Department Housing & Community Dev-2021-29 STATE OF CALIFORNIA-DEPARTMENT OF GENERAL
SERVICES
STANDARD AGREEMENT AGREEMENT NUMBER PURCHASING AUTHORITY NUMBER(it applicable)
STD 213(Rev.03/2019) 19-PGP-13988
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 Grand Terrace
2.The term of this Agreement is:
START DATE
Upon HCD Approval
THROUGH END DATE
12/31/2022
3.The maximum amount of this Agreement is:
$160,000.00
4.The parties agree to comply with the terns 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 GTC-0412017
Exhibit D PGP Terms and Conditions 8
Exhibit E Special Conditions 0
TOTAL NUMBER OF PAGES ATTACHED 15
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://www.dgs.ca.gov/OLS/Resources
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 Grand Terrace
CONTRACTOR BUSINESS ADDRESS CITY STATE ZIP
22795 Barton Rd Grand Terrace CA 92313
PRINTED NAME OF PERSON SIGNING TITLE
HAit0U) �>Lt F r C;-ry M*�A(74
CO ient
AUTHORIZED SIG ATURE DATE IGNED
STATE OF CALIFORNIA
CONT AGEN AME
Depart Housing and Community Development
CONTRACTING AGENCY ADDRESS CITY STATE ZIP
2020 W.El Camino Ave.,Suite 130 Sacramento CA 95833
PRINTED NAME OF PERSON SIGNING TITLE
Synthia Rhinehart 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 6/12/1981)
City of Grand Terrace
19-PGP-13988
Page 1 of 2
EXHIBIT A
AUTHORITY, PURPOSE AND SCOPE OF WORK
1. Authority
Pursuant to Health and Safety Code section 50470, subdivision (b)(1)(A), the State of
California Department of Housing and Community Development (the "Department" or
"State")has established the Planning Grants Program("PGP,"or the"Program"as defined
in Section 102 of the Guidelines) for Local Governments and Localities. 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. Pursuant to Health and Safety Code
Section 50470, subdivision (d), the Department has issued the Senate Bill 2 Planning
Grants Program Year 1 Guidelines(the"Guidelines")dated December 2018 governing the
Program, and a Notice of Funding Availability ("NOW) dated March 28, 2019.
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 the preparation, adoption and implementation
of a plan for Accelerating Housing Production and Streamlined Housing Production (as
defined in Section 102 of the Guidelines) pursuant to the terms of the Guidelines, the
NOFA, 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 Guidelines, the NOFA, this Agreement, 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 2.1.
3. Definitions
Terms herein shall have the same meaning as definitions in Section 102 of the Guidelines.
4. Scope of Work
Update planning documents, entitlement processes or zoning ordinances in accordance
with the Grantee's Schedule F: Project Timeline and Budget,-as provided by the Grantee
in the SB 2 Planning Grant Program 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 Manager, or the Manager's designee. Unless otherwise informed, any
Planning Grants Program(PGP)
NOFA Date: March 28,2019
Approved Date:October 17,2019
Prep. Date:April 16,2020
City of Grand Terrace
19-PGP-13988
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
Land Use Planning Unit
Attention: PGP Program Manager
2020 West El Camino Avenue, Suite 500
Sacramento, CA 95833
P. O. Box 952050
Sacramento, CA 94252-2050
Planning Grants Program(PGP)
NOFA Date: March 28,2019
Approved Date:October 17,2019
Prep. Date:April 16,2020
City of Grand Terrace
19-PGP-13988
Page 1 of 5
EXHIBIT B
BUDGET DETAIL AND PAYMENT PROVISIONS
1. Application for Funds
A. The Department is entering into this 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 hereof.
2. Grant and Reimbursement Limit
The maximum total amount granted and reimbursable to the Grantee pursuant to this
Agreement shall not exceed $160,000.
3. Grant Timelines
A. This Agreement is effective upon approval by all parties and the Department,which
is evidenced by the date signed by the Department on page one, Standard
Agreement, STD 213 (the"Effective Date").
B. All Grant funds must be expended by June 30, 2022.
C. The Grantee shall deliver to the Department all final invoices for reimbursement
on or before February 28, 2022, to ensure meeting the June 30, 2022 deadline.
