11-070 Human Service Grant Funds City/Non Profit Contract, Maitri - Direct Client Services OFFICE OF THE CITY CLERK
CITY HALL
10300 TORRE AVENUE • CUPERTINO, CA 95014-3255
TELEPHONE: (408) 777-3223• FAX: (408) 777-3366
WEBSITE:www.cupertino.org
CUPERTINO
October 2, 2013
Maitri
234 East Gish Road, Suite 200
San Jose, CA 95112
Re: Agreement
Enclosed is a fully executed original copy of the first amendment to your agreement
with the City of Cupertino If you have any questions or need additional information,
please contact the Community Development Department at (408) 777-3308.
Sincerely,
Dorothy Stee fott
Senior Office Assistant
Enclosure
cc: Planning
FIRST AMENDMENT
TO HUMAN SERVICE GRANT FUNDS
CITY/NON-PROFIT CONTRACT
The First Amendment to Contract is entered into between Maitri (CORPORATION) and the City of
Cupertino (CITY)to amend the Human Service Contract(CONTRACT) dated May 1, 2012.
WHEREAS, CITY has reserved a portion of its General Fund to be used on activities that benefit
Cupertino' s residents; and,
WHEREAS, CITY has agreed to the use by CORPORATION of a portion of CITY' S Human Service
Grant budget for the Project as described below to be operated within CITY and will benefit low- and
very low-income households;
THEREFORE,the parties agree as follows:
1. Section 1, entitled"Project," is revised to read as follows:
For the period of July 1, 2012 to June 30, 2013, CITY agrees to allocate a portion of its
Human Service Grant budget to CORPORATION, being the sum of Ten Thousand
Dollars and No Cents ($10,000.00) for the purpose of implementing the
CORPORATION'S project (hereinafter "Project"), as more particularly described in
Exhibits A-F.
For the period of July 1, 2013 to June 30, 2014 CITY agrees to allocate a portion of its
current Human Service Grant budget to CORPORATION as a subrecipient in the sum of
Ten Thousand Dollars and No Cents ($1.0,000.00) for the purpose of implementing the
CORPORATION'S project, as more particularly described in Exhibits A-1 through F-1
as noted herein, attached to this First Amendment.
The total allocation for July 1, 2012 through June 30, 2014 shall not exceed $20,000.00
2. Section 11, "Term," is amended to read as follows, the purpose of this Contract is for the
CITY to disburse Grant funds for eligible activities. Unless amended prior to its
expiration, the term of this Contract for disbursement purposes will begin on July 1, 2012
and will end on June 30, 2014, unless terminated earlier pursuant to Section VI or Section
VII of the Contract.
3. The following Exhibits to the Contract are hereby added to read as shown in the
attachments to this Amendment:
1. Exhibit A-1: Project Description for FY 2013-2014;
2. Exhibit B-1: Performance Measurements for FY 2013-2014;
3. Exhibit C-1: Proposed Implementation Time Schedule for FY 2013-2014;
4. Exhibit D-1: Project Budget for FY 2013-2014;
5. Exhibit E-1: Basic Insurance and Bond Requirements for Construction
Projects Using City Funds for FY'2013-2014; and
6. Exhibit F-1: Assurances for FY 2013-2014.
4. All terms, covenants and conditions stated in the CONTRACT, which are not herein
amended, remain in full force and effect.
IN WITNESS WHEREOF, the parties have executed this First Amendment effective on the
later date shown below.f
CORPORATION: I"► Al - R CITY OF CUPERTINO:
By: Rama Dharmarajan Date b+f,By: David Brandt Date
Program Director City Manager
APPROVED AS TO FORM ATTEST:
AND LEGALITY:
Carol Korade Date Grace Schmidt eT—Z ate
City Attorney City Clerk
EXHIBIT A-1
PROGRAM DESCRIPTION
Agency Name: DUNS:
Maitri
Executive Director: Project Manager: Project#(For Office Use Only)
Sarah Khan Rama Jalan 110-7406-7102
Street Address: City: State: Zip Code:
234 East Gish Road, Suite 200 San Jose CA 95112
Telephone number: Fax Number: Manager E-mail
408 436-8393 th coordinator@maitri.org
Name of Project/Program:
MTH-Direct Client Services
Project/Program Location:
234 East Gish Road, Suite 200 San Jose, CA 95112
Project Description:
Please describe the project 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 provided, etc.
Maitri seeks the support of the city of Cupertino in the amount of$10,000 to support 16 women
and children impacted by domestic violence who are residing at Maitri's Transitional Home (TH)
in Cupertino. Maitri's TH provides housing, food, and supportive services to women and children
who for the most part were previously homeless. These services will help Maitri TH clients
achieve self sufficiency, permanent housing, and Employment, as well as help them overcome
barriers that resulted from domestic violence.
EXHIBIT B-1
CITY OF CUPERTINO CDBG PROGRAM
PERFORMANCE MEASUREMENTS
FY 201312014
AGENCY NAME Maitri DATE PREPARED 08/28/2013
PROJECT NAME MTH-Direct Client Services
HUD National Objectives
Low/Mod Income Type:
Outcomes Benchmarks or Beneficiaries for
Objectives (Use Specific Performance Each Quarter
Numerical Data Indicator (Quantify When Possible)
When Possible) 1st 2nd 3rd 4th OTA
Provide case management services to 8 adult Cupertino People 2 2 2 8
-GJ1UG11LJ U1%-,U PC,L111V
Provide Housing Search Assistance to 8 adult Cupertino eople 1 2 2 2 8
residents of Cupertino
EXHIBIT C-1
Proposed Implementation Time Schedule
FY 2013/2014
Agency Name: Maitri Date: 08/28/2013
Project Name: MTH-Direct Client Services
Specific Activities Jul- Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Provide case management services to 8 adult
Cupertino residents of Cupertino
Provide Housing Search Assistance to 8 adult
u ertino residents of Cupertino
EXHIBIT D-1
Pro ram Budget Fiscal Year 2013-2014
Proposed Project Expenses 2013-2014
CDBG Reg uest
Salaries/Benefits/Payroll/Taxes $10,00
Office Supplies
Communication
Publications/Printing/Advertising
Travel
Rent/Lease/Mortgage
Utilities
Insurance
Equipment Rental/Maintenance
Audit/Legal/Professional Services (for CDBG po rt:ion only)
Direct Services Funding for specific service such as a meal, ride)
ontracted Services
Other
otal Expenses $10,00
BASIC INSURANCE AND BOND REQUIREMENTS FOR
NON-PROFIT CONTRACTS
Definition of Contractor: The "Contractor" as the word is used herein is the party contracting with the City
of Cupertino for the direct distribution of CDBG funds. If your organization will be contracting for
construction work (such as general contractors building rental apartments) to undertake a Program (as defined
in this Non-Profit/City Contract) then the requirements set forth herein shall be complied with by the party
contracted with for construction work protecting both the non-profit and the City.
Indemnity
The Contractor shall indemnify, defend, and hold harmless the City of Cupertino (hereinafter "City"), its
officers, agents and employees from any loss, liability, claim, injury or damage arising out of, or in connection
with performance of this Contract by Contractor and/or its agents, employees or subcontractors, excepting only
loss, injury or damage caused solely by the acts or omissions of personnel employed by the City. It is the intent
of the parties to this Contract to provide the broadest possible coverage for the City. The Contractor shall
reimburse the City for all costs, attorneys' fees, expenses and liabilities incurred with respect to any litigation in
which the Contractor is obligated to indemnify, defend and hold harmless the City under this Contract.
Insurance
Without limiting the Contractor's indemnification of the City, the Contractor shall provide and maintain at its
own expense, during the term of this Contract, or as may be further required herein, the following insurance
coverages and provisions:
A. Evidence of Coveraize
Prior to commencement of this Contract, the Contractor shall provide on the City's own form or a form
approved_ by_the_City_'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 this Contract.
The contract number and project name must be stated on the Certificate of Insurance. The City's Special
Endorsement form shall accompany the certificate. Individual endorsements executed by the insurance carrier
may be substituted for the City's Special Endorsement form 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 sent to the address as shown on the City's Certificate of Insurance form
and to the Housing and Community Development Program at the address set forth in this Contract at Section
VI. PROGRAM COORDINATION, Paragraph C., NOTICES. The Contractor 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 City. This approval of insurance shall neither relieve nor decrease the liability of the
Contractor.
B. Notice of Cancellation of Reduction of Coverage
All policies shall contain a special provision for thirty (30) days prior written notice of any cancellation or
reduction in coverage to be sent to the Community Development Department, 10300 Torre Avenue, Cupertino,
CA 95014.
C. Qualifying Insurers
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 current Best's Key Rating Guide, unless otherwise
approved by the City's Insurance 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 aggregate - $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, the carrier shall provide
the City Insurance Manager with a quarterly report of the amount of aggregate limits expended to that
date. If over 50% of the aggregate limits have been paid or reserved, the City may require additional
coverage to be purchased by the Contractor to restore the required limits.
