HomeMy WebLinkAboutCC AG PKT 2013-08-12 #EAGENDA STAFF REPORT
DATE: August 12, 2013
TO: Honorable Mayor and City Council
THRU: Jill R. Ingram, City Manager
FROM: Jim Basham, Director of Community Development
SUBJECT: COUNTY OF ORANGE - IMPLEMENTATION OF THE
COMMUNITY DEVELOPMENT BLOCK GRANT
PROGRAM WITHIN LEISURE WORLD
SUMMARY OF REQUEST:
That the City Council adopt Resolution No. 6394 approving the First Amendment
to the Contract with the County of Orange for implementation of the Community
Development Block Grant (CDBG) Program Year 2013-2014 within Leisure
World in the amount of $180,000.
BACKGROUND AND ANALYSIS:
The County of Orange has recently informed staff that the Community
Development Block Grant (CDBG) funding for the Leisure World program has
been funded for the 2013-2014 program year. The City is moving into the
second year of the three year program with the County administering funds to
upgrade bathrooms in Leisure World residential units. For the second
consecutive year, the City will receive $180,000 to continue with the bathroom
upgrades.
The program is designed to improve accessibility to showers for seniors within
their residential unit because of mobility problems, pain of movement, loss of
balance or other disabilities diagnosed by a physician. Where necessary, the
scope of work will improve accessibility to the tub by converting the existing
tub/shower into an accessible shower for seniors. Additionally, funds can be
used to install ADA compliant grab bars and high-boy toilets. The estimated
average cost per bathroom accessibility upgrade is $2,570.
To continue with the program, staff is requesting that City Council authorize the
City's participation in the 2013-2014 Housing and Community Development
program of the County of Orange.
Agenda Item E
ENVIRONMENTAL IMPACT:
There is no Environmental Impact related to this item.
LEGAL ANALYSIS:
The City Attorney has reviewed and approved this item.
FINANCIAL IMPACT:
The Contract amount is $180,000 to be used towards the bathroom accessibility
program in Leisure World.
RECOMMENDATION:
That the City Council adopt Resolution No. 6394 approving the First Amendment
to the Contract with the County of Orange for implementation of the Community
Development Block Grant (CDBG) Program Year 2013 -2014 within Leisure
World in the amount of $180,000.
BMITTE BY:
Jim Basham,
Director of Community Development
Attachments:
1. Resolution No. 6394
2. Contract with the County of Orange
Page 2
NOTED AND APPROVED:
. Ingram, City CIF ager
RESOLUTION NUMBER 6394
A RESOLUTION OF THE SEAL BEACH CITY COUNCIL
APPROVING THE CITY'S PARTICIPATION IN THE HOUSING
AND COMMUNITY DEVELOPMENT PROGRAM OF THE
COUNTY OF ORANGE, PROGRAM YEAR 2013 -2014 AND
AUTHORIZING EXECUTION OF CONTRACT NO. 12- 613033
(LEISURE WORLD BATHROOM ACCESSIBILITY PROGRAM)
WHEREAS, it is the intent of the City of Seal Beach to participate with the
County of Orange for a grant authorized under the Housing and Community
Development Act of 1974; and
WHEREAS, the Housing and Community Development Act of 1974 authorizes
cities under 50,000 in population to enter into cooperative agreements with the
county in which they are located for the purpose of undertaking essential
community development activities; and
WHEREAS, the Federal government requires participating cities to provide
certifications that the funds will be obtained and utilized pursuant to Federal law
and policy; and
WHEREAS, the City Council on December 12, 2005 conducted a public hearing
and approved the following project to be included in the City's grant proposal:
❑ Leisure World ADA Housing Rehabilitation
Program: $180,000 for Program year 2013 -2014
Leisure World Census Tracts 995.09 and 995.10 were
originally approved for inclusion in a proposed rehabilitation
assistance program with CDBG for fiscal years 2005 -2006
through 2007 -2008 in the amount of $200,000 per fiscal year
to serve estimated 30 -35 households per year. The City
received a second three grant cycle for fiscal years 2008-
2009 through 2010 -2011, and a third three grant cycle for
fiscal years 2012 -2013 through 2014 -2015. The funding level
established for 2013 -2014 is $180,000; and
WHEREAS, the Leisure World Bathroom Accessibility Program has been
approved by the Orange County Board of Supervisor's and Contract No. 12-
613033 will implement this approved housing rehabilitation program for Fiscal
Year 2013 -2014.
NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Seal
Beach does hereby authorize the City Manager to execute all necessary contract
documents, and authorizes the Community Development Director to take all
appropriate actions to comply with all aspects of contract administration and
compliance.
(Intentionally Left Blank)
Resolution Number 6394
PASSED, APPROVED AND ADOPTED by the Seal Beach City Council at a
regular meeting held on the 12th day of August .2O13by the following vote:
AYES: Council Members
NOES: Council Members
ABSENT: Council Members
ABSTAIN: Council Members
Mayor
ATTEST:
City Clerk
STATE OF CALIFORNIA }
COUNTY OF ORANGE } SS
CITY OF SEAL BEACH }
i Linda Devne, City Clerk of the City of Seal Boanh, do hereby certify that the
foregoing resolution is the original copy of Resolution Number 6304 on file
in the office of the City Clerk, passed, approved, and adopted by the City Council
at a regular meeting held on the 12th day of August .2O13.
City Clerk
FIRST AMENDMENT
TO CONTRACT
BETWEEN THE
COUNTY OF ORANGE
AND
CITY OF SEAL BEACH
FOR
THE PROVISION OF COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
(CFDA Number 14.218)
HOUSING REHABILITATION
This AMENDMENT to Contract #12- 613033, hereinafter referred to as "First
Amendment," is made and entered into or upon execution of all necessary signatures
between the County of Orange, a political subdivision of the State of California,
hereinafter referred to as "COUNTY" and City of Seal Beach, a municipal corporation in
the State of California, hereinafter referred to as " SUBRECIPIENT," which are
sometimes individually referred to as "PARTY," or collectively referred to as "PARTIES."
RECITALS:
WHEREAS, COUNTY and SUBRECIPIENT entered into Contract Number
12- 613033 (Job Number KC12023 — IDIS Number 2023) (hereinafter referred to as
"Original Contract "), for the Leisure World Bathroom Accessibility Program,
commencing on July 1, 2012 and ending on June 30, 2013 in the amount of
$180,000.00; and
WHEREAS, COUNTY desires to renew the term of the CONTRACT for an
additional one year term commencing July 1, 2013 and ending June 30, 2014; and
provide compensation to SUBRECIPIENT in an amount of $180,000.00 (Job Number
KC13038 — IDIS Number 2038) up to a maximum obligation of $360,000.00; and
WHEREAS, PARTIES desire to amend Section 24.3.3 "Payment Requirements"
to include revised Milestone Dates; and
WHEREAS, PARTIES desire to amend Section 26.3 "Performance" to include
revised Milestone Dates; and
WHEREAS, PARTIES desire to revise Attachment A, Scope of Services with
Attachment A -1 attached hereto and incorporated herein by this reference; and
County of Orange Page 1 of 4 City of Seal Beach
OC Community Resources Folder 613033
WHEREAS, PARTIES desire to revise Attachment B, Compensation /Payment
with Attachment B -1 attached hereto and incorporated herein by this reference; and
WHEREAS, PARTIES desire to revise Attachment C, SUBRECIPIENT's Cost
Proposal with Attachment C -1 attached hereto and incorporated herein by this
reference; and
WHEREAS, PARTIES desire to revise Attachment D, Staffing Plan with
Attachment D -1 attached hereto and incorporated herein by this reference; and
WHEREAS, PARTIES desire to revise Attachment E, Project Schedule with
Attachment E -1 attached hereto and incorporated herein by this reference; and
WHEREAS, the COUNTY replaces Exhibit B "OC Community Resources
Contract Reimbursement Policy" with Exhibit B -1 attached hereto and incorporated
herein by this reference;
NOW, THEREFORE, in consideration of the mutual obligations set forth herein,
both PARTIES mutually agree to amend as follows:
1. The CONTRACT is amended to renew the term of the CONTRACT beginning
July 1, 2013 and ending June 30, 2014.
