CC - Item 4E - Staff Report Extension of Agreement with Willdan Associates 0 \Q,
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TO: HONORABLE MAYOR
AND MEMBERS
ROSEMEAD CITY COUNCIL
FROM: FRANK G. TRIPEPI, CITY MANAGER j
7.
DATE: JUNE 17, 1999
RE: EXTENSION OF AGREEMENT WITH WILLDAN ASSOCIATES
FOR CDBG 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
(CDBG) 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 upon mutual consent
of both parties.
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 1997-1998
• Monitored and tracked progress of the City's subrecipients
• Worked with local lenders to secure a new banking partner for the City's low interest loan
programs
• Provided Housing Code Compliance services
COUNCIL AGENDA
JUL 131999
ITEM No. d CC -6-
K J
Extension of Agreement pg. 2
• Provided Residential Rehabilitation inspection services for owners in the City's Rehab.
program
• Provided Residential Rehabilitation services
• Updated the 1997-1998 Rehabilitation Program Report(the 1998-1999 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 two additional one-year extensions 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 documents.
Program Cost Summaries
EXHIBIT "A"
CITY OF ROSEMEAD
COST ESTIMATE FOR
CDBG ADMINISTRATION
The specific tasks to be performed by Willdan Associates in administrating the City's
CDBG Program for the 1998-1999 Fiscal Year, and two (2) subsequent fiscal years, are
as follows:
COST
TASK 1998-99 1999-00 2000-01
1. Prepare the City's annual Gran- $ 10,035 $ 10,440 $ 10440
tee Performance Report or fulfill
CAPERS requirement.
2. Prepare the City's Annual $ 18,470 $ 19,210 $ 19,210
CDBG and HOME funding plan,
including project descriptions
and cost summaries.
3. Prepare public notices for and $ 12,250 $ 12,740 $ 12,740
conduct two annual public hear-
ings on the use of CDBG and
HOME funds.
4. Work with Finance to prepare $ 7,400 $ 7,700 $ 7,700
quarterly Cash Transactions
Report and maintain the IDIS
reporting requirements..
5. Work with Finance in prepara- $ 7,790 $ 8,100 $ 8,100
tion of drawdown requisitions for
each project and maintain
projects and database in IDIS.
6. Prepare all performance $ 8,130 $ 8,455 $ 8,455
reports: annual, bi-annual for
•each project (includes Contrac-
tor Activity Report, Semi-Annual
Labor Standards Report, Minor-
ity Banking Report, Section 3
Reports. etc.).
Willdan Associates Proposal for City of Rosemead
CDBG and HOME Program Services Page 22
Program Cost Summaries
COST
TASK
1998-99 1999-00 2000-01
7. Coordinate with HUD staff re- $ 20,105 $ 20,910 $ 20,910
garding CDBG and HOME
Program monitoring.
8. Coordinate with Finance in $ 8,130 $ 8,455 $ 8,455
preparation of the City's annual
budget and annual audit, in the
areas of CDBG and HOME.
9. Prepare all agreements with $ 7,725 $ 8,035 $ 8,035
City subrecipients.
10. Monitor all subrecipients, in- $ 14,560 $ 15,140 $ 15,140
cluding annual site visits.
11. Prepare all RFP's for subreci- $ 9,550 $ 9,930 $ 9,930
pients, including Fair Housing
Services.
ESTIMATED TOTAL COST $124,145 I $129,115 $129,115
Willoan Associates Proposal for City of Rosemead
CDBG and HOME Program Services Page 23
Program Cost Summaries
EXHIBIT "B"
CITY OF ROSEMEAD
COST ESTIMATES FOR
OPERATION OF RESIDENTIAL REHABILITATION PROGRAMS
The specific tasks to be performed by Willdan Associates in administrating the City's
Residential Rehabilitation Programs for the 1998-1999 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:
COST
TASK 1998-99 1999-00 2000-01
1. Prepare application intake and $ 50 $ 52 $ 52
approval based on federal in-
come guidelines and program
eligibility requirements.
2. Conduct initial property inspec- $ 250 $ 260 $ 260
tion for code violations and re-
habilitation work necessary to
bring the property into confor-
mance with the City's adopted
rehabilitation standards.
3. Prepare and submit historical $ 50 $ 52 $ 52
clearance documentation.
4. Prepare and obtain proper envi- $ 26 $ 28 $ 28
ronmental clearances.
5. Prepare work description and $ 112 $ 116 $ 116
obtain homeowner approval.
6. Prepare plans, specifications $ 70 $ 73 $ 73
- and contract documents for bid-
ding purposes.
7. Set up contractor walk-through $ 50 $ 51 $ 51
and be present during walk- -
through to ensure homeowner's
questions are answered.
Wilidan Associates Proposal for City of Rosemead
CDBG and HOME Program Services Page 24
Program Cost Summaries
COST
TASK
1998-99 1999-00 2000-01
8. Receive and review bids, in- $ 52 $ 54 $ 54
cluding checking license of con-
tractor and ensuring s/he is not
federally debarred.
9. Take information to Council for $ 60 $ 66 $ 66
approval in accordance with
City's Rehabilitation Guidelines.
10. Prepare Owner Participation $ 70 $ 73 $ 73
Agreements, Contractor Agree-
ments, and obtain proper signa-
tures.
11. Prepare loan documents and $ 52 $ 54 $ 54
financial statements.
12. Prepare and execute promis- $ 70 $ 73 $ 73
sory note, deed of trust, and all
required loan documents for
processing if a loan. Prepare
covenants, execute, and record
if a grant.
13. Conduct progress inspections to $ 132 $ 137 $ 137
ensure work is proceeding in a
timely manner and according to
plans and/or schedule of com-
pletion.
