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SEMINOLE COUNTY/CITY OF SANFORD
IN'l'ERLOCAL AGREEMENT
COMMUNITY DEVELOPMENT BLOCK GR.ANT PROGRAM
PROGRAM YEAR 2002-2003
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'!'BIS AGREEMENT, entered into this -ID- day of
2002, by and between SEMINOLE COUNTY, a political subdivision of the
State of Florida, whose address is 1101 East First Street, Sanford,
Florida 32771, hereinafter referred to as "COUNTY, II for the use and
benefit of its Community Development B19ck Grant (CDBG) Program and the
CITY OF SANFORD, a Florida municipal corporation, whose mailing address
is Post Office Box 1788, Sanford, Florida 32722-1788, hereinafter
referred to as "SANFORD."
WHEREAS, COUNTY has made application effective October 1, 2002,
and entered into a contract with the United States Department of Housing
and Urban Development, hereinafter referred to as "HUD," pursuant to
Title I, Housing and Community Development Act of 1974, as amended, and
implementing regulations set forth in 24 Code of Federal Regulations
(CFR) Part 570; and
WHEREAS ,
SANFORD
shall
perfo:rm
professional
construction
administration services for engineering and design and construction
services for infrastructure improvements within SANFORD to benefit low
and moderate income residents of Seminole County, Florida; and
WHEREAS, the COUNTY has deemed t~at this service serves a COUNTY
purpose; and
WHEREAS, the COUNTY has allocated CDBG funds for community
development activities provided by SANFORD,
NOW, THEREFORE, in consideration of the mutual covenants, promises
and representations contained herein and other good and valuable
"
f
1
consideration, the receipt and sufficiency of which is hereby
acknowledged, the parties hereto agree as follows:
Section 1. Recitals. The above recitals are true and form a
material part of the Agreement upon which the parties have relied.
Section 2. Definitions.
(a) "CR Manager" means the Community Resources Division Manager
or their designee.
(b) "CDBG Program" means the Seminole County cnBG Program.
(c) "CDBG Regulations" means 24 CFR Part 570 and supplemental,
additional or successor provisions.
(d) "County Approval" means wri tten approval by the Planning and
Development Director, Community Resources Division Manager or their
designee.
(e) "Low and Moderate Income" means gross household income not to
exceed eighty percent (80%) of the median family income within the
Orlando Metropolitan Statistical Area during the Agreement.
( f) II Planning Department" means the COUNTY's Planning and
Development Department Director or his designee for the Community
Development Office.
Section 3. Statement of Work.
(a) SANFORD, in a manner satisfactory to the COUNTY, shall
perform all services described or referred to in Exhibit" A," General
Scope of Services, attached hereto and incorporated herein by reference.
Such services shall be performed, except as otherwise specifically
stated herein, by persons or instrumentalities solely under the dominion
and control of SANFORD.
(b) The parties
Agreement is to rami t
recognize and agree that the purpose of this
to SANFORD to SANFORD the cost of providing
.'
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construction services for infrastructure improvements within SANFORD to
benefit low and moderate income persons and this Agreement is directly
related to the implementation of the CDBG program. Where service
expenses are authorized by the COUNTY as set forth in the Project
Budget, attached hereto and incorporated herein as Exhibit liB," those
expenses shall be specifically itemized by the hours or dollars expended
or as otherwise required by applicable laws, rules and regulations. All
hours charged by staff and direct expenses shall be specifically and
directly related to SANFORD's implementation of the CDBG activity funded
under this Agreement.
Section 4. 'l'er.m. The COUNTY shall reimburse SANFORD for the
services described in Exhibit "A," performed by SANFORD up to the limits
set forth in Section 5. All such services shall be performed by SANFORD
in accordance with applicable requirements of BUD with reimbursement
contingent thereupon. SANFORD shall perform all services described in
Exhibit "A," on or before December 31, 2003, unless the Agreement is
otherwise amended or extended by written agreement of the parties as
provided hereunder. The Agreement shall be effective upon execution by
both parties. Any requirements set forth in Sections 6, 13, 14, 18 and
22 hereunder shall survive the term of the Agreement as a whole.