2. The CONTRACT is amended to revise FY 2013 -14 Milestone Dates to:
January 15, 2014 50% of Contracted Amount Expended
March 15, 2014 70% of Contracted Amount Expended
April 15, 2014 80% of Contracted Amount Expended
3. The CONTRACT is amended to revise FY 2013 -14 Milestone Dates to:
January 15, 2014 50% of Proposed Accomplishments Met
March 15, 2014 70% of Contracted Amount Expended
April 15, 2014 80% of Proposed Accomplishments Met
4. The attached Attachment A -1 replaces Attachment A.
5. The attached Attachment B -1 replaces Attachment B.
6. The attached Attachment C -1 replaces Attachment C.
7. The attached Attachment D -1 replaces Attachment D.
8. The attached Attachment E -1 replaces Attachment E.
9. The attached Exhibit B -1 replaces Exhibit B.
County of Orange Page 2 of 4 City of Seal Beach
OC Community Resources Folder 613033
Except as otherwise expressly set forth herein, all terms and conditions contained in the
Original Contract, including any amendments/modifications, are hereby incorporated
herein by this reference as if fully set forth herein and shall remain in full force and
effect.
THE REMAINDER OF THE PAGE WAS INTENTIONALLY LEFT BLANK
County of Orange Page 3 of 4 City of Seal Beach
OC Community Resources Folder 613033
IN WITNESS WHEREOF, the PARTIES hereto have executed this First Amendment on
the dates below their respective signatures:
*CITY OF SEAL BEACH
By: By:
Name: Jill R. Ingram Name:
Title: City Manager Title:
Dated: Dated:
*For Contractors that are corporations, signature requirements are as follows: 1) One signature by the
Chairman of the Board, the President or any Vice President; and 2) One signature by the Secretary, any
Assistant Secretary, the Chief Financial Officer or an Assistant Treasurer,
For Contractors that are not corporations, the person who has authority to bind the contractor to a
contract, must sign on one of the lines above.
COUNTY OF ORANGE
A Political Subdivision of the State of California
B • Dated:
Steve Franks, Director
OC Cornmunity Resources
County of Orange Page 4 of 4 City of Seal Beach
OC Community Resources Folder 613033
ATTACHMENT A-1
1. Scope of Services
A. HUD Matrix Code / Activity:
14 A Rehab: Single-Unit Residential / 570.202(a)(1)
B. Project Title:
Leisure World Bathroom Accessibility Program City of Seal Beach
C. Program Description:
The City of Seal Beach will use CDBG funds to continue its Leisure World
Bathroom Accessibility Program. The program will assist at least sixty-nine (69)
income qualified seniors within the Leisure World retirement community.
The program is designed to improve accessibility to showers for seniors
who are income qualified, own their unit, and have a doctor's letter that
indicates the improvements are needed due to mobility problems, pain of
movement, loss of balance, or other disabilities. Where necessary, the scope
of work will improve accessibility to the tub by converting the existing
tub/shower into an accessible shower for seniors. Additionally, as
necessary, funds will be used to install ADA compliant grab bars and
high-boy toilets. The estimated average per unit cost is $2,570.00.
