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CC – Item 4C – Staff Report – Authorization to Attend League of CA Cities Mayors and Councilmembers Executive Forum .S. L eM ywF\ • • star eport TO: HONORABLE MAYOR AND MEMBERS �✓ROSEMEAD CITY COUNCIL FROM: f FRRANK G. TRIPEPI, CITY MANAGE DATE: �V{' MAY 20, 1998 RE: AUTHORIZATION TO ATTEND LEAGUE OF CALIFORNIA CITIES MAYORS AND COUNCILMEMBERS EXECUTIVE FORUM AND LEADERSHIP ACADEMY JULY 22-24, 1998, MONTEREY Attached for your consideration is information regarding the aforementioned conference. Topics include Municipal law, Welfare Reform, Land Use, Transportation, Conflict of Interest and the Brown Act, and Intergovernmental Relationships. The Council has attended this conference in the past. RECOMMENDATION It is recommended that the City Council authorize the attendance of any Councilmember,the City Attorney,the City Manager and staff designee. COUNCIL AGENDA MAY 2 61998 ITEM No. • To: Nancy From: Rhonda Tomajlc 5-20-98 9:33am p. 1 of 13 Mayors and Council Members EXECUTIVE FORUM Ncednesdar—Friday, July 22 —24, 1998 Monterey Conference Center You'll Want to Attend If You Are A • Mayor • Council Member • City Manager You'll Benefit By_. • Teaming how you can help protect and Ntabi11ze Free city's finance • Exploring ways to enhance your working relations with staff and coil eaaus • Learning how cities are partnering with schools to prevent problems and improve senvlces • Examining transportation financing options and ways to pay for street cuts • Considering new ways to work with your Local Agency Formation Couvnission ttAFCO) on spheres of influence and armexations • r Famine credits in the League's Elected Officials Leadership Academy One strand of the Executive Forum will provide recently elected officials with a solid introduction to the requirements and limitations they fare_and practical insights into effective ways to get things done-Those with less than twu years in ullice ere encouraged to pari cipate in these sessions. City managers are especially encouraged to join the elected officials at the Executive Formm.as several sessions will address council-manager relations. Don't he left behind/Keep current with the key issues which will impact your city,and be prepared to deal effectively with them. Register nowt POST FORUM WORKSHOPS:Following the Executive Forum will be special workshops offered through the Elected Officials Leadership Academy. They will be held at the sutile location in Monterey_Make your plans now to participate ui the ESeeull ye Fomnt,and to stay over Car the Leadership Academy workshops. See the separate announcement fur more details. Make your hotel reservations for both meetings on the attached resenat:on fonts_ NOTE:The Redevelopment S'eminan which in past years rca.s held f'olloaing the Executive Fon.m.is being held this year August 27-28 in dlonterea.. iry zarirurebon wi/h the E:ouomic Development Conference and the Commmrim Semmes Co iferemce. If blob for dee Redevelopment Seminar wmauneement later this month Hotel Reservation Deadline:Wednesday,June 24. 1998 Advance Conference Registration Deadline Wednesday, July 8, 1998 To: Nancy From: Rhonda Toma]lc 5-2C-98 9:33am p. 2 of 13 Preliminary Program Wednesday, July 22 r Get credit toward completing the League Elected Officials Leadership dcadcnnr by attending the Executive Fonim session'identified with this symbol. The Academy curriculum is designed to provide you with a solid understanding of all the kn subjects and skills you need to he an effective and successful mayor or council member, well prepared to serve Vora' city and your constimerrts.More irnformation at the Academy will he available at the Executive Forum. 9:00 am-5:30 pm Registration Open—Pormlo Lobby,Monte,ev Ca,tirw,ce Center 10:00 am-noon Pre-Forum Session MAYORS AND COUNCIL MEMBERS INSTITUTE .5 CORE CREDIT FOR NEWLY ELECTED OFFICIALS The League annually conducts an orientation conference for recently elected officials. Because relatively few cities held elections in the last year,rather than holding a separate conference we are incorporating many of the subjects which would normally be held in the Mayors and Council Members Institute into this year's Executive Forum as one of the strands. This will make it easier for you to avail yourself of these orientation—and refresher—sessions.Please indicate on the advance registration form if you plan on attending these sessions so we will have the extra materials prepared for you There is no separate ie sLi a ti on for these recti ons_ designated in this prozam as"'MCI Sessions INSTITUTE KEYNOTE:TAKING UP THE CHALLENGE—THE ROLE OF THE COUNCIL AND POLITICAL COURAGE A thought-provoking loutat Ilse responsibilities and opportunities facing you as o leader in local government in California INSTITUTE WORKSHOP:YOUR PRIORITIES AND THE POLITICALLY POSSIBLE An engaging and insightful workshop considering some of