Contract - Dept of Community Investment - Provide Necessary Home Repairs for Low Mod Income Owners

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TIMETABLE Costs may be incurred when the agency is notified to proceed by the Departirrent of Community Investment. This activity shall commence on January 1, 2018, and shall continue to and include December 31, 2018. All finds unobligated by 12/31/19 and all funds unspent by 1/31/20 will be subject to reprogramming at the option of the City. PROGRAM BUDGET The total CDBG budget for the Department of Community Investment South Bend/UEA Pilot Home Repair Program (18-JC-05) shalt not exceed $200,000.00. COST CATEGORIES Generally, costs must be necessary, reasonable and directly related to the grant. Funds will be used to directly benefit low/mod income homeowners through payment to contractors for eligible home repairs. In accordance with the statement of purpose and intent, the following eligible cost categories have been established: 1. Roof, electric, plumbing, heating, structural, windows, and lead based paint issues 2. Unsafe or hazardous conditions 3. Handicapped accessible items 4. Other repairs such as gutters, doors, and weatherization of home CLAIM REIMBURSEMENT The City of South Bend contracts with CDBG sub -recipients on a cost reimbursement basis. Under such an agreement, the City agrees to reimburse the subrecipient or developer for work performed and/or costs incurred, up to and including the total amount specified in the CDBG contract. For CDBG reimbursement requests to be considered, the following supporting documentation must be included with claims submitted to DCI: Copy of vendor invoice. Each invoice should note: o Date that expense was incurred o Amount of expense o Vendor name and address o Purpose of expense, i.e. "furnace installation at 123 Main Street" o Subrecipient or developer approval for payment Front and back of sub -recipient's cancelled check; OR front of the subrecipient's check along with an account register that documents invoice was paid; OR other mutually agreed upon documentation proving that payment was made prior to requesting reimbursement; If requesting payroll reimbursement, copies of time sheets that indicate number of hours worked on CDBG-eligible activities. Timeshects should include employee and supervisor signatures. Department of Community Investment staff will review each request for reimbursement against supporting documentation and the contract Scope of Services. No payment shall be made except for services within the scope of each contract, therefore it is extremely important that subrecipients verify the CDBG eligibility of an expense prior to expending funds. Claims for reimbursement that are submitted with insufficient documentation and/or that are incorrect will not be paid until the deficiencies and/or errors have been corrected. It is important that sub-jecipients submit claims for reimbursement regularly; preferably on a monthly Appendix I - Scope of Services Page 2