Continuum of Care Phoenix Housing Special Needs Assistance Program Copyright 2014
City of Dubuque Consent Items # 5.
ITEM TITLE: Continuum of Care Phoenix Housing Special Needs
Assistance Program
SUMMARY: City Manager recommending approval of a contract with the
U.S. Department of Housing and Urban Development
(HUD)for administration of the Continuum of Care Phoenix
Housing Special Needs Assistance Program that provides
rental assistance for homeless, disabled persons.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve
ATTACHMENTS:
Description Type
Continuum of Care Grant-MVM Memo City Manager Memo
Staff Memo Staff Memo
Program Grant Contract Supporting Documentation
Award Letter Supporting Documentation
THE CITY OF Dubuque
DUB E i"
Masterpiece on the Mississippi 2007.2012.2013
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Continuum of Care Phoenix Housing Special Needs Assistance Program
DATE: August 5, 2016
Housing and Community Development Department Director Alvin Nash recommends
City Council approval of a contract with the U.S. Department of Housing and Urban
Development (HUD) for administration of the Continuum of Care Phoenix Housing
Special Needs Assistance Program. This program provides rental assistance for
homeless, disabled persons.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
6&-zn'
Mic ael C. Van Milligen
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Alvin Nash, Housing and Community Development Department Director
THE CUIY OF Dabagae
DUB E �ffi ""r
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@OnAlk M E Masterpiece on the Mississippi. ,„,
a better way of living
TO: Michael C. Van Milligen, City Manager
FROM: Alvin Nash, Housing and Community Development Director
RE: Continuum of Care Phoenix Housing Special Needs Assistance Program
DATE: August 4, 2016
INTRODUCTION
The purpose of this memorandum is to request the City Council approve a contract with the U.S
Department of Housing and Urban Development (HUD) for administration of the Continuum of Care
Phoenix Housing Special Needs Assistance Program.
DISCUSSION
Attached is the August 2, 2016, notice awarding the Continuum of the Care Program Grant. This
program provides rental assistance for homeless, disabled persons.The City Council authorized Housing
Department's application to HUD for these funds, in partnership with a Sponsor Agency in 2015. A one-
year grant has been awarded in the amount of$78,691.
As a fiscal agent,the City of Dubuque has financial oversight responsibility for the administration of the
program. The Housing Department will monitor the Sponsor Agency's operations for compliance with
program requirements; funds will be electronically deposited to the Finance Department's account and
monthly rental assistance payments will be made to the area landlords.
ACTION REQUESTED
The action requested of the City Council is to approve the contract with HUD and authorize the Mayor's
signature.
Dubuque@ Home is an initiative of the City of Dubuque Housing&Community Development Department
350 W.6`h St., Dubuque,Iowa 52001 1 Phone:563.589.4230 1 www.cityofdubuque.org/dubuqueathome
�eP��MO N�oFyoGZ U.S.Department of Housing and Urban Development
Omaha Field Office
Z° Ifliilll `z Edward Zorinsky Federal Building
1616 Capitol Avenue,Suite 329
9eAN D E 4 Omaha, Nebraska 68102-4908
August 2, 2016
Mr. Alvin Nash 941
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Director
City of Dubuque AUG 4 2016
Housing and Community Development
350 West 6h Street, Suite 312 o 000f1OeOonaaaoo ooAoo®o
Dubuque, IA 52001
SUBJECT: Transmittal of Continuum of Care Program Grant
CoC Number and Name: IA-501 —Iowa Balance of State CoC
Project Name: Phoenix Housing Special Needs Assistance
Project Number: IA006IL7D011505
Congratulations on your final selection for funding under the Department of Housing and Urban
Development's (HUD)FY 2015 Homeless Assistance Grants competition. All conditions attached to your
award for this project have been met. Addressing homelessness is one of the Department's top priorities
and your project will make a significant contribution toward developing a continuum of care system in your
community.
Enclosed are three copies of the FY 2015 Continuum of Care Program Grant Agreement which
includes the Scope of Work and Interim Rule. If CoC funds will be used for payment of indirect costs,you
must complete the Federally Recognized Indirect Cost Rate Schedule in the Scope of Work. Please sign
the enclosed Agreements and return two to this office within 10 days of the date of this letter. Retain one
executed Agreement for your records.
Upon execution of the Agreement by you and HUD, HUD will obligate the funds for this project.
No funds can be disbursed to you until the Agreement is fully executed.
If you have any questions regarding this matter, please EPlanning
arlie House, CPD
Representative, at(402)492-3173 or Charlie.R.House@hud.gov.
Sincere im S veDire for
Co mun
Development Division
Enclosures
U.S. Department of Housing and Urban Development
Office of Community Planning and Development
1616 Capitol Avenue
Suite 329
Omaha, NE 68102-4908
Tax ID No.: 42-6004596
CoC Program Grant Number: IA0061L7D011505
Effective Date: 8/2/2016
DUNS No.: 093105302
CONTINUUM OF CARE PROGRAM
GRANT AGREEMENT
This Grant Agreement ("this Agreement") is made by and between the United States
Department of Housing and Urban Development ("HUD") and City of Dubuque (the "Recipient").
