2383 CDBG Agreement for Temp Staff Procurement/Implementing Grant AgreementsU 11U
CITY OF
WS RM X
S..kNFORD
FLORIDA
Item No.tV
CITY COMMISSION MEMORANDUM 21-233.N
NOVEMBER 8, 2021 AGENDA
To: Honorable Mayor and Members of the City Commission
PREPARED BY: Andrew Thomas, Community Relations and Neighborhood Engagement
Director, Office of the City Manager
SUBMITTED BY: Norton N. Bonaparte, Jr., ICMA-CM, City Manager
SUBJECT: CDBG/LIHEAP/MBK Temporary Staff Procurement; Robert Half
International Inc.; Implementing Grant Agreements
STRATEGIC PRIORITIES:
❑ Unify Downtown & the Waterfront
❑ Promote the City's Distinct Culture
Update Regulatory Framework
Redevelop and Revitalize Disadvantaged Communities
SYNOPSIS:
Approval of a procurement of services to Robert Half International Inc. for temporary staff services
to pay for personnel that staff the City's MBK, CDBG and LIHEAP programs is being requested.
FISCAL/STAFFING STATEMENT:
In response to the coronavirus pandemic)the City, as an entitlement local government jurisdiction,
received additional funding under the Coronavirus Aid, Relief and Economic Security Act (CARES
Act or Public Law 116-136) from the U.S. Department of Housing and Urban Development (HUD)
for the City's Community Development Block Grant program (CDBG) and the Low Income Home
Energy Assistance Program (LIHEAP), administered by the Florida Department of Economic
Opportunity (FDEO), to expand services to those citizens adversely impacted by the coronavirus.
March 27, 2020 the CARES Act became law and made available additional funding to entitlement
jurisdictions such as the City and grantees to prevent, prepare for and respond to coronavirus.
The HUD, for program year 2019 (October 1, 2019 through September 30, 2021), has allocated an
additional $665,786 in CDBG CARES Act funding for the City. Included in the allocation is a 20%
($133,157) allowance for administration and planning costs.
The FDEO, for program year 2020 (June 1, 2020 — September 30, 2021), has allocated an additional
$835,189 in LIHEAP CARES ACT funding for the City. Included in the allocation is 23.5%
($196,269) allowance for administration and planning costs.
I(
Currently the City has procuredtull time staff retained throh the Robert Half/ Office Team with
\employee being used for the CDBG CARES Act program, for the LIHEAP CARES Act program
�N
42
and Y for support of the MBK program. Contract periodwill begin October 1, 2021 and end
September 30, 2022, the City will spend approximately $210,41 Op for the four full time temporary
staff persons. The total temporary staff cost is covered 100% in the CARES Act additional funding
for the respective programs and through funds set aside and approved for the MBK program.
Funding agreements are used to provide the City funding for the programs discussed.
BACKGROUND:
The City has utilized temporary staff routinely when the situation warranted it. Robert Half
International Inc., a Delaware corporation, is a vendor of the City under the contract that is attached
and is headquartered in Menlo Park, California. The vendor is used frequently by various City
departments for short term staffing needs. Since time was of the essence to implement the CARES
Act programs and to provide relief to the target population the decision was made to retain temporary
staff versus hiring permanent staff. The decision to use temporary staff was also influenced by the
fact the future funding under the CARES Act was uncertain.
On May 15, 2020, the City was notified of the CDBG CARES Act additional funding of $298,368.
A temporary staff person, the CDBG CARES Act program coordinator, was contracted through the
vendor on June 5, 2020 with a project end date of December 31, 2020. In September 2020, the third
round of CARES Act funding was distributed increasing the CARES Act funding to $665,786 and
extending the CDBG CARES Act program end date to September 30, 2021. On June 22, 2020, the
City Manager signed Modification Number Seven of Agreements between the FDEO's LIHEAP to
receive an additional $835,189 CARES Act funding. In June 2020, the City contracted with the
vendor for the first LIHEAP staff person and added two additional staff with the opening of the
Casselberry Office in November 2020.
Together with the above, there will be agreements that may need action such as the attached
agreement with the FDEO. City staff proposes that the City Manager be authorized to approve and
execute such agreements.
LEGAL REVIEW:
The City Attorney's office has assisted in this matter and has no legal objection to the proposed
action if all pertinent procurement and purchasing rules and regulations are adhered to.
RECOMMENDATION:
City staff recommends that the City Commission approve the procurement of services to Robert Half
International Inc. in the amount of $210,418, ratify all prior procurement actions, and authorize the
City Manager to approve and execute necessary agreements.
SUGGESTED MOTION:
"I move to approve all of the proposed actions."
Attachments: (1). Vendor contract.
(2). Agreement with FDEO and associated communications.
2 11
� Date of Notice: � 6/11/2021
Notice of Grant AwardlFundAvailabflity
General Information
Subrecipient Name:
See Attachment
Data Universal Numbering System (DUNS #):
See Attachment
Federal Award Name:
Low Income Home Energy Assistance
Grantor:
U.S. Department of Health and Human Services
Federal Award Identification Number (FAIN):
2102FLE5C6
Federal Award Year.