Section 5. Consideration and Limitation of Costs. The COUNTY
shall reimburse SANFORD for costs, in accordance with this Agreement and
24 CFR part 570, in an amount not to exceed THREE HUNDRED FIFTY THOUSAND
~BD NO/100 DOLLARS ($350,000.00) for the services described in Exhibit
"A. Ii
Section 6. Payments.
(a) Payment to SANFORD shall be on a reimbursement basis limited
to the items budgeted in Exhibit "B." Payment may also be made directly
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to the vendor, pursuant to the conditions set forth in subsection (b)
below.
(b) SANFORD shall submit to the COUNTY by the fifteenth (15th)
day of each month during the term hereof, the following:
1. A statement of all costs of services for the period
from commencement through the end of the report period for which the
statement is submitted;
2. A statement of all costs of services for the current
report period, categorized by budget line item and consistent with
Exhibit "B; "
3 . An invoice and copies of receipts or other acceptable
documentation issued for payment of any expense. However, if
reimbursement is sought for salaries to SANFORD I S employees, a copy of
the payroll shall be acceptable in lieu of copies of canceled payroll
checks;
4. Copies of daily time distribution records in support of
stated salary expenses. Records shall reflect the case and type of work
performance and specific program for which the work was performed.
(c) Upon receipt of the documentation as listed above, the COUNTY
shall initiate the payment process. Reimbursement to SANFORD shall be
made as soon as practicable; provided, however, that if SANFORD has
performed services in full compliance with all HOD requirements, payment
shall be made by the COUNTY to SANFORD within thirty (30) days of
receipt of documentation by the COUNTY.
(d) All disbursements by SANFORD must be fully documented to the
COUNTY and available, upon request, for all inspection or audit in
accordance with the provisions of Section 13 below.
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(e) Within forty-five (45) days after completion of all services
to be performed, SANFORD shall render a final and complete statement to
the COUNTY of all costs and charges to services not previously invoiced.
The COUNTY shall not be responsible for payment of any charges, claims
or demands of SANFORD not received within said forty-five (45) day
period. However, such time may be extended in writing, at COUNTY's
discretion, not to exceed a period of an additional forty-five (45)
days, provided the delay in submission is not occasioned by any fault or
negligence of SANFORD, as determined by the COUNTY.
Section 7. unifor.m Administrative Requirements. In addition to
all other Federal, State and local requirements for the performance of
the Agreement, SANFORD shall comply with the requirements set forth in
24 CFR Part 85 "Uniform Administrative Requirements for Grants and
Cooperative Agreements to State and Local Governments," OMB Circular No.
A-I02, "Grants and Cooperative Agreements with State and Local
Governments," and ONE Circular No. A-87, "Cost Principles for State and
Local Governments."
Section 8. Compliance with other Program Requirements.
(a) During the Agreement, SANFORD shall comply with all Federal
laws, rules, regulations, directives and orders described in 24 CFR 570
Subpart K and the regulations listed below which by reference are
incorporated herein and made a part hereof.
1. 24 CFR Part 1 - The regulations promulgated pursuant to
Title VI, 1964 Civil Rights Act, Public Law 88-352.
2. Title VII, 1968 Civil Rights Act as
Equal Employment Opportunity Act of 1972 ("ActIO)
discrimination in employment.
amended by the
Prohibits
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3. Title VIII, 1968 Civil Rights Act, Public Law 90-284 -
The Fair Housing Act requires HUD to administer the activities and
programs relating to housing and urban development in a manner that
affirmatively furthers fair housing.
4. 24 CFR Part 107 - Implementing Executive Order 11063, as
amended by Executive Order 12259, which directs HUD to take all action
necessary to prevent discrimination because of race, color, religion
(creed), sex, or national origin in the sale, lease, rental, or other
disposition of residential property and related facilities when provided
in whole, or in part, with Federal assistance.
5. Section 109 of the Act - Requires that no person shall,
on the ground of race, color, national origin or sex be excluded from
participation in, be denied the benefits of, or be subjected to
discrimination under any program or activity funded in whole or in part
with community development funds. Section 109 of the Act further
prohibits against discrimination on the basis of age under the Age
Discrimination Act of 1973, or with respect to an otherwise qualified
handicapped person as provided in Section 504, Rehabilitation Act of
1973.