3. For either type of 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 acceptance of the work by the City.
C. Contractual Liability expressly including liability assumed under this Contract.
d. Personal Injury liability.
e. Independent Contractors' (Protective) liability.
f. Severability of Interest clause providing that the coverage applies separately to each insured
except with respect to the limits of liability.
4. For either type of insurance, coverage shall include the following endorsements, copies of which shall
be provided to the City:
a. Additional Insured Endorsement:
Such insurance as is afforded by this policy shall also apply to the City of Cupertino, and
members of the City Council, and the officers, agents and employees of the City of Cupertino,
individually and 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 City of Cupertino, 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:
This policy may not be cancelled nor the coverage reduced by the Company without 30 days
prior written notice of such cancellation or reduction in coverage to the City of Cupertino at the
address shown on the Certificate of Insurance.
d. Contractual Liability Endorsement:
This policy shall apply to liability assumed by the insured under written contract with the City of
Cupertino.
e. Personal Injury Endorsement:
The provisions of this policy shall provide Personal Injury coverage.
f. Severability of Interest Endorsement:
The insurance afforded by this policy shall apply separately to each insured that 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 owned, 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.
C. Inclusion of the City and its governing board(s), officers, representatives, agents, and employees
as additional insureds, or a waiver of subrogation.
7. Professional Errors and Omissions Liability Ins�irance
This type of insurance should be provided by persons/entities you contract with to provide you with
professional services.
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 dollars
($10,000) per occurrence/event.
C. This coverage shall be maintained for a minimum of two (2) years following termination of this
Contract.
The City must first approve any exceptions to the above requirements.
8. Bond Requirements
Fidelity Bond - Before receiving compensation under this Contract, Contractor will furnish City with
evidence that all officials, employees, and agents handling or having access to funds received or
disbursed under this Contract, or authorized 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 City cited herein. If such bond is cancelled or reduced, Contractor will notify City
immediately, and City may withhold further payment to Contractor until proper coverage has been
obtained. Failure to give such notice may be cause for termination of this Contract, at the option of the
City.
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 Contractor and any approval of said insurance by the City 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 Contract, including but not limited to
the provisions concerning indemnification.
b. The City acknowledges that some insurance requirements contained in this Contract 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 wider this Contract. The City shall approve any self-
insurance in writing.
C. The City reserves the right to withhold payments to the Contractor in the event of material
noncompliance with the insurance requirements outlined above.
d. If the Contractor fails to maintain such insurance as is called for herein, the City must order the
Contractor to immediately suspend work: at Contractor's expense until a new policy of insurance
is in effect.
ADDENDUM TO, EXHIBIT "E"
BASIC INSURANCE AND :BOND REQUIREMENTS
FOR CONSTRUCTION PROJECTS USING CITY FUNDS
If your organization will be contracting for construction work (such as general contractors building rental
apartments)to undertake a Program (as defined in this Non-Profit/City Contract) then the requirements set forth
in this Addendum to Exhibit "E" shall be complied with by the party contracted with for construction work
protecting both the non-profit and the City.
Indemnity
The General Contractor (hereinafter referred to as "General") shall indemnify, defend, and hold harmless the
City of Cupertino (hereinafter "City"), its officers, agents and employees, and the Contractor, it's officers,
agents and employees from any loss, liability, claim, injury or damage arising out of, or in connection with
performance of this Contract by General and/or its agents, employees or subcontractors, excepting only loss,
injury or damage caused solely by the acts or omissions of personnel employed by the City or the Contractor. It
is the intent of the parties to this Contract to provide the broadest possible coverage for the City and the
Contractor. The General shall reimburse the City and the Contractor for all costs, attorneys' 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 the Contractor under this Contract.
Insurance
Without limiting the General's indemnification of the City and the Contractor, the General shall provide and
maintain at its own expense, during the term of this Contract, or as may be 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
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 be sent to the Contractor at the address stated below and to the Community
Development Department, 10300 Torre Avenue, Cupertino, CA 95014. The Contractor 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 City. This approval of insurance shall neither relieve
nor decrease the liability of the Contractor.
B. Notice of Cancellation or Reduction of Coverage
All policies shall contain a special provision for thirty (30) days prior written notice of any cancellation or
reduction in coverage to be sent to the Community Development Department as stated above, and the
Contractor at the following address:
Maitri
Contractor's Name
P.O. Box 697
Street Address
Santa Clara, CA 95052
City, State, Zip
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 current Best's Key Rating Guide, unless
otherwise approved by the City.
2. Surety coverage (including bid, performance and payment bonds) shall be required as follows:
a. For projects in excess 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 and
Poors (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 & 2, a company of equal financial size and stability that is approved by the
City's Insurance/Risk Manager.
b. For projects between $25,000 and not exceeding $100,000:
1. A California Admitted Surety and either a current A.M. Best B rated Surety OR a current
Standard and Poors (S&P) rating of B B;
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 & 2, a company of equal financial size and stability that is approved by the
City's Insurance/Risk Manager.
D. Insurance Required
* 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 City Clerk of Cupertino City 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 the execution of the bond.
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 aggregate - $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, the carrier shall provide
the City Insurance Manager with a quarterly report of the amount of aggregate limits expended to that
date. If over 50% of the aggregate limits have been paid or reserved, the City may require additional
coverage to be purchased by the General to restore the required limits.
3. For either type of 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 acceptance of the work by the
City.
C. Contractual Liability expressly including liability assumed under this Contract.
d. Personal Injury liability.
e. Independent Contractors' (Protective) liability
f. Severability of Interest clause providing that the coverage applies separately to each insured
except with respect to the limits of liability.
4. For either type of insurance, coverage shall include the following endorsements, copies of which shall
be provided to the City and the Contractor:
a. Additional Insured Endorsement:
Insurance afforded by this policy shall also apply to the City of Cupertino and Contractor as
additional insureds.
b. Primary Insurance Endorsement:
Insurance afforded by the additional insured endorsement shall apply as primary insurance, and
other insurance maintained by the City of Cupertino and the Contractor shall be excess only and
not contributing with insurance provided under this policy.
C. Notice of Cancellation or Change of Coverage Endorsement:
This policy may not be canceled nor the coverage reduced by the Company without 30 days prior
written notice of such cancellation or reduction in coverage to the City of Cupertino CDBG
Program, and the Contractor at the addresses set forth on page 10 of this Addendum.
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 owned, 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 Insurance (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 Contractor
and the City) shall be provided by the Contractor.
The Contractor's coverage shall provide the following:
a. Coverage shall be provided on an "all-risk" basis.
b. Coverage shall be provided on the wort: and materials which are the subject of this Contract,
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 City.
C. City 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 City
and shall be borne by the Contractor.
f. If the construction contractor fails to maintain such insurance as is called for herein, the City
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, Contractor shall file with the City 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 City, and Contractor shall pay all
premiums and costs thereof and incidental thereto. Both Contractor and the sureties shall sign
each bond.
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 City, and until all claims for materials and
labor have been paid.
C. The "performance bond" shall be in an ;nnount 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 wider 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 City notice will be
given Contractor to that effect, and Contractor shall forthwith substitute a new surety or sureties
satisfactory to the City. No further payment shall be deemed due or will be made under the
Contract until the new sureties qualify and are accepted by the City.
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 Contractor are
not intended to and shall 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 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 Community Development Department 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.
OFFICE OF THE CITY CLERK
CITY HALL
10300 TORRE AVENUE • CUPERTINO, CA 95014-3255
l45�'r9`. TELEPHONE: (408) 777-3223• FAX: (408) 777-3366
CUPERTINO WEBSITE:www.cupertino.org
February 23, 2012
Rama Jalan
MAITRI
234 East Gish Road, Suite 200
San Jose, CA 95112
Re: First Amendment to Human Service Grant Funds City Non Profit Contract, Maitri—
Domestic Abuse Services
A fully executed copy of your agreement with the City of Cupertino is enclosed. If you have any
questions or need additional information, please contact the Planning Department at(408) 777-
3308.
Sincerely,
Kirsten Squarcia
City Clerk's Office
Enclosure
cc: Planning
FIRST AMENDMENT
TO HUMAN SERV[CE GRANT FUNDS
CITY/NON-PROFIT CONTRACT
The First Amendment to Contract is entered into between Maitri—Domestic Abuse Services
(CORPORATION) and the City of Cupertino (CITY)to amend the Contract entered into
pursuant to the Catalog of Federal Domestic Assistance for allocation and disbursement of
Community Development Block Grant(CDBG) funds to Corporation dated May 3, 2011
(CONTRACT).
