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HomeMy WebLinkAboutReso 167-2023 (File 23-968)Page 1 FIRST AMENDMENT TO GRANT AGREEMENT BETWEEN THE COUNTY OF SAN MATEO AND THE CITY OF SOUTH SAN FRANCISCO This First Amendment to Grant Agreement is entered into as this 10th day of August 2023, by and between the County of San Mateo, a political subdivision of the state of California (the “County”), and the City of South San Francisco (“Grantee”), (County and Grantee may be collectively referred to herein as “Parties” and individually as “Party”). * * * WHEREAS, on July 11, 2023, the Parties entered into that certain Grant Agreement between the County of the San Mateo and the City of South San Francisco (the “Agreement”) in connection with the County’s Small Business Post-Pandemic Recovery Grant Program (the “Program”) in which the County granted funds to Grantee, subject to the terms and conditions stated therein, to facilitate the distribution of grants to impacted small businesses to respond to the pandemic and its negative economic impacts; and WHEREAS, the Parties wish to amend the Agreement to modify the term and to modify provisions in Exhibits A and B concerning program administration and grant disbursement. NOW, THEREFORE, it is hereby agreed by the Parties to this Agreement as follows: 1. Original Exhibit A -Program is replaced with and superseded in its entirety by Exhibit A -Program (rev. July 25, 2023), attached hereto and incorporated by reference as is fully set forth herein. 2. Original Exhibit B -Grant Disbursement is replaced with and superseded in its entirety by Exhibit B – Grant Disbursement (rev. July 25, 2023), attached hereto and incorporated by reference as is fully set forth herein. 3. All other terms and conditions of the Agreement between the County and Grantee shall remain in full force and effect. * * * In witness of and in agreement with this Agreement’s terms, the Parties, by their duly authorized representatives, affix their respective signatures For Grantee City of South San Francisco: (signature) Authorized Representative City Date Job Title DocuSign Envelope ID: E0959712-E58C-42B2-867F-9A26D6D2CA8F 8/24/2023 8/24/2023 City Manager Page 2 (please print name) Authorized Representative City For County: (Signature) Authorized Designee County of San Mateo Date Job Title (please print) (please print name) Authorized Designee County of San Mateo DocuSign Envelope ID: E0959712-E58C-42B2-867F-9A26D6D2CA8F SHARON RANALS Justin Mates Deputy County Executive8/24/2023 Page 3 Exhibit A- Program (rev. July 25, 2023) The Program is designed to mitigate financial hardship and to help prepare COVID-impacted small businesses, including retail and restaurant businesses, to meet post-pandemic customer expectations through technical assistance trainings and consultations provided by Good City, and a grant program operated by the three participating pilot cities. Eligible impacted small businesses may use their grants to pay for payroll and benefits, costs to retain employees, and mortgage, rent, utility, and other operating costs. Grantee, as one of the three participating pilot cities, shall complete the following tasks by June 30, 2024. 1. Program Details. Grantee shall document all grant program details, which must, at minimum, include the following: a. Determine grant amount(s), which in all cases must be reasonably proportional to the harm suffered by the qualifying small business recipient and shall not exceed $5,000 per impacted small business. b. Establish eligibility criteria for impacted small businesses; provided, however, that all recipients of assistance under the Program must (i) be a small business—defined, for these purposes, to mean a business having no more than 5 full-time-equivalent employees (or 3 employees who earn less than 65% of AMI in San Mateo County), that is independently owned and operated and that is not dominant in its field of operation; (ii) have, where required, a valid business license; (iii) have a currently operating physical business address within Grantee’s jurisdictional boundaries; and (iv) have suffered financial hardship as a result of the COVID-19 pandemic. c. In coordination with Renaissance Entrepreneurship Center, create an outreach program/strategy designed to raise awareness of the Program among qualifying small businesses and distribute materials in languages in which outreach is provided. d. Design an application process that is linguistically and culturally accessible to eligible impacted small businesses. e. Establish a grant administration process, which process could include contracting with a third-party administrator for such services, provided that Grantee shall employ controls to ensure that costs for the third-party administrator are reasonable and necessary. 2. Written Summary of Program Details. Within 120 days after the Effective Date or such other date as approved in writing by the County, Grantee shall provide a written summary of the Program details determined above in Section 1 of this Exhibit A to the County Project Manager (County shall notify Grantee of designated County Project Manager and their contact information), the Good City Company Program lead, and the other pilot city leads to share information, discuss design logic, review any common issues or concerns with implementation of the Program. 3. Implementation and Disbursement. Grantee shall implement the Program and distribute cash grants according to the Program details determined above in Section 1 of this Exhibit A. DocuSign Envelope ID: E0959712-E58C-42B2-867F-9A26D6D2CA8F Page 4 4. Records. Grantee shall maintain records of all eligible small businesses receiving grants, to include the following information: a. Type of small business b. Small business owner demographics, including racial and ethnic background and gender c. Summary of how impacted small businesses used the grant funds received 5. Monthly Updates. Upon request, with reasonable notice provided, Grantee shall meet with County Project Manager to provide updates regarding the Program, including status of Program roll- out, number of grants distributed to impacted small businesses to date, and review of any outstanding issues or concerns. 