6. Section 110, Labor Standards - Required compliance with
the Davis-Bacon Act, as amended, pursuant to 29 CFR parts 3.5 and Sa;
and the Contract Work Hours and Safety Standards Act, where applicable.
7. National Flood Disaster Act - Governs participation in
the National Flood Insurance Progr~~, pursuant to Section 202(a) of said
Act.
8. Uniform Relocation Assistance ("URA") and Real Property
Acquisition policies Act of 1970 ("Real Property Act"), HUD implementing
regulations at 24 CFR Part 43 and Section 104 of the Act, - Provides for
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the protection of individual rights when affected, by relocation
acquisition and displacement activities.
9. Executive Order 11246, as amended by Executive Order
12086, - Provides that no person should be discriminated against on the
basis of race, color, religion, sex or national origin in al phases of
employment during the performance of Federally assisted construction
contracts.
10. Section 3, Housing and Urban Development Act of 1968 -
Requires HUD recipients to provide, to the greatest extent feasible,
opportunities for training and employment to very low income persons.
11. Lead-Based Paint Poisoning Prevention Act - Prohibits
the use of lead-based paint and provides for the elimination of lead-
based paint in all residential structures constructed or rehabilitated
with Federal Assistance.
12. 24 CFR part 24 - Provides that assistance shall not be
used directly or indirectly to employ, award contracts to, or otherwise
engage the services of, or fund any contractor or SANFORD during any
period of debarment, suspension, placement in ineligibility status under
the provisions of 24 CFR part 24.
13. Conflict of Interest - Provides that compliance with
the provisions of 24 CFR Part 84.42, 24 CFR Part 570.611 and OMB
Circular A-lID is mandatory.
14. 24 CFR Part 570 Provides for compliance with
regulations regarding the CDBG Program.
b. SANFORD shall neither assume the COUNTY's environmental
responsibilities, as described in 24 CFR Part 570.604, nor the COUNTY's
responsibilities for initiating the review process pursuant to the
provisions of Executive Order 12372 and 24 CFR Part 52. However, the
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aforesaid shall neither exempt SANFORD from performing site-specific
reviews in accordance to the COUNTY I S Environmental Review Monitoring
Strategy nor release the SANFORD from any environmental pollution that
it may cause or have caused and SANFORD shall assume full liability
therefor.
Section 9. C~liance with Local and State Laws. During the
Agreement, SANFORD shall comply with all applicable State and local
laws, regulations and ordinances, which by reference are incorporated
herein and made a part hereof, including, but not limited to, the
following:
(a) Chapter 112, Florida Statutes Governing conflicts of
interest.
(b) Administrative Procedures - Procedures which may be issued by
the Planning Department for implementation of the COUNTY's CDBG Program.
(c) SANFORD shall comply with the "Local Relocation and
Antidisplacement Policy" as adopted by the COUNTY. Should SANFORD's
performance during this Agreement necessitate, as determined by
applicable Federal regulations, compliance with the Uniform Relocation
Assistance and Real Property Acquisition Policies Act of 1970, 49 CFR
Part 24, as amended, SANFORD shall immediately notify the COUNTY
accordingly. Upon such notification the COUNTY shall implement and
administer all requirements of said Act pursuant to this Agreement. The
parties agree that should the aforementioned occur, the COUNTY shall use
funds budgeted in Exhibit "B" to pay for any relocation and displacement
costs required hereunder
Section 10. Prior Written Approvals - Summary. The following
includes, but is not necessarily all inclusive of, activities requiring
the prior written approval of the COUNTY for reimbursement or payment:
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(a) Initiation of new activities not covered by the Agreement and
changes in the location of, or deletion of, any activity.
(b) All change orders to the Agreement.
(c) Requests to utilize remaining funds should a surplus remain
after the work is substantially complete.
Section 11. Project Publicity. Any news release, project sign,
or other type of publicity pertaining to the project, described herein
shall recognize the Seminole County Board of County Commissioners as the
recipient funded by BUD and providing funds to SANFORD.
