CC - Item 4C - Report, Discussion, and Direction Regarding Extension to the Agreement for Priscila Davila & Associates, Inc.ROSEMEAD CITY COUNCIL
STAFF REPORT
TO: THE HONORABLE MAYOR AND CITY COUNCIL
FROM: BEN KIM, CITY MANAGERfv
DATE: FEBRUARY 27, 2024
SUBJECT: REPORT, DISCUSSION, AND DIRECTION REGARDING EXTENSION
TO THE AGREEMENT FOR PRISCILA DAVILA & ASSOCIATES, INC.
SUMMARY
On March 23, 2021, the City Council approved a three-year (3) Professional Services Agreement
with Priscila Davila & Associates, Inc. to assist staff in administering, implementing, and
managing of the HUD — CDBG, HOME, CDBG-CV, and HOME -ARP programs. The terms of
the agreement allow for two one-year extensions. For this reason, the extension is being considered
by the City Council.
DISCUSSION
Priscila Davila & Associates, Inc. provides City staff assistance with HUD administration services
including tracking federal funding, completing federal reports (i.e., Annual Action Plan,
Consolidated Plan, Analysis of Impediments, Substantial Amendments, Etc.), initiating
drawdowns, labor compliance monitoring, preparing HOME -ARP allocation plan, reporting to
HUD, and IDIS entries. In addition, Priscila Davila & Associates, Inc. assists in processing the
Owner -Occupied Rehabilitation Programs (Rehabilitation Grant, Match Grant, and Loan),
the Home Buyer Program and the Commercial Improvement Program.
Over the last year, of the Housing Division (City staff and Priscila Davila & Associates, Inc.) has
processed and approved several Owner -Occupied Housing Rehabilitation Grant Program
(formerly Handyworker Program) and Commercial Improvement Program applications. A large
part of this is due to changes to the programs identified by staff, marketing efforts of staff including
walking the streets to meet with business owners, as well as, placing strategic advertisements in
the City's Parks and Recreation brochure, weekly newsletter, and on social media platforms.
Due to the overwhelming number of people on the Owner -Occupied Housing Rehabilitation Grant
Program waiting list, the program was updated to focus on the most requested and critically needed
repairs on a home. The program remains available to low-income, elderly (over the age of 62)
households that own and occupy their home in the City of Rosemead. However, eligible repairs
are now limited to major systems including roofing, plumbing, electrical, sewer line, heating, and
air systems. The waiting list that once consisted of 49 households now consists of five households.
Of those households on the waiting list, 15 were approved and received new roofs, windows,
AGENDA ITEM 4.0
City Council Meeting
February 27, 2024
Page 2 of 3
electrical panels and/or new heating systems. An additional 18 households are under construction
or in the process of being approved for eligible repairs. The remaining 11 households on the
waiting list were removed for a variety of reasons: the household (1) withdrew with no explanation,
(2) was determined to be over income, or (3) did not respond to the application request; or (4) the
owner was now deceased or (5) the house was being sold.
The Loan program includes repairs to the roof, window, heating replacement, kitchen, and
bathroom. The average home is over 70 years old and needs significant repairs with an average
cost of over $150,000. There have been 2 households that have utilized this program.
The City's Commercial Improvement Program was created approximately three years ago. In this
fiscal year, the demand for this program has increased due to staff s recent efforts to modify and
market the program. To date, 21 applications have been processed, nine of these applications have
been approved and are currently in the process of completing the approved exterior improvements.
The City currently has an agreement with Priscila Davila & Associates, Inc. to assist staff in
administering, implementing, and managing the HUD — CDBG, HOME, CDBG-CV, and HOME -
ARP funds. On February 22, 2022, the City Council approved a first amendment to the
Professional Services Agreement with Priscila Davila & Associates, Inc. to increase the yearly
compensation for services to $120,000 (Attachment `B"). The increase would allow Priscila
Davila and Associates, Inc. to assist the City with the HOME Investment Partnerships American
Rescue Plan ("HOME -ARP"), the Small Business Assistance Program ("SBAP") and the Tenant
Based Rental Assistance ("TBRA").
The three-year (3) agreement between the City and Priscila Davila & Associates, Inc. is set to
expire on March 23, 2024. Since the Professional Services Agreement allows for two one-year
extensions, staff is requesting that the City Council approve the one-year extension. The original
scope of services, which can be found in Attachment `B" will remain with the following
modifications:
1. Increase the hourly rate of $75 to $90. At the time of the original agreement (2021), the
hourly rate for assisting City staff with general program administration was set at $75.
However, to accommodate for their compensation against inflation since 2021, the newly
proposed hourly rate is $90.
2. The City's 5 -Year Consolidated Plan was prepared for 2020 to 2025 and is set to expire on
June 30, 2025. For participation in the CDBG and HOME program, the federal government
requires that cities prepare a 5 -year Consolidated Plan document and state within its plan,
the jurisdiction's goals, and priorities. The City is required to prepare a new 5 -Year
Consolidated Plan for 2025-2030. To assist with the new plan, Priscila Davila &
Associates, Inc.'s proposal includes a $20,000 fee for the preparation of the plan.
The modified scope of services can be found in Attachment "C".
City Council Meeting
February 27, 2024
Page 3 of 3
STAFF RECOMMENDATION
That the City Council approve the second amendment (Attachment "A") and authorize the one-
year extension, with the option of an additional one-year extension and the increase in the yearly
compensation amount from $120,000 to $140,000, which would be paid from the HOME, CDBG,
CDBG-CV, and HOME -ARP funding allocation.
STRATEGIC PLAN IMPACT
Approving the amendment of the Professional Services Agreement is consistent with City's
Strategic Plan Mission, "Rosemead provides quality programs, services, and support that builds
community, increases opportunity, and makes Rosemead a great place to live, work, and play."
The HOME and CDBG programs are quality programs that assist residents and business owners.
FISCAL IMPACT
The consultant service costs would be paid from the Federal HOME and CDBG funding allocation.
Therefore, there is no impact to the General Fund.
PUBLIC NOTICE PROCESS
This item has been noticed through the regular agenda notification process.
Prepared by:
Destiny Garcia, Management Analyst
Reviewed by:
44-L
Lily Valenzuela, Deputy Director of Community Development
Submitted by:
1�*W�-c
Stan Wong, Interim Director of Community Development
Attachment A: Second Amendment to Priscila Davila & Associates, Inc.'s Professional Services
Agreement
Attachment B: Priscila Davila & Associates, Inc. Professional Services Agreement and First
Amendment
Attachment C: Priscila Davila & Associates, Inc.'s Modifications to the Scope of Services
Attachment A
Second Amendment to Priscila Davila & Associates,
Inc.'s Professional Services Agreement
SECOND AMENDMENT
TO PROFESSIONAL SERVICES AGREEMENT
(PRISCILA DAVILA & ASSOCIATES, INC.)
This SECOND AMENDMENT ("Amendment") is made and entered into this
day of 2024 ("Effective Date"), by and between the City of Rosemead, a
municipal organization, organized under the laws of the State of California with its principal
place of business at 8838 East Valley Blvd., Rosemead, California 91770 ("City") and
Priscila Davila & Associates, Inc. with principal place of business at 34 Plaza Square,
Orange, CA 92866 ("Consultant"). City and Consultant are sometimes individually referred
to herein as "Party" and collectively as "Parties."