D. Project Need:
Seal Beach Leisure World was built in the 1960's before accessibility standards
were established. As an unfortunate result, the original tub/showers require
seniors to lift one leg over the tub wall while balancing their body weight on one
leg in a slippery tub floor. The City of Seal Beach's Leisure World Bathroom
Accessibility Program eliminates this dangerous situation with the CDBG granted
funding. The City's program provides increased accessibility to proper personal
County of Orange
Page 1 of 2 City of Seal Beach
OC Community Resources File # 613033
hygiene to seniors with physical difficulties and range of mobility problems, pain
of movement, and loss of balance or other disabilities. The City of Seal Beach's
Leisure World Bathroom Accessibility Program provides a desperately needed
bathroom modification, and allows qualified seniors to continue to live in their
existing homes near familiar surroundings and services available with Leisure
World.
E. Low/Mod Neighborhood Preservation:
The City of Seal Beach's Leisure World Bathroom Accessibility Program will
provide increased accessibility to health and hygiene as well as livability for low-
income, older, residents in Leisure World. The CDBG funding significantly
improves bathroom accessibility and reduces the risk of falling for the seniors.
Additionally, program helps to improve the existing, older housing stock in Seal
Beach. The improvements will also benefit future senior residents as the
program expands and as new seniors move into the Leisure World community
and occupy the refurbished housing units.
F. Program Objectives and Outcomes Chart:
Activity Outputs
1. Send Project Out to Bid Qualified Contractor Starts Project
2. Construction Bathrooms made more accessible
3. Inspection, Sign-Off & Verified Bathrooms made more accessible
Completion
Performance Objectives Performance Outcomes
1. Creating Economic Opportunities Availability/Accessibility
2. Suitable Living Environment Decent Housing
3. Suitable Living Environment Decent Housing
County of Orange
CDBG National Objective LMH 570.208(a)(3)
Outcomes Job Number IDIS Number
69 Housing Units KC13038 2038
Page 2 of 2 City of Seal Beach
OC Community Resources File # 613033
ATTACHMENT B-1
Compensation/Payment
1. COMPENSATION:
This is a fixed fee price CONTRACT between the COUNTY and the SUBRECIPIENT for
$180,000 as set forth in Attachment A. Scope of Services attached hereto and
incorporated herein by reference. The SUBRECIPIENT agrees to accept the specified
compensation as set forth in this CONTRACT as full remuneration for performing all
services and furnishing all staffing and materials required, for any reasonably
unforeseen difficulties which may arise or be encountered in the execution of the
services until acceptance, for risks connected with the services, and for performance by
the SUBRECIPIENT of all its duties and obligations hereunder. The COUNTY shall have
no obligation to pay any sum in excess of the total CONTRACT amount specified unless
authorized by an amendment in accordance with paragraphs C and R of the COUNTY's
General Terms and Conditions.
2. FIRM DISCOUNT AND PRICING STRUCTURE:
SUBRECIPIENT guarantees that prices quoted are equal to or less than prices quoted
to any other local, State or Federal government entity for services of equal or lesser
scope. SUBRECIPIENT agrees that no price increases shall be passed along to the
COUNTY during the term of this CONTRACT not otherwise specified and provided for
within this CONTRACT.
3. PAYMENT TERMS:
An invoice for the fixed cost of the services shall be submitted to the address specified
below upon the completion of the engagement and approval of the COUNTY Project
Manager. SUBRECIPIENT shall reference CONTRACT number on invoice. Payment
will be net 30 days after receipt of an invoice in a format acceptable to the COUNTY of
Orange and verified and approved by OC Community Services and subject to routine
processing requirements of the COUNTY. The responsibility for providing an acceptable
invoice rests with the SUBRECIPIENT.
Billing shall cover services not previously invoiced. The SUBRECIPIENT shall reimburse
the COUNTY of Orange for any monies paid to the SUBRECIPIENT for services not
provided or when services do not meet the CONTRACT requirements.
County of Orange
Page 1 of 2 City of Seal Beach
OC Community Resources File # 613033
Payments made by the COUNTY shall not preclude the right of the COUNTY from
thereafter disputing any items or services involved or billed under this CONTRACT and
shall not be construed as acceptance of any part of the services.
