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HomeMy WebLinkAboutAgenda Report - April 7, 2021 C-20AGENDA ITEM (2,0 ;! C) CITY OF LODI COUNCIL COMMUNICATION TM AGENDA TITLE: Adopt a Resolution Accepting the California Department of Housing and Community Development 2019 Local Early Action Planning Grant and Appropriating Funds ($300,000) MEETING DATE: April 7, 2021 PREPARED BY: Community Development Director RECOMMENDED ACTION: Adopt a Resolution Accepting the California Department of Housing and Community Development 2019 Local Early Action Planning Grant and Appropriating Funds ($300,000) BACKGROUND INFORMATION: The City received notice on January 15, 2021, that the California Department of Housing and Community Development (HCD) awarded the City $300,000 in Local Early Action Planning (LEAP) grant funds to conduct various planning efforts that will promote housing development in the City of Lodi. California has long experienced a shortage of housing and the State has taken numerous actions to promote the construction of new housing. The LEAP grant program funds planning efforts that facilitate such housing construction. On January 27, 2020, the State issued a Notice of Funding Availability (NOFA) that provided $119,040,000 for assistance to all California jurisdictions. This LEAP funding is non-competitive and available funding is based on the population of the land use agency. Activities allowed under the LEAP grant program include projects that assist in the preparation and adoption of planning documents and process improvements that accelerate housing production and assist local agencies with meeting the Regional Housing Needs Assessment (RHNA). In response to the State's NOFA for LEAP grant funding, City staff identified planning efforts to address housing needs of the Lodi community. The following activities were identified in the City's LEAP grant application: Accesso Dwelling Units — Standards and Supporting Materials. Accessory Dwelling Units (ADU's) refers to a second dwelling on a property with a single-family home. The State has enacted laws that make ADU's allowed wherever a single-family dwelling is allowed. The State has also established certain default standards that are automatically in effect, but in limited cases a city can adopt regulations tailored to the local community. Major efforts anticipated under this task include:1) update the City's Second Dwelling Units (ADU) regulations to restore consistency with State regulations, including form of development, allowed ADU's and review procedures; 2) develop ADU prototype designs for use by property owners; 3) prepare ADU brochures to educate the public on ADU procedures and regulations; and, 4) create an ADU submittal checklist for homeowners. Munici al Services Review/S here of Influence U date. The City of Lodi Municipal Services Review (MSR) and Sphere of Influence (SOI) were last updated in 2007. Both the MSR and SOI are considered out of date and the San Joaquin County Local Agency Formation Commission (LAFCo) APPROVED: V tephen Schwab City Manager LEAP Grant April 7, 2021 Page 2 of 2 has informed the City that no annexation by Lodi will be processed until the MSR and SOI have been updated. This task will involve updating the City's MSR and exploring expansion of the SOI. Specific tasks will include: 1) conduct a study of potential growth areas to accommodate new development, including housing; 2) amend the City's MSR, consistent with the Cortese -Know -Hertzberg Act; 3) submit an updated MSR to San Joaquin LAFCo for consideration; and, 4) prepare CEQA environmental documentation to support an amendment of the City's SOI. The City prepared a Request for Proposals (RFP) to secure a consultant to assist with the MSR/SOI process. The City received three proposals in response to the RFP and, following review of proposals and interviews with consultants, staff selected the firm PlaceWorks to prepare an Environmental Impact Report and provide technical assistance for the MSR/SOI effort. Staff will be bringing the PlaceWorks contract award to Council later in April. Homeless Shelter Program. The Committee on Homelessness is a community organization made up of stakeholders, community leaders, business owners and concerned citizens designed to respond to the issue of increasing homelessness in the community. The Community Development Department Neighborhood Services Division in concert with the appeal from the San Joaquin Continuum of Care (CoC) proposes to establish the framework for a long-term solution to our community's homelessness issues through the development of a permanent low-bar/no-bar shelter. Major efforts anticipated under this task include: 1) Identification of appropriate sites dedicated to this challenge; 2) Develop conceptual land use studies charged with accommodating between 50 and 100 unsheltered individuals; 3) Provide supportive environmental reviews of selected sites; 4) Develop business and operational plan integrating state, county and local supportive services On June 3, 2020, the City Council reviewed the proposed LEAP grant activities and approved Resolution No, 2020-114, thereby authorizing staff to submit an application for LEAP grant funds and, if awarded, authorizing the City Manager to enter into, execute, and deliver on behalf of the City, a State of California Agreement (Standard Agreement) for the amount of $300,000. The City Manager has executed the LEAP grant Standard Agreement. By adopting the attached resolution, the City Council accepts LEAP grant funding in the amount of $300,000 and appropriates those funds accordingly. FISCAL IMPACT: The LEAP grant will provide $300,000 in funds to support planning efforts that will promote housing in the City of Lodi. FUNDING AVAILABLE: California Department of Housing and Community Development 2019 Local Early Action Planning Grant and Appropriating Funds: Revenue: 35586000.56005 $300,000 Expenditures: 35586000.72303 $500 35586000.72307 $500 35586000.72450 $299,000 Andrew Keys Andrew Keys Deputy City Manager/Internal Services Director John R. Delia Monica, Jr. Comm inity Development Direc or Attachments: HCD and City of Lodi — LEAP Standard Agreement STATE OF CALIFORNIA -BUSINESS, CONSINFR SERVICES AND HOUSING AGENCY GAVIN NEWSOM, Govemp DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT ADMINISTRATION AND MANAGEMENT DIVISION Business and Contract Services Branch Contracts Office - 2020 W. EI Camino Avenue, Suite 130, 95833 P. O. Box 952054 Sacramento, CA 94252-2054 (9 16) 263-69281 FAX (916) 263-6917 www hcd ca.aov Steve Schwabauer City Manager City of Lodi P.O. Box 3006 Lodi, CA 95241 RE: Grant 20 -LEAP -15743 Dear Steve Schwabauer: Congratulations on your 2019 Local Early Action Planning (LEAP), NOFA award. Attached is an electronic copy of the Standard Agreement ("Agreement') with Exhibits A through E: A. Standard Agreement Contents (STD 213 and Exhibits A through E) STD 213 - Cover page Exhibit A - Authority, Purpose and Scope of Work Exhibit B - Budget Detail and Payment Provisions Exhibit C* - State of California General Terms and Conditions - GTC 0412017 `Exhibit C is now incorporated by reference, please see the STD 293 for additional infonnation. Exhibit D — LEAP Terms and Conditions Exhibit E - Special Conditions B. For expeditious handling of the contract, the Department offers two options for returning signed STD 213; please complete the following: Review the entire Agreement thoroughly and, if necessary, discuss the requirements with your legal and financial advisors. 