WHEREAS, the City and Consultant entered into an agreement on March 23, 2021,
for HUD programs and Grant Administrative services; and
WHEREAS, the first amendment to the Professional Services Agreement was
approved by the City Council on February 22, 2022, for additional compensation, not to
exceed $120,000 per year; and
WHEREAS, this Agreement is set to expire on March 23, 2024, with the option of up
to two (2) one-year extensions from the effective date of the agreement; and
WHEREAS, this amendment will extend the Agreement for one-year, with the option
of an additional one-year extension, and provide additional compensation, not to exceed
$140,000 for additional services including the 5 -Year Consolidated Plan and the increase
in Consultant hourly rate to $90/hour.
NOW, THEREFORE, the Parties agree as follows:
SECTION 1. Section 3.3.1 Compensation shall be amended to read:
3.3.1 Compensation. Consultant shall receive compensation, including
authorized reimbursements, for all Services rendered under this
Agreement and shall not exceed One -Hundred Forty Thousand Dollars
($140,000) per year and in accordance with Consultant's proposal dated
February 24, 2021 and modifications dated February 14, 2024. Extra
Work may be authorized in writing, as described below, and will be
compensated at the rates and manner set forth in this Agreement.
SECTION 2. All other terms, conditions, and provisions of the Original Agreement not in
conflict with this Addendum, shall remain in full force and effect.
SECTION 3. The City Clerk shall certify to the adoption of this Addendum and hereafter
the same shall be in full force and effect.
IN WITNESS WHEREOF, City and Consultant have caused this Agreement to be
executed by their duly authorized representatives as of the day and year first above
written.
CITY OF ROSEMEAD
Ben Kim, City Manager
Attest:
Ericka Hernandez, City Clerk
Approved as to Form:
Rachel Richman
City Attorney
Date
Date
Date
2
PRISCILA DAVILA & ASSOCIATE, INC.
M
Name:
Title:
[If Corporation, TWO
SIGNATURES, President OR
Vice President AND Secretary,
AND CORPORATE SEAL OF
CONTRACTOR REQUIRED]
M
Name:
Title:
Attachment B
Priscila Davila & Associates, Inc.
Professional Services Agreement and
First Amendment
FIRST AMENDMENT
TO PROFESSIONAL SERVICES AGREEMENT
(PRISCILA DAVILA & ASSOCIATES, INC.)
This FIRST AMENDMENT ("Amendment") is made and entered into this W_1
day of 6 a , 2022 ("Effective Date"), by and between the City of Rosemead,
a municipal orgam tion, organized under the laws of the State of California with its
principal place of business at 8838 East Valley Blvd., Rosemead, California 91770
("City") and Priscila Davila & Associates, Inc. with principal place of business at 1501
North Harbor Blvd., Suite 209, Fullerton, CA 92835 ("Consultant"). City and Consultant
are sometimes individually referred to herein as "Party" and collectively as "Parties."
WHEREAS, City and Consultant entered into an agreement on March 23, 2021, for
HUD programs and Grant Administrative services; and
WHEREAS, this Agreement is set to expire on March 23, 2024.
NOW, THEREFORE, the Parties agree as follows:
SECTION 1. Section 3.3.1 Term shall be amended to read:
3.3.1 Compensation. Consultant shall receive compensation, including
authorized reimbursements, for all Services rendered under this
Agreement and shall not exceed One -Hundred Twenty Thousand Dollars
($120,000) per year and in accordance with Consultant's proposal dated
February 24, 2021. Extra Work may be authorized in writing, as described
below, and will be compensated at the rates and manner set forth in this
Agreement.
SECTION 2. All other terms, conditions, and provisions of the Original Agreement not in
conflict with this Addendum, shall remain in full force and effect.
SECTION 3. The City Clerk shall certify to the adoption of this Addendum and hereafter
the same shall be in full force and effect.
IN WITNESS WHEREOF, City and Consultant have caused this Agreement to be
executed by their duly authorized representatives as of the day and year first above
written.
CITY OF ROSEMEAD
M6IIeda, Cifty M-anager Da/7—
�.
Attest:
&5�R7— —
Ericka Hernandez, City Clerk
Approved as to Form:
Rachel Richman
City Attorney
2 Zq 2Z
Date
PRISCILA DAVILA & ASSOCIATE, INC.
By: /t 'J' OV
Name�CtSCt`0-
Title:*'?,( Ct POJ
[If Corporation, TWO
SIGNATURES, President OR
Vice President AND Secretary,
AND CORPORATE SEAL OF
CONTRACTOR REQUIRED]
--�-(1,Z Z. Z_ Name:
Date
Title:
PROFESSIONAL SERVICES AGREEMENT
HUD PROGRAMS AND GRANT ADMINISTRATIVE SERVICES
(PRISCILA DAVILA & ASSOCIATES, INC.)
1. PARTIES AND DATE.
This Agreement is made and entered into this *-' day of March, 2021
("Effective Date") by and between the City of Rosemead, a municipal organization
organized under the laws of the State of California with its principal place of business at
8838 E. Valley Blvd., Rosemead, California 91770 ("City") and Priscila Davila &
Associates, Inc. with its principal place of business at 34 Plaza Square, Orange, CA
92866 ("Consuftant"). City and Consultant are sometimes individually referred to herein
as "Party" and collectively as "Parties."
2. RECITALS.
2.1 Consultant.
Consultant desires to perform and assume responsibility for the provision of certain
professional services required by the City on the terms and conditions set forth in this
Agreement. Consultant represents that it is experienced in providing HUD Programs and
Grant Administrative Services to public clients and is experienced and holds the duly
required licenses and certifications to perform the said services.
2.2 Project
City desires to engage Consultant as an independent contractor to provide HUD
Programs and Grant Administrative services to the City of Rosemead ("Project").
3. TERMS.
3.1 Scope of Services and Term.
3.1.1 General Scope of Services. Consultant promises and agrees to
furnish to the City, all labor, materials, tools, equipment, services, and incidental and
customary work necessary to fully and adequately supply the professional consulting
services necessary for the Project ("Services"). The Services are more particularly
Priscilla Davila & Associates, Inc.
Page 2 of 11
described in Exhibit W attached hereto and incorporated herein by reference. All
Services shall be subject to, and performed in accordance with, this Agreement, the
exhibits attached hereto and incorporated herein by reference, and all applicable local,
state and federal laws, rules and regulations.
3.1.2 Term. The term of this Agreement shall be for a three (3) year time
period with the option of up to two (2) one-year extensions from the Effective Date unless
earlier terminated as provided herein. Consultant shall complete the Services within the
term of the Agreement, and shall meet any other established shcedules and deadlines.
3.2 Responsibilities of Consultant.
3.2.1 Control and Payment of Subordinates; Independent Contractor. The
Services shall be performed by Consultant or under its supervision. Consultant will
determine the means, methods and details of performing the Services subject to the
requirements of this Agreement. City retains Consultant on an independent contractor
basis and not as an employee. Consultant retains the right to perform similar or different
services for others during the term of this Agreement. Any additional personnel
performing the Services under this Agreement on behalf of Consultant shall also not be
employees of City and shall at all times be under Consultant's exclusive direction and
control. Consultant shall pay all wages, salaries, and other amounts due such personnel
in connection with their performance of Services under this Agreement and as required
by law. Consultant shall be responsible for all reports and obligations respecting such
additional personnel, including, but not limited to: social security taxes, income tax
withholding, unemployment insurance, disability insurance, and workers' compensation
insurance.
