Loading...
CC - Item IV.CC-A - Agreement With Willdan Associates For CDBG And Home Program ServicesTO: HONORABLE MAYOR AND MEMBERS ROSEMEAD CITY COUNCIL FROM: FRANK G. TRIPEPI, CITY MANAGER DATE: JUNE 13. 2000 RE: EXTENSION OF AGREEMENT WITH WILLDAN ASSOCIATES FOR CDBG AND HOME PROGRAM SERVICES In compliance with Department of Housing and Urban Development (HUD) guidelines, the City of Rosemead issued a Request for Proposals (RFP) for Community Development Block Grant and HOME program services. The City received two (2) proposals to the RFP and the City Council awarded the bid for those services to Willdan Associates. The original agreement was approved for July 1, 1998. The agreement provides for two (2) one year extensions. In the past year, Willdan has done the following: • Completed the City's Annual Funding Plan for CDBG and HOME • Completed the City's CAPER report, closing FY 1998-1999 • Monitored and tracked progress of the City's subrecipients • Worked with a local lender to provide lending services in the City's low interest loan programs • Provided Housing Code Compliance services • Done outreach for the City's commercial and residential rehabilitation programs • Oversaw the preparation of the City's Analysis of Impediments to Fair Housing study COW,,': ILi z_44DA JUN 2 "i 2000 FENI No.T-9" W-A staf epor Extension of Agreement with Willdan Associates for CDBG and HOME Program Services, 2 • Provided Residential Rehabilitation inspection services for owners in the City's rehabilitation program • Provided Residential Rehabilitation services • Updated the 1998-1999 Rehabilitation Program Report (the 1999-2000 Report will be updated in July) • Continued the City's compliance with environmental regulations • Provided assistance to owners of commercial property applying for assistance in the Commercial Rehabilitation Program The current contract with Willdan allows for one additional one-year extension of the contract on mutual consent of the contractor and City. Staff is recommending that the contract be extended for a period of one year. All expenses incurred by the City under this agreement are eligible CDBG expenditures. A copy of the Program Cost Summaries have been attached for the Council's review. RECOMMENDATION: It is recommended that the City Council approve a one (1) year extension to the City's agreement with Willdan Associates for CDBG and HOME program services and authorize the City Manager to execute the necessary agreements. Program cost Summaries EXHIBIT "A" CITY OF ROSEMEAD COST ESTIMATE FOR CDBG ADMINISTRATION The specific tasks to be performed by VJlldan Associates in administrating the City's CDBG Program for the 1998-1999 Fiscal Year, and two (2) subsequent fiscal years, are as follows: I COST I TASK 1998-99 119-09-00 2D00-01 1. Prepare the City's annual Gran- S 1D,035 S 10,440 S 10,440 tee Performance Report or fulfill CAPERS reouirement. Prepare the City's Annual S 1 B,470 S 19,210 S 19.210 CDBG and HOME funding plan, including project descriptions and cost summaries. 3. Prepare public notices for and S 12.25D S 12,740 S 12,74D conduct two annual public hear- ings on the use of CDBG and NOME funds. Work With Finance to prepare S 7,4DD S 7,700 S 7,7D0 quarterly Cash Transactions Report and maintain the IDIS reDD ling reouirements.. 5. Work with =inance in prepara- S 7,790 S 8,100 S 8,1D0 lion ofdrawdown reo.uisitionsfor each project and maintain oroiecIs and database in IDIS. S. Preoare all Derformance 5 8,130 S 8.455 S 8,455 reports: annual, bi-annual for each project (includes Contrac- torActivity Report, Semi-Annual Labor Standards Report, Minor- ity Banking Report, Section 3 ReDDits. etc.). Willdan Associates Proposal for City of Rosemead CDBG and HOM=_ .~rooram Services Raoe 22 Program Cost Summaries COST I I TASK 1996-99 1999-00 200D-01 7. Coordinate with HUD staff re- 5 2D,1D5 S 20,910 S 20.910 carding CDBG and HOME Prooram monitoring. B. Coordinate with Finance in S 8,130 S 8,455 S 8,455 prepaation of the City's annual budget and annual audit, in the areas of CDBG and HOME. 9. I Prepare all agreements with I S 7,725 ( S 8,D35 I S 8,035 City subrecipients. 10. I IVIDnitor all subrecipients, in- S 14,560 I S 15,140 I S 15,140 cludin❑ annual site visits. 