2. The person or persons authorized by the Resolution(s), must provide an original signature, printed name, title and date, must use blue ink, on the lower left-hand section entitled "Contractor" on the STD 213 and/or on page 2 of the STD 213, if applicable. 3. Option One: For electronic signature processing, reply to this Standard Agreement email notification with the attached, fully signed STD 213 page(s). All signatures City of Lodi 20 -LEAP -15743 Page 2 of 2 must be original and in blue ink. All signers must be included in the reply email and confirm acceptance of e -signing the Agreement. 4. Option Two: Print five copies of the Standard Agreement, STD 213. Do not send photocopies of the signed STD 213 page(s). All five copies must be an original signature with wet, blue ink; do not return the Exhibits to HCD. 5. Note: If the resolution did not authorize a designated official to sign the STD 213 and amendments thereto, your governing body must adopt a resolution authorizing a designated official(s) to sign the STD 213 and any subsequent amendments. If the authorized designee as reflected in the resolution, the awarded NOFA amount or your entity status has changed, you are required to provide, to the Department, a new resolution consistent with the terms of the NOFA award and adopted by your Board. 6. Return the e -signed copy or the five signed copies of the STD 213; and, if applicable, the certified resolution within 30 days from the date of this letter to the following address: Department of Housing and Community Development Business & Contract Services Branch Contracts Office, Attn. Shannon Miller 2020 West EI Camino Avenue, Suite 130 Sacramento, CA 95833 7. Maintain a complete electronic version of the contract Agreement, STD 213 and Exhibits, for your pending file. Note: The contract is not effective until it is signed by the Awardee's designated official and the Department. The Department reserves the right to cancel any pending Standard Agreement in its entirety if not returned within the required 30 -day period. Please contact Planning Grants Program Manager, Paul McDougall, at paul.mcdougall(a-)_hcd.ca.gov, if you have any questions regarding the Standard Agreement or the provisions therein. Sincerely, Kelvin Singh Contract Analyst Attachment cc: Local Early Action Planning, John Buettner STATE OF CALIFORNIA - DEPARTMENT OF GENERAL SERVICES STANDARD AGREEMENT AGREEMENT NUMBER STD 213 (Rev. 0312019) 20 -LEAP -15743 1 This Agreement is entered into between the Contracting Agency and the Contractor named below: CONTRACTING AGENCY NAME DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT CONTRACTOR'S NAME City of Lodi 2 The term of this Agreement is: PURCHASING AUTHORITY NUMBER (if applicable) START DATE Upon NCD Approval THROUGH END DATE 06/3012024 3 The maximum amount of this Agreement is: $300,000.00 4 The parties agree to comply with the terms and conditions of the following exhibits, which are by this reference made a part of the Agreement. EXHIBITS TITLE Exhibit A Authority, Purpose and Scope of Work Exhibit B Budget Detail and Payment Provisions Exhibit C* State of California General Terms and Conditions Exhibit D LEAP General Terms and Conditions Exhibit E Special Conditions TOTAL NUMBER OF PAGES ATTACHED Items shown with an asterisk ("), are hereby incorporated by reference and made part of this agreement as if attached hereto. These documents can be viewed at https:IAvww.dgs.ca.govlOLSIResources IN WITNESS WHEREOF, THIS AGREEMENT HAS BEEN EXECUTED BY THE PARTIES HERETO. CONTRACTOR CONTRACTOR NAME (if otherthan an individual, state whether a corporation, partners hip,etc.) City of Lodi CONTRACTOR BUSINESS ADDRESS P.O. Box 3006 PRINTED NAME OF PERSON SIGNING CONTRACTOR AUTHORIZED SIGNATURE CONTRACTING AGENCY NAME Department of Housing and Community Development CONTRACTING AGENCY ADDRESS 2020 W. EI Camino Ave., Suite 130 PRINTED NAME OF PERSON SIGNING Shaun Singh CONTRACTING AGENCY AUTHORIZED SIGNATURE PAGES 2 5 GTC - 04/2017 9 0 16 CITY STATE ZIP Lodi CA 95241 TITLE DATE SIGNED STATE OF CALIFORNIA CITY STATE ZIP Sacramento CA 95833 TITLE Contracts Manager, Business & Contract Services Branch DATE SIGNED California Department of General Services Approval (or exemption, if applicable) Exempt per; SCM Vol. 1 4.04.A.3 (DGS memo dated 6/1211981) EXHIBIT A AUTHORITY, PURPOSE AND SCOPE OF WORK 1. Authority City of Lodi 20 -LEAP -15743 Page 1 of 2 Pursuant to Chapter 3.1 of the California Health and Safety Code (Ch. 159, Sec. 11, Stats. 2019), the State of California Department of Housing and Community Development (the "Department" or "State") has established the Local Early Action Planning Grants Program ("LEAP," or the "Program"), as defined in Health and Safety Code Section 50515, et seq., for Local Governments and Localities. In furtherance of the purpose of the Program, the Department has issued a Notice of Funding Availability ("NOFA") dated January 27, 2020. This Standard Agreement, along with all its exhibits (the "Agreement"), is entered into under the authority of, and in furtherance of, the purpose of the Program. 2. Purpose In accordance with the authority cited above, the Grantee has been awarded financial assistance in the form of a grant from the Program. The Department has agreed to make the grant to provide financial assistance for technical assistance, preparation and adoption of planning documents, and process improvements to accelerate housing production and facilitate compliance to implement the sixth cycle of the regional housing needs assessment, pursuant to the terms of the NOFA, which includes associated forms, and this Agreement. By entering into this Agreement and thereby accepting the award of the Program funds, the Grantee agrees to comply with the terms and conditions of the NOFA, this Agreement, subsequent amendments to this agreement when necessary, the representations contained in the application and the requirements of the authority cited above. Based on the representations made by the Grantee, the State shall provide a grant in the amount shown in Exhibit B, Section 2. 