Invoice(s) are to be sent to:
OC Community Resources
1300 S. Grand
Santa Ana, CA 92705,
Attention: Accounts Payable
4. INVOICING INSTRUCTIONS:
Further instructions regarding invoicing/reimbursement as set forth in Exhibit B-OC
Community Resources CONTRACT Reimbursement Policy, are attached hereto and
incorporated herein by reference.
The CONTRACTOR will provide an invoice on CONTRACTOR's letterhead for services
rendered. Each invoice will have a number and will include the following information:
The Demand Letter/Invoice must include Delivery Order (DO) Number, Contract
Number, Service date(s) — Month of Service along with other required documentation
(See Exhibit B).
5. OC COMMUNITY RESOURCES CONTRACT REIMBURSEMENT POLICY:
Further instructions regarding invoicing/reimbursements as set forth in Exhibit B — OC
Community Resources Contract Reimbursement Policy, are attached hereto and
incorporated herein by reference.
County of Orange
Page 2 of 2 City of Seal Beach
OC Community Resources File # 613033
ATTACHMENT C-1
SUBRECIPIENT's Cost Proposal
A. Administration and Program Cost Proposal — FY 2013-14
Project Cost Budget Chart
Cit of Seal Beach — Leisure World Bathroom Accessibilit Pro ram
r
Project Costs/Activity
Urban County
Fund5
Leveraged
Resources
--
Total
Design/Project Deve|opment
N/A
N/A
N/A
Acquisition
N/A
N/A
N/A
Construction
0180.000
U
$180.000
Program Administration
0
$80.000
$80.000
Total Pr ject Cost
$180'000
$80.000
$240.000
B. Detailed Project Cost Budget Description
County of Orange
Project Activity Construction: Sem|BeoohLeisVne\8/o[dvvesbuiltinthe196O'o.+
before accessibility standards were established. As an unfortunate neouK, the
original tub/showers require seniors to lift one leg over the tub wall while
balancing their body weight on one leg in a slippery tub floor. The City of Seal
Beach's Leisure World Bathroom Accessibility Program eliminates this
dangerous situation by cutting down the bathtub wall to 4 inches. Then a custom
glass enclosure is fitted to the cut-down tub, enabling it to function as a shower.
The floor of the tub is refinished with slip resistant material and grab-bars are
affixed to the shower walls where necessary. Hi-boy toilets are also installed. All
of these bathroom modifications provide accessibility to income qualified seniors
with limited range of nmo1ioO, mobility pnob|arne, pain of movement, and loss of
balance or other disabilities. All of the Urban County funds are used for this
bathroom accessibility rehabilitation.
Page 1 of 1 City of Seal Beach
OC Community Resources File # 613033
ATTACHMENT D -1
1. Staffing Plan
Project Title: Leisure World Bathroom Accessibility Program
Complete and Submit — Initial Report due on or before July 1, 2013.
(Include name and classification /vendor).
The substitution or addition of other key individuals in any given category or
classification shall be allowed only with prior written approval of the COUNTY Project
Manager.
The SUBRECIPIENT may reserve the right to involve other personnel, as their services
are required. The specific individuals will be assigned based on the need and time of the
service /class required. Assignment of additional key personnel shall be subject to
COUNTY approval.
2. Project Administration
The Community Development Director manages the program. The Director utilizes the
services of CivicStone, Inc. to administer the day to day operations of the CDBG
implementation and funding. CivicStone, Inc. has been under contract with the City of
Seal Beach and administering their housing programs since 1999. Over the past six
ounty of Orange
Page 1 of 2 City of Seal Beach
OC Community Resources File # 613033
Name /Staff
Classification /Title
1
Jim Basham
Project Manager:
Community Development Director
2
Monique Eliason
CivicStone, Inc. (Sub- Contractor)
3
Sean Crumby
Public Works Director
4
5
6
7
8
9
10
The substitution or addition of other key individuals in any given category or
classification shall be allowed only with prior written approval of the COUNTY Project
Manager.