Section 12. Management Assistance. The CR Manager shall be
available to SANFORD to provide guidance on CDBG requirements.
Section 13. Maintenance of Records.
(a) SANFORD shall, at a minimum, maintain all records required by
Federal, State and local laws, rules and regulations.
(b) SANFORD shall maintain all records, including accounts and
property and personnel records, as deemed necessary by the COUNTY or
considered a sound business practice to ensure proper accounting of all
project funds and compliance with the Agreement.
(c) SANFORD shall maintain financial records required by Federal
regulations in addition to financial records relative to the following
matters:
1. Items purchased and paid for through standard SANFORD
procedures: invoices and copies of canceled checks.
2. Agreements: the contract, billings and copies of
canceled checks.
3. Force account construction: records indicating name,
position, number of hours and total labor costs.
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4. Any materials drawn from a stockpile: records
indicating amount of material and cost thereof based on the purchase
price.
5. Employees paid from grant funds: personnel and payroll
data together with documentation that each employee was, in fact,
working on related projects funded hereunder.
6. Capi tal expenditures in excess of THREE HUNDRED AND
NO/IOO DOLLARS ($300.00): description, model, serial number and date and
cost of acquisition.
(d) SANFORD shall perform or cause to be performed an annual
audit of its activities and funds in accordance with OMB Circular A-133
"Audits of States, Local Governments and Non-Profit Organizations".
Copies of all audits relating to the use of CDBG funds shall be provided
to the CR Manager in a timely manner.
(e) All records and contracts, of whatsoever type or nature,
required by the Agreement shall be available for audit, inspection and
copying in accordance with Chapter 119, Florida Statutes. The COUNTY
shall have the right to obtain and inspect any audit pertaining to the
performance of the Agreement made by any Federal, State or local agency.
SANFORD shall retain all records and supporting documentation applicable
to the Agreement for a minimum of five (5) years after resolution of the
final audit and in accordance with Florida law.
Section 14. Reporting Requirements. SANFORD shall fully complete
and provide to the CR Manager monthly reports utilizing the "Request for
Funds Reimbursement Report," attached hereto and incorporated herein as
Exhibit "C." Additionally, SANFORD shall complete and provide to the CR
Manager a monthly report, attached hereto and incorporated herein as
Exhibit "D," summarizing the number of active projects under
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construction, all bid information and construction summaries.
SANFORD
shall provide the monthly reports as part of the financial reimbursement
process no later than the fifteenth (15th) day of each month. Failure
by SANFORD to submit a monthly report (Exhibit "D") shall entitle the
COUNTY to withhold payment on any future Request For Funds Reimbursement
Reports submitted by SANFORD until the required monthly report is
submitted as mandated herein. Further, SANFORD shall fully complete and
provide to the CR Manager, in a timely manner, an "End of Year Report,"
attached hereto and incorporated herein as Exhibit liE." The COUNTY
shall have access to and be provided copies and transcripts of any
records necessary in the sole determination of the COUNTY or HOD to
accomplish this obligation.
Section 15. Non-Expendable Property. Any non-expendable personal
property acquired by SANFORD to perform the projects herein and approved
by the COUNTY as set forth in Section 10 herein, shall be subject to all
Federal, State and local regulations, including, but not limited to, the
provisions on use and disposition of property. At the termination of
this Agreement, any grant-funded non-expendable personal property shall
be made available to the COUNTY and HOD in accordance with the aforesaid
provisions.
Section 16. Liability. Except for reimbursement as specifically
set forth herein, the COUNTY shall not be liable to any person, firm,
entity or corporation in connection with the services SANFORD has agreed
to perform hereunder, or for debts or claims accruing to such parties
against SANFORD. The Agreement shall not create a contractual
relationship, either express or implied, between COUNTY and any other
person, firm, or corporation supplying any work, labor, services, goods
or materials to SANFORD as a result of services to COUNTY hereunder.
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Section 17. Subcontracts. All contracts made by SANFORD to
perform the activities described in Exhibit "A" shall comply with all
applicable laws, rules and regulations set forth in the Agreement. Any
additional work or services subcontracted hereunder by SANFORD shall be
specified in writing and subject to the Agreement.