Under special circumstances, as determined by the Department, the Department
may modify the February 28, 2022 deadline.
D. It is the responsibility of the Grantee to monitor the project and timeliness of draws
within the specified dates.
Planning Grants Program(PGP)
NOFA Date: March 28,2019
Approved Date: October 17,2019
Prep. Date:April 16, 2020
City of Grand Terrace
19-PGP-13988
Page 2 of 5
EXHIBIT B
4. Allowable Uses of Grant Funds
A. The Department shall not award or disburse funds unless it determines that the
grant funds shall be expended in compliance with the terms and provisions of the
Guidelines, the NOFA, and this Agreement.
B. Grant funds shall only be used by the Grantee for project activities approved by
the State that involve the preparation and adoption of project activities as stated in
the scope of work, project description, project timeline and other parts of the
application, and eligible activities and uses pursuant to Article III of the Guidelines.
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.
D. The Grantee shall use no more than 5 percent of the total grant amount for costs
related to administration of the project.
E. 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.
F. After the contract has been executed by the Department and all parties, approved
and eligible costs for eligible activities may be reimbursed for the project(s) upon
completion of deliverables in accordance with Schedule F: Project Timeline and
Budget and the Statement of Work.and subject to the terms and conditions of this
Agreement.
G. Only approved and eligible costs incurred for work after the NOFA date, continued
past the date of execution and acceptance of the Standard Agreement and
completed during the grant term will be reimbursable.
H. Approved and eligible costs incurred prior to the NOFA date are ineligible.
5. Performance
The Grantee shall take such actions, pay such expenses, and do all things necessary to
complete the scope of work specified in Exhibit A and as incorporated by the SB 2 Program
application in accordance with the schedule for completion set forth therein and within the
terms and conditions of this Agreement.
Planning Grants Program(PGP)
NOFA Date: MarcFi 28,2019
Approved Date:October 17,2019
Prep. Date:April 16, 2020
City of Grand Terrace
19-PGP-13988
Page 3 of 5
EXHIBIT B
6. Fiscal Administration
A. The Grantee is responsible for maintaining records which fully disclose the
activities funded by the PGP 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 PGP 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 ID Form (GovTIN; Fi$cal form);
2) A Request for Funds on a form provided by the Department; and
3) Any and all .documentation requested by the Department in the 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
Land Use Planning Unit
Attention: PGP Program Manager
2020 West El Camino Avenue, Suite 500
Sacramento, CA 95833
P. O. Box 952050
Sacramento, CA 94252-2050
E. The Grantee shall submit invoices for reimbursement to the Department according
to the following schedule:
Planning Grants Program(PGP)
NOFA Date: March 28,2019
Approved Date:October 17,2019
Prep. Date:April 16,2020
City of Grand Terrace
19-PGP-13988
Page 4 of 5
EXHIBIT B
1) At maximum,once per quarter; or
2) Upon completion of a deliverable, subject to the Department's approval; and
3) At minimum, one invoice for reimbursement annually.
The Department will use the 2019 calendar year beginning with January,with first
requests for reimbursement accepted on or after September 30, 2019.
F. The request for reimbursement must be for a minimum of 15 percent 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, item D of Exhibit B.
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 the Schedule F: Project Timeline and
Budget and Statement of Work, including identification of each employee,
contractor, subcontractor staff 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. Grantees may request, in writing, a budget adjustment across
deliverables subject to written approval by the Department, as long as the total
budget does not exceed the maximum amount awarded to the Grantee.
I. Grant funds cannot be disbursed until this Standard Agreement has been fully
executed.
Planning Grants Program(PGP)
NOFA Date: March 28,2019
Approved Date: October 17,2019
Prep. Date:April 16, 2020
City of Grand Terrace
19-PGP-13988
Page 5 of 5
EXHIBIT B
J. 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 to reimbursement and payment methods based on documentation
demonstrating cost burdens, ir)cluding the inability to pay for work pursuant to
Section 601(f)of the"Guidelines.
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 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 Schedule F: Project Timeline and
Budget, the Statement of Work, and/or any and all documentation incorporated
into this Standard Agreement and made a part thereof.
M. The Department may withhold 10 percent of the grant until grant terms have been
fulfilled to the satisfaction of the Department.