WHEREAS, the CITY has applied for and received the FY 2011 funding allocation for
CDBG funds from the United States Department of Housing and Urban Development; and
WHEREAS, the City Council authorized the City Manager execute amendments with
organizations as needed to implement the FY 2011 allocation of CDBG funds; and
WHEREAS, the parties wish to enter into this amendment to increase CORPORATION's
CDBG entitlement, extend the term of the CONTRACT, revise the Project Description,
Implementation Time Schedule and Project Budget;
THEREFORE, the parties agree as follows:
1. Section I, entitled "Project," is revised to read as follows:
"CITY agrees to allocate a portion of its current CDBG entitlement, as defined in 24
CFR 570 Subpart J, "Grant Administration,"to CORPORATION as a subrecipient
for eligible public service activities, in the sum of Three Thousand Four Hundred
Thirty Dollars and No Cents ($3,430.00) for the purpose of implementing the
CORPORATION'S project, as more particularly described in numerous exhibits as
noted herein, attached to this First Amendment.
2. Section II, entitled "Term," Parts A & B are revised to provide a contract end date of
June 30, 2012.
3. Supplement Exhibit A, the Project Description, Exhibit B, the Performance
Measurements, Exhibit C, Proposed Implementation Time Schedule, and Exhibit D,
Project Budget, with Revised Exhibits "A through D," attached hereto and
incorporated herein by this reference.
4. All terms, covenants and conditions stated in the CONTRACT, which are not herein
amended, remain in full force and effect.
//
//
//
//
//
H:\-CDBG\Subrecipient Agreements\Human Service Grants\Maitri\2011-12 Contract Amendment Maitri Domestic Abuse.doc
IN WITNESS WHEREOF, the parties have executed this First Amendment effective on the
later date shown below.
CORPORATION: (Maitri) CITY OF CUPERTINO:
aw- \I° 112 atittiu,t 1. 3 ( , iZ
By: _And li Du ari Date By: David W. Kna Date
Member, Board of Directors City Manager
APPROVED AS TO FORM ATTEST:
AND LEGALITY:
r
/ '1(/:, 4 /ck
- ‘4 AIL AA.614* t-31'IL
Carol Korade I Date Icim-Smith G red t 5-8,,„,,,41 Date
City Attorney City Clerks�}�I,-•.
2
H:\-CDBG\Subrecipient Agreements\Human Service Grants\Maitri\2011-12 Contract Amendment Maitri Domestic Abuse.doc
EXHIBIT A
PROJECT DESCRIPTION
Name of Applicant: MAITRI Program Year:
2011-2012
Contact Person: Title: Transitional Housing Project#(For Office Use Only)
Rama Jalan Coordinator
Address: 234 East Gish City: San Jose State: Zip Code:
Road, Suit 200 CA 95112
Telephone number: Fax Number: E-mail Address:
(408) 436-8393 (408) 436-8381 Th_coordinator @maitri.org
Name of Project/Program:
Maitri's Transitional House
Project/Program Location:
Cu i ertino
Project Type:
n Single Family n Homeownership ❑ New Construction n Mixed Use
❑ Multifamily ❑ Rental E Rehabilitation ® Public Service
Project Description:
Please describe the project 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
provided, etc.
Maitri's Transitional House(TH)has 9 bedrooms,where Maitri Volunteer Mentors,the TH Coordinator,and a half
time DV Advocate provide long term,holistic,transitional housing,safety planning,peer counseling, and links to
Maitri and other community resources for victims of domestic violence(DV)and their children. In addition to the
provision of transitional housing and food,clients receive case management services,counseling,rental assistance,
housing establishment and employment search assistance,driving classes,and assistance in setting specific goals
and a means to achieve them so they can resume productive lives. The TH also provides one-on-one counseling
and mentors for children impacted by DV and/or cultural isolation in order to develop their self-esteem and
emotional resiliency.
Maitri's TH provides transitional housing and related supportive services to low income DV victims who are at high
risk of becoming homeless and/or suffering further abuse to themselves and their children. The main objectives of
Maitri's TH program are to foster self sufficiency;help residents obtain safe,permanent housing;and assist low
income DV victims live a healthy,productive life for themselves and their children by breaking the cycle of DV
abuse and learning critical life skills.To do this,Maitri will provide 4 Cupertino residents(by the fact they'll be
living at the TH located in Cupertino)with housing establishment services and 40 case management sessions. In
addition,the TH seeks the following outcome measures: 80%of the women who depart the TH will relocate to safe
and/or permanent housing and will complete at least one goal as listed in their case management plan.
EXHIBIT B
CITY OF CUPERTINO CDBG PROGRAM
PERFORMANCE MEASUREMENTS
FY 2011/2012
AGENCY NAME MAITRI DATE PREPARED Dec 21, 2011
PROJECT NAME MAITRI Transitional House
Specific Activities Products or Milestones to be accomplished Benchmarks or Beneficiaries for Each
(Use Specific Numerical Data When Possible) Quarter(Quantify When Possible)
1st 2nd 3rd 4th TOTAL
Provide 4 Cupertino Residents who are Provide 4 Cupertino Residents who are 1 1 1 1 4
impacted by domestic violence or human impacted by domestic violence or human
trafficking with Transitional Housing trafficking with Transitional Housing
Provide case management sessions Provide residents with 40 case management 10 10 10 10 40
sessions
sessions
Provide Housing Search Assistance Provide 4 Cupertino Residents who are
impacted by domestic violence or human 1 1 1 1 4
trafficking with Housing Search Assistance
EXHIBIT C
Proposed Implementation Time Schedule
Fiscal Year 2011 - 12
Agency Name: MAITRI Date: Dec 21,2011
Project Name: Maitri Transitional House
Specific Activities Jul Aug Sep Oct Nov Dec ! Jan Feb Mar Apr May Jun
1 1 1 1
Provide transitional housing to Cupertino residents
who are impacted by domestic violence or human
trafficking
2 2 3 3 3 3 3 4 4 4 5 4
Provide Case Management sessions to Transitional
Housing Residents in Cupertino
1 1 1 1
Provide housing search assistance to Cupertino
residents who are impacted by domestic violence or
human trafficking
EXHIBIT D
BUDGET
FOR GRANT AMOUNT
FY 2011/2012
Agency Name: MAITRI Date Prepared: Dec 21, 2011
Project Name: Maitri Transitional House
CATEGORY BUDGET FOR YEAR
SALARIES: $3,200
Personnel $230
Benefits
OFFICE EXPENSE:
Rent
Telephone/Fax
Printing
Travel
Utilities
Office Supplies
Postage
Equipment Maintenance
/Repair
PROJECT EXPENSES:
Accounting Services
Auditing Fees
Insurance
Davis Bacon Compliance
PROJECT CONSTRUCTION: _
Appraisal
Engineering Services
Architectural/Design
Acquisition
TOTAL: $3,430
EXHIBIT E
BASIC INSURANCE AND BOND REQUIREMENTS FOR
NON-PROFIT CONTRACTS
Definition of Contractor: The "Contractor" as the word is used herein is the party contracting
with the City of Cupertino for the direct distribution of CDBG funds. If your organization will
be contracting for construction work (such as general contractors building rental apartments) to
undertake a Program (as defined in this Non-Profit/City Contract) then the requirements set forth
herein shall be complied with by the party contracted with for construction work protecting both
the non-profit and the City.
Indemnity
The Contractor shall indemnify, defend, and hold harmless the City of Santa Clara (hereinafter
"City"), its officers, agents and employees from any loss, liability, claim, injury or damage
arising out of, or in connection with performance of this Contract by Contractor and/or its
agents, employees or subcontractors, excepting only loss, injury or damage caused solely by the
acts or omissions of personnel employed by the City. It is the intent of the parties to this Contract
to provide the broadest possible coverage for the City. The Contractor shall reimburse the City
for all costs, attorneys' fees, expenses and liabilities incurred with respect to any litigation in
which the Contractor is obligated to indemnify, defend and hold harmless the City under this
Contract.
Insurance
Without limiting the Contractor's indemnification of the City, the Contractor shall provide and
maintain at its own expense, during the term of this Contract, or as may be further required
herein, the following insurance coverages and provisions:
A. Evidence of Coverage
Prior to commencement of this Contract, the Contractor shall provide on the City's own form or a
form approved by the City'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 this Contract. The contract number and project name must be stated
on the Certificate of Insurance. The City's Special Endorsement form shall accompany the
certificate. Individual endorsements executed by the insurance carrier may be substituted for the
City's Special Endorsement form 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 sent to the address as shown on the City's Certificate of
Insurance form and to the Housing and Community Development Program at the address set
forth in this Contract at Section VI. PROGRAM COORDINATION, Paragraph C., NOTICES.
The Contractor 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 City. This approval
of insurance shall neither relieve nor decrease the liability of the Contractor.