3.2.2 Schedule of Services. Consultant shall perform the Services
expeditiously, within the term of this Agreement. Consultant represents that it has the
professional and technical personnel required to perform the Services in conformance
with such conditions. In order to facilitate Consultant's conformance with the Schedule,
City shall respond to Consultant's submittals in a timely manner. Upon request of City,
Consultant shall provide a more detailed schedule of anticipated performance to meet the
Schedule of Services.
3.2.3 Conformance to Applicable Requirements. All work prepared by
Consultant shall be subject to the approval of City.
3.2.4 Substitution of Key Personnel. Consultant has represented to City
that certain key personnel will perform and coordinate the Services under this Agreement.
Should one or more of such personnel become unavailable, Consultant may substitute
other personnel of at least equal competence upon written approval of City. In the event
that City and Consultant cannot agree as to the substitution of key personnel, City shall
be entitled to terminate this Agreement for cause. As discussed below, any personnel
who fail or refuse to perform the Services in a manner acceptable to the City, or who are
determined by the City to be uncooperative, incompetent, a threat to the adequate or
Priscila Davila & Associates, Inc.
Page 3 of 11
timely completion of the Project or a threat to the safety of persons or property, shall be
promptly removed from the Project by the Consultant at the request of the City.
3.2.5 City's Representative. The City hereby designates the City
Manager, or his or her designee, to act as its representative for the performance of this
Agreement ("City's Representative"). City's Representative shall have the power to act
on behalf of the City for all purposes under this Agreement. Consultant shall not accept
direction or orders from any person other than the City's Representative or his or her
designee.
3.2.6 Consultant's Representative. Consultant will designate to act as its
representative for the performance of this Agreement ("Consultant's Representative").
Consultant's Representative shall have full authority to represent and act on behalf of the
Consultant for all purposes under this Agreement. The Consultant's Representative shall
supervise and direct the Services, using his/her best skill and attention, and shall be
responsible for all means, methods, techniques, sequences and procedures and for the
satisfactory coordination of all portions of the Services under this Agreement.
3.2.7 Coordination of Services: Consultant agrees to work closely with
City staff in the performance of Services and shall be available to City's staff, consultants
and other staff at all reasonable times.
3.2.8 Standard of Care; Performance of Employees: Consultant shall
perform all Services under this Agreement in a skillful and competent manner, consistent
with the standards generally recognized as being employed by professionals in the same
discipline in the State of California. Consultant represents and maintains that it is skilled
in the professional calling necessary to perform the Services. Consultant warrants that
all employees and subcontractors shall have sufficient skill and experience to perform the
Services assigned to them. Finally, Consultant represents that it, its employees and
subcontractors have all licenses, permits, qualifications and approvals of whatever nature
that are legally required to perform the Services, including a City Business License, and
that such licenses and approvals shall be maintained throughout the term of this
Agreement. As provided for in the indemnification provisions of this Agreement,
Consultant shall perform, at its own cost and expense and without reimbursement from
the City, any services necessary to correct errors or omissions which are caused by the
Consultant's failure to comply with the standard of care provided for herein.
3.2.9 Laws and Regulations. Consultant shall keep itself fully informed of
and in compliance with all local, state and federal laws, rules and regulations in any
manner affecting the performance of the Project or the Services, including all CaVOSHA
requirements, and shall give all notices required by law. Consultant shall be liable for all
violations of such laws and regulations in connection with Services. If the Consultant
performs any work knowing it to be contrary to such laws, rules and regulations and
without giving written notice to the City, Consultant shall be solely responsible for all costs
arising therefrom. Consultant shall defend, indemnify and hold City, its officials, directors,
officers, employees and agents free and harmless, pursuant to the indemnification
Priscila Davila & Associates, Inc.
Page 4 of 11
failure to comply with such laws, rules or regulations.
3.2.10 Insurance: Consultant shall maintain prior to the beginning
of and for the duration of this Agreement insurance coverage as specified in Exhibit B
attached to and part of this agreement.
3.2.11 Safety: Contractor shall execute and maintain its work so as
to avoid injury or damage to any person or property. In carrying out its Services, the
Consultant shall at all times be in compliance with all applicable local, state and federal
laws, rules and regulations, and shall exercise all necessary precautions for the safety of
employees appropriate to the nature of the work and the conditions under which the work
is to be performed. Safety precautions as applicable shall include, but shall not be limited
to: (A) adequate life protection and life saving equipment and procedures; (B) instructions
in accident prevention for all employees and subcontractors, such as safe walkways,
scaffolds, fall protection ladders, bridges, gang planks, confined space procedures,
trenching and shoring, equipment and other safety devices, equipment and wearing
apparel as are necessary or lawfully required to prevent accidents or injuries; and (C)
adequate facilities for the proper inspection and maintenance of all safety measures.
3.3 Fees and Payments.
3.3.1 Compensation. Consultant shall receive compensation, including
authorized reimbursements, for all Services rendered under this Agreement and shall not
exceed Eighty Thousand Dollars ($80,000.00) per year and in accordance with
Consultant's proposal dated February 24, 2021. Extra Work may be authorized in writing,
as described below, and will be compensated at the rates and manner set forth in this
Agreement.
3.3.2 Payment of Compensation. Consultant shall submit to City a monthly
itemized statement which indicates work completed and Services rendered by
Consultant. The statement shall describe the amount of Services and supplies provided
since the initial commencement date, or since the start of the subsequent billing periods,
as appropriate, through the date of the statement. City shall, within 45 days of receiving
such statement, review the statement and pay all approved charges thereon.
3.3.3 Reimbursement for Expenses: Consultant shall not be reimbursed
for any expenses unless authorized in writing by City.
3.3.4 Extra Work: At any time during the term of this Agreement, City may
request that Consultant perform Extra Work. As used herein, "Extra Work" means any
work which is determined by City to be necessary for the proper completion of the Project,
but which the parties did not reasonably anticipate would be necessary at the execution
of this Agreement. Consultant shall not perform, nor be compensated for, Extra Work
without written authorization from City's Representative.
3.3.5 Prevailing Wages: Consultant is aware of the requirements of
Priscila Davila & Associates, Inc.
Page 5 of 11
California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code
of Regulations, Title S, Section 1600, et seq., ("Prevailing Wage Laws"), which require the
payment of prevailing wage rates and the performance of other requirements on "public
works" and "maintenance" project, as defined by the Prevailing Wage Laws, and if the
total compensation is $1,000 or more, Consultant agrees to fully comply with such
Prevailing Wage Laws. City shall provide Consultant with a copy of the prevailing rates
of per diem wages in effect at the commencement of this Agreement. Consultant shall
make copies of the prevailing rates of per diem wages for each craft; classification or type
of worker needed to execute the Services available to interested parties upon request,
and shall post copies at the Consultant's principal place of business and at the project
site. Consultant shall defend, indemnify and hold the City, its elected officials, officers,
employees and agents free and harmless from any claim or liability arising out of any
failure or alleged failure to comply with the Prevailing Wage Laws.
