CC - Item 4B - Extension Of Agreement With Willdan Associates For CDBG And Home Program ServicesTO: HONORABLE MAYOR
AND MEMBERS
ROSEME CITY COUNCIL
FROM: BILL C W1 CITY MANAGER
DATE: MAY 28, 2002
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, with a
deadline of May 31, 2001. 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, 2001. 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 2000-2001
• Monitored and tracked progress of the City's subrecipients
• Provided Code Enforcement and Housing Code Compliance services
• Done outreach for the City's commercial and residential rehabilitation
programs
• Operated the Residential Rehabilitation program
• Did RFP process for lead testing and risk assessment in Residential
Rehabilitation
• Implemented a First Time Home Buyer program using HOME funds
• Held a Homeownership Fair for lenders and potential home buyers
JUN 112002
ITEM No.
Extension of Agreement with Willdan Associates for CDBG and HOME Program
Services, 2
Updated the 2000-2001 Rehabilitation Program Report (the 2001-2002
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 City and Commission's Commercial Rehabilitation
Programs '
The current contract with Willdan allows for two additional one-year extensions 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 and HOME 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 ROSE MEAD
COST ESTIMATES FOR
CDBG ADMINISTRATION
it/
The specific tasks to be performed by Wilidan in administrating the City's CDBG
Program for the 2001-2002 Fiscal Year, and two (2) subsequent fiscal years, are as
follows:
COST
TASK
2001-02
2002-03
2003-04
1.
Prepare the City's annual
Grantee Performance Report or
$7,621
$7,926.
$7,926
CAPERS requirement.
2.
Prepare the City's Annual
CDBG and HOME funding plan,
$14,023
$14,584
$14,584
including project descriptions
and cost summaries.
3.
Prepare public notices for and
conduct two annual public
$9
300
$9,672
$9,672
hearings on the use of CDBG
,
and HOME funds.
4.
Work with Finance to prepare
quarterly Cash Transaction
$5,621
$5,846
$5,846
Reports and maintain the IDIS
reporting re uirements.
5.
Work with Finance in
preparation of drawdown
requisitions for each project and
$5,913
$6,149
$6,149
maintain projects and database
in IDIS.
6.
Prepare all performance
reports: annual, bi-annual for
each project (includes
$6
172
$6,419,
$6,419
Contractor Report, Semi-Annual
,
Labor Standards Report,
Section 3 Reports, etc.).
7.
Coordinate with HUD staff
regarding CDBG and HOME
$15,264.
$15,875
$15,875
monitorin .
8.
Coordinate with Finance in
preparation of the City's annual
$6 172
$6,419
$6,419
budget and annual audit, in the
areas of CDBG.
24
Program Cost Summaries
COST
TASK
2001-02
2002-03
2003-04
9.
Prepare all agreements with
$5
865
100
$6
$6,100
City subrecipients:
,
,
107.
Monitor all subrecipients,
including invoice processing
$11,052
$11,494
$11,494
and annual site visits and follow
u.
11.
Prepare all RFP's for
subrecipients, including Fair
$7,712
$8,020.
$8,020
Housing Services..
12.
Environmental Review,
including annual review, public
$8
600
$8,944
$8,944
notices and Request for
,
Release of Funds.
13.
Handle all correspondence and
telephone and walk-in traffic of
$8,600
$8,944
$8,944
the office.
14.
Provide timely status reports,
staffing schedules, and
'
$9
000
$9,360
$9,360
s
meetings with City Manager
,
office.
15.
Prepare program literature and
brochures, program updates,
$8,200
$8,528
$8,528
attend City Council as
necessary.
ESTIMATED TOTAL COST
$129,115
$134,280
$134,280
25
Program Cost Summaries
EXHIBIT "B"
CITY OF ROSEMEAD
COST ESTIMATES FOR
OPERATION OF RESIDENTIAL REHABILITATION PROGRAMS
irk/
The specific tasks to be performed by Willdan in administrating the City's
Residential Rehabilitation Programs for the 2001-2002 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:
COST
TASK
2001-02
2002-03
2003-04
1.
Prepare application intake and
approval based on federal
$40
$42
$42
income guidelines and program
eli ibilit uidelines.
2.
Conduct initial property
inspection for code violations
and rehabilitation work
necessary to bring the property
$200
$208
$208
into conformance with the City's
adopted rehabilitation
standards.
3.
Prepare and submit historical
$40
$42
$42
clearance documentation.
4.
Prepare and obtain property
$22
$23
$23
environmental clearances.
5.
Prepare work description and .
$89
$93
$93
obtain homeowner approval.
6.
Prepare plans, specifications,
and contract documents for
$56
$58
$58
biddin purposes.
7.
