the County's Insurance Manager an original plus one copy of a Certificate of Insurance certifying that coverage as required herein has been obtained and remains in force for the period required by the Agreement. The contract number and the project name must be stated on the Certificate of The County's Special Endorsement form shall accompany the certificate. Individual endorsements executed by the insurance carrier may be substituted for the County's Special Endorsement foam if they provide the coverage as required. In addition, a certified copy of the policy or policies shall be provided by the Contractor upon request. This verification of coverage shall be s~:nt to the address as shown on the County's Certificate of Insurance form. The Contrz~ctor shall not receive a Notice to Proceed with the work under the Agreement until it has obtained all insurance required and such insurance has been approved by the County. This approval of insurance shall neither relieve nor decrease the liability of the Contractor. B. Notice of Cancellation or Change of Cover~ige Insurance afforded by this policy shall not tie canceled or changed so as to no longer meet the herein specified CITY insurance requirements without 30 days' prior written notice of such cancellation or change being-delivered to the CITY at Community Development Department, 10300 Torre Avenue, Cupertino, CA 95014.. C. Qualifying Insurers 1. All coverages, except surety, shall be issued by companies which hold a current policy holder's alphabetic and financial size category rating of not less than A VIII, according to the current Best's Key Rating Guide, or a company of equal financial stability that is approved b;y the CITY. D. Insurance Required 1. Comprehensive General Liability I~isurance -for bodily injury (including death) and property damage which provides limits of not less than one million dollars ($1,000,000) combined single limit (CSL) per occurrence. OR 2. Commercial General Liability Insurance -for bodily injury (including death) and property damage which provides lirriits as follows: a. General limit per occurrence - $ 1,000,000 b. General limit aggregate - $2,000,000 c. Products/Completed Operati~~ns- $ 1,000,000 aggregate d. Personal Injury limit $1,000,000 If coverage is provided under a Commercial General Liability Insurance form, a minimum of 50% of each of the aggregate limits must remain available at all tunes. If over 50% of any aggreg<te limit has been paid or reserved, the County may require additional coverage to be purchased by the Contractor to restore the required limits. The Contractor :;hall also notify the County Project Manager promptly of all losses or claims over $25,000 resulting from -work performed under this contract, or any products/completed operations loss or claim against the contractor resulting from any of the contractor's work. 3. For either type insurance, coverage shall include: a. Premises and Operations b. Products/Completed Oper~itions with limits of one million dollars ($1,000,000) per occurrence/aggregate to be maintained for two (2) years following acceptance of the work by the County. c. Contractual Liability exprc;ssly including liability assumed under this Agreement d. Personal Injury liability. e. Independent Contractors' (P:rotective) liability f Severability of Interest clause providing that the coverage applies separately to each insured except with respect to the Iiinits of liability. 4. For either type insurance, coverage shall include the following endorsements, copies of which shall be provided to the County: a. Additional Insured Endorsement: Such insurance as is afforded by this policy shall also apply to the CITY, and members of the City Council, and the officers, agents and employees of the CITY, individually anal collectively, as additional insureds. b. Primary Insurance Endorsement: Such insurance as is afforded by the additional insured endorsement shall apply as primary insurance, and other insurance maintained by the County of Santa Clara, its officers, agents, and employees shall be excess only and not contributing with insurance provided under this policy. c. Notice of Cancellation or Change of Coverage Endorsement: Insurance afforded by this f~olicy shall not be canceled or changed so as to no longer meet the specified county insurance requirements without 30 days' prior written notice of such cancellation or change being delivered to the CITY at Community Development Department, 10300 Torre Avenue, Cupertino, CA 95014. d. Contractual Liability Endorsement: Insurance afforded by this policy shall apply to liability assumed by the insured under written contr~~ct with the CITY: e. Personal Injury Endorsement: It is agreed that this policy provides Personal Injury coverage. f. Severability of Interest End~~rsement: It is agreed that this policy provides coverage separately to each insured who is seeking coverage or against whom a claim is made or a suit is brought, except with respect to the Company's limit of liability. 5 . Claims Made Coverage - If coverage is written on a claims made basis, the Certificate of insurance shall clearly state so. In addition to coverage requirements above, such policy shall provide that a. Policy retroactive date coincides with or precedes the Contractor's start of work (including subsequent policies purchased as renewals or replacements). b. Contractor will make every effort to maintain similar insurance during the required extended period of coverage following project completion, including the requirement of adding all additional insureds. c. if insurance is terminated For any reason, Contractor agrees to purchase an extended reporting pro~rision of at least two years to report claims arising from work. performed in connection with this Agreement or Permit. d. Policy allows for reporting of circumstances or incidents that might give rise to fixture claims. 