3. Definitions Terms herein shall have the same meaning as definitions in Section VIII of the LEAP NOFA. 4. Scope of Work Preparation and adoption of planning documents and process improvements that accelerate housing production and facilitate compliance in implementing the sixth cycle of the regional housing needs assessment in accordance with the Grantee's Attachment 1: Project Timeline and Budget and Project Description as provided by the Grantee in the LEAP application used for subsequent approval by the Department. 5. Department Contract Coordinator The Contract Coordinator of this Agreement for the Department is the Housing Policy Development Program Manager, or the Manager's designee. Unless otherwise informed, any Local Early Action Planning (LEAP) NOFA Date: January 27, 2020 Approved Date: May 29, 2020 Prep. Date: December 10, 2020 City of Lodi 20 -LEAP -15743 Page 2 of 2 EXHIBIT A notice, report, or other communication required by this Agreement shall be mailed by first class mail to the Department Contract Coordinator at the following address: Department of Housing and Community Development Housing Policy Development Attention: LEAP Program Manager 2020 West El Camino Avenue, Suite 500 Sacramento, CA 95833 Local Early Action Planning (LEAP) NOFA Date: January 27, 2020 Approved Date: May 29, 2020 Prep. Date: December 10, 2020 City of Lodi 20 -LEAP -15743 Page 1 of 5 EXHIBIT B BUDGET DETAIL AND PAYMENT PROVISIONS 1. A lication for Funds A. The Department is entering into this Standard Agreement ("Agreement") on the basis of, and in reliance on, facts, information, assertions and representations contained in the Application and any subsequent modifications or additions thereto approved by the Department. The Application and any approved modifications and additions thereto are hereby incorporated into this Agreement. B. The Grantee warrants that all information, facts, assertions and representations contained in the Application and approved modifications and additions thereto are true, correct, and complete to the best of the Grantee's knowledge. In the event that any part of the Application and any approved modification and addition thereto is untrue, incorrect, incomplete, or misleading in such a manner that would substantially affect the Department's approval, disbursement, or monitoring of the funding and the grant or activities governed by this Agreement, the Department may declare a breach hereof and take such action or pursue such remedies as are provided for breach. 2. Grant and Reimbursement Limit The Department's decision to approve or deny an application or request for funding pursuant to the Program, and its determination of the amount of funding provided, shall be final. The maximum total amount granted and reimbursable to the Grantee pursuant to this Agreement shall not exceed $300,000.00. 3. Grant Timelines A. This Agreement is effective upon the date of the Department representative's signature on page one of the fully executed Standard Agreement, STD 213, (the "Effective Date") B. All Grant funds must be expended by the Grantee on or before December 31, 2023. To ensure that the Grantee is reimbursed on or before December 31, 2023, the Grantee shall deliver to the Department all final invoices for reimbursement on or before September 30, 2023. Under special circumstances, as determined by the Department, the Department may modify the September 30, 2023 deadline. It is the responsibility of the Grantee to monitor the project and timeliness of draws within the specified dates. Local Early Action Planning (LEAP) NOFA Date: January 27, 2020 Approved Date. May 29, 2020 Prep. Date: December 10, 2020 EXHIBIT B 4. Allowable Uses of Grant Funds City of Lodi 20 -LEAP -15743 Page 2of5 A. The Department shall not disburse funds unless it determines that the grant funds shall be expended in compliance with the terms and provisions of the NOFA and this Agreement. B. Grant funds shall only be used by the Grantee for eligible activities pursuant to Section VII of the NOFA and only for activities that were approved by the Department, and as stated in Attachment 1: Project Timeline and Budget and Project Description in the Grantee's approved LEAP Application, , and/or any and all documentation incorporated into this Agreement and made a part thereof. C. Grant funds may not be used for administrative costs of persons employed by the Grantee for activities not directly related to the preparation and adoption of the proposed activity. The Grantee shall use no more than five percent of the total grant amount for costs related to administration of the project. D. A Grantee that receives funds under this Program may use a subcontractor. The subcontract shall provide for compliance with all the requirements of the Program. The subcontract shall not relieve the Grantee of its responsibilities under the Program. E. After the contract has been executed by the Department and all parties, approved and eligible costs for eligible activities may be reimbursed upon completion of deliverables in accordance with Attachment 1: Project Timeline and Budget and Project Description, and subject to the terms and conditions of this Agreement. F. Only approved and eligible costs incurred for work after the NOFA date, continued past the date of full execution of the Agreement, and completed during the grant term, will be reimbursable. G. Approved and eligible costs incurred prior to the NOFA date are ineligible and will not be reimbursed. 5. Performance A. The Grantee shall take such actions, pay such expenses, and do all things necessary to complete all activities as incorporated into the LEAP application and in accordance with the schedule for completion set forth in the Statement of Work, the Grantee's Project Description and Attachment 1: Project Timeline and Budget, and within the terms and conditions of this Agreement. B. The Department may monitor expenditures and activities of Grantee, as the department deems necessary, to ensure compliance with program requirements. Local Early Action Planning (LEAP) NOFA Date: January 27, 2020 Approved Date: May 29, 2020 Prep. Date: December 10, 2020 City of Lodi 20 -LEAP -15743 Page 3 of 5 EXHIBIT B C. The Department may request repayment of funds from Grantee or pursue other remedies available to it by law for failure to comply with program requirements. 