Set up contractor walk-through
and be present during walk-
'
$39
$41
$41
s
through to ensure homeowner
uestions are answered.
8.
Receive and review bids,
including checking license of
$42
$43
$43
contractor and ensuring s/he is
not debarred.
26
Program Cost Summaries
COST
TASK
2001-02
2002-03
2003-04
9.
Take information to Council for
approval in accordance with
$51
$53
$53
City's Rehabilitation Guidelines.
10.
Prepare Owner Participation
Agreements, Contractor
$56
$58
$58
Agreements, and obtain proper
signatures.
11.
Prepare loan documents and
$42
$43
$43
financial statements.
12.
Prepare and execute
promissory note, deed of trust,
and all required loan documents
$56
$58
$58
for processing a loan. Prepare
covenants, execute, and record
if a grant.
13.
Conduct progress inspections to
ensure work is proceeding in a
timely manner and according to
$105
$110
$110
plans and/or schedule of
completion.
14.
Authorize progress payments.
$33
$34
$34
15.
Conduct final inspections,
prepare Notice of Completion,
acquire homeowner signatures
for work completed. to
$56
$58
$58
homeowner satisfaction and in
accordance with contract
specifications.
16.
Execute contract completion by
acquiring lien releases from
contractor (building permits,
etc.) and close out cases by
$50
$52
$52
ensuring permanent file
contains all documentation
required for government audit
purposes.
17.
Be available to answer
questions from the public and
$50
$52
$52
from applicants.
18.
Maintain the City's deferred
loans. Process demand and
$50
$52
$52
repayments.
27
Program Cost Summaries
COST
TASK.
2001-02
2002-03
2003-04
19.
Provide interface between
Community. Development
$50
$52
$52
Division and Finance.
20.
Provide timely status reports,
staffing schedules, periodic
'
$70
$73
$7$
meetings with City Manager
s
'
office.
21.
Prepare program materials,
brochures, outreach materials,
$6G
$62
$62
Council agenda items, and
provide program outreach.
ESTIMATED TOTAL COST
$1,257
$1,307
$1,307
~i t
i
Program Cost Summaries
EXHIBIT " C"
CITY OF ROSEMEAD
COST ESTIMATES FOR ADMINISTRATION OF
COMMERCIAL REHABILITATION PROGRAM
The specific tasks to be performed by Willdan in administering the City's
Commercial Rehabilitation Program for the 2001-2002 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:
COST
TASK
2001-02
2002-03
2003-04
1.
Conduct initial meeting with
applicant. Review application
$304
$316
$316
and approve program
participation.
2.
Review proposed improvements
at property location to qualify,
$530
$551
$551
eligible improvements.
3.
Inspect property , for code
violations and to ensure
'
$290
$301
$301
conformance with City
s
adopted codes.
4.
Prepare work write-up and/or
itemized cost estimate. Review
$510
$530
$530
work write-ups and/or cost
estimates of architects.
5.
Prepare loan documents and/or
$166
$172
$172
approve estimated rebate.
6.
Approve, proposed work by
Planning and Building & Safety
$160
$166
$166
Departments.
7.
Conduct bid process
procedures, review bids, select
$600
$624
$624
contractor, award bid.
8.
Conduct preconstruction
meeting with contractor,
$400
$416
$416
property
9.
Conduct progress inspections
and approve work done in
$1
650
$1
716
$1
716
conjunction with approved
,
,
,
schedule.
29
Program Cost Summaries
j;
COST
TASK
2001-02
2002-03
2003-04
10.
Conduct final inspection, obtain
all lien releases from contractor,
approve final payments and/or
$300
$312
$312
approve rebate; file Notice of
Completion.
11.
Conduct outreach, make
$450
$468
$468
presentations as appropriate. .
12.
Staff office, answer inquiries
$400
$416
$416
from public and applicants.
13.
Prepare reports, periodic
meetings with City Manager's
$480
$499
$499
office, staffing schedules.
-
ESTIMATED TOTAL COST
$6,240
$6,487
$6,487
30
Program Cost Summaries
EXHIBIT "D"
CITY OF ROSEMEAD
COST ESTIMATES FOR
HOUSING CODE COMPLIANCE
-147
The specific tasks to be performed by Willdan in administering the City's Housing
Code Compliance Program for the 2001-2002 Fiscal Year and two (2) subsequent
years are indicated below. Total cost is to reflect all tasks necessary to comp!ete
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:
COST
TASK
2001-02
2002-03
2003-04
1.
Using City's complaint form,
document source of complaint
$82
$85
$85
regarding substandard housing
conditions.
2.
Conduct initial site inspection
from public right-of-way, within
15 days of request. If
necessary, obtain permission to
enter premises from person in
$309
$321
$321
control of premises. Note and
photograph substandard
conditions. Prepare plot plan of
property, as required.
