CFDA#14.218

CFDA#14.231

EXHIBIT A

AGREEMENT NO.

An Agreement between the CITY OF PORTLAND, OREGON (CITY) and NORTHWEST PILOT PROJECT (Subrecipient) to assist homeless and at risk seniors to obtain and maintain permanent affordable rental housing.

RECITALS:  

1.  Funding for assistance to homeless and at risk seniors to obtain and maintain permanent affordable rental housing meets the goals and objectives of the Bureau of Housing and Community Development (BHCD).

2.  The Subrecipient has successfully provided services to homeless and at risk seniors.

3.  The City Council has authorized a total of $423,063: $159,455 in Housing Investment Funds (HIF), $32,491 in McKinney Supportive Housing Program (SHP) funds (Horizons – OR16B901006), $115,840 in McKinney Supportive Housing Program (SHP) funds (Pathways – OR16B001006) and $115,277 in Community Development Block Grant (CDBG) for assistance to homeless and at risk seniors for FY 02/03.

4.  The CITY is entitled to CDBG funds and was awarded SHP funds from the Federal Department of Housing and Urban Development (HUD) to provide homeless services.

5.  The CITY now desires to enter into a formal agreement with the Subrecipient to provide assistance to homeless and at risk seniors for FY 02/03.

AGREED:

I.  Scope of Services

The Subrecipient will provide the following services:

A.  Needs assessment, information, crisis intervention, referral, case planning and advocacy.

B.  Financial assistance with housing costs, including access to housing vouchers, rent assistance, transitional and permanent housing, eviction prevention and other housing related assistance.

C.  Furniture and moving assistance.

D.  Access to transportation, food and other services to meet basic needs.

E.  Participate in homeless data project including planning for Homeless Management Information System.

II.  Performance Measures

A.  Subrecipient will track and report on achievement of the following levels of service (outputs) by program and in the aggregate during the period of this agreement:

•  1400 households /1600 individuals served

B.  Subrecipient will track and report on achievement of the following accomplishments (outcomes) by program and in the aggregate during the period of this agreement:

•   150 Permanent Housing Placements

•  100 Transitional Housing Placements

•   210 Homeless Prevention’s

•   At least 85% of households who are placed into permanent housing or prevented from eviction will achieve a minimum of one year of housing stability.

•  At least 70% of households who are placed in transitional housing will achieve a minimum of one year stability

III.  Periodic Reporting

A.  Subrecipient will submit program reports on a quarterly basis. Reports will be submitted using the report form attached as “Attachment A” and will include:

•  Demographic data regarding income, ethnic background, gender, age, housing status, birth state, veteran status, number of years living in Portland, and other characteristics.

•  Performance data related to Section II.

Program reports will be submitted within 30 days of the reporting period on the following dates: October 31, 2002, January 31, 2003, and April 30 2002. A final report summarizing results and including cumulative data for the program is due July 31, 2003.

B.  Subrecipient will complete a draft HUD required Annual Progress Report attached as Attachment D to the City of Portland by August 31, 2002 for funds received under the Horizons SHP and by December 31, 2002 for funds received under the Pathways SHP.

C.  Financial reports will be submitted within 30 days of the end of the reporting period using the invoice form attached as “Attachment B” on the dates listed above or may be submitted monthly.

D.  Late program reports will delay payment until the program report has been received by the CITY.

IV.  Compensation, Method of Payment & Audit Requirement

A.  The CITY will reimburse the Subrecipient for expenses in accordance with the budget Attachment C. Funds will be disbursed to the Subrecipient for:

1.  Actual expenditures, upon submission of copies of receipts or other acceptable documentation, or

2.  Anticipated expenditures, upon submission of a bid, official estimate or purchase order.

B.  All funds received by the Subrecipient, whether for actual or anticipated expenditures, must be disbursed within three (3) working days of receipt.

C.  Any changes to the budget must be approved in writing by the City Project Manager before any expenditure of funds in new line items or amounts.

D.  No funds under this Agreement may be used to purchase non-expendable personal property or equipment. Funds may be used to pay for lease or rental of equipment if approved in advance by the City Project Manager.