6. Final Report. After all grants are awarded to impacted small businesses, but in no event after June 30, 2024, Grantee shall provide a summary report that includes, at minimum, demographic information of grant recipients, types of businesses assisted, comments/feedback from five or more grantees, and any additional information requested by County. 7. Cooperation. Grantee agrees to cooperate with the County to determine and carry out other responsibilities as agreed upon between the County and Grantee to implement the Program. DocuSign Envelope ID: E0959712-E58C-42B2-867F-9A26D6D2CA8F 5 Exhibit B – Grant Disbursement a. Disbursement. Subject to Grantee’s compliance with the terms and conditions of the Agreement and the procedures specified herein, the County shall disburse the Grant to Grantee in one lumpsum disbursement of $100,000, disbursed after the Effective Date and within 30 days of receipt of Grantee’s disbursement request. In no event shall the County’s disbursements exceed the total amount of the Grant. b. Disbursement Request. Grantee’s written request for disbursement and cost reporting shall (i) be submitted electronically to the County on Grantee’s official letterhead to the attention of the person identified in Section 13 of this Agreement, or their designee(s), and (ii) include the date of the request, disbursement amount per the specified installments (as applicable), and this Agreement’s number. c. Quarterly Cost Reporting. Grantee’s quarterly reporting required under Section 6 of this Agreement shall also include Grantee’s actual costs incurred for the Program for the preceding quarter with supporting documentation for such costs to which the Grant funds have been applied, including without limitation, invoices, receipts, payroll, and activity logs sufficient to substantiate the costs. Invoice documentation must be accompanied by a line-item accounting for monthly expenses and evidence of work performed, or costs incurred, including, but not limited to, timesheets, copies of bills, and/or packing slips. Grantee shall include a written certification that the costs were actually, reasonably and necessarily incurred for the Program and that the supporting documentation is true, correct and complete. Grantee agrees to provide further supporting documentation as reasonably requested by the County. d. True-Up Process. Grantee agrees to cooperate with County, as necessary, to reconcile Program costs reported and substantiated with the Grant amount disbursed. Grantee shall promptly return to the County any amount of the Grant that has not been spent as of June 30, 2024. e. Indirect cost rate. Grantee confirms it does not have an approved federally recognized indirect cost rate and, as such, the allocable indirect costs against the Grant funds may be charged at a rate not to exceed the 10% de minimis federal indirect cost rate. DocuSign Envelope ID: E0959712-E58C-42B2-867F-9A26D6D2CA8F Small Business Post-Pandemic Recovery Grant Program Program Guidelines City of South San Francisco This guide is provided as a reference for small businesses applying for the City of South San Francisco’s Small Business Post-Pandemic Recovery Grant Program. This Program is provided by American Rescue Plan economic recovery funds and is made available by San Mateo County. For questions, call (650) 829-4652 or email [email protected]. Si necesita ayuda en español, hay ayuda por teléfono a (650) 829-4652, por corréo electrónico a [email protected], o por visita a 366 Grand Avenue al Centro de Avance Ecónomico. Overview The City of South San Francisco has partnered with San Mateo County on a pilot Small Business Post-Pandemic Recovery Grant Program (“Program”). The grant program consists of $5,000 grants for eligible small businesses in South San Francisco. The total in the Program is $100,000, and 20 eligible businesses will be selected through an application process. A lottery may be required if needed. The Program is designed to mitigate continued financial hardship and to help prepare COVID- impacted small businesses, including retail and restaurants, to meet post-pandemic customer expectations through technical assistance trainings and consultations provided by the City’s Economic Advancement Center and online. Grantees can use the $5,000 to pay for payroll and benefits, costs to retain employees, and mortgage, rent, utility, and other operating costs. Eligibility and Grant Components 1. Applicant must be a small business, defined as currently employing five (5) full-time equivalent (FTE) employees or less, or employing three (3) employees who earn less than 65% of Area Median Income (AMI) in San Mateo County. To be considered 65% of AMI in San Mateo County, or “low income” specific to this Program, an employee must demonstrate that they earn less than $79,652 for a household of one. 2. Business must be independently owned and operated and not dominant in its field on a national basis. 3. Business must currently be in operation and have operated at least since March 16, 2020. 4. Business must have a current business license with the City of South San Francisco. 5. Business must have suffered financial hardship as a result of the COVID-19 pandemic. 6. Grantees will be required to attend a minimum of two hours of small business support training. 7. Smoke shops, alcohol shops, and home-based businesses are not eligible for this Program. 8. A business is only eligible to submit one (1) application. 9. Businesses that already received a forgivable loan from the City Small Business Relief Fund (2020-2022), or San Mateo County Strong may still apply, but will not be prioritized. Childcare facilities are exempt from this requirement. 10. Applicants will be required to provide documentation through the application portal to substantiate the required eligibility criteria. 11. A lottery may be conducted based on the level of demand. How to Apply An online application portal will open on Tuesday, January 2, 2024 and close on Friday, January 26, 2024. The online portal will be posted at www.ssf.net/eac. Interested applicants can also walk into the Economic Advancement Center, located at 366 Grand Avenue, or call (650) 829- 4652 for assistance.