2025 Riverside County - CDBG Supplemental - Amendment 1MEMORANDUM caQ"&a
CALIFORNIA -
DATE: January 29, 2025
TO: Jon McMillen, City Manager
FROM: Carley Escarrega, Administrative Technician
RE: Amendment no. 1 to Supplemental Agreement with County of Riverside for FY 2425 CDBG Funds
Please list the Contracting Party / Vendor Name, any change orders or amendments, and the type of services to be provided. Make
sure to list any related Project No. and Project Name.
Authority to execute this agreement is based upon:
❑✓ Approved by City Council on November 21, 2023 - PH 1 Reso 2023-037
❑ City Manager's signing authority provided under the City's Purchasing & Contracting Policy
[Resolution No. 2023-008] for budget expenditures of $50,000 or less.
❑ City Manager's signing authority provided under the City's Personnel Policy Section 3.2 for
temporary employment positions.
❑ Department Director's or Manager's signing authority provided under the City's Purchasing Policy
[Resolution No. 2023-0081 for budget expenditures of $15,000 and $5,000, respectively, or less.
Procurement Method (one must apply):
❑ Bid ❑ RFP ❑ RFQ ❑ 3 written informal bids
.❑ Sole Source ❑ Select Source W1 Cooperative Procurement
Requesting department shall check and attach the items below as appropriate,
❑ Agreement payment will be charged to Account No.: _
❑✓ Agreement term: Start Date July 1, 2024
❑✓ Amount of Agreement, Amendment, Change Order, etc.
End Date
$16,466
June 30, 2025
REMINDER: Signing authorities listed above are applicable on the agcrreciate Agreement amount, not individual
Amendments or Change Orders!
W1
1-1
NOTE:
V
.❑
Insurance certificates as required by the Agreement for Risk Manager approval
Approved by: N/A - Oscar Mojica Date: 2/3/2025
Bonds (originais) as required by the Agreement (Performance, Payment, etc.)
Conflict of Interest Form 700 Statement of Economic Interests from Consultant(s)
Review the "Form 700 Disclosure for Consultants" guidance to determine if a Form 700 is required pursuant
FPPC regulation 18701(2)
Business License No. N/A Expires:
Requisition for a Purchase Order has been prepared (Agreements over $5,000)
File No. 4. LQ.50-24, 4.LQ.51-24
AMENDMENT NO. 1 TO THE SUPPLEMENTAL AGREEMENT
FOR THE USE OF 2024-2025 COMMUNITY DEVELOPMENT BLOCK GRANT FUNDS
This AMENDMENT No.I to the Supplemental Agreement ("Amendment No.
1") made and entered this 25th day of FEBRUARY 2025, by and between the COUNTY OF
RIVERSIDE, a political subdivision of the State of California, herein called, ("COUNTY"), and the
CITY OF LA QUINTA, a California Municipal Corporation and Charter City, herein called ("CITY").
COUNTY and CITY are sometimes referred to herein as "Party" and together as "Parties".
WITNESSETH:
WHEREAS, the parties hereto are the parties to a certain Supplemental Agreement
("Agreement"), effective November 14, 2024, whereas the CITY elected to participate with COUNTY,
under the terms of which certain Community Development Block Grant funds ("CDBG") were
allocated to said CITY and designated for a specific use. Said Supplemental Agreement effective
November 14, 2024, is incorporated herein by reference and made a part of this Amendment No. 1 as if
each and every provision was set forth herein; and
WHEREAS, the parties desire to amend said Supplemental Agreement effective
November 14, 2024, under the terms of which $160,967 in Community Development Block Grant funds
were allocated to said CITY and designated for a specific use; and
WHEREAS, COUNTY has additional CDBG funds to grant to CITY, and the Parties
desire to amend the Supplemental Agreement to reflect an increase in CDBG funds allocated to CITY
in the additional amount of $16,466, for a new total grant amount of $177,433;
NOW, THEREFORE, in consideration of the promises and the mutual covenants and
conditions hereinafter set forth, said Supplemental Agreement dated November 14 2024, is hereby
amended as follows:
1. PURPOSE. Section 2 of said Supplemental Agreement entitled, "PURPOSE," is
hereby deleted in its entirety and replaced with the following language:
CITY promises and agrees to undertake and assist with the community development
activities, within its jurisdiction, by utilizing the sum of $177,433, Community
Page I of 4
Development Block Grant, Entitlement Funds as specifically identified in Amended
Exhibit "A-2" , which is attached hereto, and by this reference is incorporated herein, for
the following project(s)":
A. 4. LQ. 50-24 City of La Quinta Miscellaneous ADA Improvement Projects, $153,933.
B. 4. LQ. 51-24 City of La Quinta Boys and Girls Clubs of Coachella Valley, $23,500
2. AMENDMENT TO EXHIBIT. Exhibit "A" pages 1 through 6 to said
Supplemental Agreement is hereby amended by deleting said Exhibit "A" in its entirety and replacing
with "Exhibit A-2- Amended" pages 1 through 6 which is attached hereto and by this reference
incorporated herein.