3.4 Accounting Records.
3.4.1 Maintenance and Inspection: Consultant shall maintain complete
and accurate records with respect to all costs and expenses incurred under this
Agreement. All such records shall be clearly identifiable. Consultant shall allow a
representative of City during normal business hours to examine, audit, and make
transcripts or copies of such records and any other documents created pursuant to this
Agreement. Consultant shall allow inspection of all work, data, documents, proceedings,
and activities related to the Agreement for a period of three (3) years from the date of final
payment under this Agreement.
3.5 General Provisions.
3.5.1 Termination of Agreement.
3.5.1.1 Grounds for Termination: City may, by written notice
to Consultant, terminate the whole or any part of this Agreement at any time and without
cause by giving written notice to Consultant of such termination, and specifying the
effective date thereof, at least seven (7) days before the effective date of such termination.
Upon termination, Consultant shall be compensated only for those services which have
been adequately rendered to City, and Consultant shall be entitled to no further
compensation. Consultant may not terminate this Agreement except for cause.
3.5.1.2 Effect of Termination: If this Agreement is terminated
as provided herein, City may require Consultant to provide all finished or unfinished
Documents/ Data and other information of any kind prepared by Consultant in connection
with the performance of Services under this Agreement. Consultant shall be required to
provide such document and other information within fifteen (15) days of the request.
3.5.1.3 Additional Services: In the event this Agreement is
terminated in whole or in part as provided herein, City may procure, upon such terms and
in such manner as it may determine appropriate, services similar to those terminated.
Priscila Davila & Associates, Inc.
Page 6 of 11
3.5.2 Delivery of Notices. All notices permitted or required under this
Agreement shall be given to the respective parties at the following address, or at such
other address as the respective parties may provide in writing for this purpose:
CONSULTANT:
Priscila Davila & Associates, Inc.
34 Plaza Square
Orange, CA 92866
Attn: Priscila Davila
Tel: (562) 673-3388
CITY:
City of Rosemead
8838 E. Valley Boulevard
Rosemead, CA 91770
Attn: City Manager
Such notice shall be deemed made when personally delivered or when mailed,
forty-eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and
addressed to the party at its applicable address. Actual notice shall be deemed adequate
notice on the date actual notice occurred, regardless of the method of service.
3.5.3 Ownership of Materials and Confidentiality.
3.5.3.1 Documents & Data; Licensing of Intellectual Property:
This Agreement creates a non-exclusive and perpetual license for City to copy, use,
modify, reuse, or sublicense any and all copyrights, designs, and other intellectual
property embodied in plans, specifications, studies, drawings, estimates, and other
documents or works of authorship fixed in any tangible medium of expression, including
but not limited to, physical drawings or data magnetically or otherwise recorded on
computer diskettes, which are prepared or caused to be prepared by Consultant under
this Agreement ("Documents & Data"). Consultant shall require all subcontractors to
agree in writing that City is granted a non-exclusive and perpetual license for any
Documents & Data the subcontractor prepares under this Agreement. Consultant
represents and warrants that Consultant has the legal right to license any and all
Documents & Data. Consultant makes no such representation and warranty in regard to
Documents & Data which were prepared by design professionals other than Consultant
or provided to Consultant by the City. City shall not be limited in any way in its use of the
Documents and Data at any time, provided that any such use not within the purposes
intended by this Agreement shall be at City's sole risk.
3.5.3.2 Confidentiality. All ideas, memoranda, specifications,
plans, procedures, drawings, descriptions, computer program data, input record data,
written information, and other Documents and Data either created by or provided to
Consultant in connection with the performance of this Agreement shall be held
Priscila Davila & Associates, Inc.
Page 7 of 11
confidential by Consultant. Such materials shall not, without the prior written consent of
City, be used by Consultant for any purposes other than the performance of the Services.
Nor shall such materials be disclosed to any person or entity not connected with the
performance of the Services or the Project. Nothing furnished to Consultant which is
otherwise known to Consultant or is generally known, or has become known, to the
related industry shall be deemed confidential. Consultant shall not use City's name or
insignia, photographs of the Project, or any publicity pertaining to the Services or the
Project in any magazine, trade paper, newspaper, television or radio production or other
similar medium without the prior written consent of City.
3.5.4 Cooperation; Further Acts: The Parties shall fully cooperate with one
another, and shall take any additional acts or sign any additional documents as may be
necessary, appropriate or convenient to attain the purposes of this Agreement.
3.5.5 Attorney's Fees: If either party commences an action against the
other party, either legal, administrative or otherwise, arising out of or in connection with
this Agreement, the prevailing party in such litigation shall be entitled to have and recover
from the losing party reasonable attorney's fees and all costs of such action.
3.5.6 Indemnification: To the fullest extent permitted by law, Consultant
shall defend, indemnify and hold the City, its officials, officers, employees, volunteers and
agents free and harmless from any and all claims, demands, causes of action, costs,
expenses, liability, loss, damage or injury, in law or equity, to property or persons,
including wrongful death, in any manner arising out of or incident to any alleged acts,
omissions or willful misconduct of Consultant, its officials, officers, employees, agents,
consultants and contractors arising out of or in connection with the performance of the
Services, the Project or this Agreement, including without limitation the payment of all
consequential damages and attorneys fees and other related costs and expenses.
Consultant shall defend, at Consultant's own cost, expense and risk, any and all such
aforesaid suits, actions or other legal proceedings of every kind that may be brought or
instituted against City, its directors, officials, officers, employees, agents or volunteers.
Consultant shall pay and satisfy any judgment, award or decree that may be rendered
against City or its directors, officials, officers, employees, agents or volunteers, in any
such suit, action or other legal proceeding. Consultant shall reimburse City and its
directors, officials, officers, employees, agents and/or volunteers, for any and all legal
expenses and costs incurred by each of them in connection therewith or in enforcing the
indemnity herein provided. Consultant's obligation to indemnify shall not be restricted to
insurance proceeds, if any, received by the City, its directors, officials officers, employees,
agents or volunteers.
3.5.7 Entire Agreement: This Agreement contains the entire Agreement
of the parties with respect to the subject matter hereof, and supersedes all prior
negotiations, understandings or agreements. This Agreement may only be modified by
a writing signed by both parties.
3.5.8 Governing Law: This Agreement shall be governed by the laws of
Priscila Davila & Associates, Inc.
Page 8 of 11
the State of California. Venue shall be in Los Angeles County.
3.5.9 Time of Essence: Time is of the essence for each and every
provision of this Agreement.
3.5.10 City's Right to Employ Other Consultants: City reserves right to
employ other consultants in connection with this Project.
3.5.11 Successors, and Assigns: This Agreement shall be binding on the
successors and assigns of the parties.
3.5.12 Assignment or Transfer: Consultant shall not assign, hypothecate,
or transfer, either directly or by operation of law, this Agreement or any interest herein
without the prior written consent of the City. Any attempt to do so shall be null and void,
and any assignees, hypothecates or transferees shall acquire no right or interest by
reason of such attempted assignment, hypothecation or transfer.
3.5.13 Construction; References; Captions: Since the Parties or their
agents have participated fully in the preparation of this Agreement, the language of this
Agreement shall be construed simply, according to its fair meaning, and not strictly for or
against any Party. Any term referencing time, days or period for performance shall be
deemed calendar days and not work days. All references to Consultant include all
personnel, employees, agents, and subcontractors of Consultant, except as otherwise
specified in this Agreement. All references to City include its elected officials, officers,
employees, agents, and volunteers except as otherwise specified in this Agreement. The
captions of the various articles and paragraphs are for convenience and ease of reference
only, and do not define, limit, augment, or describe the scope, content, or intent of this
Agreement.