6. Fiscal Administration A. The Grantee is responsible for maintaining records which fully disclose the activities funded by the LEAP grant. Adequate documentation for each reimbursable transaction shall be maintained to permit the determination, through an audit if requested by the State, of the accuracy of the records and the allowability of expenditures charged to LEAP grant funds. If the allowability of expenditure cannot be determined because records or documentation are inadequate, the expenditure may be disallowed, and the State shall determine the reimbursement method for the amount disallowed. The State's determination of the allowability of any expense shall be final, absent fraud, mistake or arbitrariness. B. Work must be completed prior to requesting reimbursement. The Department may make exceptions to this provision on a case by case basis. In unusual circumstances, the Department may consider alternative arrangements to reimbursement and payment methods based on documentation demonstrating cost burdens, including the inability to pay for work. C. Prior to receiving reimbursement, the Grantee shall submit the following documentation: 1) Government Agency Taxpayer 1D Form (GovTIN; Fi$cal form); 2) A Request for Reimbursement form provided by the Department on the Department's Local Early Action Planning (LEAP) Grants webpage; and 3) Any and all documentation requested by the Department in the Request for Reimbursement form and manner as outlined in the following subsection D. D. Grantee shall submit all required reimbursement documentation to the following address: Department of Housing and Community Development Housing Policy Development Attention: LEAP Program Manager 2020 West EI Camino Avenue, Suite 500 Sacramento, CA 95833 E. The Grantee shall submit invoices for reimbursement to the Department. All invoices shall be subject to the Department's approval and submitted in accordance with the following schedule: Local Early Action Planning (LEAP) NOFA Date: January 27, 2020 Approved Date: May 29, 2020 Prep. Date: December 10, 2020 City of Lodi 20 -LEAP -15743 Page 4 of 5 EXHIBIT B 1) At maximum, once per quarter; or 2) Upon completion of a deliverable; and 3) At minimum, one invoice for reimbursement annually. The Department will use the 2020 calendar year beginning from the date of the release of the NOFA on January 27, 2020 as the basis for scheduling reimbursements, with first requests for reimbursement accepted upon full execution of the Agreement by the Grantee and the Department. F. The Request for Reimbursement must be for a minimum of fifteen percent (15%) of the maximum grant amount awarded. The Department may consider exceptions to the minimum amount requested on a case-by-case basis. All invoices shall reference the contract number and shall be signed and submitted to the Department's Program Manager at the address provided above in Section 6, Subsection D of this part. Invoices shall include at a minimum the following information: 1) Names of the Grantee's personnel performing work; 2) Dates and times of project work; 3) Itemized costs in accordance with Attachment 1: Project Timeline and Budget, and Project Description, including identification of each employee, contractor or subcontractor who provided services during the period of the invoice, the number of hours and hourly rates for each of the Grantee's employees, contractor(s), sub- recipient(s) or subcontractor's staff member(s), authorized expenses with receipts, and contractor, sub -recipient and subcontractor invoices; and 4) Any other documents, certifications, or evidence deemed necessary by the Department prior to disbursement of grant funds. G. The Department will reimburse the Grantee directly for all allowable project costs as promptly as the Department's fiscal procedures permit upon receipt of an itemized signed invoice. H. The Department recognizes that budgeted deliverable amounts are based upon estimates and conditions and circumstances may change. Grantees may request adjustments to Attachment 1: Project Timeline and Budget and Project Description in the Grantee's approved LEAP Application in writing (such as a budget adjustment across deliverables), as long as the total budget does not exceed the maximum amount awarded to the Grantee. All adjustments shall be subject to written approval by the Department. Local Early Action Planning (LEAP) NOFA Date: January 27, 2020 Approved Date: May 29, 2020 Prep. Date: December 10, 2020 City of Lodi 20 -LEAP -15743 Page 5of5 EXHIBIT B I. Grant funds shall not be disbursed until this Agreement has been fully executed. Grant fund payments will be made on a reimbursement basis; advance payments are not allowed. The Grantee, its subcontractors and all partners, must have adequate cash flow to pay all grant -related expenses prior to requesting reimbursement from the Department. The Department may consider alternative arrangements for reimbursement and payment methods based on documentation demonstrating cost burdens, including the inability to pay for work. K. The Grantee will be responsible for'compiling and submitting all invoices, supporting documentation and reporting documents. Invoices must be accompanied by reporting materials where appropriate. Invoices without the appropriate reporting materials will not be paid. 1) Supporting documentation may include, but is not limited to; purchase orders, receipts, progress payments, subcontractor invoices, timecards, or any other documentation as deemed necessary and requested by the Department to support the reimbursement to the Grantee for expenditures incurred. L. The Grantee will submit for reimbursements to the Department based on actual costs incurred, and must bill the State based on clear and completed objectives and deliverables as outlined in the application, in Attachment 1: Project Timeline and Budget and the Project Description, and/or any and all documentation incorporated into this Agreement and made a part thereof. M. The Department may withhold ten percent (10%) of the grant until grant terms have been fulfilled to the satisfaction of the Department and the final close-out report submitted, no later than December 31, 2024 pursuant to Health and Safety Code section 50515.04(c)(2). N. It is mutually agreed that if the Budget Act of the current year and/or any subsequent years covered under this Agreement does not appropriate sufficient funds for the program, this Agreement shall immediately terminate and be of no further force and effect. In this event, the State and Contractor shall be relieved of any and all obligations under this Grant Agreement. O. If funding for any fiscal year is reduced or deleted by the Budget Act for purposes of this program, the State shall have the sole discretion to cancel this Agreement without cause, no liability occurring to the State, or amend the current Grant Agreement and amount allocated to Contractor. Local Early Action Planning (LEAP) NOFA Date.