11. Prepare all PFP's for subreci- S 9,550 S 9,930 S 9,930 pients, including =air Housing Services. ESTIMATED TOTAL COST I $124,145 I I S129,115 5129,115 of Ildan Asso=fates Proposal for City of Rosemead CDBG and"HOIJ=- ?ro=am Se;vices Paoe 23 Program Cost Summaries \ EXHIBIT "B" CITY OF ROSEMEAD COST ESTIMATES FOR OPERATION OF RESIDENTIAL REHABILITATION PROGRAMS The specific tasks to be performed by lVlidan Associates in administrating the City's Residential Rehabilitation Proarams for the 199B-1999 Fiscal Year, and two (2) subsequent fiscal years are indicated below. The total cost must reflect all tasks necessary-to complete one case. The tasks may vary slightly depending on the rehabilitation work or the program component involved. However, the consultant is generally responsible for the following: I COST TASK 1998-99 I 1°°9-OD 2000-01 1. Prepare application intake and S 50 S 52 S 52 approval based on federal in- come guidelines and program elioibiiity reouirements. 2. Conduct initial property inspec- S250 S250 S260 tion for code violations and re habiiitation work necessary to bring the property into confor- mance with the City's adopted rehabilitation standards. 3. Prepare and submit historical S 50 S 52 S 52 clearance documentation. 4. Prepare and obtain proper envi- S 25 S 28 5 28 ronm=_ntal clearances. 5. Prepare work description and S 1112 S 115 S 116 obtain homeowner approval. S. Prepare plans, specifications S 70 S 73 S 73 and contact documents for bid- , purposes. 7. Set up contractor walk-through S 50 S 51 S 51 and be present during walk- through to ensure homeowner's ouestions are answered. Willcan Associates Proposal for City of Rosemead - c.....:--- Paae 24 Program Cost summaries I COST TASK 1998-99 1999-00 I 20D D-01 8. Receive and review bids, in- S 52 S 54 S 54 cluding checking license of con- tractor and ensuring s/he is not federally debarred. 9. Take information to Council for S 6D S 66 S 66 approval in accordance with City's Rehabilitation Guidelines. 1 D. Prepare Owner Participation S 70 S 73 S 73 Agreements, Contractor Agree- ments, and obtain proper signa- tures. V 11 1. I Prepare loan documents and I S 52 I S 54 S 54 financial statements. 12. Prepare and execute promiS- S 7D S 73 S 73 sory note, deed of trust, and all required Iran documents for processing if a loan.- Prepare covenan*:s, execute, and record if a grant. 13. Conduct progress inspections to S 132 S 137 S 137 ensure work is proceeding in a timely manner and according to plans and/or schedule of com- pletion. 14. Authorize progress Daymen*.s. I S 40 I S 43 I S 43 15. Conduct final IP.Spectlons, pr_ S 7D S 73 S 73 rare Notice of Completion, ac- cuire homeowner signatures for work completed to homeowner satisfactions and in accordance with contract specifications. Willdan Associates Proposal for City of Rosemead CDBG and HOM= Program Services Pa❑e 25 Program Cost Summaries I COST TASK 1998-99 199M0 I 20DD-01 16. Execute. contract completion by S 5D S 52 S 52 acquiring lien releases from Contractor (building permits, etc.) and close out Cases by ensuring permanent file con- tains all documentation required for government audit purposes. ESTIMATED TOTAL COST I S1.2D4 I 51.257 I 51257 Willdan Associates Proposal for City of Rosemead C73'; ao^ 4-IrIN= ~rn.n~m Conti-o~ o~,.e ~c Program Cost Summaries EXHIBIT "C" CITY OF ROSEMEAD COST ESTIMATES FOR ADMINISTRATION OF COMMERCIAL REHABILITATION PROGRAM The specific tasks to be performed by VJlldan Associates in administering the City's Commercial Rehabilitation Program forthe 1998-1999 Fiscal Year and two (2) subsequent years are indicated below. Total cost is to reflect all tasks necessary to complete one case. The tasks may vary slightly depending on the extent of the rehabilitation work to be performed. However, the consultant will be generally responsible for the following: I COST TASK L 1998-99 I 1999-00 I 2000-01 1_ Conduct initial meeting with ap- S 204 S 212 s' 97 olicant. Review application and approve oroaram participation. 2. Review proposed improvements S 554 S 587- S 97 at property location to quality eligible improvements. 3. Inspect property for code viola- S 282 S 293 S 192 tions and to ensure con- I formance with City's adopted codes. 4. Prepare work write-up and/or s 6313 - S 602 S 289 itemized cost estimate. Review work write-ups and/or cost esti- mates of architects. 5. Prepare Iran documens and/or S iso S i013 . S 484 approve estimated rebate. 6. .Approve proposed work by S 160 5 160 S 484 Planning and Building & Safety Depts. 