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ARTICLE XVIII. Grant-specific Conditions

The following conditions are put on this grant due to deficiencies in the submitted Renewal
Application:

A. The final approved budget for this award is attached to this grant agreement. The grantee
must implement this grant in accordance to this final approved budget, unless an
amendment is executed.

B. Inthe application’s Descriptive Budget Justification Narrative, under PHP personnel
costs for New Hampshire HIV/AIDS Task Force, activities listed include “apartment
search”. This activity is considered housing information and must not be billed to PHP.
Either take out the housing information activities from under the PHP line item and
resubmit the Descriptive Budget Justification Narrative with those costs under a housing
information line item, or take out the housing information activities completely and
resubmit the Descriptive Budget Justification Narrative with those changes reflected.

C. Inthe application’s Descriptive Budget Justification Narrative, under TBRA for Harbor
Homes, activities are listed as “Rent payments for 31 units with average rent and utility
costs of $771.23 per month”. A HOPWA client cannot receive both TBRA assistance
and utility assistance. The calculation for resident rent payment includes a utility
allowance deduction. A payment of an additional utility assistance on top of the utility
allowance deduction would be considered double dipping.

OMB Approval No. 2506-0133
exp. 12/31/2017

Final Approved Form HUD-40110-B FY17 Renewal Budget

Grantee Name (“Grantee”): City of Nashua
Unique Entity Identifier (DUNS Number): 066758343

Insert application package page number 1 Form HUD-40110-B (Expiration Date 12/31/2010)

OMB Approval No. 2506-0133
exp. 12/31/2017

Application Budget Summary (al! applicants)

Applicant | City of Nashua, NH Number of | 2 Plan dates for 5/1/2018-4/30/2021
Name Project grant agreement
Sponsors and activities (mo./yr.)
A. Eligible Activity HOPWA Request Leveraged Funds
A. Year 1 IB. Year 2 C. Year 3 D. Total
= 1. Acquisition
2
Bs
3 5 > |2. Rehabilitation, Repair & Conversion
& EB, =
a =a °
£ E 3. New Construction (for Community
3 = {Residences and SRO dwellings only)
ey
~ 14. Operating Costs for Housing Facility
Bs
a
= & 5. Leasing
°
a 6, Tenant-based Rental Assistance $309,677 $309,678 $309,678 $929,033
[=<]
&
2 7. Short-term Rent, Mortgage, & Utility
5 Payments to Prevent Homelessness
e
wn
t 8 8. Supportive Services $114,995 $114,996 $114,996 $344,987 $532,984
=a
5 5
AW
|: Housing Information Services
a
Bi
S 10. Permanent Housing Placement $8,660 $8,660 $8,660 $25,980
a
111. Resource Identification to Establish,
E Coordinate & Develop Housing
bp Assistance
a 12. Other Housing Costs (please
& = {specify in narrative; requires HUD
= 1
5 approval)
13, Total Program Costs: 5 1,300,000
(total of lines 1-12)
2 '/14. Grantee’s Administrative $39,000
z¢
&S&
E & |15. Project Sponsor’s Administrative $91,000
= |costs
<
16. Total HOPWA Request 1,430,000
(total of lines 13-15)
Insert application package page number 2 Form HUD-40110-B (Expiration Date 12/31/2010)

OMB Approval No. 2506-0133
exp. 12/31/2017

Detailed Project Budget & Housing Outputs (each organization)

supportive housing O

Name of City of Nashua, NH
organization:
Type: Grantee: D4; Project Sponsor: [_] | If applicable: _[ Faith based: |] | Grassroots: L_]
B. Eligible Activity HOPWA Request
| Yr. 1 Yr. 2 Yr. 3 Totals:
1. Acquisition Budget
+ & |Description:
By ' » H# of Units
5 ge i. Rehabilitation/Repair/Conversion Budget
2s ve
2 a Bescuptian: # of Units
a = 3. New Construction (Community Residences & SRO dwellings Budget
#F only) Description: .
Se # of Units
So
& & lType of Facility: Short-term shelter LJ; transitional housing LI: Community residence CL; SRO dwelling [_]; or other permanent

4. Operating Costs for Housing Facility

Note: Service delivery costs such-as salary and overhead costs to deliver a particular budget line item
should be represented in the funding amount requested for that particular budget line item.