6. Comprehensive Automobile/Aircraft/Watercraft Liability Insurance for bodily injury (including death) and property damage which provides total limits of not less than one million dollars ($1,o~00,000) combined single limit per occurrence applicable to all owned, non-owneci and hired vehicles/aircrafllwatercraft. Part or all of this requirement may be waived by the County if it determines there is no significant risk exposure. All requests for such waivers must be submitted to the county in writing. 7. Worker's Compensation and Employer's Liability Insurance for: a. statutory California Workers' Compensation cover age including a broad form all-states endorsement. b. Employer's Liability coverage .for not less than one million dollars ($1,000,000) per occurrence for all employees engaged in services or operations under this Agreement. c. Inclusion of the CITY and its governing board(s), officers, representatives, agents, and employees as additional insureds, or a waiver of subrogation. 8. Professional Errors and Omissions Liability Insurance a. Limits of not less than one million dollars ($1,000,000). b. If this policy contains a self retention limit, it shall not be greater than ten thousand ($10,000) dollars Fier occurrence/event. c. This coverage shall be maintained for a minimum of two (2) years following termination or completion of this Contract. Any exceptions to the above requirements must be first be approved by the CITY. 9. Bond Requirements: a. Fidelity Bond -Before receiving compensation under this Agreement, Contractor will furnish CITY with evidence that all officials, employees, and agents handling or having access to funds received or disbursed under this Agreement, or authoriz~:d to sign or countersign checks, are covered by a BLANKET FIDELITY' BOND in an amount of AT LEAST fifteen percent (15%) of the maximum financial obligation, of the County cited herein. If such bond is cant;eled or reduced, Contractor will notify CITY immediately, and CITY ma}' withhold further payment to Contractor until proper coverage has been obtained. .Failure to give such notice may be cause for termination of this Agreement, at the option of the CITY. If this is a construction project, the following bond requirements apply only if: 1. The construction is being performed by the CITY'S workforce; and 2. The funds are expended for construction work; and 3. The construction work is being paid for with CDBG funds over $100,000. b. Contract Bonds -Prior to execution of the Contract, Contractor shall file with the County on the a~~proved forms, the two surety bonds in the amounts and for the purposes noted below, duly executed by a reputable surety company satisfactory to County, and Contractor shall pay all premiums and costs thereof and incidental thereto. Each bond shall be signed by both (contractor and the sureties. 1) The "Payment bond for public works" shall be in an amount of one hundred percent (100%) o;~ the Contract price, as determined from the prices in the bid form, quid shall insure to the benefit of persons performing labor or furnishing materials in connection with the work of the proposed Contract. This bond shall be maintained in frill force and effect until all work under t:he Contract is completed and accepted by the County, and until all claims for materials and labor have been paid. 2) The "Performance bond" shall be in an amount of one hundred percent (100%) of the Contract price as determined from the prices in the bid form. and shall insure the faithful performance by Contractor of all work under the Contract. It shall also insure the replacing of, or making acceptable, any defective materials or faulty workmanship. Should any surety or suretie:s be deemed unsatisfactory at any time by the County notice will be given Contractor to that effect, and Contractor shall forthwith 'Substitute a new surety or, sureties satisfactory to the County. No further payment shall be deemed due or will be made under the Contract until the new sureties qualify and are accepted by the County. All alterations, time extensions, extra and additional work, and other changes authorized by the Specifications, or any part of the-Contract, may be made without securing consent of the surety or sureties on the contract bonds. 10. Special Provisions The following provisions shall apply to this Agreement: a. The foregoing requirements as to the types and limits of insurance coverage to be maintained by the Contractor and any approval of said insurance by the County or its insurance consultant(s) are not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by the Contractor pursuant to this Agreement, including, but not limited to, the provisions concerning indemnification. b. The County acknowledges that some insurance requirements contained in this Agreement may be fulfilled by self-insurance on the part of the Contractor. However, this shall not in any way limit liabilities assumed by the Contractor under this Agreement. Any self-insurance shall be approved in writing by the (:ounty. c. Should any of the work under this Agreement be sublet, the Contractor shall require each of its; subcontractors of any tier to carry the aforementioned coverages, ~or Contractor may insure subcontractors under its own policies. . d. The County reserves the right to withhold payments to the Contractor in the event of material noncompliance with the insurance requirements outlined above. ADDENDUM 'CO EXHIBIT "E" BASIC INSURANCE AN:D BOND REQUIREMENTS FOR CONSTRUCTION PROJrECTS USING COUNTY FUNDS All construction contractors shall comply with the requirements set forth in this Addendum to Exhibit E. Indemnity: The General Contractor (hereinafeter referred to as "General") shall indemnify, defend, and hold harmless the County of Santa. Clara (hereinafter "County"), the City of Cupertino (hereinafter "City"), its officers, agents and employees, and the Contractor, its officers, agents and employees from any loss, liability, claim, injury or damage caused solely by the acts or omissions of perso~inel employed by the County, CITY or the Contractor. It is the intent of the parties tc this contract to provide the broadest possible coverage for the CITY, County and its anti the Contractor. The General shall reimburse the CITY and County for all costs, attorney/'s fees, expenses and liabilities incurred with respect to any litigation in which the General is obligated to indemnify, defend and hold harmless the CITY and County under the Contract. Insurance: Without limiting the General's indemnification of the CITY and County, the General shall provide and maintain at its own expense, during the term of this Contract, or as may be the further required herein, the following. insurance coverages and provisions: A. Evidence of Coverage: Prior to commencement of this Contract, the General shall provide an original plus one copy of a Certificate of Lnsurance certifying that coverage as required herein has been obtained and rem~iins in force for the period required by this Contract. The contract number and project name must be stated on the Certificate of Insurance. Individual endorsements executed by the insurance carrier shall accompany the certificate. This verification of coverage shall lie sent to the Contractor at the address stated below and to the Housing and Community Development program, 1735 North First Street, Suite 265, San Jose, California 95112. The CITY shall not issue a Notice to Proceed with the work under this Contract until it has obtained all insurance required and such insurance has been approved by the Contractor and final approval by the County. This approval of insurance shall neither relieve nor decrease the liability of the CITY. B. Notice of Cancellation: All policies shall contain a speci;~l provision for thirty (30) days prior written notice of any cancellation or reduction in coverage to be sent to the Housing and Community Development Program. as stated above, and the CITY at the following address: City of Cupertino Community Development Department 10300 Torre Avenue: Cupertino, CA 95014 C. Qualifying Insurers 1. All policies shall be issued by companies which hold a current policy holder's alphabetic and financial size category rating of not less than A VIII, according to the curr~;nt Best's Key Rating Guide, unless otherwise approved by the County. 2. Surety coverage (including bid, performance and payment bonds) shall be required as follows: a. For projects in exce:~s of $100,000: 1. Either a California Admitted Surety OR a current Treasury Listed Surety (Federal Register); and either a current A.M. Best A IV rated Surety OR a current Standard anti Poor's (S&P) rating of "A". 2. An admitte~3 surety insurer which complies with the provisions of the Code of Civil Procedure, Section 995.660* . OR 3. In lieu of 1 & 2, a company of equal financial size and stability thsit is approved by the County's Insurance/Risk Manager. * California Code of Civil Procedure Section 995.660 in summary, states that an admitted surety must provide: 1) the original, or a certified copy of instrument authorizing the person who executed the bond to do so; 2) a certified copy of the Certificate of Authority issued by the Insurance Commissioner; 3) a certificate from Co~znty Clerk of Santa Clara County that Certificate of Authority has not been surrendered, revoked, canceled, annulled or suspended; 4) a financial statement showing the assets and liabilities of the insurer at the end of the quarter calendar year, prior to 30 days next preceding the date of execution of the bond. b. For projects between $25,000 and not exceeding $100,000:: 1 A California Admitted Surety OR a current Treasury Listed Suret~~ (Federal Register); and either a current A.M. Best B rated Surety OR a current Standard and Poor's (S&P) rating of "BB". OR 2. An admitted surety insurer which complies with the provisions of the Code of Civil Procedure, Section 995.660*. OR 3. In lieu of 1 ~i 2, a company of equal financial size and stability that is approved by the County's Insurance/Risk Manager. D. Insurance Required 1. Comprehensive General Liability Insurance -for bodily injury (including death) and property damagE; which provides limits of not less than one million dollars ($1,000,000) combined single limit (CSL) per occurrence. OR 2. Commercial General Liability Insurance -for bodily injury (including death) and property damage which provides limits as follows: a. General limit per occurrence - $ 1,000,000 b. General limit aggreg~ite - $2,000,000 c. Products/Completed Operations- $ 1,000,000 aggregate d. Personal Injury limit. $1,000,000 If coverage is provided under a Commercial General Liability Insurance form, a minimum of 50% of each of the aggregate limits must remain availalr~le at all tunes. If over 50% of any aggregate limit has been paid ~~r reserved, the County may require additional coverage to be purchased by the Contractor to restore the required limits. The Contractor shall also notify the County Project Manager promptly ~~f all losses or claims over $25,000 resulting from - work performed under this contract, or any products/completed operations loss or claim against the contractor resulting from any of the contractor's work. 3. For either type insurance, coverage shall include: a. Premises and Operations b. Products/Completed. Operations with limits of one million dollars ($1,000,000) per occurrence/aggregate to be maintained for two (2) years following acce;ptance of the work by the County. c. Contractual Liability expressly including liability assumed under this Agreement d. Personal Injury liability. e. Independent Contra~:tors' (Protective) liability f. Severability of Inte~~est clause providing that the coverage applies separately to each insured except with respect to the Iiinits of liability. 