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HomeMy WebLinkAbout5494Contract Number: Vendor: Subject: Department: File Class: Begin Date: End Date: Review Date: Vault Date: 5494 AGAPE UNLIMITED ASA - Shelter Plus Care Grant Program CDBG GS50-01-11 Rev. 3 General 6/1/2015 6/30/2016 7/1/2016 2017 Comments : AGENDA BILL C�TY OF BREMERTON CITY COUNCIL SUBJECT: Renewal of Shelter Plus Care Agency Service Agreement with Agape Unlimited Study Session Date: COUNCIL MEETING Date: Department: Presenter: Phone: r' I '� � , �� < < May 27, 2015 June 3, 2015 DCD — Block Grant Marie Vila 360-473-5375 SUMMARY: Since 1996, the City of Bremerton has acted as a pass-through agent for the Shelter Plus Care program administered locally by Agape Unlimited. Funded by the McKinney-Vento Act and administered by the Department of Housing and Urban Development, Shelter Plus Care (SPC) funds provide rental assistance for homeless individuals and families affected by mental illness, chemical dependency, or both. Participants receive assistance and counseling to achieve self- sufficiency, or about two years. The City has executed its contracts for FY2014 Shelter Plus Care allocations with HUD for services to be provided during the program year 2015-2016, and may now proceed with the sub-recipient agency service agreement between the City and Agape. ATTACHMENTS: 2015-2016 Shelter Plus Care Agency Service Agreement between the City of Bremerton and Agape Unlimited; Attachment 1: 2015-2016 Shelter Plus Care Management Procedures FISCAL IMPACTS (Include Budgeted Amount): Pass-thru funding of $199,010 from the Department of Housing and Urban Development to Agape Unlimited, Project Sponsor. STUDY SESSION AGENDA: 0 No Presentation ❑ Full Presentation STUDY SESSION ACTION: ❑x Consent Agenda ❑ General Business � Public Hearing RECOMMENDED MOTION: Move to approve the 2015-2016 Agency Service Agreement between the City of Bremerton and Agape Unlimited and authorize the Mayor to finalize and execute the agreement with substantially the same terms and conditions as presented. COUNCIL ACTION: [�Approve ❑ Deny ❑ Table ❑ Continue ❑ No Action Form Updated 01/25/13 AGENCY SE�tVICE AGItEEMENT Shelter Plus Care Grant Program CFDA Number: 14.238 AN AG�tEEMENT, by and between the City of Bremerton hereinafter referred to as "City" and Agape Unlimited, hereinafter referred to as "Agency" by which the Agency agrees to carry out specific activities under the City of Bremerton's Shelter Plus Care Grant Program and establishing certain other terms and conditions of operation. IT IS MUTUAL�,� AGR�ED AS FOLI.OWS: A1tTICLE I. PROJEC'I' 1. SCOPE OF SERVICES The City, as recipient of a Shelter Plus Care Grant from the United States Department of Housing and Urban Development (HUD), hereby designates the Agency to undertake, and the Agency hereby agrees to undertake the activities specifically described in the applications and management procedures/plan and summarized below: Agency will provide affordable housing and a full range of services to homeless individuals who have chronic alcohol and/or drug problems. The continuum of housing linked to appropriate social services is designed to promote self-sufficiency and clean and sober living by providing gradually increasing levels of responsibility and independence based on personal progress in meeting recovery goals. Project based assistance will be provided in accordance with the City's agreement with HUD for grant number WA0098LOT011407, executed on April 28, 2015 for renewal date July 1, 2015. Sponsor Based assistance will be provided in accordance with the City's agreement with HUD for grant number WA0099LOT011407, executed on Apri128, 2015 for renewal date June 1, 2015. Tenant Based assistance will be provided in accordance with the City's agreement with H[TD for grant number WAOl00LOT011407, executed on May 11, 2015 for renewal date July 1, 2015. The Management Procedures/Plan (Attachment 1) outlines the management of the three programs. 2. TERM OF AGR�EMENT The term of this Agreement is June 1, 2015 through June 30, 2016, determined by the specific grant, but may be extended pursuant to an amendment to this Agreement as authorized in Article IV.8, or should additional time for auditing this project be required, in accordance with law, this Agreement shall be deemed automatically extended until such time as the said audit shall be completed. In any event, the term of this Agreement shall cover the period that the Agency has control over Shelter Plus Care funds. 