EXHIBIT E-NON-PROFITS 1 REVISED 6/8/95
B. Notice of Cancellation of Reduction of Coverage
All policies shall contain a special provision for thirty (30) days prior written notice of any
cancellation or reduction in coverage to be sent to the Community Development Department,
10300 Torre Avenue, Cupertino, CA 95014.
C. Qualifying Insurers
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 current Best's Key Rating
Guide, unless otherwise approved by the City's Insurance 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 aggregate - $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, the carrier
shall provide the City Insurance Manager with a quarterly report of the amount of
aggregate limits expended to that date. If over 50% of the aggregate limits have been paid
or reserved, the City may require additional coverage to be purchased by the Contractor
to restore the required limits.
3. For either type of 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
acceptance of the work by the City.
c. Contractual Liability expressly including liability assumed under this Contract.
EXHIBIT E-NON-PROFITS 2 REVISED 6/8/95
d. Personal Injury liability.
e. Independent Contractors' (Protective) liability.
f. Severability of Interest clause providing that the coverage applies separately to
each insured except with respect to the limits of liability.
4. For either type of insurance, coverage shall include the following endorsements, copies
of which shall be provided to the City:
a. Additional Insured Endorsement:
Such insurance as is afforded by this policy shall also apply to the City of
Cupertino, and members of the City Council, and the officers, agents and
employees of the City of Cupertino, individually and 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 City of Cupertino, 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:
This policy may not be cancelled nor the coverage reduced by the Company
without 30 days prior written notice of such cancellation or reduction in coverage
to the City of Cupertino at the address shown on the Certificate of Insurance.
d. Contractual Liability Endorsement:
This policy shall apply to liability assumed by the insured under written contract
with the City of Cupertino.
e. Personal Injury Endorsement:
The provisions of this policy shall provide Personal Injury coverage.
f. Severability of Interest Endorsement:
The insurance afforded by this po[icy shall apply separately to each insured that 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.
EXHIBIT E-NON-PROFITS 3 REVISED 6/8/95
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 owned, 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.
c. Inclusion of the City and its governing board(s), officers, representatives, agents,
and employees as additional insureds, or a waiver of subrogation.
7. Professional Errors and Omissions Liability Insurance
This type of insurance should be provided by persons/entities you contract with to
provide you with professional services.
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 dollars ($10,000)per occurrence/event.
c. This coverage shall be maintained for a minimum of two (2) years following
termination of this Contract.
The City must first approve any exceptions to the above requirements.
8. Bond Requirements
Fidelity Bond - Before receiving compensation under this Contract, Contractor will
furnish City with evidence that all officials, employees, and agents handling or having
access to funds received or disbursed under this Contract, or authorized 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 City cited
herein. If such bond is cancelled or reduced, Contractor will notify City immediately, and
City may withhold further payment to Contractor until proper coverage has been
obtained. Failure to give such notice may be cause for termination of this Contract, at the
option of the City.
9. Special Provisions
EXHIBIT E-NON-PROFITS 4 REVISED 6/8/95
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 Contractor and any approval of said insurance by the City 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 Contract, including but not limited to the provisions concerning
indemnification.
b. The City acknowledges that some insurance requirements contained in this
Contract 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 Contract. The City shall approve any self-insurance in writing.
c. The City reserves the right to withhold payments to the Contractor in the event of
material noncompliance with the insurance requirements outlined above.
d. If the Contractor fails to maintain such insurance as is called for herein, the City
must order the Contractor to immediately suspend work at Contractor's expense
until a new policy of insurance is in effect.
EXHIBIT E-NON-PROFITS 5 REVISED 6/8/95
ADDENDUM TO EXHIBIT "E"
BASIC INSURANCE AND BOND REQUIREMENTS
FOR CONSTRUCTION PROJECTS USING CITY FUNDS
If your organization will be contracting for construction work (such as general contractors
building rental apartments) to undertake a Program (as defined in this Non-Profit/City Contract)
then the requirements set forth in this Addendum to Exhibit "E" shall be complied with by the
party contracted with for construction work protecting both the non-profit and the City.
Indemnity
The General Contractor (hereinafter referred to as "General") shall indemnify, defend, and hold
harmless the City of Cupertino (hereinafter "City"), its officers, agents and employees, and the
Contractor, it's officers, agents and employees from any loss, liability, claim, injury or damage
arising out of, or in connection with performance of this Contract by General and/or its agents,
employees or subcontractors, excepting only loss, injury or damage caused solely by the acts or
omissions of personnel employed by the City or the Contractor. It is the intent of the parties to
this Contract to provide the broadest possible coverage for the City and the Contractor. The
General shall reimburse the City and the Contractor for all costs, attorneys' 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 the Contractor under this Contract.
Insurance
Without limiting the General's indemnification of the City and the Contractor, the General shall
provide and maintain at its own expense, during the term of this Contract, or as may be 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 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 be sent to the Contractor at the address stated below and to
the Community Development Department, 10300 Torre Avenue, Cupertino, CA 95014. The
Contractor 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 City. This approval of insurance shall neither relieve nor decrease the liability of
the Contractor.
B. Notice of Cancellation or Reduction of Coverage
EXHIBIT E-NON-PROFITS 6 REVISED 6/8/95
All policies shall contain a special provision for thirty (30) days prior written notice of any
cancellation or reduction in coverage to be sent to the Community Development Department as
stated above, and the Contractor at the following address:
Maitri
Contractor's Name
234 E. Gish Ste. 200
Street Address
San Jose, CA 95112
City, State, Zip
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 current Best's
Key Rating Guide, unless otherwise approved by the City.
2. Surety coverage (including bid, performance and payment bonds) shall be required as
follows:
a. For projects in excess 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 and Poors (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 & 2, a company of equal financial size and stability that is
approved by the City's Insurance/Risk Manager.
b. For projects between $25,000 and not exceeding $100,000:
1. A California Admitted Surety and either a current A.M. Best B rated
Surety OR a current Standard and Poors (S&P) rating of B B;
OR
2. An admitted surety insurer which complies with the provisions of the
Code of Civil Procedure, Section 995.660*;
* 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 City Clerk of Santa Clara City
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 the execution of the bond.
EXHIBIT E-NON-PROFITS 7 REVISED 6/8/95
OR
3. In lieu of 1 & 2, a company of equal financial size and stability that is
approved by the City'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 aggregate - $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, the carrier
shall provide the City Insurance Manager with a quarterly report of the amount of
aggregate limits expended to that date. If over 50% of the aggregate limits have been paid
or reserved, the City may require additional coverage to be purchased by the General to
restore the required limits.
3. For either type of 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 acceptance
of the work by the City.
c. Contractual Liability expressly including liability assumed under this Contract.
d. Personal Injury liability.
e. Independent Contractors' (Protective) liability
f. Severability of Interest clause providing that the coverage applies separately to
each insured except with respect to the limits of liability.
4. For either type of insurance, coverage shall include the following endorsements, copies
of which shall be provided to the City and the Contractor:
EXHIBIT E-NON-PROFITS 8 REVISED 6/8/95
a. Additional Insured Endorsement:
Insurance afforded by this policy shall also apply to the City of Cupertino and
Contractor as additional insureds.
b. Primary Insurance Endorsement:
Insurance afforded by the additional insured endorsement shall apply as primary
insurance, and other insurance maintained by the City of Cupertino and the
Contractor shall be excess only and not contributing with insurance provided
under this policy.
c. Notice of Cancellation or Change of Coverage Endorsement:
This policy may not be canceled nor the coverage reduced by the Company
without 30 days prior written notice of such cancellation or reduction in coverage
to the City of Cupertino CDBG Program, and the Contractor at the addresses set
forth on page 10 of this Addendum.
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 owned, 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 Insurance (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 Contractor and the City) shall be provided by the Contractor.
The Contractor's coverage shall provide the following:
EXHIBIT E-NON-PROFITS 9 REVISED 6/8/95
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 Contract, 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 City.
c. City 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 City and shall be borne by the Contractor.
f. If the construction contractor fails to maintain such insurance as is called for
herein, the City 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, Contractor shall file with the
City 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 City, and Contractor shall pay all premiums and costs thereof and incidental
thereto. Both Contractor and the sureties shall sign each bond.
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 City, 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
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.
EXHIBIT E-NON-PROFITS 10 REVISED 6/8/95
Should any surety or sureties be deemed unsatisfactory at any time by the City
notice will be given Contractor to that effect, and Contractor shall forthwith
substitute a new surety or sureties satisfactory to the City. No further payment
shall be deemed due or will be made under the Contract until the new sureties
qualify and are accepted by the City.
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 Contractor are not intended to and shall 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 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 Community Development Department
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 E-NON-PROFITS 11 REVISED 6/8/95
EXHIBIT F
ASSURANCES
CORPORATION hereby assures and 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 and will be responsible for implementing and complying with all relevant future
changes to Federal Regulations or OMB Circulars. Specifically CORPORATION 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.
1. 570.601. Public Law 88-352 and Public Law 90-284; affirmatively furthering fair housing;
Executive Order 11063, as amended by Executive Order 12259 addresses discrimination. HUD
regulations implementing Executive Order 11063 are contained in 24 CFR, Part 107.