Section 18. :Indemnification.
(a) To the extent permitted by law, SANFORD shall defend, hold
harmless and indemnify the COUNTY from and against any and all
liability, loss, claims, damages, costs, attorney's fees and expenses of
whatsoever kind, type, or nature which the COUNTY may sustain, suffer or
incur or be required to pay by reason of the loss of any monies paid to
SANFORD or whomsoever, resulting out of SANFORD's fraud, defalcation,
dishonesty, or failure of SANFORD to comply with applicable laws or
regulations; or by reason or as a result of any act or omission of
SANFORD in the performance of the Agreement or any part thereof; or by
reason of a judgment over and above the limits provided by the insurance
required hereunder or by any defect in the construction of the project;
or as may otherwise result in any way or instance whatsoever arising
from this Agreement.
(b) In the event that any action, suit or proceeding is brought
against the COUNTY upon any alleged liability arising out of the
Agreement, or any other matter relating to this Agreement, the COUNTY
shall promptly provide notice in writing thereof to SANFORD by
registered or certified mail addressed to SANFORD at the address
provided hereinafter. Upon receiving such notice, SANFORD, at its own
expense and to the extent permitted by law, shall diligently defend
against such action, suit or proceeding and take all action necessary or
proper to prevent, to the extent practicable, the obtaining of a
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judgment against the COUNTY. The COUNTY shall cooperate to a reasonable
extent in SANFORD's defense of any such action, suit or proceeding.
Section 19. Insurance. SANFORD shall ensure that its insurance
coverage or self-insurance program, or the insurance coverage of its
contracted agents is adequate and sufficient for the activities
performed pursuant to the Agreement. SANFORD shall ensure that the
insurance requirements imposed on all contractors conform to and comply
with all applicable Federal, State and local regulations.
Section 20. Non-Assignability. Nei ther party shall assign the
Agreement without the prior written consent of the other.
Section 21. Readings. All articles and descriptive headings of
paragraphs in this Agreement are inserted for convenience only and shall
not affect the construction or interpretation hereof.
Section 22. Program Income.
(a) In the event that any program
recei ved by SANFORD during the Agreement,
income to the COUNTY.
(b) If any program income (returned funds) is received by SANFORD
after expiration of the Agreement or at the end of the year when all
remaining items have been budgeted, the program income shall be returned
to the COUNTY for proper accounting in the CDBG fund.
Section 23. Reallocation of Funds. In the event that SANFORD
receives construction bids, engineering bids, design bids or financial
estimates of a similar nature that entail a lower cost than the CDBG
funds allocated toward that particular project, the excess funds shall
be returned to the Communi ty Resources Division Manager wi thin thirty
(30) days of the bid acceptance and shall be reallocated by Seminole
County for use in other CDBG projects.
income (returned funds) is
SANFORD shall return such
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Section 24. Suspension and Ter.mination. In accordance with 24
CFR Parts 84.60 -.62, the COUNTY may immediately suspend or terminate
any term or condition hereunder. Notice thereof shall be provided
pursuant to the Agreement. The Agreement may also be terminated for
convenience in accordance with 24 CFR part 85.44, providing for
termination for mutual convenience, or partial termination for specified
reasons. The Agreement may also be terminated immediately by the COUNTY
for cause.
Section 25. Reversion of Assets. Upon expiration of the
Agreement, SANFORD shall transfer to the COUNTY any remaining CDBG funds
and any accounts receivable attributable to the use of CDBG funds. Any
real property controlled by SANFORD and acquired or improved in whole,
or in part, with CDBG funds in excess of TWENTY-FIVE THOUSAND AND NO/IOO
DOLLARS ($25,000.00) shall be governed by 24 CFR 84.34(g).
Section 26. Certification Regarding Lobbying. SANFORD hereby
certifies, by examination of the Agreement, that, to the best of its
knowledge and belief:
(a) No Federally appropriated funds have been paid or will be
paid, by or on behalf of the undersigned, 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
contract, the making of any Federal grant, the making 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.