3. PROGItAM REPORTING The Agency shall submit such reporis as required by the City to meet its local obligations and its obligation to the Department of Housing and Urban Development. The City will prescribe the report format, as well as the time and location for submission of such reports. Required reports include but are not limited to the following: (A) Semi-Annual Performance Reports which shall include all information required by HUD in the final Annual Performance Report. (B) Annual Housing Quality inspections and rent reasonableness studies. ARTICLE II. FINANCIAL CONDITIONS 1. BUDGET AND COMPENSATION The City shall reimburse the Agency its allowable costs for the services identified in this Agreement not to exceed $36,766.00 (Thirty-six thousand seven hundred sixty- six dollars) under project based assistance contract WA0098LOT011407; $119,158.00 (One hundred nineteen thousand one hundred fifty-eight dollars) under sponsor based assistance contract WA0099LOT011407; and $43,086.00 (Forty-three thousand eighty-six dollars) under tenant based contract WAOl00LOT011407 upon presentation of properly executed monthly invoices in a form approved by the City. Such reimbursement shall constitute full and complete payment by the City under this Agreement. Allowable costs shall mean those necessary and proper costs identified in the Agency's application and approved by the City unless any or all such costs are disallowed by the State of Washington or the United States. 2. DOCUMENTATION OF COSTS AND OTHEIt FINANCIAL REPORTING All costs shall be supported by documentation, as evidence of the nature and propriety of the charges. All accounting documents pertaining in whole or in part to this Agreement shall be clearly identified and readily accessible, and upon reasonable notice, the City and United States shall have the right to audit the records of the Agency as they relate to the work. The Agency shall also: (A) Maintain an effective system of internal fiscal control and accountability for all Shelter Plus Care funds, and make sure the same are used solely for authorized purposes. (B) Keep a continuing record of all disbursements by date; check number, amount, vendor, description of items purchased and line item from which money was expended, as reflected in the Agency's accounting records. (C) Maintain financial records for a period of five (5) years after receipt of final monitoring letter from the City provided that the Annual State audit (which includes the Shelter Plus Care Program) has been completed. (D) Permit inspection and audit of its records with respect to all matters authorized by this Agreement by representatives of the City the State Auditor or the United States at any time during normal business hours and as often as necessary. (E) Inform the City concerning any funds allocated to the Agency that the Agency anticipates will not be expended during the Agreement period, and permit reassignment of the same by the City to other agencies. (F) Repay to the City any funds in its possession at the time of termination of this Agreement that may be due to the City or the United States. 3. REIMBURSEMENT The City shall reimburse the Agency only for actual incurred costs upon presentation of a properly executed invoice in a form approved by the City. Only those allowable costs directly related to the Agency's application, shall be paid consistent with Article II paragraph 2. In the event the City or United States determines any funds were expended by the Agency for unauthorized or ineligible purposes or the expenditures constitute disallowed costs in any other way, the City or United States may order repayment of the same. The Agency shall remit the disallowed amount to the City within thirty (30) days of written notification of the disallowance. (A) The Agency agrees that funds determined by the City to be surplus upon completion of the Agreement will be subject to cancellation by the City. (B) The Agency agrees that upon expiration of this Agreement, the Agency shall transfer to the City any Shelter Plus Care funds on hand at the time of expiration and any account receivable attributable to the use of Shelter Plus Care funds. (C) The City shall be relieved of any obligation for payments if funds allocated to the City cease to be available for any cause other than misfeasance of the City itself. (D) The City reserves the right to withhold payments pending timely delivery of program reports or documents as may be required under this Agreement. ARTICLE III. FEDERAL CONDITIONS 1. UNIFORM ADMINISTRATIVE REQUIREMENTS Agency shall comply with regulations set forth in 24 CFR part 582. 