PY2021
CFDAICSFA Title and Number.
Low Income Home Energy
Assistance
93-568
Award for Research & Development (YIN):
No
Action being Taken:
Issue Award and Release
Program Year in SERA:
PY2021
Program Group in SERA:
Economic Self -Sufficiency
Program Name in SERA:
Low Income Home Energy Assistance
Project in SERA:
LIHEAP - Formula
FLAIR Contract #:
See Attachment
NFA ID A
See Attachment
FLAIR Grant #:
LEP21
Award Period Begin Date:
March 11, 2021
Award Period End Date:
September 30, 2022
Close Out Due by:
November 30, 2022
mm�
Award
Funds Available / Release
(Maximum cash available for draw)
Current A ward/Release:
See Attachment
See Attachment
This Action:
See Attachment
See Attachment
Revised A ward/Release:
See Attachment
See Attachment
mm�
General Conditions: Pursuant to paragraph (18)(a) FUNDING/CONSIDERATION of the LIHEAP
Subgrant Agreement by and between DEO and Subrecipient, this Notice of Fund Availability (NFA)
is notice in writing by DEO that Subrecipient may incur costs and submit for reimbursement in an
amount not to exceed the released amount shown above, subject to the terms of the Agreement
and any amendments thereto, the availability of funds as determined solely by DEO, and the
Florida Legislature's appropriation of funds. These funds are available for cash draws under the
Subrecipient Enterprise Resource Application (SERA) Program Year and Program Title/Project in
SERA described on page one of this notice. The indirect cost rate for this subaward, whether
federal or non-federal, will be the federally recognized indirect cost rate negotiated between the
Subrecipient. and the federal government or, if no such rate exists, either a rate negotiated
between DEO and the Subrecipient, or the de minimis rate, if optionally elected by the
Subrecipient.
Special Grant Conditions: American Rescue Plan (ARP) Act of 2021 Supplemental Grant. The
purpose of this award is to "prevent, prepare for, or respond to" home energy needs surrounding
the national emergency created by the Coronavirus Disease 2019 (COVID-19). Subrecipients may
use these funds for any purpose normally authorized under the federal LIHEAP statute (42 USC
8621 et seq.), including heating, cooling, crisis, weatherization assistance, case management for
the reduction of home energy burden, and administrative costs.
COVID-19's damage to the economy has been pervasive, systemic, and cascading. Even if an
individual's financial challenges predated COVID-19, that person is now in a much worse position
with fewer possible recourses. Therefore, all low-income individuals are considered coronavirus -
affected, and use of ARP Act funds to assist any low-income individual is considered a legitimate
"response to coronavirus".
Because of the unusual and compelling urgency of the situation, time is of the essence in the
implementation of the LIHEAP ARP -Act grant. By accepting this award, Subrecipient certifies
that it will use its best efforts to implement LIHEAP ARP -Act activities expeditiously to maximize
the benefits of the project responding to the pandemic.
Subrecipient acknowledges that failure to implement the LIHEAPARP-Act project at an
acceptable pace, as determined in DEO's reasonable discretion, may result in DEO taking action
to modify or terminate the award in accordance with the LIHEAP Subgrant Agreement.
The PY2021 Low Income Home Energy Assistance State Plan and other information necessary for
compliance with 2 CFR 200.331 that is specific to this FAIN is located at:
Information located at the above link is hereby incorporated into this NFA.
Financial Reporting Requirements: All cash draws and expenditures must be recorded in
accordance with the SERA Business Rules. Expenditures must be reported within established
timelines and by the cost categories and activities established for the particular grant program.
Cost Categories and Activities:
Cost Category
Activity
Grantee Administrative Expenses
Salaries including fringe, rent, utilities, travel, other
Direct Client Assistance
Home Energy Assistance Payments
Crisis Benefit Payments
Weather Related/Supply Shortage
Grantee Leveraging Expense
Crisis Assistance
Home Energy Assistance
Grantee Outreach Expense
Salaries including fringe, rent, utilities, travel, other
The subrecipient shall submit a separate "Financial Activity (FA)" containing the specific activity
related to the LIHEAP ARP -Act grant, on a weekly basis for the duration of the project. Reports
must be submitted via the Subrecipient Enterprise Resource Application (SERA).
Closeout Procedures: Awards must be closed out and all obligations liquidated by the close
out date indicated under Award Information. Only liquidated expenditures resulting from
obligations incurred during the award period are allowable.
Questions: Fiscal questions regarding these funds should be addressed to Lemuel Toro at
(850) 245-7359 or via email to lennuel.to o@deo.mvflorida.com. Program policy questions
should be addressed to Brandi Harris at (850) 717-8539 or via email to
brandi.harris@deo.myflorida.com. Subrecipient Enterprise Resource Application (SERA)
questions should be addressed to Lemuel Toro at (850) 245-7359 or via email to
lernuel.tgrgdeo.m floricla.c2M.