2. 570.602. Section 109 of the Act addresses discrimination.
3. 570.603. Labor Standards.
4. 570.604. Environmental Standards.
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 Requirement and Cost Principles. The CITY, its
Subrecipients, agencies or instrumentalities, shall comply with the policies, guidelines, and
requirements of 24 CFR Part 85 (Common Rule), and OMB Circulars 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 the acceptance and use of Federal funds under this part. The applicable sections of 24
CFR, Part 85 and OMB Circular A-100 are 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 assistance programs, specifically the use of CDBG
funds for the construction or planning of water or sewer facilities.
EXHIBIT F-ASSURANCES 1 REVISED 11/15/00
Maitri TH — Direct Client Services
HUMAN SERVICE GRANT FUNDS
CITY/NON- PROFIT CONTRACT
THIS Contract is entered into between the CITY OF CUPERTINO, a political
subdivision of the State of California (hereinafter "CITY "), and
Maitri — Direct Client Services
a non - profit corporation (hereinafter "CORPORATION "). The allocation of funds pursuant to
this Contract will be a grant. CITY approved the allocation and disbursement of Human Service
Grant funds (hereinafter "Grant ") to CORPORATION on April 20, 2010.
WITNESSETH
WHEREAS, CITY has reserved a portion of its General Fund to be used on activities that
benefit Cupertino's residents; and,
WHEREAS, CITY has agreed to the use by CORPORATION of a portion of CITY'S
Human Service Grant budget for the Project as described below to be operated within CITY and
will benefit low and very low - income households:
NOW, THEREFORE, the parties agree as follows;
I. PROJECT
CITY agrees to allocate a portion of its current Human Service Grant budget to
CORPORATION, being the sum of Three Thousand Four Hundred Thirty Dollars and No
Cents ($3,430.00) for the purpose of implementing the CORPORATION'S project (hereinafter
"Project "), as more particularly described in numerous exhibits marked as noted herein, attached
to this Contract, incorporated by this reference, as though fully set forth, as follows: Exhibit "A"
(Project Description), Exhibit "B" (Project Work Plan), Exhibit "C" (Proposed Implementation
Time Schedule), Exhibit "D" (Project Budget), Exhibit "E" (Certifications), Exhibit "F"
(Assurances), and Exhibit "G" (Indemnity and Insurance Requirements).
II. TERM
A. The purpose of this Contract is for the CITY to disburse Grant funds for eligible
activities. Unless amended prior to its expiration, the term of this Contract for disbursement
purposes will begin on July 1, 2010 and will end on June 30, 2011 unless terminated earlier
pursuant to Section VI or Section VII of this Contract.
B. The term of the expenditure by CORPORATION of the allocation provided for herein
will begin on July 1, 2010 and terminate on the earliest of the following dates as set forth herein:
June 30, 2011, or later date per amendment to this Contract; or upon the termination date
established pursuant to Section VI or Section VII of this Contract.
III. SECOND YEAR RENEWAL OPTIONS
The term of this Contract may be extended by an amendment to disburse the CITY'S Grant funds
authorized by City Council for the fiscal year subsequent to the initial term of this Contract,
contingent on the following requirements and process:
A. Authorization by CITY from the U.S. Department of Housing and Community
Development (HUD) to expend funds for the purposes of this Contract;
B. CITY'S appropriation of funds for this Project effective until June 30, 2012;
C. CORPORATION'S satisfactory performance, as determined by the CITY, of all it's
obligations as stated in this Contract for the period July 1, 2010 through June 30, 2011;
D. Submission to CITY of Proof of Insurance for the period July 1, 2011 through June 30,
2012.
IV. OBLIGATIONS OF CORPORATION
A. Organization of CORPORATION. CORPORATION will:
1. Provide CITY with copies of the following documents, evidencing filing with
the appropriate governmental agency:
a) Its Articles of Incorporation under the laws of the State of California;
b) A copy of the current Bylaws of CORPORATION;
c) Documentation of its Internal Revenue Service non - profit status;
d) Names and addresses of the current Board of Directors of
CORPORATION; and,
e) An adopted copy of CORPORATION'S personnel policies and
procedures.
2. During the Contract term, immediately report any changes, subsequent to the
date of this Contract, in CORPORATION'S Articles of Incorporation, Bylaws, Board of
Directors, personnel policies and procedures, or tax exempt status to DIRECTOR.
3. Maintain no member of its Board of Directors as a paid employee, agent,
independent contractor, or subcontractor under this Contract.
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4. Open to the public, meetings of its Board of Directors, if required by
California's open meeting laws, except meetings, or portions thereof, dealing with
personnel or litigation matters or as otherwise provided by law.
5. Keep minutes of all its regular and special meetings.
6. Comply with all provisions of California and Federal Non - Profit Corporation
Laws.
B. Program Performance by CORPORATION. CORPORATION shall:
1. Conduct the PROGRAM within the City of Cupertino, for the purpose of
benefiting low and very low- income households.
2. File quarterly reports as required by CITY on the type and number of services
rendered through the operation of the PROGRAM, and a description of the beneficiaries
of these services, and which reports will evaluate the manner in which the PROGRAM is
achieving its objectives and goals according to the standards established by CITY. The
progress reports will be due ten days after the close of each reporting period and must
cover the three months immediately preceding the date on which the report is filed.
3. Coordinate its services with other existing organizations providing similar
services in order to foster community 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 and private sources and, in the event of receipt of such
award, inform CITY within ten days.
5. Include an acknowledgement of CITY funding and support on
CORPORATION stationery and on all appropriate project - related publicity and
publications using words to the effect: "funded in whole or in part by the City of
Cupertino General Funds."
6. CORPORATION agrees it will carry out the principles as provided in
Presidents Executive Order 11246 of September 24, 1965.
7. CORPORATION will comply with Section 281 of the National Affordable
Housing Act.
C. Fiscal Responsibilities of CORPORATION. CORPORATION will:
1. Appoint and submit the name of a fiscal agent who will be responsible for the
financial and accounting activities of CORPORATION, including the receipt and
disbursement of CORPORATION funds. The CITY must immediately be notified in
writing of the appointment of any new fiscal agent and that agent's name.
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2. If the term of this Contract is extended by an amendment for a second fiscal
year, submit a satisfactory Audit within 150 days of CORPORATION's fiscal year
encompassed by the first year of this Contract.
3. Document all PROJECT costs by maintaining records in accordance with
Section III, Paragraph D below.
4. Submit to the CITY, based on an agreed upon schedule, a request for payment,
together with all supporting documentation. Invoices requesting disbursements submitted
after the expiration of the Contract will be honored only for eligible charges incurred
during the Contract term. All invoices must be submitted by the Contract expiration date
or within such other time period specified by the CITY for this Contract term. Funds not
disbursed will be returned to the Competitive Housing Pool for future reallocation.
5. Certify current and continuous insurance coverage, subject to CITY approval
and in accordance with requirements as outlined in Exhibit G, "Indemnity and Insurance
Requirements."
6. Items 1) through 6) above are express conditions precedent to disbursement of
any CITY funding and failure to comply with these conditions will, at discretion of CITY,
result in suspension of funding or termination of this Contract.
7. If CORPORATION does not use CDBG funds in accordance with the
requirements of this Contract; CORPORATION is liable for repayment of all disallowed
costs. Disallowed costs may be identified through audits, monitoring or other sources.
CORPORATION is required to respond to any adverse findings, which may lead to
disallowed costs subject to provisions of OMB Circular A -122, "Cost Principles for Non -
Profit Organizations."
D. Establishment and Maintenance of Records. CORPORATION shall:
1. Maintain complete and accurate records of all its transactions including, but
not limited to, contracts, invoices, time cards, cash receipts, vouchers, canceled checks,
bank statements, client statistical records, personnel, property and all other pertinent
records sufficient to reflect properly (a) all direct and indirect costs of whatever nature
claimed to have been incurred or anticipated to be incurred to perform this Contract or to
operate the PROJECT, and (b) all other matters covered by this Contract.
2. Maintain client data demonstrating client eligibility for services provided for
the Project. Such data will include, but not be limited to, client name, address, income
level or other basis for determining eligibility, and description of service provided. Such
information will be made available to CITY monitors for review upon request.
E. Preservation of Records. CORPORATION will preserve and make available its records:
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1. Until five years following date of final payment of this contract, or
2. For such longer period, if any as is required by applicable law; or
3. If this Contract is completely or partially terminated, the records relating to the
work terminated will be preserved and made available for a period of five years from the
date of termination.