(b) If any funds other than Federally appropriated funds have
been paid or will be paid to any person for influencing or attempting to
14
influence an officer or employee of any agency, a member of Congress, an
officer or employee of Congress, or any employee of a member of Congress
in connection with this Agreement, SANFORD shall complete and subrni t
Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance
with its instructions.
Section 27. Notice. Whenever either party desires to give notice
unto the other, notice may be sent to:
For COUNTY
Community Resources Division Manager
Community Development Office
Seminole County Services Building
1101 East First Street
Sanford, Florida 32771
For SANFORD
City Manager
City of Sanford
Post Office Box 1788
Sanford, Florida 32772-1788
Either of the parties may change, by written notice as provided herein,
the address or person for receipt of notice.
Section 28. Conflict of Znterest.
(a) SANFORD agrees that it will not engage in any action that
would create a conflict of interest in the performance of its
obligations pursuant to the Agreement with the COUNTY or which would
violate or cause others to violate the provisions of Part III, Chapter
112, Florida Statutes, relating to ethics in government.
(b) SANFORD hereby certifies that no officer f agent or employee
of the COUNTY has any material interest (as defined in Section
112.312(15),
Florida Statutes,
as over 5%)
ei ther directly or
indirectly, in the business of SANFORD to be conducted here, and that no
15
such person shall have any such interest at any time during the term of
the Agreement.
(c) Pursuant to Section 216.347, Florida Statutes, SANFORD hereby
agrees that monies received from the COUNTY pursuant to the Agreement
will not be used for the purpose of lobbying the Legislature or any
other State or Federal Agency.
Section 29. Entire Agreement, Effect on Prior Agreement. This
instrument constitutes the entire agreement between the parties and
supersedes all previous discussions, understandings and agreements, if
any, between the parties relating to the subject matter of the Agree-
ment.
Section 30. Modification. This Agreement may not be modified,
amended or extended orally. This Agreement may be amended by written
agreement duly executed by the governing bodies of both parties.
Section 31. Remedies. Upon determination that a breach has
occurred and in addition to the remedies provided by law, the COUNTY may
elect any of the following remedies, as applicable and appropriate:
(a) Terminate the Agreement and designate the remaining unconunit-
ted funds for any other eligible program or activity or to the COUNTY's
trust fund without further obligation to SANFORD, and require SANFORD to
repay any monies expended in violation of the Agreement.
(b) Require specific performance of the Agreement.
(c) Demand payment and/or performance from the surety, if
applicable.
Section 32. Severability. If anyone or more of the covenants or
provisions of the Agreement shall be held to be contrary to any express
provision of law or contrary to the policy of express law, though not
expressly prohibited, or against public policy, or shall, for any reason
16
whatsoever, be held invalid, then such covenants or provisions shall be
null and void, shall be deemed separable from the remaining covenants or
provisions of the Agreement, and shall, in no way, affect the validity
of the remaining covenants or provisions of the Agreement.
m WI:'1'NESS WHEREOF,
the parties hereto have caused the Agreement
to be executed on the date
hereinabove first written.
By,:J~~
B Y LESS , Mayor
ATTEST:
~'A~~
' ET DOUGHERTY
City Clerk
Date, {lutffVA2I--/,3,,~~
B
ATTEST:
MORSE
er to the Board of
County Commissioners of
Seminole County, Florida.
Grant Ma oY,~ViceCha~
Date: I tP -I'd? - t!7 :J-
For the use and reliance
of Seminole County only.
Approved as to form and
lega~:~en~J~
County Attorney
As authorized for execution by
the Board of County Commissioners
at their I y. ~r ' 20 4Pa-
regular meeting.
KC/gn
7118/02
cagn01/agt/cdbg-sanford-GoldsboroughW&S
5 Attachments:
1. Exhibit "A" - General Scope of Services
2. Exhibit "B" - Project Budget
3. Exhibit "C" - Request for Funds Reimbursement Report
4. Exhibit "D" - Subrecipient Report (Monthly Status Report)
5. Exhibit "E" - End of Year Report
17
EXHIBIT A
GENERAL SCOPE OF SERVICES
SANFORD shall provide for professional construction administration services to ensure the
proper sanitary sewer and potable water installation improvements to the area identified in the
attached map.