3.5.14 Amendment; Modification: No supplement, modification, or
amendment of this Agreement shall be binding unless executed in writing and signed by
both Parties.
3.5.15 Waiver: No waiver of any default shall constitute a waiver of any
other default or breach, whether of the same or other covenant or condition. No waiver,
benefit, privilege, or service voluntarily given or performed by a Party shall give the other
Party any contractual rights by custom, estoppel, or otherwise.
3.5.16 No Third Party Beneficiaries: There are no intended third party
beneficiaries of any right or obligation assumed by the Parties.
3.5.17 Invalidity; Severability: If any portion of this Agreement is declared
invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the
remaining provisions shall continue in full force and effect.
3.5.18 Prohibited Interests: Consultant maintains and warrants that it has
Priscila Davila & Associates, Inc.
Page 9 of 11
not employed nor retained any company or person, other than a bona fide employee
working solely for Consultant, to solicit or secure this Agreement. Further, Consultant
warrants that it has not paid nor has it agreed to pay any company or person, other than
a bona fide employee working solely for Consultant, any fee, commission, percentage,
brokerage fee, gift or other consideration contingent upon or resulting from the award or
making of this Agreement. Consultant further agrees to file, or shall cause its employees
or subconsultants to file, a Statement of Economic Interest with the City's Filing Officer
as required under state law in the performance of the Services. For breach or violation
of this warranty, City shall have the right to rescind this Agreement without liability. For
the term of this Agreement, no member, officer or employee of City, during the term of his
or her service with City, shall have any direct interest in this Agreement, or obtain any
present or anticipated material benefit arising therefrom.
3.5.19 Equal Opportunity Employment: Consultant represents that it is an
equal opportunity employer and it shall not discriminate against any subcontractor,
employee or applicant for employment because of race, religion, color, national origin,
handicap, ancestry, sex or age. Such non-discrimination shall include, but not be limited
to, all activities related to initial employment, upgrading, demotion, transfer, recruitment
or recruitment advertising, layoff or termination. Consultant shall also comply with all
relevant provisions of Citys Minority Business Enterprise program, Affirmative Action
Plan or other related programs or guidelines currently in effect or hereinafter enacted.
3.5.20 Labor Certification: By its signature hereunder, Consultant certifies
that it is aware of the provisions of Section 3700 of the California Labor Code which
require every employer to be insured against liability for Workers Compensation or to
undertake self-insurance in accordance with the provisions of that Code, and agrees to
comply with such provisions before commencing the performance of the Services.
3.5.21 Authority to EnterAgreement: Consultant has all requisite power and
authority to conduct its business and to execute, deliver, and perform the Agreement.
Each Party warrants that the individuals who have signed this Agreement have the legal
power, right, and authority to make this Agreement and bind each respective Party.
3.5.22 Counterparts: This Agreement may be signed in counterparts, each
of which shall constitute an original.
3.6 Subcontracting.
3.6.1 Prior Approval Required: Consultant shall not subcontract any
portion of the work required by this Agreement, except as expressly stated herein, without
prior written approval of City. Subcontracts, if any, shall contain a provision making them
subject to all provisions stipulated in this Agreement.
[Signatures on next page]
Priscila Davila & Associates, Inc.
Page 10 of 11
CITY OF ROSEMEAD
PRISCILA DAVILA & ASSOCIATES,
INC.
'Gloria Molleda, City ManagerD to Date
Attest:
24121
City Clerk Date
Approved as to Form:
Nam'7wt 5C\,0. --�)O.d1\0.
Title: \ `C \"(\O -*
p 0..1
[If Corporation, TWO SIGNATURES, President
OR Vice President AND Secretary, AND
CORPORATE SEAL OF CONTRACTOR
REQUIRED]
IS
Name:
Rachel Richm n Date
City Attorney
EXHIBIT A
PROPOSAL FOR SERVICES/RATE SCHEDULEIRESUME
The Consultant shall provide HUD Programs and Grant Administrative services to the
City of Rosemead ("Project').
(Attachment of proposal dated February 24, 2021 forthcoming)
A-1
�* o
• T
vF�OMm W
February 24, 2021
Ms. Angelica Frausto-Lupo
Director of Community Development
City of Rosemead
8838 E. Valley Blvd.
Rosemead, CA 91770
PRISCILA DAVILA & ASSOCIATES, INC.
34 Plaza Square
Orange, California 92866
562.673.3388
Subject: Response to Request for RFP No. 2021-01
Administration of HOME/CDBG Programs
Dear Ms. Frausto-Lupo:
Priscila Davila & Associates, Inc. in partnership with JEDA Works (DBA Housing Programs) is
pleased to submit this proposal to administer the City of Rosemead's HOME Investment
Partnership (HOME) and Community Development Department Block Grant (CDBG) programs.
Both Priscila Davila & Associates, Inc. and JEDA Works are well versed in preparing
Consolidated Plans, Action Plans and designing and implementation CDBG and HOME
programs in compliance with HUD regulations and HUD waivers. Our knowledge allows us to
prepare documents that are consistent with the City's visions. With over twenty years of
professional experience working with various HUD programs, our background includes
monitoring CDBG, HOME and ESG activities, managing CDBG, HOME and ESG programs,
and developing and implementing small business, housing rehabilitation and emergency rental
assistance programs.
For the purposes of this proposal, Priscila Davila, of Priscila Davila & Associates, Inc. will be
the primary contact and on-site individual who will provide the direct services to the City of
Rosemead.
We look forward to your evaluation of our proposal for consulting services. Should you have any
questions please contact Priscila Davila at (562) 673-3388.
Sincerely,
/04.e4� Dark
Priscila Davila
Principal, Housing/Gr-ants Management Consultant
/ PRISCILA DAVILA & ASSOCIATES, INC.
1 34 Plaza Square
® Orange, California 92866
Glad 673-3388 prisciladh@yahoo.com
RESPONSE TO REQUEST FOR
RFP NO. 2021-01
PROPOSAL FOR ADMINISTRATION
OF HOME/CDBG PROGRAMS
SUBMITTED FOR CONSIDERATION TO:
City of Rosemead
Community Development Department
8838 E. Valley Boulevard
Rosemead, California 91 770
February 24, 2021
TABLE OF CONTENTS
Executive Summary
0
HUD Document - Specific Services..........................................................2
1. Annual Action Plan...........................................................................2
2. CAPER ...........................
3
Administration Services..............................................................................4
1.
General Grant Administration.....................................................4
2.
Environmental Review Records..................................................4
3.
Davis -Bacon Wage & Section 3 Compliance ...........................4
4.
Housing Rehabilitation Services.................................................5
S.
CDBG-CV Program.............................................................................5
6.
Substantial Amendment.................................................................6
7.
Commercial Fa4ade Program.......................................................6
Personnel - Direct Services Team
Experience/References
.......... 7
CostSchedule...............................................................................................10
Resumes..........................................................................................................12
EXECUTIVE SUMMARY
Priscila Davila & Associates, Inc is a firm of dedicated professionals that have a passion for
providing first-rate consulting services in the areas of community development and affordable housing
within communities throughout Southern California. Priscila Davila & Associates, Inc. principals are
directly responsible for performing all work associated with the company.