E.  Any program income received by the Subrecipient, through fees or other charges for services will be reported on the monthly billing, and the amount of program income received will be deducted from the amount of reimbursement required from the City.

F.  The payments made under this Agreement shall be full compensation for work performed, for services rendered, and for all labor, materials, supplies, equipment and incidentals necessary to perform the work and services.

G.  Total compensation under this Agreement shall not exceed FOUR HUNDRED TWENTY THREE THOUSAND, AND SIXTY-THREE DOLLARS ($423,063).

H.  An audit of this project in accordance with OMB Circular A-133 is required. The Subrecipient will provide a copy of the completed audit, including any management letter, to the City within 30 days of receiving it.

V.  City Project Manager

A.  The CITY Project Manager shall be Heather Lyons, or such person as shall be designated in writing by the Director of the Bureau of Housing and Community Development.

B.  The CITY Project Manager is authorized to approve work and billings hereunder, to give notices referred to herein, to terminate this agreement as provided herein, and to carry out all other CITY actions referred to herein.

VI.  General Contract Provisions

A.  TERMINATION FOR CAUSE. In accordance with 24 CFR 85.43, if, through any cause, the Subrecipient shall fail to fulfill in timely and proper manner his/her obligations under this Contract, or if the Subrecipient shall violate any of the covenants, agreements, or stipulations of this Contract, the City may avail itself of such remedies as cited in 24 CFR 85.43 by giving written notice to the Subrecipient of such action and specifying the effective date thereof at least 30 days before the effective date of such action. In such event, all finished or unfinished documents, data, studies, and reports prepared by the Subrecipient under this Contract shall, at the option of the City, become the property of the City and the Subrecipient shall be entitled to receive just and equitable compensation for any satisfactory work completed on such documents.

Notwithstanding the above, the Subrecipient shall not be relieved of liability to the City for damages sustained by the City by virtue of any breach of the Contract by the Subrecipient, and the City may withhold any payments to the Subrecipient for the purpose of setoff until such time as the exact amount of damages due the City from the Subrecipient is determined.

B.  TERMINATION FOR CONVENIENCE. In accordance with 24 CFR 85.44, the City and Subrecipient may terminate this contract at any time by mutual written agreement. If the Contract is terminated by the City as provided herein, the Subrecipient will be paid an amount which bears the same ratio to the total compensation as the services actually performed bear to the total services of the Subrecipient covered by this Contract less payments of compensation previously made.

C.  ENFORCEMENT AND REMEDIES. In the event of termination under section A hereof by the City due to a breach by the Subrecipient, then the City may complete the work either itself or by agreement with another subrecipient, or by a combination thereof. In the event the cost of completing the work exceeds the amount actually paid to the Subrecipient hereunder plus the remaining unpaid balance of the compensation provided herein, then the Subrecipient shall pay to the City the amount of excess. Allowable costs shall be determined in accordance with 24 CFR 85.43(c).

The remedies provided to the City under sections A and C hereof for a breach by the Subrecipient shall not be exclusive. The City also shall be entitled to any other equitable and legal remedies that are available.

In the event of breach of this contract by the City, then the Subrecipient's remedy shall be limited to termination of the contract and receipt of payment as provided in section B hereof.

In the event of termination under Section A, the City shall provide the Subrecipient an opportunity for an administrative appeal to the Bureau Director.

D.  CHANGES. The City or Subrecipient may, from time to time, request changes in writing in the scope of services or terms and conditions hereunder. Such changes, including any increase or decrease in the amount of the Subrecipient's compensation, shall be incorporated in written amendments to this contract. Changes to the scope of work, budget line items, timing, reporting, or performance measures may be approved by the Project Manager.

Significant changes to the scope of work, performance measures, or compensation must be approved by ordinance of the City Council.

E.  NON-DISCRIMINATION. During the performance of this Contract, the Subrecipient agrees as follows:

1.  The Subrecipient will comply with the non-discrimination provisions of Title VI of the Civil Rights Act of 1964 (24 CFR 1), Fair Housing Act (24 CFR 100), and Executive Order 11063 (24 CFR 107).