2. CONFLICT OF IN'TEREST In addition to the conflict of interest requirements in 24 CFR part 85, no person who is an employee, agent, consultant, officer, or elected official or appointed official of the Agency, who exercises any function or responsibilities with respect to the program or who are in a position to participate in a decision making process or gain inside information with regard to such activities, may obtain a financial interest or benefit from the activity, or have a financial interest in any contract, subcontract, or agreement with respect to the proceeds of the shelter plus care assisted activity either for themselves or those with whom they have business or immediate family ties, during their tenure or for one year thereafter. Participation by homeless individuals who also are participants under the program in policy or decision making under 24 CFR part 582.300 does not constitute a conflict of interest. 3. DISPLACEMENT, RELOCATION, AND REAL PROPERTY ACQUISITION The Agency shall comply with the requirements relating to displacement, relocation, acquisition and replacement of housing (24 CFR part 582.335). Displacement of persons (families, individuals, businesses, non-profit organizations and farms) as a result of activities assisted with Shelter Plus Care funds is generally discouraged and in all instances must receive prior written approval from the City. 4. LEAD BASED PAINT Agency shall comply with HUD Regulations on Lead Based Paint hazards in federally owned housing and housing receiving Federal assistance. (24 CFR Part 35) 5. DISCRIMINATION PROHIBITED Under the activities, funded in whole or in part by Shelter Plus Care, Agency shall comply with 24 CFR part 582.330. ARTICLE IV: GENERAL CONDITIONS COMPLIANCE WITH LAWS The Agency, in perforniance of this Agreement, agrees to comply with all applicable Federal, State and Local Laws and ordinances, and the rules and regulations promulgated by the U.S. Department of Housing and Urban Development, including but not limited to Shelter Plus Care Regulations and other policies and guidelines established for the Shelter Plus Care Program regardless if the law is specifically stated in this Agreement. 2. LICENSING AND PROGRAM STANDARIDS The Agency agrees to comply with and to obtain at its own expense, if necessary, all applicable Federal, State, County or Municipal standards for licensing, certification and operation of facilities and programs, and accreditation and licensing of individuals, and any other standards or criteria as described in the Contract to assure quality of services. 3. INSUItANCE The Agency shall maintain at all times a policy of comprehensive general liability insurance providing an amount of $1,000,000.00 per occurrence, protecting the City of Bremerton from any and all damages which may arise in connection with the services to be provided hereunder, whether or not such damages are alleged to arise from acts or omissions which are the sole negligence of the City, its officers, employees, and or agents, or the combined negligence of the City and others. Such insurance shall include the City as additional insured and shali not be reduced or canceled without 30 days written prior notice to the City. The Agency shall provide and maintain a current Certificate of Insurance as evidence of the insurance required in this section. 4. INDEIVINIT�' The Agency agrees to defend, indemnify and hold harmless the City, its appointed and elected officers and employees, from and against any and all liability, loss, costs, damage and expense, including costs and attorney fees in defense thereof because of actions, claims or lawsuits for damages resulting from personal or bodily injury, including death at any time resulting therefrom, sustained or alleged to have been sustained by any person or persons and on account of damage to properiy, arising or alleged to have arisen directly or indirectly out of or in consequence of or the performance of this Agreement, whether such injuries to persons or damage to property is due to the negligence of Agency, its subcontractors, agents, successor, or assigns. This provision shall be inapplicable to the extent the City are judicially found solely negligent for such damage or injury. Exhibit A 5. NOTICES Any notices required to be given by the City to the Agency or by the Agency to the City shall be in writing and delivered to the following parties at the following addresses: City: Agency: CDBG Program Administrator Ron Ness, Board President City of Bremerton AGAPE Unlimited 345 6� Street, Suite 600 4841 Auto Center Way, Suite 101 Bremerton, WA 98337 Bremerton, WA 98312 6. ASSIGNMENT AND SUBCONTRACTING The Agency shall not assign or subcontract any portion of the services provided within the terms of this contract without obtaining prior written approval from the City. All terms and conditions of this Contract shall apply to any approved subcontract or assignment related to the Contract. 7. RESERVATION O� RIGHTS Failure to insist upon strict compliance with any terms, covenants or conditions of this Agreement shall not be deemed a waiver of such, nor shall any waiver or relinquishment of such right or power at any time be taken to be a waiver of any other breach. 