the dilemmas and realities facing you as a public official.Learn about the eesential skills you need to succeed in office noon- 1:00 pm Lunch on Your Own 1:00-2:15 pm Executive Forum Opening General Session ADAPTING TO THE CHANGING DEMANDS ON POLITICAL LEADERSHIP Everyone's talking about it,everyone's writing about it—the new paradi&n shift in municipal government. As citizens demand more services and an expectation of&eater inclusion in local governance,political leadership in many communities has been slow to change or supply resistant. Lyle Sumek,nationally renowned for his experience Lt working with local government,will address the particulars of the changes expected in political leadership as we face a new paradiw in local governance. Speaker: Lyle Sumek,President,Lyle Sumek.Associates.Inc..Maitland,Florida Page 2 To: Nancy From: Rhonda Tama]lc 5-20-99 9 33am P. 3 of 13 Wednesday, July 22, continued 2:30-3:30 pm General Session BUILDING FISCAL STABILITY FOR CITIES The top priority of the League and cities is to achieve a stable and predictable revenue base. Toward this end,the League has developed a proposed constitutional amendment,and numerous supporters are joining cities to get it passed.This session will examine the contents and rationale of the amendment so all city officials can understand and support it.and work toward its adoption for the benefit of all Californians. 3:45-5:15 pm Concurrent Sessions IC ETHICS IN CITY HALL:PRACTICAL ANSWERS FOR TOUGH SITUATIONS .5 CORE CREDIT A sound culture of ethics in city hall is vital if the public is to trust and be supportive of the work and proggams of its city.Even one ethical problem in a distant city can cast doubt on your city.Many situations are tough to call.How do you always know you are acting ethically? And by whose standards?This session will explore this issue and lead you to sonic useful ideas-and answers. WILL Y2H COST YOU YOUR OFFICE? The looming problem known as 12K Year 2000)can cause your city major trouble and expense if you dont act quickly. Businesses are spending millions of dollars to avoid problem. Cities are facing similar threats from computer hardware and software Mat cant deal with the date change in Januar-2000.1t is projected maim systems will take months to resolve. and knowledgeable people to solve this problem are in high demand. 1'ou can I atlord to leave your city liable_Learn what to do 530-6.30 pm Hosted Welcoming Reception Join your peers for hosted hors d'oeuvres as you continue the discussions generated in today's sessions. Thursday, July 23 8:00 am-5 00 pm Registration Open—Portola Lobby,Mone)Con/drips Center 30-8.45 am CEWAER Breakfast Session BOND ELECTION BASICS Please contact GEN/AEA at 9161273-3372 to make your reservation for this optional breakfast prouaru sponsored by CEWAER. A separate fee is required. 9.00- 10.30 am General Session rc THE BASICS OF BUILDING EFFECTIVE COUNCIL-MANAGER RELATIONS .5 CORE CREDIT This session,developed by the Department Prouam Committee in collaboration with the City Managers Foundation will consider the changing roles and dynamics in council-manager relationships (The"how to aspect of building good council-manager re tationshl ps will be explored in the following session.) Page 3 To: Nancy From: Rhonda Tomajlc 5-20-9a 9:33am p. 4 of 13 Thutsdm, Joh 23, colvinited 1045 am- 1215 pm Concurrent Sessions Asyut/tow sition from the old Industrial Age paradigm to a more it formation-inten5''e era, you will be forced to think and develop poli ies consistent ndth such iron tic changes. This session is the first in a series of"Building Partnerships"topics designed to provide more focus and understanding of partnership building in the 21st Centum'. BUILDING PARTNERSHIPS:PRIVATE FUNDRAISING TO SUPPORT CITY SERVICES Explore how cities are working to auAment the financial support of city services by developing and-going after"pnvare funding sources. What are the ABCs of such a venture?How successful have cities been What are sonic of the potential problems cities have faced in fundraising?Come hear from those who have already traveled down this path. REGIONALISM REVISITED:WHEN TO WORK TOGETHER AND HOW TO DO IT The enormous potential for changing regional economies and infrastructure is becoming well documented in certain California communities.Cities of all sizes are exploring the potential for collaborative possibilities within local geographic,economic and political boundaries.This session will examine several successful regional collaborations and explain how and why they were accomplished. Ic MCI SESSION:MUNICIPAL LAW .5 CORE CREDIT An introduction to the basics of municipal law what you personally can and cannot do_what your city can and cannot do.what your legal obligations are as an elected otllcial.and what you can be legally liable for- HOW TO BUILD GOOD COUNCIL-MANAGER RELATIONS a .5 CORE CREDIT This session_developed in collaboration with the City Managers Foundation and the Mayors and Council Members Program Planning Committee will provide you with the to" aspect of building good council-manager relationships. 