insert application package page number 3

2 — Budget
& 6 |Description: -
zs # of Units
oe :
& = 5, Leasing Budget
© |Description: # af Units
6. Tenant-Based Rental Assistance Payments Budget
Description:
s 2 i# of Households
6 2 3. Short-Term Rent, Mortgage & Utility Payments to Prevent Budget
— fm [Homelessness
Description:
# of Households
7 Budget
£ Ss . :
g 3 8. Supportive Services Costs
2 & Pescription:
AN
# of Households
9, Housing Information Services Budget
g Description: # of Households
@ 10. Permanent Housing Placement Services Budget
6 (Description:
Eg # of Househalds|
5 11. Resource Identification to Establish, Coordinate, & Develop
© [Housing Assistance
a Description: Budget
a
= 12. Other Housing Costs (approved by HUD) Budeet
Description: 4 of Units
2 13. Grantee's Administrative Costs $13,000 {$13,000 $13,000 $39,000
S g Description: Budget
% g |14. Project Sponsor's Administrative Costs
: a Description:
< Budget
15. Total HOPWA Request for this Organization
$39,000

Form HUD-40110-B (Expiration Date 12/31/2010)

OMB Approval No. 2506-0133
exp. 12/31/2017

r

Detaiied Project Budget & Housing Outputs (each organization)

Name of Harbor Homes, Inc.
organization:
Type: Grantee: [_]; Project Sponsor: X | If applicable: | Faith based: L] | Grassroots: L]
B. Eligible Activity HOPWA Request
Yr. 1 Yr. 2 Yr. 3 Totals:
1, Acquisition Budget
+ S jDescription:
Pa # of Units
5 @ 2. Rehabilitation/Repair/Conversion Budget
2s ation
Bg [Pescapton: # of Units
S 3. New Construction (Community Residences & SRO dwellings Budget
3 a only) Description: .
oe H# of Units
a 5 ; ;
& & Type of Facility: Short-term shelter LL); transitional housing LJ; Community residence Lo; SRO dwelling LJ; or other permanent
Supportive housing oO
z I. Operating Costs for Housing Facility Budget
Be |Description: :
= # of Units
oo
£ z Leasing Budget
escription: # of Units
6. Tenant-Based Rental Assistance Payments Budget $309,677 |$309,678 |$309,678 [$929,033
> Description: 31 3 | 31 40
< # af Households!
& Z 7. Short-Term Rent, Mortgage & Utility Payments to Prevent Budget
m a Homelessness
Description:
# of Househalds|
ow Budget
g2 8. Supportive Services Costs
= 5 Description:
awn
Ht of Households
9. Housing Information Services Budget
Z Besenean: H# of Households|
2 10. Permanent Housing Placement Services Budget $4,560 [$4,560 [$4,560 $13,680
a os
Description:
7 pun # of Households 4 4 4 12
5 11. Resource Identification to Establish, Coordinate, & Develop
© Housing Assistance
5 Description: Budget
S 12. Other Housing Costs (approved by HUD) Bude
Pescription: # of Units
2 13. Grantee's Administrative Costs
e g Description: Budget
£ § |14. Project Sponsor's Administrative Costs
3 = |Description:
ga $21,996 |$21,997 $21,997
< Budget $65,990
5. Total HOPWA Request for this Organization
51,008,703

Note: Service delivery costs such as salary and overhead costs to deliver a particular budget line item
should be represented in the funding amount requested for that particular budget line item.

insert application package page number _ 4

Form HUD-40110-B (Expiration Date 12/31/2010)

=) THE CITY OF NASHUA “The Gate City"

Finanectal Services

Purchasing Department

May 10, 2018
Memo #18-142

TO: MAYOR JIM DONCHESS
FINANCE COMMITTEE

SUBJECT: INDEPENDENT CONTRACT AGREEMENT WITH SOUTHERN NH HIV/AIDS TASK

FORCE (VALUE: $382,297)
DEPARTMENT: 171 COMMUNITY SERVICES; FUND: GRANT FUNDS

Please see attached communication from Bobbie Bagley, Director of Public Health & Community Services
dated May 16, 2018 for the information related to this contract award.

The Director of Division of Public Health & Community Services and the Purchasing Department
recommend the award of this contract in the amount of $382,297 to Southern NH HIV/AIDS Task Force
of Nashua, NH.