2.  The Subrecipient will comply with prohibitions against discrimination on the basis of age under Section 109 of the Act as well as the Age Discrimination Act of 1975 (24 CFR 146), and the prohibitions against discrimination against otherwise qualified individuals with handicaps under Section 109 as well as section 504 of the Rehabilitation Act of 1973 (24 CFR 8).

3.  The Subrecipient will comply with the equal employment and affirmative action requirements of Executive Order 11246, as amended by Order 12086 (41 CFR 60).

4.  The Subrecipient will comply with the equal employment and non-discrimination requirements of Portland City Code Sections 3.100.005 (City Policies Relating to Equal Employment Opportunity, Affirmative Action and Civil Rights), 3.100.042 (Certification of Contractors), and Chapter 23 – Civil Rights.

F.  SECTION 3: The Subrecipient will comply with the training and employment guidelines of Section 3 of the Housing and Urban Development Act of 1968, as amended (12U.S.C. 1701a), and regulations pursuant thereto (24 CFR Part 135).

G.  ACCESS TO RECORDS. The City, HUD, the Comptroller General of the United States, or any of their duly authorized representatives, shall have access to any books, general organizational and administrative information, documents, papers, and records of the Subrecipient which are directly pertinent to this contract, for the purpose of making audit or monitoring, examination, excerpts, and transcriptions. All required records must be maintained by the Subrecipient for four years after the City makes final payments and all other pending matters are closed.

H.  MAINTENANCE OF RECORDS. The Subrecipient shall maintain fiscal records on a current basis to support its billings to the City. The Subrecipient shall retain fiscal as well as all records relating to program management and operation, program beneficiaries, demographics and eligibility for inspection, audit, and copying for four years from the date of completion or termination of this contract. The City or its authorized representative shall have the authority to inspect, audit, and copy on reasonable notice and from time to time any records of the Subrecipient regarding its billings or its work here under.

I.  AUDIT OF PAYMENTS. The City, either directly or through a designated representative, may audit the records of the Subrecipient at any time during the four year period established by Section H above.

If an audit discloses that payments to the Subrecipient were in excess of the amount to which the Subrecipient was entitled, then the Subrecipient shall repay the amount of the excess to City.

J.  INDEMNIFICATION. The Subrecipient shall hold harmless, defend, and indemnify the City and the City's officers, agents and employees against all claims, demands, actions, and suits (including all attorney fees and costs) brought against any of them arising from the Subrecipient's work or any subcontractor's work under this contract.

K.  LIABILITY INSURANCE.

(a) The Subrecipient shall maintain public liability and property damage insurance that protects the Subrecipient and the City and its officers, agents, and employees from any and all claims, demands, actions, and suits for damage to property or personal injury, including death, arising from the Subrecipient's work under this contract. The insurance shall provide coverage for not less than $200,000 for personal injury to each person, $500,000 for each occurrence, and $500,000 for each occurrence involving property damages; or a single limit policy of not less than $500,000 covering all claims per occurrence. The limits of the insurance shall be subject to statutory changes as to maximum limits of liability imposed on municipalities of the state of Oregon during the term of the agreement. The insurance shall be without prejudice to coverage otherwise existing and shall name as additional insureds the City and its officers, agents, and employees. Notwithstanding the naming of additional insureds, the insurance shall protect each insured in the same manner as though a separate policy had been issued to each, but nothing herein shall operate to increase the insurer's liability as set forth elsewhere in the policy beyond the amount or amounts for which the insurer would have been liable if only one person or interest had been named as insured. The coverage must apply as to claims between insureds on the policy. The insurance shall provide that it shall not terminate or be canceled without 30 days written notice first being given to the City Auditor. If the insurance is canceled or terminated prior to completion of the contract, the Subrecipient shall provide a new policy with the same terms. The Subrecipient agrees to maintain continuous, uninterrupted coverage for the duration of the contract. The insurance shall include coverage for any damages or injuries arising out of the use of automobiles or other motor vehicles by the Subrecipient.