Planning Grants Program(PGP)
NOFA Date: March 28,2019
Approved Date: October 17,2019
Prep. Date:April 16,2020
City of Grand Terrace
19-PGP-13988
Page 1 of 8
EXHIBIT D
PGP TERMS AND CONDITIONS
1. Reporting
A. During the term of the Standard Agreement the Grantee shall submit, upon request of the
Department, a performance report that demonstrates satisfaction of all requirements
identified in this Standard Agreement.
B. Upon completion of all objectives and deliverables required to fulfill this contract pursuant
to Schedule F: Project Timeline and Budget and the Scope of Work, Exhibit A, Section 4,
and as referred to in Exhibit B, Section 6, subsection K. within this Standard Agreement,
the Grantee shall submit a final close out report in accordance with Section 604,
subsection (b), and as instructed in Attachment 3 of the December 2018 Planning Grants
Program Guidelines. The close out report shall be submitted with the final invoice by the
end of the grant term as listed in Exhibit B, Section 3, subsection C.
2. Accounting 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), 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 Standard Agreement.
E. Subcontractors employed by the Grantee and paid with moneys under the terms of this
Standard Agreement shall be responsible for maintaining accounting records as specified
above.
3. Audits
A. At any time during the term of the Standard Agreement, the Department may perform or
cause to be performed a financial audit of any and all phases of the award.At the
Planning Grants Program(PGP)
NOFA Date: March 28,2019
Approved Date: October 17,2019
Prep. Date:April 16, 2020
City of Grand Terrace
19-PGP-13988
Page 2 of 8
EXHIBIT D
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, Program guidelines, 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 Standard 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 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.
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,the Department's right to audit the contractor's records and interview their
employees.
Planning Grants Program(PGP)
NOFA Date: March 28, 2019
Approved Date: October 17,2019
Prep. Date:April 16, 2020
City of Grand Terrace
19-PG P-13988
Page 3 of 8
EXHIBIT D
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(3)three 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 years after the
conclusion or resolution of the matter.
4. Remedies of Non-performance
A. Any dispute concerning a question of fact arising under. this Standard 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.
B. 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 Standard
Agreement.
C. 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 Standard Agreement, immediately upon
receiving a written notice from the Department to stop work, the Grantee shall cease all
work under the Standard 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 Standard Agreement.
D. Both the Grantee and the Department have the right to terminate the Standard Agreement
at any time upon 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 30 days of the early termination notice.
E. There must be a strong implementation component for the funded activity through this
Program, including, where appropriate, agreement by the locality to formally adopt the
completed planning document. Localities that do not formally adopt the funded activity
could be subject to repayment of the grant.
F. 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
Planning Grants Program(PGP)
NOFA Date: March 28,2019
Approved Date: October 17,2019
Prep. Date:April 16,2020
City of Grand Terrace
19-PGP-13988
Page 4 of 8
EXHIBIT D
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.
G. 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 PGP Funds or other Department
administered grant programs;
2) Revoke existing PGP award(s)to the Grantee;
3) Require the return of unexpended PGP funds disbursed under this Agreement;
4) Require repayment of PGP 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 PGP
Program requirements; and
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 15 days.
5. Indemnification
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 Standard
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 Standard 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
Planning Grants Program(PGP)
NOFA Date: March 28, 2019
Approved Date: October 17,2019
Prep. Date:April 16,2020
City of Grand Terrace
19-PGP-13988
Page 5 of 8
EXHIBIT D
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, contracts, and
subcontractors must be submitted to the Department's program manager.
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 SB 2 Planning
Grants Program, the Grantee acknowledges that each partner and/or all entities forming .
the SB 2 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 SB 2 Planning Grants Program, the
Department shall defer to the provisions as noted in subsections 8(B)and 8(C)of this part.
9. Compliance with State and Federal Laws, Rules. Guidelines 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
Planning Grants Program(PGP)
NOFA Date: March 28,2019
Approved Date:October 17, 2019
Prep. Date:April 16, 2020
City of Grand Terrace
19-PGP-13988
Page 6 of 8
EXHIBIT D
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 1964, 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 tliat 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 PGP.
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 PGP 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.