F. Examination of Records and Facilities. Al: any time during normal business hours, and as
often as may be deemed necessary, CORPORATION agrees that the CITY, and/or any duly
authorized representatives may until expiration of (a) five years after final payment under this
Contract, (b) five years from the date of termination of this Contract, or (c) such longer period as
may be described by applicable law, have access to and the right to examine its plants, offices
and facilities used in the performance of this Contract or the operation of the PROJECT, and all
its records with respect to the PROJECT and all platters covered by this Contract.
CORPORATION also agrees that CITY or any duly authorized representatives will 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, materials and all other data relating to the PROJECT and matters covered by this
Contract. 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 will become familiar and comply with and
cause all its subcontractors, independent contractors, and employees, if any, to become familiar
and comply with all applicable federal, state and local laws, ordinances, codes, regulations and
decrees.
H. Suspension and Termination. Suspension or termination of this Contract may occur if the
CORPORATION materially fails to comply with any term of the award, and that the award may
be terminated for convenience.
I. Reversion of Assets. Upon expiration or termination of this Contract, the
CORPORATION will transfer to the CITY any Human Service Grant funds on hand at the time
of expiration and any accounts receivable attributable to the use of funds.
IV. OBLIGATIONS OF CITY
A. Method of Payment. During the term of this Contract, CITY shall disburse CDBG funds
to CORPORATION on a reimbursement basis unless otherwise provided herein for all allowable
costs and expenses incurred in connection with the PROJECT, not to exceed the total sum of
Three Thousand Four Hundred Thirty Dollars and No Cents ($3,430.00). CITY may, at any
time in its absolute discretion, elect to suspend or terminate payment to CORPORATION, in
whole or in part, pursuant to this Contract based on CORPORATION'S non - compliance,
including, but not limited to, incomplete documentation of expenses, failure to substantially meet
goals and objectives as required in Exhibit B, ( "Project Work Plan "), failure to submit adequate
progress reports as required herein or other incidents of non - compliance as described in Section
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VI, Paragraph B of this Contract or based on the refusal by 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. PROGRAM COORDINATION
A. CITY. The CITY Executive will assign a single DIRECTOR for CITY who will render
overall supervision of the progress and performance of this Contract by CITY. All services
agreed to be performed by CITY will be at the overall direction of the DIRECTOR.
B. CORPORATION. As of the date hereof, CORPORATION has designated Sarah Khan
to serve as PROGRAM DIRECTOR and to assume overall responsibility for the progress and
execution of this Contract. The CITY will be immediately notified in writing of the appointment
of a new EXECUTIVE DIRECTOR.
C. NOTICES. All notices or other correspondence required or contemplated by this
Contract shall be sent to the parties at the following addresses:
CITY: Attention: Vera Gil
Housing Services Division
Community Development Department
City of Cupertino
10300 Torre Avenue
Cupertino, CA 95014
CORPORATION: Sarah Khan
Program Director
Maitri
Corporation
234 East Gish Road, Suite 200
Address of Corporation
San Jose, CA 95112
City, State, ZIP
All notices will either be hand delivered or sent by United States mail, registered or certified,
postage prepaid. Notices given in such a manner will 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 days written notice of such change to
the other party in the manner provided in this section.
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VI. CONTRACT COMPLIANCE
A. Monitoring and Evaluation of Services. Evaluation and monitoring of the PROJECT
performance is the mutual responsibility of both CITY and CORPORATION. CORPORATION
must furnish all data, statements, records, information and reports necessary
for DIRECTOR to monitor, review and evaluate the performance of the PROJECT and its
components. CITY will 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. If CORPORATION fails to comply with any provision of this
Contract; CITY will have the right to require corrective action to enforce compliance with such
provision as well as the right to suspend or terminate this Contract. Examples of noncompliance
include, but are not limited to:
1. If CORPORATION (with or without knowledge) has made any material
misrepresentation of any nature with respect to any information or data furnished to CITY
in connection with the PROJECT.
2. If there is pending litigation with respect to the performance by CORPORATION if
any of its duties or obligations under this Contract, which may materially jeopardize or
adversely affect the undertaking of or the c arrying out of the PROJECT.
3. If CORPORATION has taken any action pertaining to the PROJECT, which action
required CITY approval, and such approval was not obtained.
4. If CORPORATION is in default under any provision of this Contract.
5. If CORPORATION makes illegal use cf CITY funds.
6. If CORPORATION submits to CITY any report which is incorrect or incomplete in
any material respect.
7. If CORPORATION fails to meet the stated objectives in Exhibit B ( "Project Work
Plan").
C. Corrective Action Procedure. CITY, in its absolute discretion and in lieu of immediately
terminating this Contract upon occurrence or discovery of noncompliance by CORPORATION
pursuant to this Contract, will have the right to give CORPORATION notice of CITY'S
intention to consider corrective action to enforce compliance. Such notice must indicate the
nature of the non - compliance and the procedure whereby CORPORATION will have the
opportunity to participate in formulating any corrective action recommendation. CITY will have
the right to require the presence of CORPORATION'S officer(s) and EXECUTIVE DIRECTOR
at any hearing or meeting called for the purpose of considering corrective action.
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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 Contract as set forth in Section VII below.
VII. TERMINATION
A. Termination for Cause. CITY may terminate this Contract by providing written notice to
CORPORATION, for any of the following reasons: uncorrected Contract non - compliance as
defined in Section VI, Paragraph B; CORPORATION is in bankruptcy or receivership; a
member of the CORPORATION'S Board of Directors or the executive director is found to have
committed fraud or; there is reliable evidence that CORPORATION is unable to complete the
Project as described in the attached Exhibits. The date of termination will be as specified in the
notice.
B. Termination for Convenience. In addition to the CITY'S right to terminate for cause set
forth in Section VI, either CITY or CORPORATION may suspend or terminate this Contract for
any reason by giving thirty (30) days prior written notice to the other party. Upon receipt of such
notice, performance of the services hereunder will be immediately discontinued.
C. In the event that this Contract is terminated, CORPORATON may be required to return
funds according to HUD regulations.
D. Upon termination of this Contract, CORPORATION must immediately provide CITY
access to all documents, records, payroll, minutes of meetings, correspondence and all other data
pertaining to the CDBG entitlement fund granted to CORPORATION pursuant to this Contract.
VIII. PURCHASING REAL OR PERSONAL PROPERTY
CORPORATION and CITY will comply with all applicable Federal Regulations as detailed by
24 CFR Part 570, Subpart J, i.e. 570.500 (Definitions), 570.503 (Agreements with
Subrecipients), 570.504 (Program Income), and 570.505 (Use of Real Property), with regards to
the use and disposal of Real or Personal Property purchased in whole, or in part, with CDBG
funds.
In addition, 24 CFR Part 85 (the Common Rule) includes definitions which apply to CDBG Real
Property, however, the Common Rule section governing Real Property (CFR 85.31) DOES NOT
APPLY TO CDBG ACTIVITIES.
A. The following definitions apply to this Contract pursuant to 24 CFR, Part 58
(Common Rule) 85.3:
1) Equipment means tangible, non - expendable, personal property having a useful
life of more than one year and an acquisition cost of $5,000 or more per unit.
2) Title as defined in detail in 24 CFR, Part 85.32 (a).
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3) Use as defined in detail in 24 CFR, Part 85.32 (c) (1).
4) Supplies as defined in detail in 24 CFR, Part 85.33.
5) Procurement, Use and Disposition of Real Property as defined in detail by 24
CFR, Part 570.503 (Agreements with Subrecipients), 570.505 (Use of Real Property), and
570.504 (Program Income).
B. Security Document. As a condition precedent to CITY loaning funds for the purchase of
real property or an option to purchase real property, CORPORATION will prepare and execute a
Loan Agreement (Exhibit H), Promissory Note, Deed of Trust and such other Contracts
restricting the use of said real property for purposes consistent with this Contract, HUD and
CDBG requirements.
C. Grants. If a grant is provided for the acquisition of real property, CORPORATION will
continually operate its Project for a minimum period of six (6) years from the effective date of
this Contract. This obligation will survive the term of this Contract, the assignment or
assumption of this Contract and the sale of the property prior to expiration of the obligation
period as set forth in this paragraph. If this obligation is not fully met, CORPORATION may be
required to reimburse the CITY. The CITY may consider, but will not be limited by, the
following factors in calculating the reimbursement obligation: initial grant sum; the duration of
the initial contractual obligation to operate the Project versus the actual duration of operation
and; the appreciated value.
D. Relocation, Acquisition, and Displacement. CORPORATION agrees to comply with 24
CFR 570.606 relating to the acquisition and disposition of all real property utilizing CDBG
funds, and to the displacement of persons, businesses, and non - profit organizations as a direct
result of any acquisition of real property utilizing CDBG funds. CORPORATION agrees to
comply with applicable state laws, City Ordinances, Resolutions, and Policies concerning
displacement of individuals from their residences.