3. ENTIRE UNDERSTANDING. This Amendment No.I to the Supplemental
Agreement and the Supplemental Agreement taken together set forth and contain the entire
understanding and agreement of the Parties hereto. There are no oral or written representations,
understandings, or ancillary covenants, undertakings or agreements, which are not contained or
expressly referred to within this Amendment No.I and the Supplemental Agreement.
4. AGREEMENT IN FULL FORCE AND EFFECT
Except to the extent
specifically amended herein all of the terms, covenants and conditions of said Supplemental Agreement
dated November 14, 2024, shall remain in full force and effect between the parties hereto.
5. EFFECTIVENESS OF AMENDMENT. The effective date of this Amendment No.1
to the Supplemental Agreement is the date the parties execute this Amendment. If the parties execute
this Amendment on more than one date, then the last date this Amendment is executed by a party shall
be the Effective Date.
6. FURTHER ASSURANCES. The Parties agree to execute such other documents
and to take such other actions as may be reasonably necessary to further the purpose of this Amendment
No.I to the Supplemental Agreement.
7. ELECTRONIC SIGNATURES
This Agreement may be executed in any number of counterparts, each of which will be an original, but
all of which together will constitute one instrument. Each party of this Agreement agrees to the use of
electronic signatures, such as digital signatures that meet the requirements of the California Uniform
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Electronic Transactions Act (("CUETA") Cal. Civ. Code §§ 1633.1 to 1633.17), for executing this
Agreement. The parties further agree that the electronic signatures of the parties included in this
Agreement are intended to authenticate this writing and to have the same force and effect as manual
signatures. Electronic signature means an electronic sound, symbol, or process attached to or logically
associated with an electronic record and executed or adopted by a person with the intent to sign the
electronic record pursuant to the CUETA as amended from time to time. The CUETA authorizes use
of an electronic signature for transactions and contracts among parties in California, including a
government agency. Digital signature means an electronic identifier, created by computer, intended by
the parry using it to have the same force and effect as the use of a manual signature, and shall be
reasonably relied upon by the parties. For purposes of this section, a digital signature is a type of
"electronic signature" as defined in subdivision (h) of Section 1633.2 of the Civil Code.
[Remainder of Page Intentionally Blank]
[Signatures on Following Page]
Page 3 of 4
IN WITNESS WHEREOF, the parties hereto have caused this Amendment No.l to the
Supplemental Agreement to be duly executed as of the dates set forth below.
COUNTY OF RIVERSIDE,
a political subdivision of the
State of California
BY: L; f
Juan rcia, 67
Deputy Director
Date: 926�%/-/
APPROVED AS TO FORM:
MINH C. TRAN,
COUNTY COUNSEL
Amrit P. 131 ,
Deputy County Counsel
CITY OF LA QUINTA,
a California Municipal Corporation and
Charter City
BY:
cMillen,
City Manager
Date• w2-
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EXHIBIT A-2 -AMENDED
File No.: 4.LQ.50-24
EXHIBIT A-2 AMENDED
SUPPLEMENTAL AGREEMENT
SCOPE OF WORK
(NON-PUBLIC SERVICE)
I. GENERAL INFORMATION
CITY NAME: City of La Quinta UEI #: JDZXS2JL8NL1
ADDRESS: 78495 Calle Tampico
La Quinta, CA 92253
PROGRAM CONTACTS: John McMillen, City Manager
PHONE: 7607777000
FAX:
E-MAIL: jmcmillen@laquintaca.gov
PROJECT NAME: City of La Quinta Miscellaneous ADA Improvement Project
PROJECT LOCATION: Avenida Bermudas and Avenida Navarro, La Quinta, CA 92253
LEVEL OF ENVIRONMENTAL CLEARANCE:
CDBG ELIGIBILITY CODE: 570.201 (c)
PROJECT FUNDING SUMMARY: $153,933
Project to be administered by County (HWS) on behalf of City: YES ❑ NO
II. SCOPE OF SERVICE
A. Activities
City will be responsible for administering a 2024-2025 Community Development Block Grant for the City
of La Quinta Miscellaneous ADA Improvement Project in a manner satisfactory to the County of
Riverside and consistent with any standards required as a condition of providing these funds. Such program
will include the following activities eligible under the Community Development Block Grant program:
Activity #1 The City of La Quinta will use CDBG funds to pay for costs associated with the
construction of ADA improvements at various city -owned public facilities, as well as the
installation of intersection curbs and compliant sidewalks, all prioritized improvements
recommended in the city's ADA Transition Plan report. CDBG funds will be used for
design, construction, project management, compliance monitoring, and inspection/testing
costs. City of La Quinta Miscellaneous ADA Improvement Project
Page 1 of 6
EXHIBIT A-2 -AMENDED
File No.: 4.LQ.50-24
B. National Objective
All activities funded with CDBG funds must comply with one of more of the CDBG program's National
Objective Criteria as required under 24 CFR 570.200(a)(2). City certifies that the activity(ies) carried out
under this Agreement will meet the following National Objective:
National Objective Criteria: 570.208 (a)(2)(i)(A)
CFR Reference: Low Mod Limited Clientele Presumed
C. Levels of Accomplishment — Goals and Performance Measures
Activity #1 Implement and complete the design and construction of ADA compliance activities.