4. For either type insuran~~e, coverage shall include the following endorsements, copies of which shall be provided to the County: a. Additional Insured l?ndorsement: Such insurance as i;~ afforded by this policy shall also apply to the County of Santa Clara, and members of the Board of Supervisors of the County of Santa Clara, and the officers, agents and employees of the County of Santa Clara, individually and collectively, as additional insureds. b. Primary Insurance Endorsement: Such insurance a.s is afforded by the additional insured endorsement shall apply as primary insurance, and other insurance maintained by the t~ounty of Santa Clara, its officers, agents, and employees shall be excess only and not contributing with insurance provided under this policy. c. Notice of Cancellation or Change of Coverage Endorsement: Insurance afforded ~by this policy shall not be canceled or changed so as to no longer meet the specified county insurance requirements without 30 days' prior written notice of such cancellation or change being delivered to the CITY at Community Development Department, 10300 Torre Avenue, Cupertino, CA 95014. d. Severability of Interest Endorsement The insurance affon3ed by this policy shall apply separately to each insured who is seeking coverage or against whom a claim is made or a suit is brought, except with respect to the Company's limit of liability. 5. Comprehensive Automot-ile Liability Insurance-for bodily injury (including death) and property damage which provides total limits of not less than one million dollars ($1,000,000) combined single limit per occurrence applicable to all owned, non-owned and hired vehicles. 6. Worker's Compensation and Employer's Liability Insurance for: a. Statutory Californi~~ Workers' Compensation coverage including a broad form all-states endorsement. b. Employer's Liability coverage for not less than one million dollars ($1,000,000) per occurrence for all employees engaged in services or operations under this Contract. 7. Work and Materials Insuraunce (including but not limited to Builder's Risk, Course of Construction, Installation Floater or similar first party property insurance for covering the interest of the CITY and the County) shall be provided by the Contractor. The CITY coverage shall provide the following: a. Coverage shall be provided on an "all-risk" basis. b. Coverage shall be ;provided on the work and materials which are the subject of this t~ontract, whether in process or manufacture or finished, including "in transit" coverage to the final agreed upon destination of delivery, and including loading and unloading operations, and such coverage shall be in force until the work and materials are accepted by the County. c. County and non-profit shall be named as additional insured as its interests may appear at the time of loss. d. Coverage shall be: in an amount no less than the full replacement value oil the property at the time of loss. e. The deductible shall not exceed $1,000 per occurrence unless otherwise approved by the County and shall be borne by the Contractor. f. If the construction contractor fails to maintain such insurance as is called for herein, the County shall have cause to terminate this Contract in accordance with Section V, paragraph B. 8. Bond Requirements The following bond requirements apply: a. Contract Bonds - Prior to execution of the Contract, CITY shall file with the County on the approved forms, the two surety bonds in the amounts and for the purposes noted below, duly executed by a reputable surety company satisfactory to County, and CITY shall pay all premiums a~1d costs thereof and incidental thereto. Each bond shall be signed by both CITY and the sureties. b. The "payment bond for public works" shall be in an amount of one hundred percent (100%) of the Contract price, as determined from the prices in the bid form, and shall insure to the benefit of persons performing labor or furnishing materials in connection with the work of the proposed Contract. This bond shall be maintained in full force and effect until all work under the Contract is completed and accepted by the County, and until all claims for materials and labor have been paidl. c. The "performance Mond" shall be in an amount of one hundred percent (100%) of th,e Contract price as determined from the prices in the bid form. and shall insure the faithful performance by Contractor of all work under the Contract. It shall also insure the replacing of, or m~ilcing acceptable, any defective materials or faulty workmanship. Should any surety ot• sureties be deemed unsatisfactory at any time by the County notice. All alterations, time extensions, extra and additional work, and other changes authorized by the Specifications, or any part of the Contract, may be made without securing consent of the surety or sureties on the contract bonds. 9. Special Provisions: The following provisions shall apply to this Contract: a. The foregoing requirements as to the types and limits of insurance coverage to be maintained by the General and any approval of said insurance by the CITY or the County of Santa Clara are not intended to and shall not in any manner limit or qualify the liabilities and oblil;ations otherwise assumed by the General pursuant to this Contract, including but not limited to the provisions concerning indemnification. b. The Contractor reserves the right to withhold payments to the General in the event of material noncompliance with the insurance requirements outlined above. c. The Contractor shall notify the CITY promptly of all losses or claims over $25,00() resulting from work performed under this contract, or any products/completed operations loss or claim against the contractor resulting from any of the contractor's work.