8. AMENDMENTS TO AGREEMENT The parties hereby further agree that this Agreement cannot be amended or modified without the written concurrence of both parties. 9. FAILURE TO PERFORM In the event of a failure by the Agency to comply, with any terms or conditions of this Contract or to provide in any manner the activities or other performance as agreed to herein, the City reserves the right to temporarily withhold all or any part of payment pending correction of the deficiency, suspend all or part of the contract, or prohibit the Agency from incurring additional obligations of funds until the City is satisfied that corrective action has been taken or completed. The option to withhold funds is in addition to, and not in lieu of, the City's right to terminate as provided in Article IV. 10 of the General Conditions of this Agreement. The City may consider performance under this Agreement when considering future awards. 10. 'TERMINATION If the Agency fails to comply with the terms and conditions of this Agreement, the City may pursue such remedies as are available in accordance with 24 CFR 85.43 including but not limited to, the termination of this Agreement in the manner specified herein. (A) Termination for Cause - If the Agency fails to comply with the terms and conditions of this Agreement and any of the following conditions exist: (1) The lack of compliance with the provisions of this Agreement are of such scope and nature that the City deems continuation of this Agreement to be substantially non-beneficial to the public interest; (2) The Agency has failed to take satisfactory corrective action as directed by the City or its authorized representative within the time specified by same; (3) The Agency has failed within the time specified by the City or its authorized representative to satisfactorily substantiate its compliance with the terms and conditions of this Agreement, The City may terminate this Agreement in whole or in part, and thereupon shall notify in writing the Agency of the termination, the reasons therefore, and the effective date. The effective date shall not be prior to notification of the termination by the City to the Agency. Costs resulting from obligations incurred by the Agency after termination of the Agreement are not allowable unless specifically authorized in writing by the City. (B) Termination for Convenience The award may be terminated for convenience, in whole or in part, as follows: (1) By the City with the consent of the Agency. The two parties shall agree upon the termination conditions, including the effective date and in the case of partial termination, the portion to be terminated, or (2) By the Agency upon submitting written notification to the City. The written notification must set forth the reasons for the termination, the effective date, and in the case of partial termination, the portion to be terminated. However, in the case of a proposed partial termination, the City may terminate the award in its entirety if the City determines that the remaining portion will not accomplish the purpose for which the award was made. (C) Termination for Withdrawal. Reduction or Limitation of Fundin� In the event that funding from the Federal government is withdrawn, reduced or limited in any way after the effective date of this contract, and prior to its normal completion, the City may summarily terminate this Contract as to the funds reduced or limited, notwithstanding any other termination provision of this contract. Termination under this Section shall be effective upon receipt of written notice by the Agency or its representative. 11. CLOSE-OUT Upon termination of this Contract, in whole or in part for any reason including completion of the project, the following provisions shall apply: (A) Upon written request by the Agency, the City shall make or arrange for payment to the Agency of allowable reimbursable costs not covered by previous payments; (B) The Agency shall submit within thirty (30) days after the date of expiration of this Agreement, all financial, performance and other reports required by this Agreement, and in addition, will cooperate in a program audit by the City; (C) In the event a financial audit has not been performed prior to close-out of this Agreement, the City retains the right to withhold a just and reasonable sum from the final payment to the Agency after fully considering the recommendation on disallowed costs resulting from the final audit. 12. VENUE AND CHOICE OF LAW Any action at law, suit in equity, or other judicial proceeding for the enforcement of this Agreement or any provisions thereof shall be instituted only in the Court of the State of Washington, County of Kitsap. It is mutually understood and agreed that this Agreement shall be governed by the laws of the State of Washington, both as to interpretation and performance. 