10. Litigation
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
Planning Grants Program(PGP)
NOFA Date: March 28,2019
Approved Date: October 17,2019
Prep. Date:April 16, 2020
City of Grand Terrace
19-PGP-13988
Page 7 of 8
EXHIBIT D
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
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
Planning Grants Program(PGP)
NOFA Date: March 28, 2019
Approved Date: October 17,2019
Prep. Date:April 16,2020
City of Grand Terrace
19-PGP-13988
Page 8 of 8
EXHIBIT D
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 /or
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 concepts 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.
13. .Special Conditions
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.
Planning Grants Program(PGP)
NOFA Date: March 28, 2019
Approved Date: October 17,2019
Prep. Date:April 16,2020
STATE OF CALIFORNIA-BUSINESS CONSUMER S RVI . S AND HOUSING AQFNCY rAVIN NEWSOM Gov =
DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT
ADMINISTRATION AND MANAGEMENT DIVISION
Business and Contract Services Branch •- ..•
Contracts Office
2020 W.El Camino Avenue,Suite 130,95833
P.0.Box 952054
Sacramento,CA 94252-2054
(916)263-6928/FAX(916)263-6917
www.hcd.ca.aov
G. Harold Duffey
City Manager J U N 18 2020
City of Grand Terrace
22795 Barton Rd.
Grand Terrace, CA 92313
RE: Grant 19-PGP-13988
Dear G. Harold Duffey:
Congratulations on your Planning Grants Program (PGP), 2019 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 04/2017
*Exhibit C is now incorporated by reference; please see the STD 213 for additional
infonnation.
Exhibit D —PGP 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:
1. 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
City of Grand Terrace
19-PGP-13988
Page 2 of 2.
email notification with the attached, fully signed STD 213 page(s). All signatures
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. Kelvin Singh
2020 West El 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
Pau l.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: Planning Grants Program, John Buettner
STATE OF CALIFORNIA-BUSINESS CONSUMER SERVICES AND HOUSING AGENCY GAVIN N WSOM (`ovemor
DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT
DIVISION OF HOUSING POLICY DEVELOPMENT '>R
2020 W.El Camino Avenue,Suite 500 °
Sacramento,CA 95833
(916)263-2911/FAX(916)263-7453 .
www.hcd.ca.gov
April 10, 2020
G. Harold Duffey
City Manager
City of Grand Terrace
22795 Barton Rd.
Grand Terrace, CA 92313
RE: 2019 Planning Grants Program Award
Dear G. Harold Duffey:
The Department of Housing and Community Development (Department) is pleased to
announce that the City of Grand Terrace has been approved for funding underneath the
SB 2 Planning Grants Program (Program). The Department has determined that the
application submitted in response to the Notice of Funding Availability released on
March 28, 2019, meets Program requirements. This letter, therefore, constitutes a
conditional commitment of an award in the amount of$160,000.
The Program reflects the State's commitment to work in partnership with local
governments to address California's critical housing needs. Local governments are
using the grant awards to accelerate housing production by streamlining the approval of
affordable housing and promoting development consistent with the State's planning
priorities, among other related activities.
Congratulations on your successful application. Staff will be contacting you shortly to
initiate the process of preparing the Standard Agreement for fund distribution. For
further information, please contact John Buettner, of our staff, at (916) 263-1500.