(b) The Subrecipient shall maintain on file with the City Auditor a certificate of insurance certifying the coverage required under subsection (a). The adequacy of the insurance shall be subject to the approval of the City Attorney. Failure to maintain liability insurance shall be cause for immediate termination of this agreement by the City.

In lieu of filing the certificate of insurance required herein, the Subrecipient shall furnish a declaration that the Subrecipient is self-insured for public liability and property damage for a minimum of the amounts set forth in ORS 30.270.

L.  WORKERS' COMPENSATION INSURANCE.

(a) The Subrecipient, its subcontracts, if any, and all employers working under this Agreement are subject employers under the Oregon Worker's compensation law and shall comply with ORS 656.017, which requires them to provide worker's compensation coverage for all their subject workers. A certificate of insurance, or copy thereof, shall be attached to this Agreement and shall be incorporated herein and made a term and part of this Agreement. The Subrecipient further agrees to maintain worker's compensation insurance coverage for the duration of this Agreement.

(b) In the event the Subrecipient's worker's compensation insurance coverage is due to expire during the term of this Agreement, the Subrecipient agrees to timely renew its insurance, either as a carrier-insured employer or a self-insured employer as provided by Chapter 656 of the Oregon Revised Statutes, before its expiration, and the Subrecipient agrees to provide the City of Portland such further certification of worker's compensation insurance as renewals of said insurance occur.

(c) If the Subrecipient believes itself to be exempt from the worker's compensation insurance coverage requirement of (a) of this subsection, the Subrecipient agrees to accurately complete the City of Portland's Questionnaire for Worker's Compensation Insurance and Qualification as an Independent Contractor prior to commencing work under this Agreement. In this case, the Questionnaire shall be attached to this Agreement and shall be incorporated herein and made a term and part of this Agreement. Any misrepresentation of information on the Questionnaire by the Subrecipient shall constitute a breach of this Agreement. In the event of breach pursuant to this subsection, City may terminate the agreement immediately and the notice requirement contained in Section A, TERMINATION FOR CAUSE, hereof shall not apply.

M.  SUBCONTRACTING AND ASSIGNMENT. The Subrecipient shall not sub-contract its work under this contract, in whole or in part, without the written approval of the City. The Subrecipient shall require any approved subcontractor to agree, as to the portion subcontracted, to fulfill all obligations of the Subrecipient as specified in this contract. Notwithstanding City approval of a subcontractor, the Subrecipient shall remain obligated for full performance hereunder, and the City shall incur no obligation other than its obligations to the Subrecipient hereunder. The Subrecipient agrees that if subcontractors are employed in the performance of this contract, the Subrecipient and its subcontractors are subject to the requirements and sanctions of ORS Chapter 656, Workers' Compensation. The Subrecipient shall not assign this contract in whole or in part or any right or obligation hereunder, without prior written approval of the City.

The subcontractor shall be responsible for adhering to all regulations cited within this contract.

N.  INDEPENDENT CONTRACTOR STATUS. The Subrecipient is engaged as an independent contractor and will be responsible for any federal, state, or local taxes and fees applicable to payments hereunder.

The Subrecipient and its subcontractors and employees are not employees of the City and are not eligible for any benefits through the City, including without limitation, federal social security, health benefits, workers' compensation, unemployment compensation, and retirement benefits.

O.  CONFLICTS OF INTEREST. No City officer or employee, during his or her tenure or for one year thereafter, shall have any interest, direct, or indirect, in this contract or the proceeds thereof.

No board of director member or employee of the Subrecipient, during his or her tenure or for one year thereafter, shall have any interest, direct, or indirect, in this contract or the proceeds.

No City Officer or employees who participated in the award of this contract shall be employed by the Subrecipient during the contract.

On CDBG-funded projects, the Subrecipient shall further comply with the conflict of interest provisions cited in 24 CFR 570.611.

P.  CONTRACT ADMINISTRATION, 24 CFR 570.502(b). The Subrecipient shall comply with the applicable provisions of OMB Circular Nos. A-122, A-21, A-133 and A-110 as described by 24 CFR 570.502(b) and 570.610.