The SUBRECIPIENT may reserve the right to involve other personnel, as their services
are required. The specific individuals will be assigned based on the need and time of the
service /class required. Assignment of additional key personnel shall be subject to
COUNTY approval.
2. Project Administration
The Community Development Director manages the program. The Director utilizes the
services of CivicStone, Inc. to administer the day to day operations of the CDBG
implementation and funding. CivicStone, Inc. has been under contract with the City of
Seal Beach and administering their housing programs since 1999. Over the past six
ounty of Orange
Page 1 of 2 City of Seal Beach
OC Community Resources File # 613033
years the City and Civic Stone, Inc. have successfully administered the CDBG funding in
Leisure World and worked closely with County staff to ensure reporting and
reimbursement requests are properly prepared, milestones are met and funding is spent
as proposed.
ounty of Orange Page 2 of 2 City of Seal Beach
OC Community Resources File # 613033
ATTACHMENT E-1
Project Schedule
July 1, 2013 — CONTRACT Start Date
2. Tools to Measure Project's Effect — Leisure World Bathroom Accessibility Program
Milestone Date
Minimum Required
Expenditure/ Accomplishment
Threshold
Activity Results
Achieved
January 15th
50% of Contracted Amount
Expended
$90,000.00
50% of Proposed
Accomplishments Achieved
35 HOUSII1g Units
March 15th
70% of Contracted Amount
Expended
$126'000.00
70% of Proposed
Accomplishments Achieved
48 Housing Units
April 15th
8096 of Contracted Amount
Expended
$144,000.0O
80% of Proposed
Accomplishments Achieved
55 HOLISing Units
3. Each applicant is required to have a Doctor verify that the proposed work will improve
range of nnotimn, mobility prob|anns, pain of movement and/or loss of balance for the
applicant. In this nnonner, we are assured that those with the greatest need receive the
bathroom improvements first. The Leisure World Bathroom Accessibility Program
receives many letters of thanks from seniors who have had this work done. Aside from
an initial health analysis from their doctor, the funding is provided to low income qualified
seniors to meet with HUD guidelines. Comprehensive computer tracking, on-site
|nopectiDn8, meetings with home owners and reports measure each stage o the program
for each applicant to ensure that every Senior is receiving the attention they deserve.
CivicStone's staff follows up with contractors and homeowners to confirm progress,
Courity of Orange Page 1 of 2 City of Seal Beac
OC Community Resources Fite # 613033
satisfaction, accuracy, and payments. Each recipient completes a Notice of Completion,
and we take a before and after photo of each bathroom (usually with the applicant in the
photo) to further verify proper completion.
County of Orange
Page 2 of 2 City of Seal Beach
OC Community Resources File # 613033
EXHIBIT B-1
dORANGE COUNTY
CCommunity Resources
Our Community. Our Commitment.
Subject: OC Community Resources
Effective: July 1, 2010
Contract Reimbursement PoIicy Revised: February 26, 2013
PURPOSE:
This policy contains updated fiscal documentation requirements for contract reimbursement
for OC Community Services. The procedures provide instructions for submitting
reimbursement demand letter or invoice.
EFFECTIVE DATE:
July 1, 2010
REVISION DATE:
April 13, 2012
REFERENCES:
Executed Board of Supervisors approved contract
Budget included in contract or presented as an exhibit
OMB Circular A-21 Cost Principles for Educational Institutions
OMB Circular A-87 Cost Principles for State, Local, and Indian Tribal Governments
OMB Circular A-122 Cost Principles for Non-Profit Organizations
48 CFR Part 31 Contract Cost Principles and Procedures
24 CFR Parts 85, 570.502, 570.201, 576.21, 576.51 and 576.61: For Housing 8, Community
Development and Homeless Prevention Contracts only.