- January 27, 2020 Approved Date: May 29, 2020 Prep. Date: December 10, 2020 EXHIBIT D LEAP TERMS AND CONDITIONS 1. Reportina City of Lodi 20 -LEAP -15743 Page 1 of 9 A. During the term of this Standard Agreement ("Agreement") the Grantee shall submit, upon request of the Department, a performance report that demonstrates satisfaction of all requirements identified in this Agreement. B. Pursuant to Health and Safety Code Section 50515.04, subsection (a), during the term of the Agreement, the Grantee shall submit an annual report containing all required information by April 1 of the year following receipt of the Grant funds. The annual reports shall be due from the Grantee until Program funds have been expended, but no later than February 28, 2023. A Grantee may, in lieu of providing a separate annual report as identified in Health and Safety Code Section 50515.04, subsection (a), provide the information as part of its Annual Progress Report. C. Upon completion of all deliverables required to fulfill this Agreement pursuant to the Grantee's Attachment 1: Project Timeline and Budget as approved in the LEAP Application, the Grantee shall submit a final close out report in accordance with the January 27, 2020 LEAP NOFA. The close out report shall be submitted with the final Request for Reimbursement by September 30, 2023, in accordance with the final invoices due pursuant to Exhibit B, Section 3. 2. Accountina Records A. The Grantee, its staff, contractors and subcontractors shall establish and maintain an accounting system and reports that properly accumulate incurred project costs by line. The accounting system shall conform to Generally Accepted Accounting Principles (GAAP), to enable the determination of incurred costs at interim points of completion and provide support for reimbursement payment vouchers or invoices. B. The Grantee must establish a separate ledger account for receipts and expenditures of grant funds and maintain expenditure details in accordance with the scope of work, project timeline and budget. Separate bank accounts are not required. C. The Grantee shall maintain documentation of its normal procurement policy and competitive bid process (including the use of sole source purchasing), and financial records of expenditures incurred during the course of the project in accordance with GAAP. D. The Grantee agrees that the state or designated representative shall have the right to review and to copy any records and supporting documentation pertaining to the performance of the Agreement. E. Subcontractors employed by the Grantee and paid with moneys under the terms of this Local Early Action Planning (LEAP) NOFA Date: January 27, 2020 Approved Date: May 29, 2020 Prep. Date: December 10, 2020 City of Lodi 20 -LEAP -15743 Page 2 of 9 EXHIBIT D Agreement shall be responsible for maintaining accounting records as specified above. Grantee shall monitor and enforce subcontracts accordingly. 3. Audits A. At any time during the term of this Agreement, the Department may perform or cause to be performed a financial audit of any and all phases of the award. At the Department's request, the Grantee shall provide, at its own expense, a financial audit prepared by a certified public accountant. The State of California has the right to review project documents and conduct audits during and over the project life. 1) The Grantee agrees that the Department or the Department's designee shall have the right to review, obtain, and copy all records and supporting documentation pertaining to performance of this Agreement. 2) The Grantee agrees to provide the Department or the Department's designee, with any relevant information requested. 3) The Grantee agrees to permit the Department or the Department's designee access to its premises, upon reasonable notice, during normal business hours for the purpose of interviewing employees who might reasonably have information related to such records and inspecting and copying such books, records, accounts, and other material that may be relevant to a matter under investigation for the purpose of determining compliance with statutes and this Agreement. B. If a financial audit is required by the Department, the audit shall be performed by an independent certified public accountant. Selection of an independent audit firm shall be consistent with procurement standards contained in Exhibit D, Section 8 subsection A. of this Agreement. 1) The Grantee shall notify the Department of the auditor's name and address immediately after the selection has been made. The contract for the audit shall allow access by the Department to the independent auditor's working papers. 2) The Grantee is responsible for the completion of audits and all costs of preparing audits. 3) If there are audit findings, the Grantee must submit a detailed response acceptable to the Department for each audit finding within ninety (90) days from the date of the audit finding report. C. The Grantee agrees to maintain such records for possible audit after final payment pursuant to Exhibit D, Section 3, subsection E. below, unless a longer period of records retention is stipulated. Local Early Action Planning (LEAP) NOFA Date: January 27, 2020 Approved Date: May 29, 2020 Prep. Date: December 10, 2020 City of Lodi 20 -LEAP -15743 Page 3 of 9 EXHIBIT D 1) If any litigation, claim, negotiation, audit, monitoring, inspection or other action has been started before the expiration of the required record retention period, all records must be retained by the Grantee, contractors and sub -contractors until completion of the action and resolution of all issues which arise from it. The Grantee shall include in any contract that it enters into in an amount exceeding $10,000.00, the Department's right to audit the contractor's records and interview their employees. 2) The Grantee shall comply with the caveats and be aware of the penalties for violation of fraud and for obstruction of investigation as set forth in California Public Contracts Code Section 10115.10. D. The determination by the Department of the eligibility of any expenditure shall be final. E. The Grantee shall retain all books and records relevant to this Agreement for a minimum of three (3) years after the end of the term of this Agreement. Records relating to any and all audits or litigation relevant to this Agreement shall be retained for five (5) years after the conclusion or resolution of the matter. 