Respectfully,

Dan Kooken
Purchasing Manager

Ce: B Bagley J Graziano

229 Main Street « Nashua, New Hampshire 03061 © Phone (603) 589-3330 e Fax (603) 589-3233

es) THE CITY OF NASHUA “The Cate City’

Division of Pubke Health and Community Services
Office of the Derector

TO: Daniel Kooken, Purchasing Manager

FROM: Bobbie D. Bagley, Director of Division of Public Health & Community Services

SUBJECT: — City of Nashua and Southern NH HIV/AIDS Task Force Independent Contract
Agreement

DATE: May 16, 2018

In recognition of the current lack of affordable housing in the City of Nashua and the need
to support vulnerable populations in our community, the Division of Public Health and Community
Services (DPHCS) is requesting approval to enter into an Independent Contract Agreement with
Southern NH HIV/AIDS Task Force for the purpose of administering HOPWA (Housing
Opportunities for Persons With AIDS) pass-through grant funds.

The City of Nashua DPHCS is the designated grantee and Southern NH HIV/AIDS Task
Force will be a project sponsor for the HOPWA grant. Southern NH HIV/AIDS Task Force will
provide supportive services to client living in HOPWA (Housing Opportunities for Persons With
AIDS) TBRA units in compliance with all HUD requirements, provide case management setvices,
assist chents in finding rental housing, maintain administrative records and client files, and perform
any other duties required to comply with HUD regulations in administering HOPWA program

assistatice.

The Independent Contract Agreement is a sole source agreement to ensure compliance with
all HUD (Housing and Urban Development) requirements in the administration of the HOPWA

grant.

Cc John Griffin
Janet Graziano
Robert Mack

18 Mulberry St Street ¢ Nashua, New Hampshire 03060 * Phone (603) 589-4546 e Fax (603) 594-4539

INDEPENDENT CONTRACTOR AGREEMENT
Housing Opportunities for Persons With AIDS (HOPWA) Grant

AGREEMENT made this 1* day of May 2018 by and between the City of Nashua (hereinafter “City”) —
Division of Public Health & Community Services (hereinafter “DPHCS) whose address is 229 Main Street,
Nashua, NH 03060 and Southern NH HIV/AIDS Task Force (hereinafter “Contractor”) whose address is 77
Northeastern Boulevard, Nashua, NH 03062.

SERVICES TO BE PERFORMED:

The City is a recipient of a Housing Opportunities for Persons With AIDS (HOPWA) grant from the United
States Department of Housing and Urban Development for the purposes of providing tenant-based
rental assistance to eligible clients and their families. In order to implement this grant, the City is
entering into this agreement with Southern NH HIV/AIDS Task Force.

The Contractor agrees to perform the following services for the City:

1. Operate the HOPWA program in accordance with the applicable Housing and Urban
Development (HUD) regulations;

2. Comply with and meet the performance measure benchmarks established in the Notice of
Funding Availability and by HUD for the implementation and operation of the grant;

3. Conduct approved activities in order to achieve the planned housing performance goals for
housing outputs;

4. Conduct an ongoing assessment of the permanent supportive housing assistance required by
the participants in the program;

5. Report on the annual achievement of the HOPWA client outcome goals in achieving stable
housing, reducing risks of homelessness and improving access to care for beneficiaries;

6. Assure the provision of supportive services to participants in the permanent housing program
and fulfill the commitment to use leveraged funds for HOPWA activities by documenting the use
of an amount of funds consistent with HUD-approved list of commitments;

7. Comply with all terms and conditions, including record-keeping and reporting for program
monitoring and evaluation purposes;

8. Agree to maintain records of beneficiary and program activity eligibility and related
documentation, including but not limited to, the following Agreements as defined in the HUD
contract with the city of Nashua, NH: a) Continue the Provision of Permanent Housing, b)
Continue the Use of Other Resources, and, c) Permanent Client Occupancy;

9. Comply with environmental review requirements, as set forth at 24 CFR Part 58;

10. Provide HUD with information necessary for HUD to perform any required environmental review
under 24 CFR Part 50; respond to measures required from such a review;

11. Await approval from HUD for any lease, rehabilitation, conversion, repair, or construction of
property;

12. Abide by 24 CFR Part 574 — Housing Opportunities for Persons With AIDS — and subparts A-G, as
noted in Exhibit C of the federal contract between the city of Nashua, NH and HUD; and

13. Will understand fully the characteristics contributing to a “default” and the possible
consequences of a “default” by HUD standards; will respond appropriately to a “default”
determination

aeenneneeeeee rere eeerereeeeeee eee eee eee ener eee eeeeeee ee eeeeeeeceeee reece
City of Nashua HOPWA contract Page 1

PLACE OF PERFORMANCE:

The work described above shall be performed at: Southern NH HIV/AIDS Task Force, 77 Northeastern
Boulevard, Nashua, NH 03062.