BACKGROUND:
The executed Board of Supervisors approved contract is the authorization for all aspects of
payment, including the maximum amount to be paid, the payee, and the scope of services and
work. Payments are made in strict accordance with the contract terms. Allowable costs are
identified in referenced OMB Circulars and Code of Federal Regulations (CFR).
ATTACHMENTS:
Reimbursement Policy Status Form (RPS-1)
POLICY:
Contractor is responsible for the submission of accurate claims. This reimbursement policy is
intended to ensure that the Contractor is reimbursed based on the code or codes that correctly
describe the services provided. This information is intended to serve only as a general
reference resource regarding OC Community Services' reimbursement policy for the services
described and is not intended to address every aspect of a reimbursement situation.
Accordingly, OC Community Services may use reasonable discretion in interpreting and
applying this policy to services provided in a particular case. Other factors affecting
reimbursement may supplement, modify or, in some cases, supersede this policy. These
factors may include, but are not limited to: legislative mandates and County directives. OC
Community Services may modify this reimbursement policy at any time by publishing a new
version of the policy. However, the information presented in this policy is accurate and current
as of the date of publication.
Cost incurred by contractor must be substantiated and incurred during the contract period.
Total of all reimbursements cannot exceed the amount of the contract. Cost must be
allowable under applicable OMB Circular or CFR. All supporting documentation for
reimbursement must be submitted with demand letter or invoice. If contract requires matching
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contribution, documentation substantiating contribution match must be submitted with demand
letter or invoice.
At any time, based on County's business needs and/or Contractor's performance, the County
may designate Contractor to submit abbreviated or comprehensive documentation, as identified
in the respective sections. Upon designation, Contractor will be notified, in writing via
Reimbursement Policy Status Form, of which requirements are in full force. When Contractor is
required to submit comprehensive documentation, in addition to the items identified in the
Abbreviated Documentation Requirements Section, Contractor must also provide the
documentation identified in the Comprehensive Documentation Requirements Section.
PROCEDURES:
Abbreviated Documentation Requirements
Compile and submit:
1. Supporting documentation includes, but is not limited to:
a. General ledger/expense transaction report
b. Payroll register or labor distribution report
c. Payroll allocation plan
d. Personnel Documentation
e. Benefit plan and calculation of benefit
f. Employer-employee contract for non-customary benefits (if applicable)
g. Pre-approval documentation for equipment purchases equal to or greater than
$5,000
2. The following is required with the first month's invoice only:
a. Cost allocation plan for rent, utilities, etc.
b. Indirect rate approved by cognizant agency (if applicable)
3. Summary of leveraged resources (if applicable)
4. Demand letters must contain the following certification (if required by Contract):
"I certify under the penalty of perjury that this claim is true and correct and that
the requested payments have been made. 1 also certify that this claim agrees with
our official payroll and financial records and that these amounts have not been, or
will not be claimed from any other funding source"
5. Grantee Performance Report (if required by Contract)
6. Supporting documentation shall be on single-sided sheets
7. Please redact employees' Social Security numbers from payroll reports
8. Demand letter or invoice, along with supporting documentation shall be submitted to:
OC Community Resources Accounting
1300 S. Grand, Building B, 2'd Floor
Santa Ana, CA 92705
Comprehensive Documentation Requirements
In addition to abbreviated documentation, compile and submit:
9. Purchase orders, invoices, and receipts
10. Cashed checks
11. Check register
12. Consultant/sub-contractor invoices (with description of services)
13. Travel expense documentation: mileage reimbursement, hotel bill, meal reimbursement
ACTION:
Distribute this policy to all appropriate staff
INQUIRIES:
Inquiries may be directed to the following:
• Win Swe: 714-480-6532 or win.sweoccr.ocqov.com
• Jenny Cao: 714-480-6531 or iennv.coaRoccr.ocqov.com
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