NOTICE: The acquisition of real property whether through purchase, donation or any other
method of real property transfer or the granting of rights or privileges may require compliance with
the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970.
THEREFORE, SANFORD shall not acquire nor negotiate the purchase or donation or receive the
benefits of the receipt of rights or privileges by a real property owner of any real property or any
interest in real property without first seeking consultation with the COUNTY. FAILURE BY
SANFORD TO FIRST SEEK CONSULTATION WITH THE COUNTY REGARDING THE
AFOREMENTIONED SHALL AUTOMATICALLY RELEASE THE COUNTY FROM ANY
OBLIGATION FOR REPAYMENT. REIMBURSEMENT OR LIABILITY FOR SAID
ACQUISITION.
TASK ONE:
DOCUMENTS
SANFORD shall prepare all documents required for bidding. The documents shall be submitted to
the COUNTY for review and approval prior to bidding. The COUNTY shall review the documents
and incorporate terms and conditions as required by the COUNTY or by Federal requirements.
TASK TWO:
BID ADVERTISEMENT
SANFORD shall properly advertise bids and provide contractors a specific response period. All
procurement of labor, materials and services shall comply, at a minimum, with 24 CFR Part 85
pursuant to the Federal Office of Management and Budget (OMB) Circular A-87, as revised and
amended.
TASK THREE:
BID RESPONSE REVIEW
Following the close of the bidding period, the COUNTY and SANFORD shall jointly. review the
bids received. After review, SANFORD shall review contractor qualifications and make, if
appropriate, a bid and contract award.
TASK FOUR:
CONTRACTOR SELECTION
SANFORD shall select the contractor to be awarded the construction work. SANFORD shall
prepare and negotiate the contract with the contractor and monitor the performance to meet
certain requirements, such as, but not limited to, certificates and permits. SANFORD shall
facilitate, in cooperation with the COUNTY, any requirements necessary for the COUNTY to
comply with Federal guidelines.
B:\exhibit a strawberry water-sewer 2002-2003.doc
TASK FIVE:
PRE-CONSTRUCTION CONFERENCE
SANFORD and the COUNTY shall hold a pre-construction conference at SANFORD City Hall
with the contractor, subcontractors, private utilities representatives, city representatives and other
appropriate persons for the purpose of:
1 > Identifying the project manager;
2. Identifying the field monitors;
3. Discussing the plans and specifications;
4. Discussing construction procedures and scheduling;
5. Answering any questions prior to construction; and
6. Discussing Federal requirements and regulations (COUNTY staff shall present
this information.)
TASK SIX: CONSTRUCTION MONITORING
SANFORD shall provide a project manager to monitor and inspect the construction activities. The
project manager shall be responsible for responding to all requests by the COUNTY or contractor.
The project manager or his/her designee shall be the liaison to the COUNTY.
.
TASK SEVEN:
PROGRESS REPORTS
SANFORD'S project manager or hislher designee shall provide monthly written progress reports
to the COUNTY by the fifteenth (15th) day of every month.
TASK EIGHT:
PROJECT SUMMARY
SANFORD shall provide a written summary to the COUNTY in regard to each project at the
conclusion of said project.
B:\exhibit a strawberry water-sewer 2002-2003.doc
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EXHIBIT B
PROJECT BUDGET
CITY OF SANFORD, FLORIDA
Activi
Bud et
Payment/Reimbursement for sanitary
sewer and potable water installation
improvements to the Strawberry
Avenue Area of the Goldsboro Target
Area of the City of Sanford per the
Attached Map.
COSG 2002-2003
$ 350;000.00
L:\pd\teams\CD\PROJECTS\TargetAreas\Cities\SANFORD\exhibit b project budget strawb~rry water-sewer 2002-
2003.doc
EXHIBIT C
SEMINOLE COUNTY
REQUEST FOR FUNDS REIMBURSEMENT REPORT
(FISCAL YEAR 2002 - 2003)
COMMUNITY DEVELOPMENT STAFF USE ONLY (CONTRACT #
ACCOUNT NO.