Q.  OREGON LAWS AND FORUM. This contract shall be construed according to the laws of the State of Oregon.

Any litigation between the City and the Subrecipient arising under this contract or out of work performed under this contract shall occur, if in the state courts, in the Multnomah County court having jurisdiction thereof, and if in the federal courts, in the United States District Court for the State of Oregon.

R.  AVAILABILITY OF FUNDS. It is understood by all parties to this contract that the funds used to pay for services provided herein are provided to the City through a grant from the U.S. Department of Housing and Urban Development. In the event that funding is reduced, recaptured, or otherwise made unavailable to the City as a result of federal action, the City reserves the right to terminate the contract as provided under Section B hereof, or change the scope of services as provided under Section D hereof.

S.  PROGRAM INCOME/PERSONAL PROPERTY. For Community Development Block Grant-funded projects, the Subrecipient shall comply with provisions of 24 CFR 570.504 regarding program income. Program income shall be retained by the Subrecipient provided that it shall be used only for those activities identified in the Scope of Services, and shall be subject to all provisions of this contract.

T.  COMPLIANCE WITH LAWS. In connection with its activities under this contract, the Subrecipient shall comply with all applicable federal, state, and local laws and regulations. For Community Development Block Grant-funded projects, the Subrecipient shall carry out its activities in compliance with 24 CFR 570 Subpart K, excepting the responsibilities identified in 24 CFR 570.604 and 570.612.

In the event that the Subrecipient provides goods or services to the City in the aggregate in excess of $2,500 per fiscal year, the Subrecipient agrees it has certified with the City's Equal Employment Opportunity certification process.

U.  PROGRAM AND FISCAL MONITORING. The City through the Bureau of Housing and Community Development shall monitor on a regular basis to assure contract compliance. Such monitoring may include, but are not limited to, on site visits, telephone interviews, and review of required reports and will cover both programmatic and fiscal aspects of the contract. The frequency and level of monitoring will be determined by the City Project Manager.

V.  EXPIRATION/REVERSION OF ASSETS. For Community Development Block Grant-funded projects, the Subrecipient shall comply with the Reversion of Assets provision of 24 CFR 570.503 (b)(8).

W.  RELOCATION, ACQUISITION AND DISPLACEMENT. The Subrecipient agrees to comply with 24 CFR 570.606 relating to the acquisition and disposition of all real property utilizing grant funds, and to the displacement of persons, businesses, non-profit organizations and farms occurring as a direct result of any acquisition of real property utilizing grant funds. The Subrecipient agrees to comply with applicable City of Portland ordinances, resolutions and policies concerning displacement of individuals from their residences.

X.  PROGRAM ACCESS BY THE DISABLED. The Subrecipient shall, to the maximum feasible extent, follow the Bureau of Housing and Community Development's guidelines on ensuring interested persons can reasonably obtain information about, and access to, HUD-funded activities.

Y.  SEVERABILITY. If any provision of this agreement is found to be illegal or unenforceable, this agreement nevertheless shall remain in full force and effect and the provision shall be stricken.

Z.  INTEGRATION. This agreement contains the entire agreement between the City and the Subrecipient and supercedes all prior written or oral discussions or agreements.

AA.  LABOR STANDARDS. The Subrecipient agrees to comply with the requirements of the Secretary of Labor in accordance with the Davis-Bacon Act as amended, the provisions of Contract Work Hours, the Safety Standards Act, the Copeland "Anti-Kickback" Act (40 U.S.C 276, 327-333) and all other applicable federal, state and local laws and regulations pertaining to labor standards insofar as those acts apply to the performance of this contract. The Subrecipient shall maintain documentation that demonstrates compliance with hour and wage requirements of this part. Such documentation shall be made available to the City of Portland for review upon request.