Priscila Davila & Associates, Inc. principals, having worked as city employees and with other private
consulting firms, saw the need to come together as a team to provide competitive and effective
services to local government agencies and non-profit organizations.
Priscila Davila & Associates, Inc has no pending or previous litigations related to our work.
Summary of Experience/Services - The following is a summary of the various services provided by
Priscila Davila & Associates, Inc.:
• Preparation of Five -Year Consolidated Plans.
• Preparation of Annual Action Plan and Consolidated Annual Performance Evaluation Reports.
• Preparation of Citizen Participation Plans.
• Hands on use of the federal Integrated Disbursement Information System (IDIS).
• Monitoring Public Service Subrecipients, Housing Projects, Commercial Rehabilitation, Public
Improvement Projects, and Economic Development Projects.
• Preparation of Environmental Documentation and Compliance.
• Technical Assistance on resolution of regulatory compliance issues.
• Regulatory monitoring and compliance associated with Davis Bacon Related Act(DBRA).
• HUD monitoring/audit preparation (file organization, resolution of Concerns/Findings,
follow-up correspondence).
• Administration, development, and design of HUD and State -funded Community
Development, Housing Programs and Homeless programs/projects.
• CDBG, CDBG-CV, HOME, State HOME, NSP and ESG-funded program/project design,
development,and implementation.
• Ongoing program administration including processing subordinations and loan payoffs for
first-time buyer and owner -occupant programs.
Knowledge of State and Federal Regulations - Priscila Davila & Associates, Inc. principals have
attended over 30 workshops and trainings sponsored by the U.S. Department of Housing and Urban
Development and the State of California Housing and Community Development.
Additional Qualifications (Real Estate Broker) - Team member, Deborah Sottek, has held an active
California Real Estate Broker's license for 20 years. She has coordinated over 2,000 escrow
transactions for first- time homebuyer, owner occupied and multi -family rehabilitation programs. She
is experienced in all aspects of loan transactions including underwriting, loan processing, and escrow
transactions. She has 20 years of experience in property title search and document recording.
1IPage
HUD DOCUMENT - SPECIFIC SERVICES
The following summarizes the specific services for the following documents:
ANNUAL ACTION PLAN(S)
A. Prepare all HUD required reports, notices, and documents necessary to process the
City's Annual Action Plan.
B. Prepare the annual Notice of Funding Availability (NOFA) for allocation of City CDBG
and HOMEfunding.
C. Work with Citystaff to review submitted funding requests for completeness and
eligibility.
D. Assist or prepare, as required, reports for the City Council concerning the allocation
of funds for public service and capital expenditure activities.
E. Prepare narrative and submit to HUD in the IDIS -prescribed format, including but not
limited to, a description and assessment of the following:
• Use of funds.
• Program and project accomplishments.
• Geographic distribution of funds.
• Leveraging of funds.
• Homeless activities.
• Public housing.
• Institutional structure.
F. Assistance in compiling eligibility documentation in accordance with HUD regulations
for program year funded projects, including National Objective determinations.
G. Set-up and maintain activities and narratives in the Integrated Disbursement
Information System (IDIS).
TIMELINE
December
January
February
March
April
May
Drafting of Plan
December to April
Community Forums/Meetings
February to March
Draft of Document for Staff Review
April
Presentation of Draft to Public/City Council
April to May
Submit to HUD
May 15th
21
HUD DOCUMENT - SPECIFIC SERVICES (CONTINUED)
2. CONSOLIDATED ANNUAL PERFORMANCE AND EVALUATION REPORT(S)
A.
A
C.
Q
Prepare all HUD required reports, notices, and documents necessary to process the
City's CAPER.
Assist or prepare, as required, reports for the City Council concerning the
expenditures and accomplishments.
Preparation of the Consolidated Annual Performance and Evaluation Report (CAPER)
will include the following:
Executive Summary
• General Questions
• Managing the Process
• Citizen Participation
Institutional Structure
• Monitoring
Lead-based Paint
Housing
• Housing Needs
• Specific Housing Objectives
• Public Housing Strategy
• Barriers to Affordable Housing
• HOME
• Homelessness
• Homeless Needs
• Specific Prevention Elements
• Non -Homeless Special Needs
Housing
• Community Development
• Antipoverty Strategy
Enter CAPER and submit to HUD via the Integrated Disbursement Information System
(IDIS).
TIMELINE
July
August
September
Drafting of CAPER
July to September
Draft of Document for Staff
Review
August to September
Presentation of Draft to
Public/City Council
Mid -September
Submit to HUD
End of September
31
ADMINISTRATION SERVICES
The following services are available to assist City staff in the implementation of its HUD -funded
programs:
1. GENERAL GRANT ADMINISTRATION
A. Provide CDBG and HOME program training and technical assistance to City staff and
funded subrecipients for CDBG and HOME compliance.
B. Coordinate preparation of sub -recipient contracts with City Attorney; reviewsub-
recipient's invoices for accuracy and eligibility.
C. Create and maintain files for CDBG, HOME funded projects/activities and programs.
D. Review quarterly status reports on the status of work projects/activities and
programs assigned, unless otherwise instructed by the City.
E. Provide any other administrative services necessary to effectively administer the
City's CDBG and HOME programs.
F. Develop a monitoring plan and monitor all CDBG and HOME projects/programs for
appropriate records maintenance, reporting, and compliance with applicable program
requirements.
G. Assistance in preparing for Department of Housing & Urban Development program
monitoring of CDBG and HOME projects/programs.
H. Assist with preparation of responses, as needed, to Findings and Concerns noted in
HUD Project Monitoring.
I. Attend public meetings, as needed.
J. Work with City staff, as needed to maintain financial records as defined by CDBG and
HOME Program regulations and policies.
K. Provide monthly status reports for work programs/projects assigned.
L. Prepare drawdowns in IDIS.
2. ENVIRONMENTAL REVIEW RECORDS
A. Preparation of the environmental review records for all HUD -funded programsand
activities including but not limited to:
• Notice of Intent to Request Release of Funds
• Request for Release of Funds
• 8 -Step Flood Plain Determination
• CEST (formerly Appendix A)
3. DAVIS-BACON WAGE& SECTION 3 COMPLIANCE
A. Provide Davis -Bacon Wage compliance procedures.
B. Provide Davis -Bacon project monitoring compliance, as applicable.
4 1 P a g e
ADMINISTRATION SERVICES (CONTINUED)
C. Provide labor compliance services for the City of Rosemead's CDBG and HOME funded
projects.
D. Provide Section 3 project reporting/monitoring.
E. Prepare Contractor/Subcontractor Activity Report.
4. HOUSING REHABILITATION SERVICES
A. Household Qualification
1. Calculate household income.
2. Prepare and send letters of verification to third parties such as IRS, employers,
social Security, EDD, retirement benefits system, etc.
3. Review asset documentation for income calculation and evidence of additional
unreported income.
4. Reviewcreclit report for evidence of assets and additional unreported income.
5. Prepare and transmit all correspondence including additional information
requests, approval, denial letters, etc.
B. Document Preparation
1. Environmental documentation (CEST formerly Appendix A).
2. Prepare grant/loan/construction contracts.
3. Prepare and transmit all correspondence including additional information
requests, approval, denial letters, etc.