ACCOUNT NO.
PROJECT #
PROJECT #
Amount
Amount
SECTION I ~ REQUEST FOR FUNDS
1. SUBRECIPIENT NAME: City of Sanford, Florida
2. ADDRESS:
3. REQUEST DATE:
4.
REQUEST NO.:
FINAL REQUEST: YES
NO
5. CONTACT PERSON:
6. TELEPHONE NUMBER:
COMPLETE SECTION II EXPENSE SUMMARY BEFORE GOING TO ITEMS 7-12.
7. FUNDS ARE HEREBY REQUESTED FOR EXPENDITURTES INCURRED IN THE MONTH(s) OF:
8. TOTAL CASH EXPENDITURES FROM START OF
SUBGRANT TO DATE (FROM SECTION II, LINE 4): $
9. CASH RECEIPTS FROM START OF SUBGRANT TO DATE: $
10. REIMBURSEMENT FUNDS REQUESTED FOR THIS
PERIOD (LINE 8 MINUS LINE 9) $
11. SUBMITTED BY: 13. TITLE:
12. AUTHORIZED SIGNATURE:
(This form is for reproduction or copying by Recipient and should summarize the total payment request for all units assisted.)
PAGE 1 OF 3
L:\pd\teams\CD\PROJECTS\TargetAreas\Cities\SANFORD\exhibit c request payment strawberry water-sewer 2002-2003.doc
SECTION 1\ - EXPENSE SUMMARY FISCAL YEAR 2002 - 2003
SUBRECIPIENT NAME: City of Sanford. Florida
EXPENSE SUMMARY FOR:
(Month & Year)
DESCRIPTION BUDGET CURRENT EXPENSES EXPENSES AVAILABLE
OF REVISED THIS Y-T-D BALANCE
ACTIVITY BUDGET MONTH
CDSG 2002-2003 $350,000.00 I
1
,
I
I
i
I
2. A. B. C. D. E.
TOTAL $350,000.00 $ $ $ $
3. ENTER TOTAL CASH EXPENDITURES I AMENDMENT JOURNAL
REPORTED ON THE PREVIOUS "EXPENSE $ !
i
REPORT AND REQUEST FOR FUNDS"
(SECTION I, LINE 9) !
4. COMPUTE "TOTAL CASH EXPENDITURES
FROM START OF SUBGRANT TO DATE" BY $
ADDING 2C AND 3. (ENTER RESULT ON
SECTION I, LINE 8)
ATTACH A COPY OF ALL SUPPORTING DATA FOR THE PERIOD
THIS EXPENSE SUMMARY ADDRESSES Le., LABOR VOUCHERS,
RECEIPTS, INVOICES, DAILY ACTIVITY LOGS, ETC..
'"
(This fom is for reproduction or copying by Recipient.)
L:\pd\teams\CD\PROJECTS\TargetAreas\Cities\SANFORD\exhibit c request payment strawberry water-sewer 2002-2003,QOC
SECTION III - STATUS REPORT FY 2002 - 2003
1. SUBRECIPIENT NAME: City of Sanford. Florida
2. STATUS REPORT FOR THE MONTH OF:
3. ACTIVITY NAME:
4. ESTIMATED PROJECT/ACTIVITY COMPLETION DATE:
5. PERCENT OF PROJECT/ACTIVITY COMPLETED TO DATE:
6. DESCRIBE SPECIFIC WORK TASKS AND QUANTIFIED ACCOMPLISHMENTS COMPLETED THIS MONTH.
7. DESCRIBE PROJECT/ACTIVITY SUCCESSES, OR PROBLEMS ENCOUNTERED AND THEIR SOLUTIONS,
8. DISCUSS ANY ANTICIPATED PROBLEMS OR CONCERNS WITH THE PROJECT/ACTIVITY THAT THE
COMMUNITY DEVELOPMENT OFFICE COULD PROVIDE ASSISTANCE TO RESOLVE.
L:\pd\teams\CD\PROJECTS\TargetAreas\Cities\SANFORD\exhibit c request payment strawberry water-sewer 2002-20C3,doc
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