Activity #2 Design, construction, project management, compliance monitoring, inspection, and related expenses.
re
' 1 111111CK�7►� I »l :7 ICI '77._ 1I /:��C�1 �►� 19I`.Y119 3101 �l►`Y�I
Objectives (select one): ® Creating Suitable Living Environments
❑ Providing Decent Affordable Housing
❑ Creating Economic Opportunities
Outcome (select one): ® Availability/Accessibility
❑ Affordability
❑ Sustainability (promoting livable or viable communities)
D. City Capacity
By executing this Supplemental Agreement, the City certifies that it has the appropriate number of trained
and knowledgeable staff, adequate facilities, proper equipment, required licensing and permitting, and
sufficient amount of financial resources necessary to implement and carry out the activities funded with
CDBG funds.
City will immediately notify County of any significant changes in organizational management, assigned staff,
change in facilities, loss or change in matching funds, or any other event that could potentially impact the
City or subrecipient's performance under this Agreement.
Any changes in the above items are subject to the prior approval of the County.
E. Performance Monitoring
The County of Riverside will monitor the performance of the City and its subrecipients against goals and
performance standards as stated above. Substandard performance as determined by the
County will constitute noncompliance with this Agreement. If action to correct such substandard
performance is not taken by the City within a reasonable period of time after being notified by the County,
contract suspension or termination procedures will be initiated.
Page 2 of 6
EXHIBIT A-2 -AMENDED
File No.: 4.LQ.50-24
F. Program Budget
It is expressly agreed and understood that the total amount to be paid by the County under this Agreement
shall not exceed $153,933 Drawdowns for the payment of eligible expenses shall be made against the line
item budgets specified in this Section and in accordance with performance. Payments may be contingent
upon certification of the Subrecipient's financial management system in accordance with the Uniform
Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR Part
200).
The County may require a more detailed budget breakdown than the one contained herein, and the City
shall provide such supplementary budget information in a timely fashion in the form and content prescribed
by the County. Any amendments to the budget must be approved in writing by both the County and City.
Line Item
CDBG Granted
Funds
Total of Non-
CDBG Funds
Total Activity/Project
Budget
Notes
Design/Engineering Costs
X
Project Administration Costs
X
Construction Costs
X
Acquisition Costs
Relocations Costs
Capital Equipment Costs
X
Code Enforcement
Clearance
Interim Assistance
Indirect Costs:
X
TOTAL CDBG BUDGET
$153,933
$7,000
$160,933
Page 3 of 6
EXHIBIT A-2 -AMENDED
File No.: 4.LQ.50-24
G. Total Amount of Non- CDBG Leveraging
TYPE _10 SOURCE AMOUNT SOURCE AMOUNT SOURCE AMOUNT TOTAL
FEDERAL F_ F_ F_ F__� 7--
STATE/LOCAL City funds $7,000 �—F,000$7
PRIVATE I F
OTHER _M1 qMV-_ _F__�
TOTAL: $7,000
III. ADMINISTRATIVE REQUIREMENTS
A. Accounting Standards
The City agrees to comply with the Uniform Administrative Requirements, Cost Principles, and
Audit Requirements for Federal Awards (2 CFR Part 200) and agrees to adhere to the accounting
principles and procedures required therein, utilize adequate internal controls, and maintain
necessary source documentation for all costs incurred.
B. Cost Principles
The City shall administer its program in conformance with the Uniform Administrative
Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR Part 200).
These principles shall be applied for all costs incurred whether charged on a direct or indirect basis.
C. Documentation and Record Keeping
Records to be Maintained
The Subrecipient shall maintain all records required by the Federal regulations specified in 24 CFR
570.506 that are pertinent to the activities to be funded under this Agreement. Such records shall include
but not be limited to:
I Records providing a full description of each activity undertaken;
ii. Records demonstrating that each activity undertaken meets one of the National Objectives of the
CDBG program;
iii. Records required to determine the eligibility of activities;
iv. Records required to document the acquisition, improvement, use or disposition of real property
acquired or improved with CDBG assistance;
V. Records documenting compliance with the fair housing and equal opportunity components of the
CDBG program;
vi. Financial records as required by 24 CFR 570.502, and 2 CFR 200; and
vii. Other records necessary to document compliance with Subpart K of 24 CFR Part 570.