13. SEVERABILITY CLAUSE It is understood and agreed by the parties that if any part, term, or provision of this contract is held by the courts to be illegal or in conflict with any law of the state where made, the validity of the remaining portions or provisions shall not be affected, and the rights and obligations of the parties shall be construed and enforced as if the Agreement did not contain the particular part, term, or provision held to be invalid. 14. INTEGRATED DOCUMEN'T This Agreement with any attachments constitutes the entire agreement between the parties and both parties acknowledge that there are no other agreements, written or oral, that have not been fully set forth in the text of this Agreement. EXECUTED this � day of J��C., 2015 AGENCY: AGAPE Unlimited (Age BY: ( i nature) . �ar� ��'�c9� (Please Print Nam and Title) �� (Date) DMINISTRATOR SHELTER PLUS CARE PROGRAM i ��1�� I� inistrator Date MAYOR, C[TY OF BREMERTON O Patty L 6 2z � Dat Approved as to form: � �\ / / J� .�.. L� j ,. Bremerton i� Attom � �: � .: ,. � INDEX 'TO SH�I.'I'E12 Pg.US CAl2E AGItEE1VIENT Article I. Project 1. Scope of Services 2. Term of Agreement 3. Program Reporting Article II Financial Conditions 1. Budget and Compensation 2. Documentation of Costs and Other Financial Reporting 3. Reimbursement Article III. Federal Conditions 1. Uniform Administrative Requirements 2. Conflict of Interest 3. Displacement, Relocation, Acquisition and Replacement of Housing 4. Lead Based Paint 5. Discrimination Prohibited Article IV General Conditions l. Compliance with Laws 2. Licensing and Program Standards 3. Insurance 4. Indemnity 5. Notices 6. Assignment and Subcontracting 7. Reservation of Rights 8. Amendments to Agreement 9. Failure to Perform 10. Termination 11. Close-Out 12. Venue and Choice of Law 13. Severability Clause 14. Integrated Document Attachment 1 S�IELTER PLUS CAl2E 1VIANAGEMENT PROCEDiJR�S/PLAN Shelter Plus Care (SPC) is a U.S. Department of Housing and Urban Development (HUD) housing grant specifically aimed at housing the disabled homeless population while ensuring that their on-going needs are met through active case management. SPC provides housing assistance funds and reyuires the agency involved to provide an equal amount of services to the client. The client must be homeless and disabled with either, or a combination of the following disabilities: severe mental illness, chemical dependency, or AIDS or AIDS related illness. AGAPE, as sponsor of the SPC Program will manage the program in accordance with the plan as described in the application and described below. Scoqe of Services/Historv The City of Bremerton initially submitted an application to HUD on July 6, 1993 under the McKinney Shelter Plus Care Program for rent assistance to provide alcohoUdrug free permanent housing for 8 homeless women with children and 16 homeless men disabled by chronic alcoholism and substance abuse. A grant in the amount of $596,400.00 was awarded on January 5, 1995. Agape Unlimited, a state licensed non-profit alcohol and drug treatment provider, serves as the sponsor and primary social service provider for the project. Agape Unlimited and the City have successfully applied for renewal funds every year since the initial award; see below for cunent funding levels. Funds were awarded under three components of the Shelter Plus Care Program. Project Based Rental Assistance (PBRA): Assistance is provided to AGAPE for units located at 13?3 and 1329 Crawford St. Participants do not retain assistance if they move. Sponsor based Rental Assistance (SBRA): Participants reside in housing owned or leased by Agape. Participants do not retain assistance if they move. Tenant Based Rental Assistance (TBRA): Provides grants for rental assistance which allows participants to choose housing of appropriate size. Agape may require participant to live in a specific structure the first year and in a specific geographic area for the remainder of the participation. Units are located throughout Bremerton city limits. Participant retains assistance if they move while still enrolled in program. All three components, Project Based Rental Assistance (PBRA), Tenant Based Rental Assistance (TBRA) and Sponsor Based Rental Assistance (SBRA) of the original �rant have been completed and must be renewed annually. The City submitted and received � under FY 2014 (2015-16 grant year) as follows: Pro ram Amount 0 BR 1-BR 2-BR 3-BR 4-BR 5-BR TBRA $43,086 4 1 SBRA $119,158 4 4 1 PBRA $36,766 2 Attachment 1 Agape's program is composed of three stages: Initial outreach and residential chemical dependency treatment (funded by non Shelter Plus Care sources); Drug/alcohol free group living with intensive treatment and job training services; (Project Assistance) Permanent supportive housing in the community.