C. Construction Management - The following services are offered for the housing
rehabilitation program:
1. Arrange/Conduct inspections.
2. Develop written scope of work.
3. General project construction oversight.
S. COMMUNTY DEVELOPMENT BLOCK GRANT - CV
In response the coronavirus pandemic, Congress approved the CARES Act. Priscila Davila &
Associates, Inc. has been instrumental in designing and implementing CDBG-CV programs to
address the impacts of the pandemic on businesses, tenants and homeowners. An online
application portal is used to expedite the processing of applications and distribution of funds to
businesses, tenants and landlords that have been devastated by the loss of jobs, loss of income
placing businesses owners losing their businesses and/or residents at risk of losing their housing.
The following may be provided to the City in conjunction with its Round 1 and Round 3 CDBG-CV
funds:
A. Assist with substantial amendments.
B. Development written small business program guidelines.
51 Page
ADMINISTRATION SERVICES (CONTINUED)
C. Development of written emergency rental assistance program guidelines.
D. Provide online portal and application for small business and/or rental assistance or other
City -identified CDBG-CV eligible program.
E. Determine if applications meet HUD and City of Rosemead eligibility requirements.
F. Assist with document preparation and execution.
G. Coordinate payments.
H. Prepare other documents, as needed.
6. SUBSTANTIAL AMENDMENT
A. Prepare all HUD required reports, notices, and documents necessary to process any
City approved amendments to the Annual Action Plan.
B. Assist staff in determining allocation of resources based on HUD waivers.
C. Assist or prepare, as required, reports for the City Council.
D. Assistance in compiling eligibility documentation in accordance with HUD regulations
for program year funded projects, including National Objective determinations.
E. Set-up and maintain activities and narratives in the Integrated Disbursement
Information System (IDIS).
7. COMMERICAL FACADE PROGRAM IMPLEMENTATION SERVICES
A. Review and update Policies and Procedures
B. Determine business eligibility.
C. Provide construction management services.
D. Prepare documents.
6 1 P a g e
PERSONNEL - DIRECT SERVICES TEAM
The following is a listing of the key personnel performing the specific program tasks outlined in the
proposal. Complete resumes for each person can be found in the "Resume" section of this proposal.
Priscila Davila - Ms. Davila has over twenty (20) years of CDBG, HOME, and ESG professional
experience. She has thorough knowledge of CFR Title 24 Part 570 and has an excellent command of
HUD regulations. Ms. Davila will be lead person for the work under the Annual Action Plan and CAPER
component of this proposal. Her focus will be the general administration of all the City's HUD -funded
grants and programs identified in this Proposal. Ms. Davila will provide general oversight and
management of the CDBG, HOME and CDBG-CV programs. She will meet with City staff monthly, or as
needed, to discuss project status and implementation. She will charge for time expended on project
management, attending meetings, telephone calls, research time and preparing documents.
Deborah Sottek - Deborah Sottek has over thirty (30) years of experience in the administration of
federally funded community development and housing programs. Ms. Sottek will provide assistance
to Ms. Davila in the development and preparation of HUD documents. Ms. Sottek will be lead person
for services performed under the First-time Homebuyer, Housing Rehabilitation, and Commercial
Facade component of this proposal. She will charge for time expended on project management,
attending meetings, telephone calls, research time and preparing documents.
ADDITIONAL SUPPORT STAFF (if needed)
Nicole Ganaale - Ms. Gangale currently assists in providing off-site program administrative and
application processing services including application loan and grant processing, credit report
review, grant/loan document and construction contract preparation. Tracking project
disbursements, contingency and fund verification.
Shannon Prebil - Ms. Prebil assists in compiling data for analysis and preparing draft narrative.
In this role, she assists with data entry, project file setup and records maintenance.
Abel Torres - Mr. Torres assists in completing HQS inspections, lead-based paint testing, and
construction management
71 Page
EXPERIENCE/REFERENCES
Client History. The following is a history of agencies served by Priscila Davila & Associates and
Housing Programs:
City of Gardena
City of Bellflower
City of San Bernardino
City of Lawndale
City of Lawndale
City of Pomona
City of Huntington Park
City of Montebello
City of Encinitas
City of South Gate
City of Buena Park
City of San Juan Capistrano
The following is a list of current references.
City of Rosemead 2019 -Present
Community Development Department Responsible Persons:
6838 E Valley Blvd. Priscila Davila & Debbie Sottek
Rosemead, CA 91770
Fundina
Angelica Frausto-Lu o HOME, CDBG &CDBG-CV
Director of Community Development
Responsibilities: General consulting services in support of the City's administration of the CDBG, CDBG-CV
and HOME funded programs; preparation of environmental documentation, preparation/attendance at HUD
monitorings, 2019 CAPER, 2020 Citizen Participation Plan, CDBG subrecipient avers ight/mon ltorl ng, provide
IDIS support by setting up activities/projects, committing funds, and generating reports, provide staff with
CDBG and HOME Program technical assistance, income determination for owner -occupied housing
rehabilitation program.
ltl of Newport Beach 2020 -Present
Community Development Department
100 Civic Center Drive
Newport Beach, CA 92660
Lauren Wooding Whitlinger
Real Property Administrator
Resoonsible Persons:
Priscila Davila & Debbie Sottek
Fundina Source(s):
CDBG & CDBG-CV
Resoonsibilities: General consulting services in support of the City's administration of the CDBG and CDBG-
CV funded programs; preparation of environmental documentation, CDBG subrecipient oversight/monitoring;
provide IDIS support by setting up activities/projects, committing funds, and generating reports, provide staff
with CDBG and HOME Program technical assistance, prepare Action Plans and CAPER; monitor affordable
housing projects.
City of La Habra 2019 -Present
Community and Economic Department Responsible Persons:
110 E La Habra Blvd. Priscila Davila
La Habra, CA 90631 Funding Source(s):
Miranda Cole -Corona CDBG
Economic Development and Housing Manager
Responsibilities: General consulting services in support of the City's administration of the CDBG funded
program; preparation of environmental documentation, CDBG subrecipient oversight/monitoring; provide IDIS
support by setting up activities/projects, committing funds, and generating reports, provide staff with CDBG
Program technical assistance, prepare Action Plans and CAPER; provide labor compliance services for all CDBG
construction projects.
81 Page
EXPERIENCE/REFERENCES (CONTINUED)
city of Ontario
2018 -Present
Housing & Neighborhood Preservation Agency
Responsible Person:
Priscila Davila & Debbie Sottek
208 West Emporia Street
Ontario, CA 91762
Fundina Source(s):
(909) 395-2322
HOME, CDBG, & FSG
Mrs. KatrynaGonzalez
Responsibilities: Provide labor compliance services for all CDBG construction projects, Assist in preparation
of Consolidated Plans, Annual Action Plans, and CAPERS.
City of Monterey Park 2008 -Present
Community & Economic Development Department Responsible Persons:
320 W New Mark Avenue Priscila Davila & Debbie Sottek
Monterey Park, CA 91754 Fundina Source(s):
Martha Garcia, CPEO HOME, CDBG & CDBG-CV
Director of Management Services
Responsibilities: General consulting services in support of the City's administration of the CDBG, CDBG-CV
and HOME funded programs; preparation of environmental documentation, preparation/attendance at HUD
monitorings preparation of 2015, and 2020 Five Year Consolidated Plans, 2008 to 2020 Annual Action Plans
and CAPERS, 2008 to 2020 Citizen Participation Plan, CDBG subrecipient monitoring, provide IDIS support by
setting up activities/projects, committing funds, and generating reports, provide staff with CDBG and HOME
Program technical assistance, income determination for owner -occupied housing rehabilitation program.