Sincerely,
Zachary Olmstead
Deputy Director
STATE OF CALIFORNIA-DEPARTMENT OF GENERAL
SERVICES
STANDARD AGREEMENT AGREEMENT NUMBER PURCHASING AUTHORITY NUMBER(if applicable)
STD 213(Rev.0312019) 19-PGP-13988
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 Grand Terrace
2 The term of this Agreement is
START DATE
Upon HCD Approval
THROUGH END DATE
12/3112022
3 The maximum amount of this Agreement is:
$160.000.00
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 GTC-04/2017
Exhibit D PGP Terms and Conditions 8
Exhibit E Special Conditions 0
TOTAL NUMBER OF PAGES ATTACHED 15
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'/iwivw dgs ca.goviOLS/Resources
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 Grand Terrace
CONTRACTOR BUSINESS ADDRESS CITY STATE ZIP
22795 Barton Rd Grand Terrace CA 92313
PRINTED NAME OF PERSON SIGNING TITLE
E, Kfi/boob -�)Lt F r F-y C i Z fo*A,).4�6�
CO CTO AUTHORIZED SIG ATURE DATE IGNED
/o/& I ad o
STATE OF CALIFORNIA
CONT ING AGEN ME
Depart ent of Housing and Community Development
CONTRACTING AGENCY ADDRESS CITY STATE ZIP
2020 W.El Camino Ave.,Suite 130 Sacramento CA 95833
PRINTED NAME OF PERSON SIGNING TITLE
Synthia Rhinehart Contracts Manager,
Shaun Singh For Business&Contract Services Branch
CONTRACTING AGENCY AUTHORIZED SIGNATURE DATE SIGNED
I 10/13/2020
California Department of General Services Approval(or exemption.if applicable)
�'I Exempt per;SCM Vol.1 4.04.A.3(DGS memo dated 6112/1981)
City of Grand Terrace
19-PGP-13988
Page 1 of 2
EXHIBIT A
AUTHORITY, PURPOSE AND SCOPE OF WORK
1. Authority
Pursuant to Health and Safety Code section 50470, subdivision (b)(1)(A), the State of
California Department of Housing and Community Development (the "Department" or
"State")has established the Planning Grants Program("PGP,"or the"Program"as defined
in Section 102 of the Guidelines) for Local Governments and Localities. 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.Pursuant to Health and Safety Code
Section 50470, subdivision (d), the Department has issued the Senate Bill 2 Planning
Grants Program Year 1 Guidelines(the"Guidelines")dated December 2018 governing the
Program, and a Notice of Funding Availability("NOFA")dated March 28,2019.
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 the preparation, adoption and implementation
of a plan for Accelerating Housing Production and Streamlined Housing Production (as
defined in Section 102 of the Guidelines) pursuant to the terms of the Guidelines, the
NOFA, 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 Guidelines, the NOFA, this Agreement, 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 102 of the Guidelines.
4. Scone of Work
Update planning documents, entitlement processes or zoning ordinances in accordance
with the Grantee's Schedule F: Project Timeline and Budget, as provided by the Grantee
in the SB 2 Planning Grant Program 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 Manager,or the Manager's designee. Unless otherwise informed, any
Planning Grants Program(PGP)
NOFA Date:March 28,2019
Approved Date:October 17,2019
Prep. Date:April 16,2020
City of Grand Terrace
19-PGP-13988
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
Land Use Planning Unit
Attention: PGP Program Manager
2020 West El Camino Avenue, Suite 500
Sacramento, CA 95833
P. 0. Box 952050
Sacramento,CA 94252-2050
Planning Grants Program(PGP)
NOFA Date: March 28,2019
Approved Date:October 17,2019
Prep.Date:April 16,2020
C
City of Grand Terrace
19-PGP-13988
Page 1 of 5
EXHIBIT B
BUDGET DETAIL AND PAYMENT PROVISIONS
1. Application for Funds
A. The Department is entering into this 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
isuntrue, 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 hereof.
2. Grant and Reimbursement Limit
The maximum total amount granted and reimbursable to the Grantee pursuant to this
Agreement shall not exceed$160,000.
3. Grant Timelines
A. This Agreement is effective upon approval by all parties and the Department,which
is evidenced by the date signed by the Department on page one, Standard
Agreement, STD 213(the°Effective Date").
B. All Grant funds must be expended by June 30, 2022.
C. The Grantee shall deliver to the Department all final invoices for reimbursement
on or before February 28, 2022, to ensure meeting the June 30, 2022 deadline.
Under special circumstances, as determined by the Department, the Department
may modify the February 28,2022 deadline.
D. It is the responsibility of the Grantee to monitor the project and.timeliness of draws
within the specified dates.
Planning Grants Program(PGP)
NOFA Date:March 28,2019
Approved Date:October 17,2019
Prep. Date:April 16,2020
City of Grand Terrace
19-PGP-13988
Page 2 of 5
EXHIBIT B
4. Allowable Uses of Grant Funds
A. The Department shall not award or disburse funds unless it determines that the
grant funds shall be expended in compliance with the terms and provisions of the
Guidelines,the NOFA, and this Agreement.