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Funding Approval/Agreement
Title I of the Housing and Community
Development Act (Public Law 930383)
HI -005158 of 205158
1. Name of Grantee (as shown in item 5 of Standard Form
Sanford
2. Grantee's Complete Address (as—shown in
300 North Park Ave
Sanford, FL 32771
U.S. Department of Housing and Urban Development
Office of Community Planning and Development
Community Development Block Grant Program OMB Approval No. 2506-0193
exp 5/31/2018
. urantee's 9 -digit Tax ID Number 3b. Grantee's 9 -digit
596000425 064796089
Date use of funds may begin
M/ddlwyv) 11/05/2020
B -20 -MW -12-0057 1 $665,786
5b. Ploiecl/Grant No. 2 1 Ah a nMml t
Grant Agreement: This Grant Agreement between the Department of Housing and Urban Development (HUD) and the above named Grantee is made pursuant to the
authority of Title I of the Housing and Community Development Act of 1974, as amended, (42 USC 5301 et seq.), The Grantee's submissions for Title I assistance, the
HUD regulations at 24 CFR Part 570 (as now in of and as may be amended from time to time), and this Funding Approval, including any special conditions, constitute
part of the Agreement. Subject to the provisions of this Grant Agreement, HUD will make the funding assistance specified here available to the Grantee upon execution
of the Agreement by the parties. The funding assistance specified in the Funding Approval may be used to pay costs incurred after the date specified in item 4 above
provided the activities to which such costs are related are carried out in compliance with all applicable requirements. Pre -agreement costs may not be paid with funding
assistance specified here unless they arc authorized in HUD regulations or approved by waiver and listed in the special conditions to the Funding Approval. The Grantee
agrees to assume all of the responsibilities for environmental review, decision making, and actions, as specified and required in regulations issued by the Secretary
pursuant to Section 104(g) of Title I and published in 24 CFR Part 58. The Grantee further acknowledges its responsibility for adherence to the Agreement by sub -
recipient entities to which it makes fundine assistance herenndp.� muni. }.In
U.S. Department of Housing and Urban Development (By Name) Grantee Name (Contractual Organization)
Grantee
a Na
Name
ra a (ContractualOrganization)
Project Number
Lisa Hill Sanford (City of �
S fo
Sanford ity 0 'a
01`S Sanford)
C (Co ford)
I
Title
P I Number
T, _
Title
'Ie
CPD Director
11P__b_1nz4 (1,//,/
I
Signature Date (m dd/
in/ Signature
yyyy! Si re
1319"RY Wgn&d by. LISA HILL Date (mm/dd/yyyy) Signature
Date (mmldd
DN: CN LISA HILL C US 0 U,S.
0marnment OU = Department of Housing 0
1 06/25/2021 X
and Vff---D&`aWffM--.roM� of
C*�unify Planning and 13�91oprnont
_FCategory of Title I Assistance for this Funding Action: 8, Special Conditions 9a. Date
Conditionsfission _T0.
10. check
—check one
(c c )
(check one)
Entitlement, See 106(b) (mmidd/M) 06123/2021❑
None
a. Orig. Funding
[D 8.
Dal t, tilli
t, h 9b. Date Grantee Notified
Attached a
Approval
(mmtdd/yyyy) 06/25/2021
Z b. Amendment
9c. Date of Start of Program Year
Amendment Number
(11/05/2020)
11 Amount of Community Development
Block Grant FY 2020
a. Funds Reserved for this Grantee $665,786
b. Funds now being Approved
c. Reservation to be Cancelled
111b)
lZa. Amount of Loan Guarantee Commitment now beingApproved
,us
12b. Name and complete Address of Public Agency
N/A
City Of Sanford
300 North Park Ave
Loan Guarantee Acceptance Provisions for Designated Agencies:
The public agency hereby accepts the Grant Agreement executed by the
Sanford, FL 32771
Department of Housing and Urban Development on the above date with
12c. Name of Authorized Official for Designated Public Agency
respect to the above grunt number(s) as Grantee designated to receive loan
guarantee assistance, and agrees to comply with the terms and conditions
of the Agreement, applicable regulations, and other requirements of HUD
now or hereafter in effect, pertaining to the assistance provided it.
Title
HUD Accounting use Only
Effective Date
Amount (mm/dd/yyyy) F
Amount
F Amount = ---I —
a I Entered By Verified By
24 CFR 570 form HUD -7082 (5115)
Project Number
Y
-bate
P I Number
111
I
99111
on.
MOMME
loll'
Effective Date
Amount (mm/dd/yyyy) F
Amount
F Amount = ---I —
a I Entered By Verified By
24 CFR 570 form HUD -7082 (5115)
Project Number
Y
-bate
P I Number
EnteredPAS(Mmldd/vvvvl I nntp P.tm I nrrc
I
Effective Date
Amount (mm/dd/yyyy) F
Amount
F Amount = ---I —
a I Entered By Verified By
24 CFR 570 form HUD -7082 (5115)