The Subrecipient agrees that, except with respect to the rehabilitation or construction of residential property designed for residential use for less than eight (8) households, all contractors engaged under contracts in excess of $2,000.00 for construction, renovation or repair of any building or work financed in whole or in part with assistance provided under this contract, shall comply with federal requirements adopted by the City of Portland pertaining to such contracts and with the applicable requirements of the regulations of the Department of Labor, under 29 CFR, Parts 3, 15 and 7 governing the payment of wages and ratio of apprentices and trainees to journeymen; provided, that if wage rates higher than those required under the regulations are imposed by state or local law, nothing hereunder is intended to relieve the Subrecipient of its obligation, if any, to require payment of the higher wage. The Subrecipient shall cause or require to be inserted in full, in all such contracts subject to such regulations, provisions meeting the requirements of this paragraph, for such contracts in excess of $20,703.00.

BB.  FLOOD DISASTER PROTECTION. The Subrecipient agrees to comply with the requirements of the Flood Disaster Protection Act of 1973 (P.L.-2234) in regard to the sale, lease or other transfer of land acquired, cleared or improved under the terms of this contract, as it may apply to the provisions of this contract.

CC.  LEAD-BASED PAINT. The Subrecipient agrees that any construction or rehabilitation of residential structure with assistance provided under this contract shall be subject to HUD Lead-Based Paint Regulations at 24 CFR 570.608, and 24 CFR Part 35, and in particular Sub-Part B thereof. Such regulations pertain to all HUD-assisted housing and require that all owners, prospective owners, and tenants or properties constructed prior to 1978 be properly notified that such properties may include lead-based paint. Such notification shall point out the hazards of lead-based paint and explain symptoms, treatment and precautions that should be taken when dealing with lead-based paint poisoning.

DD.  FUND-RAISING. City-funded dollars may be used to cover expenses directly related to the contracted project. Costs associated with general agency fund-raising activities are not eligible.

EE.  PUBLICITY. Publicity regarding the project shall note participation of the City through the Bureau of Housing and Community Development.

FF.  LOBBYING. No Federal appropriated funds have been paid or will be paid, by or on behalf of the Subrecipient, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the Subrecipient shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions.

The Subrecipient shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans and cooperative agreement) and that all Subcontractors shall certify and disclose accordingly.

GG.  CHURCH/STATE. The Subrecipient agrees to comply with the applicable provisions of 24 CFR 570.200(j) or 24 CFR 576.22 regarding the use of federal funds by religious organizations.

HH.  TARGETING. Each year the City designates target areas, which receive focused services through the Bureau of Housing and Community Development. As appropriate, the Subrecipient may be asked to provide marketing and outreach for its services and/or collect demographic information on its clients, relative to these target areas. Boundaries of target areas will be provided to any Subrecipient who is asked to provide such information and assistance.

II.  TRAINING. The Bureau of Housing and Community Development will provide training for all new Contractors and for Contractors who have experienced significant organizational changes, which would warrant training. This training may be carried out on an individual basis or as part of a general training program, at the discretion of the City.

JJ.  INDEPENDENT FINANCIAL AUDITS/REVIEWS. Any subrecipient receiving $300,000 or more in federal funds, from all sources, in any program year is required to obtain an independent audit of the federally funded program(s), in compliance with federal OMB Circular A-133. Any subrecipient receiving between $25,000 and $300,000 in federal funds, from all sources, in any program is required to obtain an independent financial review. Additionally, contractors receiving between $25,000 and $300,000 in federal funds may be required to obtain an A-133 audit, if the City believes it is warranted. Two copies of all required financial audits or reviews will be submitted to the designated City Project Manager within 30 days of their completion.

VII.  Period of Agreement

The term of this Agreement shall be effective as of July 1, 2002 and shall remain in effect during any period Subrecipient has control over Housing and Community Development funds, including program income. Work by Subrecipient shall be completed as of June 30, 2003.

Dated this _____________________ of ______________________, 2002.

CITY OF PORTLAND        NORTHWEST PILOT PROJECT

___________________        ____________________

Erik Sten            Susan Emmons

Commissioner of Public Works      Executive Director

APPROVED AS TO FORM:

_____________________

Jeffrey L. Rogers

City Attorney

ATTACHMENT A

Project Report for Northwest Pilot Project

BENEFICIARY DATA

Reporting Period From: ____________ To: ____________

1. Gender

2. Race

3. Ethnicity

4. Age

*Totals Should Equal

Project Report for Northwest Pilot Project

BENEFICIARY DATA (Continued)

Reporting Period From: ____________ To: ____________

5. Income

6. Housing Status

7. Other Characteristics

8. Birthstate

9. Years Living in Portland

*Totals Should Equal

Project Report for Northwest Pilot Project

Outcome and Reporting Data

Reporting Period From: ____________ To: ____________

Agency Specific

**Unduplicated YTD may not necessarily match the sum of the quarterly unduplicated count, since one client may be served in more than one quarter.