B. Grant funds shall only be used by the Grantee for project activities approved by
the State that involve the preparation and adoption of project activities as stated in
the scope of work, project description, project timeline and other parts of the
application,and eligible activities and uses pursuant to Article III of the Guidelines.
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.
D. The Grantee shall use no more than 5 percent of the total grant amount for costs
related to administration of the project.
E. 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.
F. After the contract has been executed by the Department and all parties, approved
and eligible costs for eligible activities may be reimbursed for the project(s) upon
completion of deliverables in accordance with Schedule F: Project Timeline and
Budget and the Statement of Work and subject to the terms and conditions of this
Agreement.
G. Only approved and eligible costs incurred for work after the NOFA date, continued
past the date of execution and acceptance of the Standard Agreement and
completed during the grant term will be reimbursable.
H. Approved and eligible costs incurred prior to the NOFA date are ineligible.
5. Performance
The Grantee shall take such actions, pay such expenses, and do all things necessary to
complete the scope of work specified in Exhibit A and as incorporated by the SB 2 Program
application in accordance-with the schedule for completion set forth therein and within the
terms and conditions of this Agreement.
Planning Grants Program(PGP)
NOFA Date:March 28,2019
Approved Date:October 17,2019
Prep. Date:April 16,2020
,
City of Grand Terrace
19-PGP-13988
Page 3 of 5
EXHIBIT B
6. Fiscal Administration
A. The Grantee is responsible for maintaining records which fully disclose the
activities funded by the PGP 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 PGP 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 ID Form (GovTIN; Fi$cal form);
2) A Request for Funds on a form provided by the Department; and
3) Any and all documentation requested by the Department in the 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
Land Use Planning Unit
Attention: PGP Program Manager
2020 West El Camino Avenue, Suite 500
Sacramento,CA 95833
P. O. Box 952050
Sacramento, CA 94252-2050
E. The Grantee shall submit invoices for reimbursement to the Department according
to the following schedule:
Planning Grants Program(PGP)
NOFA Date:March 28,2019
Approved Date:October 17,2019
Prep. Date:April 16,2020
City of Grand Terrace
19-PGP-13988
Page 4 of 5
EXHIBIT B
1) At maximum,once per quarter;or
2) Upon completion of a deliverable, subject to the Department's approval; and
3) At minimum, one invoice for reimbursement annually.
The Department will use the 2019 calendar year beginning with January,with first
requests for reimbursement accepted on or after September 30, 2019.
F. The request for reimbursement must be for a minimum of 15 percent 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, item D of Exhibit B.
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 the Schedule F: Project Timeline and
Budget and Statement of Work, including identification of each employee,
contractor, subcontractor staff 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. Grantees may request, in writing, a budget adjustment across
deliverables subject to written approval by the Department, as long as the total
budget does not exceed the maximum amount awarded to the Grantee.
I. Grant funds cannot be disbursed until this Standard Agreement has been fully
executed.
Planning Grants Program(PGP)
NOFA Date:March 28,2019
Approved Date:October 17,2019
Prep. Date:April 16,2020
City of Grand Terrace
19-PGP-13988
Page 5 of 5
EXHIBIT B
J. 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 to reimbursement and payment methods based on documentation
demonstrating cost burdens, ir)cluding the inability to pay for work pursuant to
Section 601(f)of the Guidelines.
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 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 Schedule F: Project Timeline and
Budget, the Statement of Work, and/or any and all documentation incorporated
into this Standard Agreement and made a part thereof.
M. The Department may withhold 10 percent of the grant until grant terms have been
fulfilled to the satisfaction of the Department.
Planning Grants Program(PGP)
NOFA Date:March 28,2019
Approved Date:October 17,2019
Prep. Date:April 16,2020
City of Grand Terrace
19-PGP-13988
Page 1 of 8
EXHIBIT D
PGP TERMS AND CONDITIONS
1. Reporting
A. During the term of the Standard Agreement the Grantee shall submit, upon request of the .
Department, a performance report that demonstrates satisfaction of all requirements
identified in this Standard Agreement.