4. Remedies of Non-performance A. The Department may monitor expenditures and activities of an applicant, as the Department deems necessary, to ensure compliance with Program requirements. B. The Department may, as it deems appropriate or necessary, request repayment of funds from an applicant, or pursue any remedies available to it by law for failure to comply with Program requirements. C. Any dispute concerning a question of fact arising under this Agreement that is not disposed of by agreement shall be decided by the Department's Housing Policy Development Manager, or the Manager's designee, who may consider any written or verbal evidence submitted by the Grantee. The decision of the Department's Housing Policy Development Manager or Designee shall be the Department's final decision regarding the dispute. D. Neither the pendency of a dispute nor its consideration by the Department will excuse the Grantee from full and timely performance in accordance with the terms of this Agreement. E. In the event that it is determined, at the sole discretion of the Department, that the Grantee is not meeting the terms and conditions of the Agreement, immediately upon receiving a written notice from the Department to stop work, the Grantee shall cease all work under the Agreement. The Department has the sole discretion to determine that the Grantee meets the terms and conditions after a stop work order, and to deliver a written notice to the grantee to resume work under the Agreement. Local Early Action Planning (LEAP) NOFA Date: January 27, 2020 Approved Date: May 29, 2020 Prep. Date: December 10, 2020 City of Lodi 20 -LEAP -15743 Page 4 of 9 EXHIBIT D F. Both the Grantee and the Department have the right to terminate the Agreement at any time upon thirty (30) days written notice. The notice shall specify the reason for early termination and may permit the grantee or the Department to rectify any deficiency(ies) prior to the early termination date. The Grantee will submit any requested documents to the Department within thirty (30) days of the early termination notice. G. There must be a strong implementation component for the funded activity through this Program, including, where appropriate, agreement by the locality to formally adopt or complete the planning document. Localities that do not formally adopt or complete the funded activity could be subject to repayment of the grant. H. The following shall each constitute a breach of this Agreement: 1) Grantee's failure to comply with any of the terms and conditions of this Agreement. 2) Use of, or permitting the use of, grant funds provided under this Agreement for any ineligible costs or for any activity not approved under this Agreement. 3) Any failure to comply with the deadlines set forth in this Agreement unless approved by the Program Manager. I. In addition to any other remedies that may be available to the Department in law or equity for breach of this Agreement, the Department may at its discretion, exercise the following remedies: 1) Disqualify the Grantee from applying for future Department administered grant programs. 2) Revoke existing LEAP award(s) to the Grantee. 3) Require the return of unexpended LEAP funds disbursed under this Agreement. 4) Require repayment of LEAP Funds disbursed and expended under this Agreement. 5) Seek a court order for specific performance of the obligation defaulted upon, or the appointment of a receiver to complete the obligations in accordance with the LEAP Program requirements. 6) Other remedies available at law, or by and through this Agreement. All remedies available to the Department are cumulative and not exclusive. 7) The Department may give written notice to the Grantee to cure the breach or violation within a period of not less than fifteen (15) days. Local Early Action Planning (LEAP) NOFA Date: January 27, 2020 Approved Date: May 29, 2020 Prep. Date: December 10, 2020 EXHIBIT D 5. Indemnification City of Lodi 20 -LEAP -15743 Page 5 of 9 Neither the Department nor any officer or employee thereof is responsible for any injury, damage or liability occurring by reason of anything done or omitted to be done by the Grantee, its officers, employees, agents, its contractors, its sub -recipients or its subcontractors under or in connection with any work, authority or jurisdiction conferred upon the Grantee under this Agreement. It is understood and agreed that the Grantee shall fully defend, indemnify and save harmless the Department and all of the Department's staff from all claims, suits or actions of every name, kind and description brought forth under, including, but not limited to, tortuous, contractual, inverse condemnation or other theories or assertions of liability occurring by reason of anything done or omitted to be done by the Grantee, its officers, employees, agents contractors, sub -recipients, or subcontractors under this Agreement. 6. Waivers No waiver of any breach of this Agreement shall be held to be a waiver of any prior or subsequent breach. The failure of the Department to enforce at any time the provisions of this Agreement, or to require at any time, performance by the Grantee of these provisions, shall in no way be construed to be a waiver of such provisions nor to affect the validity of this Agreement or the right of the Department to enforce these provisions. 7. Relationship of Parties It is expressly understood that this Standard Agreement is an agreement executed by and between two independent governmental entities and is not intended to, and shall not be construed to, create the relationship of agent, servant, employee, partnership, joint venture or association, or any other relationship whatsoever other than that of an independent party. 8. Third -Party Contracts A. All state -government funded procurements must be conducted using a fair and competitive procurement process. The Grantee may use its own procurement procedures as long as the procedures comply with all City/County laws, rules and ordinances governing procurement, and all applicable provisions of California state law. B. Any contract entered into as a result of this Agreement shall contain all the provisions stipulated in the Agreement to be applicable to the Grantee's sub -recipients, contractors, and subcontractors. Copies of all agreements with sub -recipients, contractors, and subcontractors shall be submitted to the Department's program manager upon request. C. The Department does not have a contractual relationship with the Grantee's sub - recipients, contractors, or subcontractors, and the Grantee shall be fully responsible for all work performed by its sub -recipients, contractors, or subcontractors. D. In the event the Grantee is partnering with another jurisdiction or forming a collaborative effort between the Grantee and other jurisdictions