Page 4 of 6
EXHIBIT A-2 -AMENDED
File No.: 4.LQ.50-24
2. Records Retention
The City shall retain all CDBG-related financial records, supporting documents, contracts, and
agreements for a period of four (4) years. The retention period begins on the date of the submission of
the County's annual performance and evaluation report to HUD in which the activities assisted under
the Agreement are reported for the final time. The City will retain all National Objective documentation,
including low -moderate income certification, ethnicity, and other pertinent data for a period of four (4)
years after submission of the County's annual performance and evaluation report to HUD.
Notwithstanding the above, if there is litigation, claims, audits, negotiations or other actions that involve
any of the records cited and that have started before the expiration of the four-year period, then such
records must be retained until completion of the actions and resolution of all issues.
3. Client Data
The City shall maintain client data demonstrating client eligibility for services provided. Such data shall
include, but not be limited to, client name, address, income level or other basis for determining
eligibility, and description of service provided. Such information shall be made available to County
monitors or their designees for review upon request.
4. Disclosure
The City understands that client information collected under this contract is private and the use or
disclosure of such information, when not directly connected with the administration of the County's or
City's responsibilities with respect to services provided under this contract, is prohibited by applicable
federal and State law unless written consent is obtained from such person receiving service and, in the
case of a minor, that of a responsible parent/guardian.
5. Close-outs
The City's obligation to the County shall not end until all close-out requirements are completed.
Activities during this close-out period shall include, but are not limited to: making final payments,
disposing of program assets (including the return of all unused materials, equipment, unspent cash
advances, program income balances, and accounts receivable to the County), and determining the
custodianship of records. Notwithstanding the foregoing, the terms of this Agreement shall remain in
effect during any period that the City has control over CDBG funds, including program income.
6. Audits & Inspections
All City records with respect to any matters covered by this Agreement shall be made available to the
County, HUD, and the Controller General of the United States or any of their authorized representatives,
at any time during normal business hours, as often as deemed necessary, to audit, examine, and make
excerpts or transcripts of all relevant data. Any deficiencies noted in audit reports must be fully cleared
by the City within 30 days after receipt by the City. Failure of the City to comply with the above audit
requirements will constitute a violation of this contract and may result in the withholding of future
payments. The City hereby agrees to have an annual agency audit conducted in accordance with current
County policy concerning subrecipient audits the Single Audit Act, and the Office of Management and
Budget (OMB) Title 2 U.S. Code of Federal Regulations (CFR) Part 200, Uniform Administrative
Requirements, Costs Principles, and Audit Requirements for Federal Awards (Uniform Guidance).
Page 5 of 6
EXHIBIT A-2 -AMENDED
File No.: 4.LQ.50-24
IV. PROJECT IMPLEMENTATION AND SCHEDULE
Unless pre -approved by County, City will perform and complete the activities described in Section II in
conformance with the schedule of tasks and milestones listed below:
Tasks / Milestone Start Date Completion Date
Complete CDBG Training
Implement Project Activities
Execute Supplemental Agreement & Notice to Incur Cost
Tasks / Milestone
Submit Quarterly Performance Reports to County
County Monitoring of City Program/Performance
September 2024 September 2024
Upon Notification from HWS
September 2024 January 2025
Start Date Completion Date
October 2024 Through June 2025
To be determined by Program Manager
Specific Proiect Activities
1. City executes Supplemental Agreement; receives Authorization to Incur Cost letter
2. City prepares final construction documents (incorporating Special Federal Provisions) for HWS review and
approval
3. HWS authorizes City to advertise for bids
4. HWS reviews and approves bidding process
5. City awards construction contract
6. City and HWS conduct "pre -construction meeting"
7. HWS authorizes City to issue "Notice to Proceed"
City Submits Reimbursement Requests Monthly Submittal ❑ Other Schedule ® To be determined by
CDBG Program manager
CDBG-funded Project Complete June 30, 2025
V. SPECIAL CONDITIONS /PERFORMANCE REQUIREMENTS
The City must follow proper procurement and construction policies and procedures of the City and CDBG
regulations. Construction shall commence using CDBG funding with a Notice to Proceed. A pre -bid and
pre -construction meeting are required. The City must contact the CDBG Program Manager for review
before submitting RFP, construction activity, or cost without prior written approval. The County must be
contacted 10 (ten) days in advance for attendance of the Pre -Construction meeting. Original signed Certified
payrolls are to be submitted on a weekly basis to the HWS-CDBG program manager once construction
starts.
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