IX. PROGRAM INCOME
Income generated by the Project, is Program Income and shall be regulated by all provisions of
Title 24 CFR 570 Subpart J "Grant Administration," 570.503 "Agreements with Subrecipients,"
and 570.504 "Program Income." CORPORATION will annually report all program income
generated by activities carried out with CDBG funds made available under this Contract. By way
of further limitations, CORPORATION may use such income during the Contract period for
activities permitted under this Contract and shall reduce requests for additional funds by the
amount of any such program income balances on hand. All unused program income shall be
returned to the CITY at the end of the Contract period.
X. INDEPENDENT CONTRACTOR
This is a Contract by and between independent contractors and is not intended and will not be
construed to create the relationship of agent, servant, employee, partnership, joint venture or
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association between CORPORATION and CITY. CORPORATION, including its officers,
employees, agents or independent contractors or subcontractors, shall not have any claim under
this Contract or otherwise against CITY for any Social Security, Worker's Compensation, or
employee benefits extended to employees of CITY.
XI. ASSIGNABILITY
A. None of the work or services to be performed hereunder will 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 ten days prior to the proposed effective date.
In the event CITY approves of any such assignment, delegation or sub - contract, the
subcontractors, assignees or delegates shall be deemed to be employees of CORPORATION, and
CORPORATION will be responsible for their performance and any liabilities attaching to their
actions or omissions.
B. This Contract may not be assumed nor assigned to another CORPORATION, person,
partnership or any other entity without the prior written approval of CITY.
XII. DISCLOSURE OF CONFIDENTIAL CLIENT INFORMATION
CITY and CORPORATION agree to maintain the confidentiality of any information regarding
applicants for services offered by the PROJECT pursuant to this Contract or their immediate
families which may be obtained through application forms, interviews, tests, reports from public
agencies or counselors, or any other source. Without the written permission of the applicant,
such information will be divulged only as necessary for purposes related to the performance or
evaluation of the services and work to be provided pursuant to this Contract, and then only to
persons having responsibilities under this Contract, including those furnishing services under the
PROJECT through approved subcontracts.
XIII. HOLD HARMLESS
In addition to the indemnity obligations set forth in Exhibit G, "Indemnity and Insurance
Requirements," CORPORATION will indemnify and hold harmless the CITY, its employees,
agents, and officials, members of boards and commissions, from any and all claims, actions,
suits, charges and judgments whatsoever, with respect to any damages, including attorney's fees
and court costs, arising out of the failure of the CORPORATION's Project to comply with
applicable laws, ordinances, codes, regulations and decrees, including without limitation those
set forth in Exhibit E, "Certifications."
XIV. WAIVER OF RIGHTS AND REMEDIES
In no event will any payment by CITY constitute or be construed to be a waiver by CITY of any
breach of the covenants or conditions of this Contract 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
will in no way impair or prejudice any right or remedy available to CITY with respect touch
breach or default. In no event will payment to CORPORATION by CITY in any way constitute a
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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 PROJECT or this
Contract.
XV. NON - DISCRIMINATION
CORPORATION will comply with all applicable Federal, State and local laws and regulations
including the City of Cupertino's policies concerning nondiscrimination and equal opportunity in
contracting. Such laws include but are not limited to the following: Title VII of the Civil Rights
Act of 1964 as amended; Americans with Disabilities Act of 1990; The Rehabilitation Act of
1973 (Sections 503 and 504); California Fair Employment and Housing Act (Government Code
sections 12900 et seq.); and California Labor Code sections 1101 and 1102. CORPORATION
will not discriminate against any subcontractor, employee, or applicant for employment because
of age, race, color, national origin, ancestry, religion, sex/gender, sexual orientation, mental
disability, physical disability, medical condition, political beliefs, organizational affiliations, or
marital status in the recruitment, selection for training including apprenticeship, hiring,
employment, utilization, promotion, layoff, rates of pay or other forms of compensation. Nor
shall CORPORATION discriminate in provision of services provided in this Contract because of
age, race, color, national origin, ancestry, religion, sex/gender, sexual orientation, mental
disability, physical disability, medical condition, political beliefs, organizational affiliations, or
marital status.
This non - discrimination provision must be included in CORPORATION's contracts with sub-
contractors and vendors when utilizing the CDBG funds disbursed for this project.
XVI. AMENDMENTS
Other than the amendment related to a second year renewal option as stated in Article III. above,
amendments to the terms or conditions of this Contract must be requested in writing by a duly
authorized representative of the party desiring such amendments, and any such amendment shall
be effective only upon the mutual agreement in writing of the parties hereto. Amendments will
not invalidate this Contract, nor relieve or release the CITY or the CORPORATION from its
obligations under this Contract.
XVII. INTEGRATED DOCUMENT
This Contract contains the entire Agreement between CITY and CORPORATION with respect to
the subject matter hereof. No written 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 of obligations
contained in any documents comprising this Agreement.
XVIII. MISCELLANEOUS
A. The captions and section headings used in this Contract are for convenience of reference
only, and the words contained herein will, in no way, be held to explain, modify, amplify or aid
in the interpretation, construction or meaning of the provisions of this Contract.
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C. The persons signing below are duly authorized to execute this Contract.
IN WITNESS WHEREOF, the parties have executed this Contract the day and year above
written.
AGENCY: Maitri CITY OF CUPERTINO:
By: Anjali Dujari By:
(print name)
1 (7; 1
_ _ 1 4) • l 1
Boars of Dire ctors P ate David W. Knapp Date
City Manager
APPROVED AS TO FORM AND ATTEST:
LEGALITY:
0 11, �� �T -7/967,
Carol de Date Kimberly Smith Date
City A orney City Clerk
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EXHIBIT A
PROJECT DESCRIPTION
Name of Applicant: MAITRI Program Year:
2010 -2011
Contact Person: Title: Transitional Housing Project # (For Office Use Only)
Rama Jalan Coordinator
Address: 234 East Gish City: San Jose State: Zip Code:
Road, Suit 200 CA 95112
Telephone number: Fax Number: E -mail Address:
(408) 436 -8393 (408) 436 -8381 Th_coordinator*maitri.org
Name of Project/Program:
Maitri's Transitional House
Project/Program Location:
Cu i ertino
Project Type:
❑ Single Family n Homeownership ❑ New Construction n Mixed Use
❑ Multifamily ❑ Rental n Rehabilitation ® Public Service
Project Description:
Please describe the project 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
provided, etc.
Maitri's Transitional House (TH) has 9 bedrooms, where Maitri Volunteer Mentors, the TH Coordinator, and a half
time DV Advocate provide long term, holistic, transitional housing, safety planning, peer counseling, and links to
Maitri and other community resources for victims of domestic violence (DV) and their children. In addition to the
provision of transitional housing and food, clients receive case management services, counseling, rental assistance,
housing establishment and employment search assistance, driving classes, and assistance in setting specific goals
and a means to achieve them so they can resume productive lives. The TH also provides one ❑on ❑one counseling
and mentors for children impacted by DV and/or cultural isolation in order to develop their selfLesteem and
emotional resiliency.
Maitri's TH provides transitional housing and related suppo:live services to low income DV victims who are at high
risk of becoming homeless and/or suffering further abuse to themselves and their children. The main objectives of
Maitri's TH program are to foster self sufficiency; help residents obtain safe, permanent housing; and assist low
income DV victims live a healthy, productive life for themselves and their children by breaking the cycle of DV
abuse and learning critical life skills. To do this, Maitri will provide 4 Cupertino residents (by the fact they'll be
living at the TH located in Cupertino) with housing establishment services and 40 case management sessions. In
addition, the TH seeks the following outcome measures: 80% of the women who depart the TH will relocate to safe
and/or permanent housing and will complete at least one goal as listed in their case management plan.
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EXHIBIT E
BASIC INSURANCE AND BOND REQUIREMENTS FOR
NON - PROFIT CONTRACTS
Definition of Contractor: The "Contractor" as the word is used herein is the party contracting
with the City of Cupertino for the direct distriburion of CDBG funds. If your organization will
be contracting for construction work (such as general contractors building rental apartments) to
undertake a Program (as defined in this Non - Profit/City Contract) then the requirements set forth
herein shall be complied with by the party contracted with for construction work protecting both
the non - profit and the City.
Indemnity
The Contractor shall indemnify, defend, and hold harmless the City of Santa Clara (hereinafter
"City "), its officers, agents and employees from any loss, liability, claim, injury or damage
arising out of, or in connection with performance of this Contract by Contractor and/or its
agents, employees or subcontractors, excepting only loss, injury or damage caused solely by the
acts or omissions of personnel employed by the City. It is the intent of the parties to this Contract
to provide the broadest possible coverage for the City. The Contractor shall reimburse the City
for all costs, attorneys' fees, expenses and liabilities incurred with respect to any litigation in
which the Contractor is obligated to indemnify, defend and hold harmless the City under this
Contract.