7- -bid process proce- S 815 S 849 S 484 lures, review bids, select con- tractor. and award bid. Willdan Associates Proposal for Ciry of Rosemead --23G antl HDMF Prnn,,, C>.viroc Praoram Cost Summaries I COST TASK T 1996-99 1999-00 2000-01 preconstruction meet- T S 444 5 452 S 192 ing with contactor, property one owner and commercial rehabifi- tafion staff. t progress inspections 52,397 52,493 S 289 rove work done in con- with approved sched- . final inspection, obtain S 337 S 35D S 289 leases Trom contractor, final payments and/or rebat=, file Nofice o` peion. ESTIMATED TOTAL COST I SS,DDD I 55.240 52,897 DEG n and Associates C Proposal for City of Rosemead D3~ i-V!~~.n= Program cost summaries EXHIBIT "D" CITY OF ROSEMEAD HOUSING CODE COMPLIANCE i he specific tasks to be performed by Willdan Associates in administering the City's Housing Code Compliance Program forthe 1998-1999 Fiscal Year and two (2) subsequent years are indicated below. Total cost is to reflect all tasks necessary to complete one case. The tasks may vary slightly depending on the extent of the code compliance work to be performed. However, the consultant will be generally responsible for the following: I COST TASK 1998-99 long-DD 20DD-01 1. Using City's complaint form, doc- S 79 S 82 S B2 ument source of comDlaint re- garding substandard housing conditions. 2. Conduct initial site inspection S 297 S 309 S 309 from public right-of-way, within 15 days of receipt. of request: If - necessary, obtain permission to enter premises from person in control of premises. Note and DnDtDgraph substandard condi- tions. Prepare plot plan of prop- e! , as required. 3. If permission to enter is required, S 79 S 82 S S2 but denied, refer case to City P.<iomey to obtain a search war- rant. Refer fife/safetyh azardous condifions to Building Of icial, it required, fDr possible summary abatement. 4. Review building permit job file, 5 lie S 121 S 121 zoning files and assessors re- cords to determine permit status of the property and owner of re- cord- Willdan Associais Proposal for City of Rosemead Cr 1B : and t-1llM= = rmram Servi^ec raoe 29 Program Cost Summaries COST TASK 1398-99 1999-00 I 2000-01 5. Send Notice of Violation signed S 52. S 54 S 54 by Building Official via certified mail within five (5) days of the inspection along with information on, and an application for, City's Housing Rehabilitation Program, if applicable. 6. Reinspect property fifteen (15) S 79 S 52 S 62 days after notiCe to see if sub- standard conditions have been corrected. Close and document case if conditions are corrected. 7. If conditions are not corrected, S 52 S 54 S 54 but progress has been made, arrange single extension of time and schedule reinsoection. 8. If voluntary compliance efforts S 52 S 54 S- 54 fail, order a title search. Issue a Notice and Order by the Building InSDector within 5 days of the Second inspection and notify all interested parties. Pest Notice and Order on property. Maintain and update mailing list upon re- ceiDt of certified receipt or re- tumed letters. 9. During the thirty (30) day posting S 52 S 54 S 54 - period, make every effort to con- tact the owner personally or by -eleohone to obtain compliance. 10. If all e Sorts for comPiianc_ fail, S 79 S o2 S 52 schedule case for an Administra- tive Hearina. Prepare and send Notice of. Hearing via certified .ail fo the vested owner and 'allow receipt at least ten (10) days prior to hearing. Post no- tic= .for at least ten (10) days prior to hearing. Willdan Associates Proposal for City of Rosemead CD3G and HOME Pr"MM Services Paoe 30 Program Cost Summaries COST TASK 1998-99 1999-00 2000-01 11. Conduct hearing before the Buil- S 149_ S 155 S 155 ding Official. Building Official will issue a decision regarding the existence of substandard conditions, and issue a citation with deadline for abatement if substandard conditions* exist. Deadline for abatement shall not exceed sixty (00) days. 12. If owner is instead found in com- S 52 S 54 S 54 pliance, close and document case. 13. If owner is not found in S 52 S 54 S 54 compliance, notify owner of the time and place of the hearing before the Rehabilitation Appeais Board (City Council) which shall be held within thirty (3D) days. 14. If Board does not find substan- S 52 S 54 S 54 dard conditions at the rehearing, close and document the case. 15. If Board confirms substandard S 52 S 54 S 54 conditions, and oration stands, transmit citation to the District Attomey for prosecution. Give notice to the State Franchise Tax Board that the rental housing unit has been determined to be "substandard." ESTIMATED TOTAL COST I S1.294 I 51.345 I 51345 Willdan Associates - Proposal for City of Rosemead -D3G and HDM= Prooam Services Paoe 31