Shared Outcomes

***These are cumulative over the quarters

Narrative:

On a separate page, please include as applicable:

▪  Information regarding the program specific for the quarter that explains changes in performance

▪  Examples of increased collaboration with other organizations in the Homeless Single Adult System

▪  Examples of changes and improvements in flexibility and accountability within your program

▪  Examples of increased connectivity with organization in other (mainstream) service systems and housing

▪  Examples of how homeless and formerly homeless people influence your work

▪  Any other useful information

ATTACHMENT B

NORTHWEST PILOT PROJECT

BUREAU OF HOUSING AND COMMUNITY DEVELOPMENT

REQUEST FOR PAYMENT*

Request For Payment #__________

Billing Period: ______________________________

Community Development Block Grant

Housing Investment Fund

McKinney – Supportive Housing Program – Transitional Housing – Leasing

Please attach detailed information as specified in the contract

Total Amount Requested - CDBG: _____________ HIF:______________ SHP: _____________

Prepared By ______________________________________ Phone No. _________________

Approved By _____________________

*NOTE: Please reproduce this form on agency letterhead or submit cover letter to this invoice that includes total requested and authorizing signature

ATTACHMENT C

NORTHWEST PILOT PROJECT

BUDGET

FY 02-03

Program Costs City Funds  

ATTACHMENT D

OMB Approval No. 2506-0145 (exp.4/30/2003)

U. S. Department of Housing

and Urban Development

Office of Community Planning

and Development

Annual Progress Report (APR)

for

Supportive Housing Program

Shelter Plus Care

and

Section 8 Moderate Rehabilitation

for Single Room Occupancy

Dwellings (SRO) Program

Check the component for the program on which you are reporting.

Summary of the project: (One or two sentences with a description of population, number served and accomplishments this operating year)

This grant provides transitional housing to a population of homeless single adults. Some of the adults live with spouses, partners or roommates, but none have children with them. During the program year 101 people were served in this program.

Part I: Project Progress

1.  Projected Level of Persons to be served at a given point in time. (from the application, SHP- Sec. F; SPC- Sec. C;SRO- Sec. D)

2.  Persons Served during the operating year.

3.  Project Capacity.

4.  Non-homeless persons. This question is to be completed for Section 8 SRO projects.

5.  Age and Gender. Of those who entered the project during the operating year, how many people are in the following age  and gender categories?

Answer questions 6 - 10 only for participants who entered the project during the operating year (from 2b, columns 1 & 2). The term participant means single persons and adults in families. It does not include children or caregivers. NOTE: The total for questions, 7, 8 and 10 below should be the same; respond to each of those questions for all participants.

6.  Veterans Status. A veteran is anyone who has ever been on active military duty status.

7.  Ethnicity. How many participants are in the following ethnic categories?

8.  Race. How many participants are in the following racial categories?

9.  Special Needs. How many participants have the following? Participants

may have more than one. If so, count them in all applicable categories.

10.  Prior Living Situation. How many participants slept in the following places

in the week prior to entering the project? (Choose one)

*If a participant came from an institution but was there less than 30 days and was living on the street or in

emergency shelter before entering the treatment facility, he/she should be counted in either the street or shelter

category, as appropriate.

Complete questions 11 - 15 for all participants who left during the operating year (from 2c, columns 1 and 2). The term participant means single persons and adults in families. It does not include children or caregivers.

11.  Amount and Source of Monthly Income at Entry and at Exit. Of those participants who left during the operating year, how many

participants were at each monthly income level and with each source of income?

12.  Length of Stay in Program. Of those participants who left during the operating year (from 2c, columns 1 and 2), how many were in the project for the following lengths of time?