TIME PERIOD:

The Contractor agrees to commence work immediately and complete all functions required in a timely,
professional and competent manner. The City can terminate this agreement at any time and pay the
Contractor for all services performed up to that date. The City is entitled to all notes, drafts, and
documents produced by the Contractor up to that date. This contract will expire on April 30, 2021
unless the City decides to end this contract sooner and may be subject to renewal.

PAYMENT FOR SERVICES:

The Contractor will be reimbursed for services rendered, as indicated in the approved HOPWA grant
application budget. Payment will be made on a monthly basis by the City. For auditing purposes, copies
of all receipts are requested at the time of monthly billing cycles. Such requests for reimbursements will
be submitted to the DPHCS’s Finance Coordinator monthly.

SUPERVISION:

The City reserves the right to inspect the work being performed and to determine whether it is being
performed in a good and “workmanlike” manner. The Contractor shall have the ultimate authority to
determine the hours of work, the length of workdays, the means and methods of performance of the
work, and the City shall not interfere in this regard.

INVOICES:

The Contractor agrees to provide the City with monthly invoices, including copies of all applicable
receipts, for all work performed on a monthly basis.

SUBCONTRACTORS OR ASSISTANTS:

The Contractor agrees to pay any wages, taxes, unemployment insurance, withholding taxes, and
workers compensation insurance required by law for assistants or subcontractors. Said assistants or
San al ET
City of Nashua HOPWA contract Page 2

subcontractors will be paid and supervised directly by the Contractor. Any subcontractor used is the
agent of the Contractor and not the City of Nashua. Subcontractors are subject to the same insurance
requirements as the Contractor.

INSURANCE:
Contractor shall carry and maintain in effect during the performance of services under this contract:
General Liability insurance in the amount of $1,000,000 per occurrence; $2,000,000 aggregate;

and Workers' Compensation Coverage in compliance with the State of New Hampshire statutes,
$100,000/$500,000/$100,000.

Contractor shall maintain in effect at all times during the performance under this contract all specified
insurance coverage with insurers. None of the requirements as to types and limits to be maintained by
Contractor are intended to and shall not in any manner limit or qualify the liabilities and obligations
assumed by Contractor under this contract. The City of Nashua shall not maintain any insurance on
behalf of Contractor. Subcontractors are subject to the same insurance requirements as Contractor and it
shall be the Contractor's responsibility to ensure compliance of this requirement.

Contractor will provide the City of Nashua with certificates of insurance for coverage as listed below and
endorsements affecting coverage required by the contract within ten calendar days after the City issues
the notice of award. The City of Nashua requires thirty days written notice of cancellation or material
change in coverage. The certificates and endorsements for each insurance policy must be signed by a
person authorized by the insurer and who is licensed by the State of New Hampshire. General Liability
and Employers’ Liability polices must name the City of Nashua as an additional insured and reflect on the
certificate of insurance. Contractor is responsible for filing updated certificates of insurance with the City
of Nashua’s Risk Management Department during the life of the contract.

All deductibles and self-insured retentions shall be fully disclosed in the certificate(s) of insurance.

If aggregate limits of less than $2,000,000 are imposed on bodily injury and property damage, Contractor
must maintain umbrella liability insurance of at least $1,000,000. All aggregates must be fully disclosed
on the required certificate of insurance.

The specified insurance requirements do not relieve Contractor of its responsibilities or limit the amount of
its liability to the City or other persons, and Contractor is encouraged to purchase such additional
insurance, as it deems necessary.

The insurance provided herein is primary, and no insurance held or owned by the City of Nashua shall be
called upon to contribute to a loss.

INDEMNIFICATION:

The Contractor agrees to indemnify, defend and hold harmless the City (the “Indemnified Party”) from

and against any and all liabilities, damages, losses, claims, causes of action, costs and expenses, of any
See ee eee ee
City of Nashua HOPWA contract Page 3