3.
If permission to enter is required,
refer case to City Attorney to
obtain a search warrant. Refer
$82
$85
$85
life/safety hazardous conditions
to Building Official, if required, for
possible summa abatement.
4.
Review building permit job file,
zoning files, and assessors
records to determine permit
$121
$126
$126
status of the property and owner
of record.
5.
Send Notice of Violation signed
by Building Official via certified
mail within five (5) days of the
inspection along with information
$54
$56
$56
on, and an application for, City's
Housing Rehabilitation Program,
if applicable.
31
14
k
Program Cost Summaries
COST
TASK
2001-02
2002-03
2003-04
6.
Reinspect property fifteen (15)
days - after notice to see if
substandard conditions have
$82
$85
$85
been corrected. Close and
document case if conditions are
corrected.
7.
If conditions are not corrected,
but progress has been made,
$54
$56
$56
arrange single extension of time
and schedule reins ection.
8.
If voluntary compliance efforts
fail, order a title search. Issue a
Notice and Order by the Building
Inspector within 5 days of the
$54
$56
$56
second inspection and notify all
interested parties. Post Notice
and Order on property.
9.
During the thirty (30) day posting
period, make every effort to
contact the owner personally or
$54
$56
$56
by telephone to obtain
compliance.
10.
If efforts for compliance fail,
schedule case for an
Administrative Hearing. Prepare
and send Notice of Hearing via
certified mail to the vested owner
$82
$85
$85
and allow receipt at least ten
(10) days prior to hearing. Post
notice for at least ten (10) days
prior to hearing.
11.
-
Conduct hearing before the
Building Official. Building Official
will issue a decision regarding
the existence of substandard
conditions, and issue a citation
$155
$161
$161
with deadline for abatement if
substandard conditions exist.
Deadline for abatement shall not
exceed ixty 60 days.
12.
If owner is instead found in
compliance, close and document
$54
$56
$56
case.
32
E~7
Program Cost Summaries
COST
TASK
2001-02
2002-03
2003-04
13.
If owner is not found in
compliance, notify owner of the
time and place of the hearing
before the Rehabilitation
$54
$56
$56
Appeals Board (City Council)
which shall be held within thirty
30 days.
14.
If Board does not find
substandard conditions at the
$54
$56
$56
rehearing, close and document
case.
15.
If Board confirms substandard
conditions, and citation stands,
transmit citation to the District
Attorney for prosecution. Give
$54
$56
$56
notice to the State Franchise Tax
Board that the rental housing
unit has been determined to be
"substandard."
16.
Prepare periodic reports, status
reports, staffing schedules,
$309
$321
$321
attend Rehab. meetings, and
City Council as necessary.
17.
Staff office, provide answers to
questions from public either at
$155
$161
$161
counter or by telephone.
ESTIMATED TOTAL COST
$1,809
$1,878
$1,878
Program Cost Summaries
EXHIBIT "E"
CITY OF ROSEMEAD
COST ESTIMATES FOR
OPERATION OF FIRST-TIME HOME BUYER PROGRAM
The specific tasks to be performed by.Willdan in administering the City's First-Time
Home Buyer.Program for the 2001-2002 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:
COST
TASK
2001-02
2002-03
2003-04
1.
Prepare application intake and
approval based on federal
$302
$302
$313
income guidelines and program
eligibility guidelines.
2.
Conduct initial property
inspection for violations and
rehabilitation work necessary to
$181
$181
$192
bring the property into
conformance with HOME
requirements.
3.
Apply City underwriting criteria
$121
$121
$125
and prepare loan summaries.
4.
Provide interface between City,
title company, escrow company,
$121
$121
$125
primary lender, etc. . as
-
necessary.
5.
Review proposed loan
documents and ensure
$302
$302
$313
compliance with City lender
requirements.
6.
Obtain Voluntary Transaction
_
paperwork, lead requirements,
$61
$61
$63
and follow up on status of any
required repairs from inspection.
7.
Prepare loan documents,
payment requests, and provide
interface between escrow
$242
$242
$250
company and City for loan
closing.
8.
Prepare and maintain client files.
$121
$121
$125
34
COST '
TASK
2001-02
2002-03
2003-04
9.
Prepare and maintain HOME
funds, match reports and lending
$61
$61
$63
summary.
10.
Prepare summaries for IDIS
$61
$61
$63
d raws.
11.
Provide program outreach,
including presentations to
$61
$61
$63
lenders.
12.
Provide office staffing, answer
program questions, and handle
$302
$302
$313
telephone and walk-in traffic.
13.
Prepare periodic progress
reports, attend meetings of City
$181
$181
$192
Manager Is office.
ESTIMATED TOTAL COST
$2,117
$2,117
$2,200