who are grantees of the Local Early Local Early Action Planning (LEAP) NOFA Date: January 27, 2020 Approved Date: May 29, 2020 Prep. Date: December 10, 2020 City of Lodi 20 -LEAP -15743 Page 6 of 9 EXHIBIT D Action Planning Grants Program, the Grantee acknowledges that each partner and/or all entities forming the Local Early Action Planning Grants Program collaborative are in mutual written agreement with each other but are contractually bound to the Department under separate, enforceable contracts. E. In the event the Grantee is partnering with another jurisdiction or forming a collaborative effort with other entities that are not grantees of the Local Early Action Planning Grants Program, the Department shall defer to the provisions as noted in subsections 8(13) and 8(C) of this part. 9. Compliance with State and Federal -Laws, Rules, and Regulations A. The Grantee agrees to comply with all state and federal laws, rules and regulations that pertain to construction, health and safety, labor, fair employment practices, equal opportunity, and all other matters applicable to the grant, the Grantee, its contractors or subcontractors, and any other grant activity. B. During the performance of this Agreement, the Grantee assures that no otherwise qualified person shall be excluded from participation or employment, denied program benefits, or be subjected to discrimination based on race, color, ancestry, national origin, sex, gender, gender identity, gender expression, genetic information, age, disability, handicap, familial status, religion, or belief, under any program or activity funded by this contract, as required by Title VI of the Civil Rights Act of 9964, the Fair Housing Act (42 USC 3601-20) and all implementing regulations, and the Age Discrimination Act of 1975 and all implementing regulations. C. The Grantee shall include the nondiscrimination and compliance provisions of this clause in all agreements with its sub -recipients, contractors, and subcontractors, and shall include a requirement in all agreements with all of same that each of them in turn include the nondiscrimination and compliance provisions of this clause in all contracts and subcontracts they enter into to perform work under the Program. D. The Grantee shall, in the course of performing project work, fully comply with the applicable provisions of the Americans with Disabilities Act (ADA) of 1990, which prohibits discrimination on the basis of disability, as well as all applicable regulations and guidelines issued pursuant to the ADA. (42 U.S.C. 12101 et seq.) E. The Grantee shall adopt and implement affirmative processes and procedures that provide information, outreach and promotion of opportunities in the LEAP project to encourage participation of all persons regardless of race, color, national origin, sex, religion, familial status, or disability. This includes, but is not limited to, a minority outreach program to ensure the inclusion, to the maximum extent possible, of minorities and women, and entities owned by minorities and women, as required by 24 CFR 92.351. Local Early Action Planning (LEAP) NOFA Date: January 27, 2020 Approved Date: May 29, 2020 Prep. Date: December 10, 2020 EXHIBIT D 10. Litigation City of Lodi 20 -LEAP -15743 Page 7 of 9 A. If any provision of this Agreement, or an underlying obligation, is held invalid by a court of competent jurisdiction, such invalidity, at the sole discretion of the Department, shall not affect any other provisions of this Agreement and the remainder of this Agreement shall remain in full force and effect. Therefore, the provisions of this Agreement are, and shall be, deemed severable. B. The Grantee shall notify the Department immediately of any claim or action undertaken by or against it, which affects or may affect this Agreement or the Department, and shall take such action with respect to the claim or action as is consistent with the terms of this Agreement and the interests of the Department. 11. Changes in Terms/Amendments This Agreement may only be amended or modified by mutual written agreement of both parties. 12, State -Owned Data A. Definitions 1) Work: The work to be directly or indirectly produced by the Grantee, its employees, or by and of the Grantee's contractor's, subcontractor's and/or sub -recipient's employees under this Agreement. 2) Work Product: All deliverables created or produced from Work under this Agreement including, but not limited to, all Work and Deliverable conceived or made, or made hereafter conceived or made, either solely or jointly with others during the term of this Agreement and during a period of six months after the termination thereof, which relates to the Work commissioned or performed under this Agreement. Work Product includes all deliverables, inventions, innovations, improvements, or other works of authorship Grantee and/or Grantee's contractor subcontractor and/or sub -recipient may conceive of or develop in the course of this Agreement, whether or not they are eligible for patent, copyright, trademark, trade secret or other legal protection. 3) Inventions: Any ideas, methodologies, designs, concept, technique, invention, discovery, improvement or development regardless of patentability made solely by the Grantee or jointly with the Grantee's contractor, subcontractor and/or sub -recipient and/or Grantee's contractor, subcontractor, and/or sub -recipient's employees with one or more employees of the Department during the term of this Agreement and in performance of any Work Local Early Action Planning (LEAP) NOFA Date: January 27, 2020 Approved Date: May 29, 2020 Prep. Date: December 10, 2020 City of Lodi 20 -LEAP -15743 Page 8 of 9 EXHIBIT D under this Agreement, provided that either the conception or reduction to practice thereof occurs during the term of this Agreement and in performance of Work issued under this Agreement. B. Ownership of Work Product and Rights 1 } All work Product derived by the Work performed by the Grantee, its employees or by and of the Grantee's contractor's, subcontractor's and/or sub -recipient's employees under this Agreement, shall be owned by the Department and shall be considered to be works made for hire by the Grantee and the Grantee's contractor, subcontractor and/or subrecipient for the Department. The Department shall own all copyrights in the work product. 