Contract - Youth Service Bureau of St Joe County - Subsidize Cost for Emergency Shelter for Homeless

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Housing Relocation and Stabilization Set -vices as defined at 24 CFR Pat-( 576.105 and 24 CFR Part 576.106. CLAIM REIMBURSEMENT The City of South Bend contracts with ESG sub -recipients oil a cost reimbursement basis. Under such all ,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 ESG contract. For ESG 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 payinerit was made prior to requesting reimbursement; If requesting payroll reimbursement, copies of time sheets that indicate number of hours worked on ESG-cligible activities. Tirnesheets 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 Set -vices. No payment shall be made except for services within the scope of each contract, therefore it is extremely important that subrecipients verify the ESG eligibility of all 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 -recipients submit claims for reimbursement regularly; preferably on a monthly basis, but no less than quarterly. The City will make payment to the subrecipient as soon as practicable, but not more than thirty (30) days after an invoice is received, assuming all supporting documentation is attached and correct. PLEASE NOTE: In certain c ircurn stances, sub -recipients or developers may be provided with advance payments for expenses incurred but not yet paid. In such instances, the subrecipient or developer must provide acceptable documentation (as previously noted) to DCI staff that proves payment was made to the vendor no more than three (3) days after receipt of ESG funds from the City. Any arrangement to receive advance payments must be agreed upon between tile City and the subrecipient or developer pj[or to submission of a claim to request funds. PROGRAM BUDGET: The total cost of Youth Service Bureau of St. Joseph County, Inc.'s 2018,Emergency Solutions Grant shall not exceed $77,406.00. The Emergency Shelter portion shall not exceed $34,000.0 ($18,000 for Safe Station Operations and $16,000 for Essential Services), and the Rapid Rehousing Portion shall not exceed $43,406.00 ($20,000.00 for relocation and stabilization, and $23,406.00 for tenant -based rental assistance). MATCH COWRIBUTION: The match contribution to be made to the Emergency Shelter and Rapid Re -Housing activities shall be no less than 100% of the total ESG monies in the activity or $77,406.00 and shall be spent on ESG eligible 13