This Agreement is governed by title IV of the McKinney-Vento Homeless Assistance Act
42 U.S.C. 11301 et seq. (the "Act") and the Continuum of Care Program rule (the "Rule").
The terns "Grant " or "Grant Funds" mean the funds that are provided under this
Agreement. The term "Application" means the application submissions on the basis of which the
Grant was approved by HUD, including the certifications, assurances, and any information or
documentation required to meet any grant award condition. All other terns shall have the
meanings given in the Regulation.
The Application is incorporated herein as part of this Agreement, except that only the
project listed, and only in the amount listed on the Scope of Work exhibit, are funded by this
Agreement. In the event of any conflict between any application provision and any provision
contained in this Agreement, this Agreement shall control.
Exhibit 1, the FY2015 Scope of Work, is attached hereto and made a part hereof. If
appropriations are available for Continuum of Care grants; if Recipient applies under a Notice of
Funds Availability published by HUD; and, if pursuant to the selection criteria in the Notice of
Funds Availability, HUD selects Recipient and one or more projects listed on Exhbit 1 for
renewal, then additional Scope of Work exhibits may be attached to this Agreement. Those
additional exhibits, when attached, will also become a part hereof.
The effective date of the Agreement shall be the date of execution by HUD and it is the
date use of funds under this Agreement may begin. Each project will have a performance period
that will be listed on the Scope of Work exhibit(s) to this Agreement. For renewal projects, the
period of performance shall begin at the end of the Recipient's final operating year for the project
being renewed and eligible costs incurred for a project between the end of Recipient's final
operating year under the grant being renewed and the execution of this Agreement may be paid
with funds from the first operating year of this Agreement. For each new project funded under
this Agreement, Recipient and HUD will set an operating start date in eLOCCS, which will be
used to track expenditures, to establish the project performance period and to determine when a
project is eligible for renewal. Recipient hereby authorizes HUD to insert the project perfotinance
period for new projects into the exhibit without Recipient signature, after the operating start date is
established in eLOCCS.
This Agreement shall remain in effect until termination either: 1) by agreement of the
parties; 2) by HUD alone, acting under the authority of 24 CFR 578.107; 3) upon expiration of the
final performance period for all projects funded under this Agreement; or 4) upon the expiration of
the period of availability of funds for all projects funded under this Agreement.
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Recipient agrees:
1. To ensure the operation of the project(s) listed on the Scope of Work in accordance with
the provisions of the Act and all requirements of the Rule;
2. To monitor and report the progress of the project(s) to the Continuum of Care and HUD;
3. To ensure, to the maximum extent practicable, that individuals and families experiencing
homelessness are involved, through employment, provision of volunteer services, or
otherwise, in constructing, rehabilitating, maintaining, and operating facilities for the
project and in providing supportive services for the project;
4. To require certification from all subrecipients that:
a. Subrecipients will maintain the confidentiality of records pertaining to any individual
or family that was provided family violence prevention or treatment services through
the project;
b. The address or location of any family violence project assisted with grant funds will
not be made public, except with written authorization of the person responsible for the
operation of such project;
c. Subrecipients will establish policies and practices that are consistent with, and do not
restrict, the exercise of rights provided by subtitle B of title VII of the Act and other
laws relating to the provision of educational and related services to individuals and
families experiencing homelessness;
d. In the case of projects that provide housing or services to families, that subrecipients
will designate a staff person to be responsible for ensuring that children being served in
the program are enrolled in school and connected to appropriate services in the
community, including early childhood programs such as Head Start, part C of the
Individuals with Disabilities Education Act, and programs authorized under subtitle B
of title VII of the Act;
e. The subrecipient, it officers, and employees are not debarred or suspended from doing
business with the Federal Government; and
f. Subrecipients will provide.information, such as data and reports, as required by HUD;
and
5. To establish such fiscal control and accounting procedures as may be necessary to assure
the proper disbursal of, and accounting for grant funds in order to ensure that all financial
transactions are conducted, and records maintained in accordance with generally accepted
accounting principles, if the Recipient is a Unified Funding Agency;
6. To monitor subrecipient match and report on match to HUD;
7. To take the educational needs of children into account when families are placed in housing
and will, to the maximum extent practicable, place families with children as close as
possible to their school of origin so as not to disrupt such children's education;
8. To monitor subrecipients at least annually;
9. To use the centralized or coordinated assessment system established by the Continuum of
Care as required by the Rule. A victim service provider may choose not to use the
Continuum of Care's centralized or coordinated assessment system, provided that victim
service providers in the area use a centralized or coordinated assessment system that meets
HUD's minimum requirements and the victim service provider uses that system instead;
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espanol.hud.gov Page 2
10. To follow the written standards for providing Continuum of Care assistance developed by
the Continuum of Care, including those required by the Rule;
11. Enter into subrecipient agreements requiring subrecipients to operate the project(s) in
accordance with the provisions of this Act and all requirements of the Rule; and
12. To comply with such other terns and conditions as HUD may have established in the
applicable Notice of Funds Availability.