Insurance
Without limiting the Contractor's indemnification of the City, the Contractor shall provide and
maintain at its own expense, during the term of this Contract, or as may be further required
herein, the following insurance coverages and provisions:
A. Evidence of Coverage
Prior to commencement of this Contract, the Contractor shall provide on the City's own form or a
form approved by the City'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 this Contract. The contract number and project name must be stated
on the Certificate of Insurance. The City's Special Endorsement form shall accompany the
certificate. Individual endorsements executed by the insurance carrier may be substituted for the
City's Special Endorsement form 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 sent to the address as shown on the City's Certificate of
Insurance form and to the Housing and Community Development Program at the address set
forth in this Contract at Section VI. PROGRAM COORDINATION, Paragraph C., NOTICES.
The Contractor 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 City. This approval
of insurance shall neither relieve nor decrease the liability of the Contractor.
EXHIBIT E - NON - PROFITS 1 REVISED 6/8/95
B. Notice of Cancellation of Reduction of Coverage
All policies shall contain a special provision for thirty (30) days prior written notice of any
cancellation or reduction in coverage to be sent to the Community Development Department,
10300 Torre Avenue, Cupertino, CA 95014.
C. Qualifying Insurers
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 current Best's Key Rating
Guide, unless otherwise approved by the City's Insurance 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 aggregate - $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, the carrier
shall provide the City Insurance Manager with a quarterly report of the amount of
aggregate limits expended to that date. If over 50% of the aggregate limits have been paid
or reserved, the City may require additional coverage to be purchased by the Contractor
to restore the required limits.
3. For either type of 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
acceptance of the work by the City.
c. Contractual Liability expressly including liability assumed under this Contract.
EXHIBIT E - NON - PROFITS 2 REVISED 6/8/95
d. Personal Injury liability.
e. Independent Contractors' (Protective) liability.
f. Severability of Interest clause providing that the coverage applies separately to
each insured except with respect to the limits of liability.
4. For either type of insurance, coverage shall include the following endorsements, copies
of which shall be provided to the City:
a. Additional Insured Endorsement:
Such insurance as is afforded by this policy shall also apply to the City of
Cupertino, and members of the City Council, and the officers, agents and
employees of the City of Cupertino, individually and 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 City of Cupertino, 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:
This policy may not be cancelled nor the coverage reduced by the Company
without 30 days prior written notice of such cancellation or reduction in coverage
to the City of Cupertino at the address shown on the Certificate of Insurance.
d. Contractual Liability Endorsement:
This policy shall apply to liability assumed by the insured under written contract
with the City of Cupertino.
e. Personal Injury Endorsement:
The provisions of this policy shall provide Personal Injury coverage.
f. Severability of Interest Endorsement:
The insurance afforded by this policy shall apply separately to each insured that 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.
EXHIBIT E - NON - PROFITS 3 REVISED 6/8/95
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 owned, 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.
c. Inclusion of the City and its governing board(s), officers, representatives, agents,
and employees as additional insureds, or a waiver of subrogation.
7. Professional Errors and Omissions Liability Insurance
This type of insurance should be provided by persons /entities you contract with to
provide you with professional services.
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 dollars ($10,000) per occurrence /event.
c. This coverage shall be maintained for a minimum of two (2) years following
termination of this Contract.
The City must first approve any exceptions to the above requirements.
8. Bond Requirements
Fidelity Bond - Before receiving compensation under this Contract, Contractor will
furnish City with evidence that all officials, employees, and agents handling or having
access to funds received or disbursed under this Contract, or authorized 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 City cited
herein. If such bond is cancelled or reduced, Contractor will notify City immediately, and
City may withhold further payment to Contractor until proper coverage has been
obtained. Failure to give such notice may be cause for termination of this Contract, at the
option of the City.
9. Special Provisions
EXHIBIT E - NON - PROFITS 4 REVISED 6/8/95
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 Contractor and any approval of said insurance by the City 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 Contract, including but not limited to the provisions concerning
indemnification.
b. The City acknowledges that some insurance requirements contained in this
Contract 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 Contract. The City shall approve any self - insurance in writing.
c. The City reserves the right to withhold payments to the Contractor in the event of
material noncompliance with the insurance requirements outlined above.
d. If the Contractor fails to maintain such insurance as is called for herein, the City
must order the Contractor to immediately suspend work at Contractor's expense
until a new policy of insurance is in effect.
EXHIBIT E - NON - PROFITS 5 REVISED 6/8/95
ADDENDUM TO EXHIBIT "E"
BASIC INSURANCE AND BOND REQUIREMENTS
FOR CONSTRUCTION PROJECTS USING CITY FUNDS
If your organization will be contracting for construction work (such as general contractors
building rental apartments) to undertake a Program (as defined in this Non - Profit/City Contract)
then the requirements set forth in this Addendum to Exhibit "E" shall be complied with by the
party contracted with for construction work protecting both the non - profit and the City.
Indemnity
The General Contractor (hereinafter referred to as "General ") shall indemnify, defend, and hold
harmless the City of Cupertino (hereinafter "City "), its officers, agents and employees, and the
Contractor, it's officers, agents and employees from any loss, liability, claim, injury or damage
arising out of, or in connection with performance of this Contract by General and/or its agents,
employees or subcontractors, excepting only loss, injury or damage caused solely by the acts or
omissions of personnel employed by the City or the Contractor. It is the intent of the parties to
this Contract to provide the broadest possible coverage for the City and the Contractor. The
General shall reimburse the City and the Contractor for all costs, attorneys' 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 the Contractor under this Contract.
Insurance
Without limiting the General's indemnification of the City and the Contractor, the General shall
provide and maintain at its own expense, during the term of this Contract, or as may be 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 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 be sent to the Contractor at the address stated below and to
the Community Development Department, 10300 Torre Avenue, Cupertino, CA 95014. The
Contractor 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 City. This approval of insurance shall neither relieve nor decrease the liability of
the Contractor.
B. Notice of Cancellation or Reduction of Coverage
EXHIBIT E - NON - PROFITS 6 REVISED 6/8/95
•
All policies shall contain a special provision for thirty (30) days prior written notice of any
cancellation or reduction in coverage to be sent to the Community Development Department as
stated above, and the Contractor at the following address:
Maitri
Contractor's Name
234 E. Gish Road, suite 200
Street Address
San Jose, CA 95112
City, State, Zip
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 current Best's
Key Rating Guide, unless otherwise approved by the City.
2. Surety coverage (including bid, performance and payment bonds) shall be required as
follows:
a. For projects in excess 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 and Poors (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 & 2, a company of equal financial size and stability that is
approved by the City's Insurance/Risk Manager.
b. For projects between $25,000 and not exceeding $100,000:
1. A California Admitted Surety and either a current A.M. Best B rated
Surety OR a current Standard and Poors (S &P) rating of B B;
OR
2. An admitted surety insurer which complies with the provisions of the
Code of Civil Procedure, Section 995.660*;
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 City Clerk of Santa Clara City
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 the execution of the bond.
EXHIBIT E - NON - PROFITS 7 REVISED 6/8/95
OR
3. In lieu of 1 & 2, a company of equal financial size and stability that is
approved by the City'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 aggregate - $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, the carrier
shall provide the City Insurance Manager with a quarterly report of the amount of
aggregate limits expended to that date. If over 50% of the aggregate limits have been paid
or reserved, the City may require additional coverage to be purchased by the General to
restore the required limits.
3. For either type of 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 acceptance
of the work by the City.
c. Contractual Liability expressly including liability assumed under this Contract.
d. Personal Injury liability.
e. Independent Contractors' (Protective) liability
f. Severability of Interest clause providing that the coverage applies separately to
each insured except with respect to the limits of liability.
4. For either type of insurance, coverage shall include the following endorsements, copies
of which shall be provided to the City and the Contractor:
EXHIBIT E - NON - PROFITS 8 REVISED 6/8/95
EXHIBIT F
ASSURANCES
CORPORATION hereby assures and 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 and will be responsible for implementing and complying with all relevant future
changes to Federal Regulations or OMB Circulars. Specifically CORPORATION 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.
1. 570.601. Public Law 88 -352 and Public Law 90 -284; affirmatively furthering fair housing;
Executive Order 11063, as amended by Executive Order 12259 addresses discrimination. HUD
regulations implementing Executive Order 11063 are contained in 24 CFR, Part 107.
2. 570.602. Section 109 of the Act addresses discrimination.
3. 570.603. Labor Standards.
4. 570.604. Environmental Standards.
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 Requirement and Cost Principles. The CITY, its
Subrecipients, agencies or instrumentalities, shall comply with the policies, guidelines, and
requirements of 24 CFR Part 85 (Common Rule), and OMB Circulars 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 the acceptance and use of Federal funds under this part. The applicable sections of 24
CFR, Part 85 and OMB Circular A -100 are 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 assistance programs, specifically the use of CDBG
funds for the construction or planning of water or sewer facilities.
EXHIBIT F - ASSURANCES 1 REVISED 11/15/00