(TBR.A and SBRA) The continuum of housing linked to appropriate social services is designed to promote self-sufficiency and clean and sober living by providing gradually increasing levels of responsibility and independence based on personal progress in meeting recovery goals. The group houses, located at 1323 and 1329 Crawford St. in Bremerton, provide 18 beds of permanent housing with cooking, cleaning, laundry and recreational facilities including a common room and garden. The program provides a home-like, not an institutional environment for residents. Moreover, the houses are only two blocks from the Agape outpatient treatment facility. The Sponsor based component is typically used both as an intermediary phase and an alternative to group living for families. Agape has identified apartment units throughout the community to utilize in the program. For the Tenant based component, participants must have obtained the self-sufficiency to maintain a unit with little assistance. Participant Selection Participants must be: • Chemically dependent, participating in an outpatient treatment program • 18 years of age or older • Homeless • Living on the street or in a homeless shelter, released (with no housing options) to the streets from jail, in-treatment programs, and hospitals. Priority for housing assistance will be as follows: First Priority: Individuals living on the street; Second Priority: Release from the jail to the street; Third Priority: Release from treatment to the street Screening and selection process will be coordinated by AGAPE who will interview each potential participant to determine eligibility. Persons eligible for the project will be placed on a waiting list and are responsible to contact AGAPE, by telephone, at least once every three days to indicate they are still interested in the program. Tenants are selected Attachment 1 from those eligible based upon their position on the waiting list (unless there are documented extenuating circumstances) Method for Assigning Units Assignment of units is determined according to the clients' needs, including stability in treatment, family size, level of self-sufficiency and need for on-going peer support. When residents move out of a Project Based unit, Agape will move new residents into the bedroom that was vacated. Participants that can be accommodated by the Project Based houses will not be moved around the house unless a woman or man with several children requires the larger spaces located in the lower level of the buildings. Men, including men with children reside in one house and women, including women with children reside in the other house. Smaller Sponsor Based units are utilized by single individuals high in self-sufficiency. Large units are utilized as multiple adult dwellings or as housing for parents with dependent children. The appropriate housing unit will be determined taking into considecation the quality, access to services, and appropriateness of the unit type. Those moving into Tenant Based assistance will locate their own housing within the City of Bremerton. AGAPE will assure the unit meets HQS. The size and type of housing will be determined according to family size and need. Participant Role in Oaerations/Mana�ement Residents at the group houses will be responsible for regular house maintenance, including cleaning and yard work. Group home residents will have weekly house meetings to address both community and operations issues, and will provide input on program evaluation. These meetings will address mutual responsibility for house chores. All program participants will be involved in decision making and problem solving for the program through on-going program evaluations. Anulicant Role in Onerations/Maintenance Agape is responsible to ensure that the houses are properly maintained, contract for necessary repairs, collect rent, provide cleaning supplies and provide yard tools. Agape counselors assist residents to develop skills for house maintenance, implement the chore list, and facilitate resident meetings. Agape is responsible to ensure that sufficient funding is available to operate and maintain the buildings properly. Agape pays all utility bills, but not long distance phone costs. Agape is available in the evenings and weekends to provide help and supervision for participants. 