Design and implementation of CDBG-CV Small Business Assistance Program. Design and implementation of
Rental Assistance Program.
Housing Department
649 North Fair Oaks Avenue, Suite 202
Pasadena, California 91109
Phone No.: (626) 396-8321
Mr. Jim Wong, Senior Project Manager
2008 -Present
Responsible Person:
Priscila Davila
Funding Source(s):
HOME, CDBG & FSG
Responsibilities: General consulting services in support of the City's administration of the CDBG, FSG and
HOME federal funding programs; provides Information, guidance, and advice on CDBG, ESG and HOME matters,
including environmental and financial requirements, review program documents to ensure compliance with
HUD requirements, provide IDIS support by setting up activities/projects, committing funds and generating
reports, provide all Section 3 and Davis -Bacon monitoring, provide Long Term Monitoring HQS inspections.
Additional references available upon request.
91 Page
COST SCHEDULE
HUD REPORTS
Task
Total Cost
Annual Action Plan
$4,400.00
CAPER
$3,600.00
GENERAL PROGRAM ADMINISTRATION
Task
Hourly Rate
Priscila Davila
$75.00
Deborah Sottek
$75.00
Nicole Gangale
$40.00
Abel Torres
$40.00
Shannon Prebil
$30.00
HOUSING REHABILITATION SERVICES
PLEASE REFER TO FOLLOWING PAGE
This cost approach is recommended as it provides a concise cost for processing each loan. We
believe it is a better way to manage the cost to processing a loan rather than an hourly rate. The line
items are costed out at the average amount of time it takes for each loan. Easier loans will cover the
cost of more difficult loans.
101Page
COST SCHEDULE (CONTINUED)
111 Page
FEES PER
FEES
DESCRIPTION OF WORK
GRANT
PER
LOAN
Application Processing (Applicant/Property Eligibility Determination)
$375.00
$575.00
Preparation of Environmental Documentation
$175.00
$175.00
Initial Property Inspection & Preliminary Cost Analysis
$350.00
$550.00
Work Specifications, Final Specifications for Bidding
$250.00
$500.00
BID PROCESS
Coordination of Bid Process and Bid Walks with Homeowner and Contractors
Review of Bids, follow-up
$525.00
$750.00
Verification of License & Insurance
Selection & Award of Contract
Additional bid -walks billed hourly @ $75.00
CONTRACTOR SELECTION
Award of Contract
Preparation of Construction Contract
$425.00
$650.00
Verification of Selected Contractor State License, non -debarment, required insurance(s), and
City business license
Construction contract execution meeting with Homeowner/Selected Contractor
...'-'-'-'-'-'---'-'-' -----------'-'- -- - - -'- -- ----'
Multiple rontra ` radditionalcontract-i.e. trade contractors) ---
----- ----
$200_00
-- -
$
EXECUTION OF LOAN/GRANT DOCUMENTS
Loan/Grant Document Preparation, execution & transmittal for recording.
$275.00
$425.00
Loan/Grant Closing
CONSTRUCTION MANAGEMENT
$75.00
$850
Oversight of project under construction
$350.00
$550.00
Progress Inspections
$175.00
$175.00
Payment processing (each payment)
$85.00
$85.00
Change Order processing
FILE MAINTENANCE
Organizing and closingout file documents, ensuring all documents are in order and file is
$75.00
S150.00
Organized, complete and ready for audit.
TOTAL BASE COST PER GRANT/LOAM
(Does not include cost of items shown in shaded areas, above. These costs only apply if there is a
$3,335.00
$5,635.00
change in the contractor or the applicant uses more than one contractor.) Cost are based on an
average $2,000 - $5,000 grant/average $50,000 to $80,000 loan.
REIMBURSABLES
Title Report N/A $175.00
Credit Report N/A $35.00
ASBESTOS/LEAD BASED PAINT
(If Applicable)
DESCRIPTION OF WORK FEES PER GRANT/LOAN
Asbestos Inspection/Report (Barr & Clark) $575.00
Asbestos Abatement (Specifications) (Barr & Clark) $275.00
Lead Based Paint Risk Assessmen7nspectlon and Report (Barr & Clark) $375.00
Lead -Based Paint Abatement (Specifications) (Barr & Clark) $275.00
Coordinate/obtain and review lead inspection/report incorporate into WWU $150.00
Coordinate obtain lead abatement bids $150.00
Prepare Contract/Coordinate/oversee lead abatement work $350.00
Lead Based Paint Clearance Inspection (Barr & Clark) $220.00
Lead Based Paint Clearance Re-Inspection(Barr & Clark) Msconconber�sfer droGenenndContutor $220.00
111 Page
Attachment C
Priscila Davila & Associates, Inc.'s
Modifications to the Scope of Services
kA NR�y,�•'
O p
IOM
.�progra rr� W
PRISCILA DAVILA & ASSOCIATES, INC.
MODIFICATIONS TO SCOPE OF SERVICES
FEBRUARY 14, 2024
Hourly Rate
GENERAL PROGRAM ADMINISTRATION
Task
Hourly Rate
Priscila Davila
$90.00
Deborah Sottek
$90.00
5 Year Consolidated Plan
For participation in the CDBG and HOME program, the federal government requires that cities
prepare a 5 -year Consolidated Plan document and state within its plan, the jurisdiction's goals
and priorities. The Consolidated Plan is designed to help cities to assess their affordable
housing and community development needs and market conditions, and to make data -driven,
place -based investment decisions. The consolidated planning process serves as the framework
for a community -wide dialogue to identify housing and community development priorities that
align and focus funding from the CPD formula block grant programs: Community Development
Block Grant (CDBG) Program, and HOME Investment Partnerships (HOME) Program.
Priscila Davila & Associates, Inc. will develop the Consolidated Plan in accordance with HUD
requirements. The scope of services to be performed by the Consultant for each plan is as
follows:
• Develop five-year Consolidated Plan in accordance with HUD requirements.
• Perform relevant consultations and data collection to complete the required HUD tables
and the analysis of housing and non -housing needs.
• Prepare an Executive Summary for the Consolidated Plan.
• Preparation of multi-lingual community questionnaire that would be posted on the City's
website and paper copies distributed at key community locations.
• Assist staff to assess the existing community needs as necessary to develop new
strategies, goals, and priorities.
• Assist staff with development of new strategies, objectives, priorities, and program for
the Consolidated Plan.
• Develop and incorporate a performance measure component as required by HUD
requirements.
1
• Conduct and synthesize the results of consultations with private agencies, public
agencies, and community groups as required.
• Assist staff with the review of the current Citizen Participation Plan to determine whether
any changes are needed to meet HUD's requirements.
• Assist staff in presenting at a public hearing before the City Council for adoption of plan.
• Provide a shared resources folder- a shared drive with electronic copies of the documents
- list of data sources, copy of data collected, consultations, records, and other
supporting documentations used to develop the Consolidated Plan.
2