HUD notifications to the Recipient shall be to the address of the Recipient as stated in the
Application, unless HUD is otherwise advised in writing. Recipient notifications to HUD shall be
to the HUD Field Office executing the Agreement. No right, benefit, or advantage of the
Recipient hereunder may be assigned without prior written approval of HUD.
The Agreement constitutes the entire agreement between the parties hereto, and may be
amended only in writing executed by HUD and the Recipient.
By signing below, Recipients that are states and units of local government certify that they
are following a current HUD approved CHAS (Consolidated Plan).
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espanol.hud.gov Page 3
This agreement is hereby executed on behalf of the parties as follows:
UNITED STATES OF AMERICA,
Secretary of Housing and Urban Development
By:
/i
.-_ter-_.�.------
(Signature)
Francis T Severin, Director
(Typed Name and Title)
August 2, 2016
(Date)
RECIPIENT
City of Dubuque
(Name of Organization)
By:
(Signature outhorized Official)
Roy D. Buol, Mayor
(Typed Name and Title of Authorized Official)
August 15, 2016
(Date)
www.hud.gov espanol.hud.gov
Page 4
Tax ID No.: 42-6004596
CoC Program Grant Number: IA0061L7D011505
Effective Date: 8/2/2016
DUNS No.: 093105302
EXHIBIT 1
SCOPE OF WORK for FY2015 COMPETITION
1 The project listed on this Scope of Work is governed by the Continuum of Care program
Interim Rule attached hereto and made a part hereof as Exhibit 1 a. Upon publication for
effect of a Final Rule for the Continuum of Care program, the Final Rule will govern this
Agreement instead of the Interim Rule. The project listed on this Exhibit at 4 below, is
also subject to the terms of the Notice of Funds Availability for the fiscal year listed above.
2. The Continuum that designated Recipient to apply for grant funds (has/has not) been
designated a high performing community by HUD for the applicable fiscal year.
3. Recipient is not the only Recipient for the Continuum of Care. HUD's total funding
obligation for this grant and project is $78691, allocated between budget line items,
as indicated in 4. below.
4. HUD agrees, subject to the terms of this Agreement, to provide the Grant funds for the
project application listed below in the amount specified below to be used during the
performance period established below. However, no funds for new projects may be drawn
down by Recipient until HUD has approved site control pursuant to the Rule and no funds
for renewal projects may be drawn down by Recipient before the end date of the project's
final operating year under the grant that has been renewed.
Project No. Performance Period
IA0061L7D011505 07-01-2016- 06-30-2017
Allocated between budget line items as follows:
a. Continuum of Care planning activities $ 0
b. UFA costs $ 0
c. Acquisition $ 0
d. Rehabilitation $ 0
e. New construction $ 0
f. Leasing $ 0
g. Rental assistance $ 74760
h. Supportive services $ 0
i. Operating costs $ 0
j. Homeless Management Information System $ 0
k. Administrative costs $ 3931
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In accordance with the Rule, Recipient is prohibited from moving more than 10% from
one budget line item in a project's approved budget to another without written
amendment to this Agreement.
5. If grant funds will be used for payment of indirect costs, pursuant to 2 CFR 200, Subpart
E - Cost Principles, the Recipient is authorized to insert the Recipient's federally
recognized indirect cost rates (including if the de minimis rate is charged per 2 CFR
§200.414) on the attached Federally Recognized Indirect Cost Rates Schedule, which
Schedule shall be incorporated herein and made a part of the Agreement. No indirect
costs may be charged to the grant by the Recipient if their federally recognized cost rate
is not listed on the Schedule. Do not include indirect cost rates for Subrecipients,
however, Subrecipients may not charge indirect costs to the grant if they do not also
have a federally recognized indirect cost rate.
6. The project has not been awarded project-based rental assistance for a term of fifteen
(15) years. Funding is provided under this Scope of Work for the performance period
stated in paragraph 4. Additional funding is subject to the availability of annual
appropriations.
7. Program income earned during the grant term shall be retained and may either be 1)
added to funds committed to the project by HUD and the recipient and used for eligible
activities; or 2) used as match.
Tax ID No.: 42-6004596
CoC Program Grant Number: IA0061L7D011505
Effective Date: 8/2/2016
DUNS No.: 093105302
FEDERALLY RECOGNIZED INDIRECT COST RATE SCHEDULE
Grant No. Recipient Name Indirect cost rate Cost Base
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