3 Attachment 1 Particivant Eli�ibilitv Verification Agape will verify eligibility and determine Total Tenant Payment (TTP) for all participants. The following documentation will be required to determine eligibility for each participant: 1. Intake application 2. Certification of homelessness 3. Certification of disability 4. Income verification Pavment The rent to be paid by each tenant will be calculated based on the highest of: • 30 percent of the family's monthly adjusted income (adjustment factors include the number of people in the family, age of family members, medical expenses, and child care expenses); or, • 10 percent of the family's monthly income. Housin� pualitv Standards and Rent Reasonableness Certification All necessary Housing Quality Standards (HQS) Inspections and Rent reasonableness studies will be performed by Agape who will also maintain the required documentation. Agape may enter into a contractual agreement relative to the Shelter Plus Care Program with a landlord only after it has certified that the housing unit meets HQS and rent reasonableness criteria. Lead Based Paint Requirements AGAPE will assure all units meet HUD's Lead Based Paint Requirements. Assessment Methods The Continuum of Care Coalition consists of local participating agencies providing services, and Agape. The committee will meet at least monthly to share program information on housing units, client services and record keeping requirements. The City of Bremerton will participate in the meetings once a year. Additionally, the Coalition will assess and make recommendations regarding: • how effective outreach efforts were to identify initial program participants and additional participants as space became available; • how well coordinated the system of services is to meet the changing needs of clients; how efficient is the mechanism for administering rental assistance. 4 Attachment 1 The Coalition will discuss specific case studies to measure the clients' stability in housing, improved functioning, the use of treatment and community services, the degree of independence achieved, and the degree of client satisfaction with the services provided. AGAPE will submit semi-atu�ual reports to the City of Bremerton. Request for Pavment No less than two weeks prior to the last day of each month Agape must provide veri�cation of rent subsidy payments required for the upcoming month. NO PAYMENT WILL BE MADE LJNLESS THIS VERIFICATION IS RECENED. Such verification includes the following: 1. Documentation regarding participant eligibility as previously described; 2. HQS inspections and rent reasonableness studies as described above; 3. A signed contract between Agape and the Landlord for payment of housing assistance; 4. A signed lease agreement for a period of no less than thirty (30) days between the Landlord and Agape; 5. An agreement between the Landlord and the service agency regarding support services. The City of Bremerton will promptly process the payment. Administrative Fee The HUD Shelter Plus Care program authorizes up to eight percent (8%) administrative fee for the following activities: providing rental payments to landlords; examining family income; providing housing information and assistance; inspecting units for HQS; and receiving new participants into the program. An analysis indicates the City of Bremerton provides approximately 25% of these services and AGAPE provides 75%. Therefore, a 2% administrative allowance will be available to the City of Bremerton and 6% of the grant, or the remainder of the amount allocated in the HUD Agreement to administration, will be available to AGAPE. If the actual administrative allocation authorized by HUD in the Grant Agreement is less than 8% of the total grant, the City will preserve its 2%, and AGAPE may receive less than 6%. Administrative funds must be disbursed based on the actual time spent on administrative functions pertaining to the grants. In order to ensure that Administrative fee lasts for the duration of the program year, the City and Agape may choose to draw less of the Administrative fee than they are entitled to based on timecard records. In no instance shall an amount in excess of that supported by the timecard be drawn in any given month. Documentation of the time spent on the activities must be maintained by the City of Bremerton and AGAPE. Attachment 1 I�ousin� Assistance Pavments Rent subsidy payments will be made by Agape to the landlord(s) as appropriate Agape will maintain a special bank account dedicated solely to Shelter Plus Care activities. All funds received from the City of Bremerton will be placed in and disbursed from this account. Agape will maintain records of rent subsidy payments to landlords. Vacancv Pavments Agape must immediately notify the City of Bremerton upon termination of tenancy so that the City may determine allowable vacancy payments to landlord(s). HUD Reauired Renorting AGAPE will provide the data to the City of Bremerton for the HUD annual report.