13.  Reasons for Leaving. Of those participants who left the project during the operating year (from 2c, columns 1 and 2), how many

left for the following reasons? If a participant left for multiple reasons, include only the primary reason.

14.  Destination. Of those participants who left during the operating year (from 2c, columns 1 and 2), how many left for

the following destination?

15.  Supportive Services. Of those participants who left during the operating year (from 2, columns 1 and 2), how

many received the following supportive services during their time in the project?

16.  Overall Program Goals. Under Objectives, list your measurable objectives for this operating year (from your application, Technical

Submission, or APR) for each of the three goals listed below. Under Progress, describe your progress in meeting the objectives. Under Next Operating Year’s Objectives, specify the measurable objectives for the next operating year.

a.  Residential Stability

Objectives:  

 Progress:

 Next Operating Year’s Objectives:

b.  Increased Skills or Income

 Objectives:    

 Progress:

 Next Operating Year’s Objectives:

c.  Greater Self-determination

 Objectives:

 Progress:

 Next Operating Year’s Objectives:

17.  Beds. SHP recipients answer 17a. S+C recipients answer 17b. SRO recipients answer 17c. (SHP-SSO projects do

not complete this question)

a.  SHP. How many beds were included in the application approved for this project under ‘Current Level’ and under ‘New Effort’?

How many of these New Effort beds were actually in place at the end of the operating year?

Current Level      New Effort        New Effort in Place

Number of Beds:      30                        30

b. S+C. How many beds and dwelling units were being assisted with project funds at the end of the operating year?

(Include beds for all participants, other family members, and care givers.)

Number of Beds:             

Number of Dwelling Units:         

c.  SRO. How many dwelling units were being assisted at end of the operating year?

(Include units occupied by “in place” non-homeless persons who qualify for assistance.)

Number of Dwelling Units:         

Part II: Financial Information

18. Supportive Services.

For Supportive Housing (SHP), this exhibit provides information to HUD on how SHP funding for supportive services was spent during the operating year. Enter the amount of SHP funding spent on these supportive services.

For Shelter Plus Care (S+C), this exhibit tracks the supportive services match requirement. Specify the value of supportive services from all sources that can be counted as match that all homeless persons received during the operating year. (S+C grantees should keep documentation on file, including source, amount, and type of supportive services.)

For Section 8 SRO, this exhibit provides information to HUD on the value of supportive services received by homeless persons during the operating year.

19. Supportive Housing Program: Leasing, Supportive Services, Operating Costs and Administration

All grantees receiving funding under the Supportive Housing Program must complete these charts each operating year. For expansion projects: If SHP grant funds are for the expansion of a pre-existing homeless facility, only the people and expenditures for the additional expansion may be included, as in the original application or any grant amendments. Documentation of resources used is not required to be submitted with this report but should be kept on file for possible inspection by HUD and Auditors. Do not include any expenditures made before the SHP grant was executed.

Summary of Expenditures. Enter the amount of SHP grant funds and cash match expended during the operating year for each activity.

Note: Payments of principal and interest on any loan or mortgage may not be shown as an operating expense.

Sources of Cash Match. Enter the sources of cash identified in the Cash Match column, above, in the following

categories. Use additional sheets, an necessary.

20. Supportive Housing Program: Acquisition, Rehabilitation, and New Construction

All grantees that received SHP funds for acquisition, rehabilitation, or new construction must complete these charts in the year one APR

only. This exhibit will demonstrate to HUD that the grantee has contributed enough cash to at least equally match the amount of SHP funds spent for acquisition, rehabilitation, or new construction. Documentation that matching funds were provided is not required to be submitted with this report but should be kept on file for possible inspection by HUD and Auditors.

Summary of Expenditures. Enter the amount of SHP grant funds and cash match expended during the operating year for each activity.

Cash Match. Enter the sources of cash identified in the Cash Match column, above, in the following categories. Use

additional sheets, as necessary.

Describe any problems and/or changes implemented during the operating year.

Technical Assistance and Recommendations

Based on your experience during the last year, are there any areas in which you need technical advice or assistance? If so, please describe.