2) Grantee, its employees and all of Grantee's contractor's, subcontractor's and sub -recipient's employees agree to perpetually assign, and upon creation of each Work Product automatically assigns, to the Department, ownership of all United States and international copyrights in each and every Work Product, insofar as any such Work Product, by operation of law, may not be considered work made for hire by the Grantee's contractor, subcontractor and/or subrecipient from the Department. From time to time upon the Department's request, the Grantee's contractor, subcontractor and/or subrecipients, and/or its employees, shall confirm such assignments by execution and delivery of such assignment, confirmations or assignment or other written instruments as the Department may request. The Department shall have the right to obtain and hold in its name all copyright registrations and other evidence of rights that may be available for Work Product under this Agreement. Grantee hereby waives all rights relating to identification of authorship restriction or limitation on use or subsequent modification of the Work. 3) Grantee, its employees and all Grantee's contractors, subcontractors and sub - recipients hereby agrees to assign to the Department all Inventions, together with the right to seek protection by obtaining patent rights therefore and to claim all rights or priority thereunder and the same shall become and remain the Department's property regardless of whether such protection is sought. The Grantee, its employees and Grantee's contractor, subcontractor and for subrecipient shall promptly make a complete written disclosure to the Department of each Invention not otherwise clearly disclosed to the Department in the pertinent Work Product, specifically noting features or cgncepts that the Grantee, its employees and/or Grantee's contractor, subcontractor and/or subrecipient believes to be new or different. 4) Upon completion of all work under this Agreement, all intellectual property rights, ownership and title to all reports, documents, plans, specifications and estimates, produced as part of this Agreement will automatically be vested in Department and no further agreement will be necessary to transfer ownership to Department. Local Early Action Planning (LEAP) NOFA Date: January 27, 2020 Approved Date: May 29, 2020 Prep. Date: December 10, 2020 EXHIBIT D 13. Special Conditions City of Lodi 20 -LEAP -15743 Page 9 of 9 The State reserves the right to add any special conditions to this Agreement it deems necessary to assure that the policy and goals of the Program are achieved. Local Early Action Planning (LEAP) NOFA Date: January 27, 2020 Approved Date: May 29, 2020 Prep. Date: December 10, 2020 STATE OF CALIFORNIA - DEPARTMENT OF GENERAL SERVICES STANDARD AGREEMENT AGREEMENT NUMBER PURCHASING AUTHORITY NUMBER (if applicable) STD 213 (Rev_ 03/2019) 20 -LEAP -15743 1 This Agreement is entered into between the Contracting Agency and the Contractor named below: CONTRACTING AGENCY NAME DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT CONTRACTOR'S NAME City of Lodi 2 The term of this Agreement is: START DATE Upon HCD Approval THROUGH END DATE 0613012024 3 The maximum amount of this Agreement is: $300,000.00 4 The parties agree to comply with the terms and conditions of the following exhibits, which are by this reference made a part of the Agreement. EXHIBITS TITLE PAGES Exhibit A Authority, Purpose and Scope of Work 2 Exhibit B Budget Detail and Payment Provisions 5 Exhibit C' State of California General Terms and Conditions GTO - 0412017 Exhibit D LEAP General Terms and Conditions 9 Exhibit E Special Conditions 0 TOTAL NUMBER OF PAGES ATTACHED 16 Ifems shown w/th an asterisk ('), ars hereby Incorporated by reference and made part of thls agreement as if affadhed hereto. These documents can be viewed at https:I/www.dgs,ca.govIOLSIRescurces IN WITNESS WHEREOF, THIS AGREEMENT HAS BEEN EXECUTED BY THE PARTIES HERETO. CONTRACTOR CONTRACTOR NAME (if other than an individual, state whether a corporation, partnership,etc.) City of Lodi CONTRACTOR BUSINESS ADDRESS CITY STATE ZIP P.O. Box 3006 Lodi CA 95241 PRINTED NAME OFPERSONSIGNING catCTO/; AU� l0 I ATURE CONTRACTING AGENCY NAME Department of Housing and Community Development CONTRACTING AGENCY ADDRESS 2020 W. EI Camino Ave., Suite 130 STATE OF CALIFORNIA CITY Sacramento TITLE 0-"�� DATE SID PAAci-t-t - 231 STATE ZIP CA 95833 PRINTED NAME OF PERSON SIGNING TITLE Shaun Singh Contracts Manager, Business & Contract Services Branch CONTRACTING AGENCY AUTHORIZED SIGNATURE DATE SIGNED California Department of General Services Approval (or exemption, if applicable) Exempt per, SCM Vol. 1 4.04.A.3 (DGS memo dated 611211981) Approv d as to Form: JA CE 0. AGDICH City Att6mey RESOLUTION NO. 2021-87 A RESOLUTION OF THE LODI CITY COUNCIL ACCEPTING THE CALIFORNIA DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT 2019 LOCAL EARLY ACTION PLANNING GRANT; AND FURTHER APPROPRIATING FUNDS WHEREAS, the City of Lodi has been awarded a $300,000 Local Early Action Planning (LEAP) grant from the State of California Department of Housing and Community Development (HCD); and WHEREAS, the grant funds will be used to complete various planning activities that will support the construction of new homes in the City of Lodi; and WHEREAS, the City has entered into a Standard Agreement with HCD, which includes a project description, budget, schedule, and grant requirements; and WHEREAS, the assistance with grant implementation will be performed by City staff, consultant Interwest Consulting Group, and consultant PlaceWorks; and WHEREAS, Interwest Consulting Group currently provides professional planning services to the City of Lodi on an on-call basis and will assist with various LEAP grant funded tasks as an extension of City staff; and WHEREAS, the City will enter into an agreement with PlaceWorks for the preparation of environmental analysis and technical support for the amendment of the City's municipal services review and sphere of influence at a future date; and WHEREAS, the services performed by Interwest Consulting Group and PlaceWorks will be in accordance with the scope of work and budget defined in the Subrecipient Agreement; and WHEREAS, staff recommends the City Council accept the LEAP grant funds from the State of California Department of Housing and Community Development and appropriate the funds as follows: Revenue: 35586000.56005 $300,000 Expenditures: 35586000.72303 $500 35586000.72307 $500 35586000.72450 $299,000 NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby accept the $300,000 LEAP grant and appropriate funds as set forth above. Dated: April 7, 2021 I hereby certify that Resolution No. 2021-87 was passed and adopted by the City Council of the City of Lodi in a regular meeting held April 7, 2021, by the following vote: AYES: COUNCIL MEMBERS — Chandler, Hothi, Khan, Kuehne, and Mayor Nakanishi NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — None ABSTAIN: COUNCIL MEMBERS — None1 4ENNIFEnl�CUSMIR City Clerk 2021-87