B. Upon completion of all objectives and deliverables required to fulfill this contract pursuant
to Schedule F: Project Timeline and Budget and the Scope of Work, Exhibit A, Section 4,
and as referred to in Exhibit B, Section 6, subsection K.within this Standard Agreement,
the Grantee shall submit a final close out report in accordance with Section 604,
subsection (b), and as instructed in Attachment 3 of the December 2018 Planning Grants
Program Guidelines. The close out report shall be submitted with the final invoice by the
end of the grant term as listed in Exhibit B, Section 3, subsection C.
2. Accounting 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), 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 Standard Agreement.
E. Subcontractors employed by the Grantee and paid with moneys under the terms of this
Standard Agreement shall be responsible for maintaining accounting records as specified
above.
3. Audits
A. At any time during the term of the Standard Agreement, the Department may perform or
cause to be performed a financial audit of any and all phases of the award.At the
Planning Grants Program(PGP)
NOFA Date: March 28,2019
Approved Date:October 17,2019
Prep. Date:April 16,2020
City of Grand Terrace
19-PGP-13988
Page 2 of 8
EXHIBIT D
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, Program guidelines, 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 Standard 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 auditors 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 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.
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,the Department's right to audit the contractor's records and interview their
employees.
Planning Grants Program(PGP)
NOFA Date:March 28,2019
Approved Date:October 17,2019
Prep. Date:April 16,2020
City of Grand Terrace
19-PGP-13988
Page 3 of 8
EXHIBIT D
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(3)three 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 years after the
conclusion or resolution of the matter.
4. Remedies of Non-performance
A. Any dispute concerning a question of fact arising under. this Standard 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.
B. 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 Standard
Agreement.
C. 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 Standard Agreement, immediately upon
receiving a written notice from the Department to stop work, the Grantee shall cease all
work under the Standard 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 Standard Agreement,
D. Both the Grantee and the Department have the right to terminate the Standard Agreement
at any time upon 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 30 days of the early termination notice.
E. There must be a strong implementation component for the funded activity through this
Program, including, where appropriate, agreement by the locality to formally adopt the
completed planning document. Localities that do not formally adopt the funded activity
could be subject to repayment of the grant.
F. 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
Planning Grants Program(PGP)
NOFA Date:March 28,2019
Approved Date:October 17,2019
Prep.Date:April 16,2020
City of Grand Terrace
19-PGP-13988
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EXHIBIT D
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.
G. In addition to any other remedies that maybe 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 PGP Funds or other Department
administered grant programs;
2) Revoke existing PGP award(s)to the Grantee;
3) Require the return of unexpended PGP funds disbursed under this Agreement;
4) Require repayment of PGP 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 PGP
Program requirements; and
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 15 days.
5. Indemnification
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' Standard
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 Standard 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
Planning Grants Program(PGP)
NOFA Date: March 28,2019
Approved Date:October 17,2019
Prep. Date:April 16,2020
City of Grand Terrace
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EXHIBIT D
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 drantee's sub-recipients, contractors,
and subcontractors. Copies of all agreements with sub-recipients, contracts, and
subcontractors must be submitted to the Department's program manager.
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 SB 2 Planning
Grants Program, the Grantee acknowledges that each partner and/or all entities forming .
the SB 2 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 SB 2 Planning Grants Program, the
Department shall defer to the provisions as noted in subsections 8(8)and 8(C)of this part.
9. Compliance with State and Federal Laws, Rules. Guidelines 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
Planning Grants Program(PGP)
NOFA Date:March 28,2019
Approved Date:October 17,2019
Prep. Date:April 16,2020
City of Grand Terrace
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EXHIBIT D
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 1964, 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 PGP.
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 PGP 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.
10. Litigation
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 Tgrms/Amendments
This Agreement may only be amended or modified by mutual written agreement of both parties.
12. State-Owned Data
A. Definitions
Planning Grants Program(PGP)
NOFA Date:March 28,2019
Approved Date:October 17,2019
Prep.Date:April 16,2020
City of Grand Terrace
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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
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
Planning Grants Program(PGP) -
NOFA Date:March 28,2019
Approved Date:October 17,2019
Prep. Date:April 16,2020
City of Grand Terrace
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EXHIBIT D
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 /or
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 concepts 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.
13. Special Conditions
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.
Planning Grants Program(PGP)
NOFA Date: March 28,2019
Approved Date:October 17,2019
Prep.Date:April 16,2020