14. Authorize progress payments. $ 40 $ 43 $ 43
15. Conduct final inspections, pre- $ 70 $ 73 $ 73
pare Notice of Completion, ac-
quire homeowner signatures for
work completed to homeowner
satisfactions and in accordance
with contract specifications.
Wilidan Associates Proposal for City of Rosemead
CDBG and HOME Program Services Page 25
Program Cost Summaries
COST
TASK
1998-99 1999-00 2000-01
16. Execute contract completion by $ 50 $ 52 $ 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 $1,204 $1,257 $1,257
Wilidan Associates Proposal for City of Rosemead
CDBG and HOME Program Services Page 26
Program Cost Summaries
EXHIBIT "C"
CITY OF ROSEMEAD
COST ESTIMATES FOR ADMINISTRATION OF
COMMERCIAL REHABILITATION PROGRAM
The specific tasks to be performed by Willdan Associates in administering the City's
Commercial Rehabilitation Program for the 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:
COST
TASK
1998-99 1999-00 2000-01
1. Conduct initial meeting with ap- $ 204 $ 212 $ 97
plicant. Review application and
approve program participation.
2. Review proposed improvements $ 564 $ 587 $ 97
at property location to qualify
eligible improvements.
3. Inspect property for code viola- $ 282 $ 293 $ 192
tions and to ensure con-
formance with City's adopted
codes.
4. Prepare work write-up and/or $ 636 $ 662 $ 289
itemized cost estimate. Review
work write-ups and/or cost esti-
mates of architects.
5. Prepare loan documents and/or $ 160 $ 166 $ 484
approve estimated rebate.
6. Approve proposed work by $ 160 $ 166 $ 484
Planning and Building & Safety
Depts.
7. Conduct bid process proce- $ 816 $ 849 $ 484
dures, review bids, select con-
tractor. and award bid.
Willdan Associates Proposal for City of Rosemead
CDBG and HOME Program Services Page 27
•
Program Cost Summaries
COST
TASK 1998-99 1999-00 2000-01
8. Conduct preconstruction meet- $ 444 $ 462 $ 192
ing with contractor, property
owner and commercial rehabili-
tation staff.
9. Conduct progress inspections T2,397 $2493 $ 289
and approve work done in con-
junction with approved sched-
ule.
10. Conduct final inspection, obtain $ 337 $ 350 $ 289
all lien releases from contractor,
approve final payments and/or
approve rebate, file Notice of
Completion.
ESTIMATED TOTAL COST $6,000 $6240 $2,897
Willdan Associates Proposal for City of Rosemead
COBS and HOME Program Services Page 28
Program Cost Summaries
EXHIBIT "D"
CITY OF ROSEMEAD
HOUSING CODE COMPLIANCE
The specific tasks to be performed by Willdan Associates in administering the City's
Housing Code Compliance Program for the 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:
COST
TASK 1998-99 1999-00 2000-01
1. Using City's complaint form, doc- $ 79 $ 82 $ 82
ument source of complaint re-
garding substandard housing
conditions.
2. Conduct initial site inspection $ 297 $ 309 $ 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
photograph substandard condi-
tions. Prepare plot plan of prop-
erty, as required.
3. If permission to enter is required, $ 79 $ 82 $ 82
but denied, refer case to City
Attorney to obtain a search war-
rant. Refer life/safety hazardous
conditions to Building Official, if
required, for possible summary
abatement.
4. Review building permit job file, $ 116 $ 121 $ 121
zoning files and assessors re-
. cords to determine permit status
'of the property and owner of re-
cord.
Willdan Associates Proposal for City of Rosemead
CDBG and HOME Program Services Page 29
Program Cost Summaries
COST
TASK 1998-99 1999-00 2000-01
5. Send Notice of Violation signed $ 52 $ 54 $ 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) $ 79 $ 82 $ 82
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, $ 52 $ 54 $ 54
but progress has been made,
arrange single extension of time
and schedule reinspection.
8. If voluntary compliance efforts $ 52 $ 54 $ 54
fail, order a title search. Issue a
Notice and Order by the Building
Inspector within 5 days of the
second inspection and notify all
interested parties. Post Notice
and Order on property. Maintain
and update mailing list upon re-
ceipt of certified receipt or re-
turned letters.
9. During the thirty (30) day posting $ 52 $ 54 $ 54
period, make every effort to con-
tact the owner personally or by
telephone to obtain compliance.
10. If all efforts for compliance fail, $ 79 $ 82 $ 82
schedule case for an Administra-
tive Hearing. Prepare and send
Notice of Hearing via certified
- mail to the vested owner and
'allow receipt at least ten (10)
days prior to hearing. Post no-
tice for at least ten (10) days
orior to hearing.
Willdan Associates Proposal for City of Rosemead
CDBG and HOME Program Services Page 30
Program Cost Summaries
COST
TASK
1998-99 1999-00 2000-01
11. Conduct hearing before the Buil- $ 149 $ 155 $ 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 (60) days.
12. If owner is instead found in corn- $ 52 $ 54 $ 54
pliance, close and document
case.
13. If owner is not found in $ 52 $ 54 $ 54
compliance, notify owner of the
time and place of the hearing
before the Rehabilitation
Appeals Board (City Council)
which shall be held within thirty
(30) days.
14. If Board does not find substan- $ 52 $ 54 $ 54
dard conditions at the rehearing,
close and document the case.
15. If Board confirms substandard $ 52 $ 54 $ 54
conditions, and citation stands,
transmit citation to the District
Attorney for prosecution. Give
notice to the State Franchise Tax
Board that the rental housing
unit has been determined to be
"substandard."
ESTIMATED TOTAL COST $1,294 $1,345 $1,345
Wilidan Associates Proposal for City of Rosemead
CDBG and HOME Program Services Page 31