12:15-2:00 pm General Luncheon The major party candidates for governor have been invited to address the Executive Forum and share their ideas regarding issues of interest to cities. 2.30-3'.30 Dm Concurrent Sessions HIGH TOUCH IN HIGH TECH:TECH POWER FOR ELECTED OFFICIALS Many cities arc attempting to improve services to its citizens by staying on the cutting edge of information technology. With so many fancy"bells and whistles"to choose from,the situation begs the question: "What should be our plan. and how do we do it?"These questions and many others will he answered during this informative session.Amore cletailed example of how this technology can assist cities will be demonstrated during"Highs Tech and High Touch: Hands on Hall,"Thursday,3 45-c 15 pm. WELFARE REFORM:ANOTHER TOOL TO IMPROVE OUR COMMUNITIES A joint effort by cities.countiesand schools throuch the CCS Partnership.Your Input and active participation is needed. Page 4 To: Nancy From: Rhonda Ton?lc 5-20-U 9:33am p. 5 of 13 Thursday, July 23. combined 2:00-3:30 pm Concurrent Sessions,continued rc MCI SESSION:LAND USE PLANNING I .5 ELECTIVE CREDIT Mary of your decisions on council involve land use matters-This session will provide you with a good understanding of the laws and processes of land use planning„and implications of sonic of the decisions you will be asked to make. UNDERSTANDING TRANSPORTATION FUNDING Transportation funding can be a maze of confusion for even the most savvy and well-urfonred elected official.This session will untangle the maze and express in simple and clear terms the various issues and basic information you need to better understand transportation funding. LATINO CAUCUS SPONSORED SESSION (No topic at press time.) 3:45-5'.15 pm Concurrent Sessions HIGH TECH AND HIGH TOUCH:HANDS ON HALL This session will demonstrate how information technology can promote"smarter cities Come "play"with the equipment. BUILDING PARTNERSHIPS:TEAMING WITH HIGHER EDUCATION HiJer education both public and private,represents a_meat resource for assistr: Ies m Senng citizens Protects ranting from research, to internships-to co mnnovt) service, to shared proZ-ams and facilities can be of mutual benefit Come explore an array of ideas and activities which you can take home and use—even if you do not have a college or university in your city. 1 MCI SESSION:CONFLICT OF INTEREST AND THE BROWN ACT I .5 CORE CREDIT two of the most influential laws affecting elected officials govern conflicts of interest and open meetings. You must be familiar with their requirements if you are to be successful in office and stay out of trouble This session will gave you a solid foundation in both of these legal areas. KNOW YOUR CITY WEEK As pad of the Teague'-s Centennial Celebration,we are initiating"Know l our t'ity ee4"as a tune when attention is drawn to infonminne and re-enaaeing people in their communities_This session will describe plans for the`Ianow Your City Week",and share examples of creative activities which some cities have already introduced to help them citizens be more involved in they communities. ENVIRONMENTAL EQUITY:UNDERSTANDING THE RISKS Sponsored hy:African American Caucus Under President Clinton's 1994 Executive Order.your city might have a cunent obligation to create policies and procedures to address inequitable siting of hazardous facilities in low- income and minority communities. Recently,cities and carious state and local agencies have been sued for failing to adequately address environmental equity Avoid evp,,,:ing your cityto liability by leaning what environmental equity means and how to create polices to address the problem Page J To: Fancy From: Rhonda Toaailc '-20-98 9:333m p. E of 13 Thursday, Ju 23, eontinuerl 5'.30-6'.30 pm No-Host Reception hiidmtJuly 24 7:30 em- 12.30 pm Registration Open—Porrofa Lobby,Monterey Cogference Center 730-8.30 am Breakfast Discussion Sessions CITIES WORKING TOGETHER: HOW INVOLVEMENT IN THE LEAGUE CAN BENEFIT YOU Come listen to and ask questions of these experienced elected officials on HOW and WHY they became involved with the League and how it has benefited them and their cities ELECTED OFFICIALS/EDUCATORS FORUM If you are a teacher or school admmistrator.conte join your colleagues to exchwwe ideas and experiences about your challenges and opportmrities as both an elected official and educator. ELECTRICITY RESTRUCTURING Now that we are several months into electricity restructururg,what does it mean for cities` What are your options and what should you do?This session will explore the issues and alternatives and give you some practical bps. STREET CUT FEES Many cities are expenencing the constant trauma of their streets hemp,torn up,paved and torn up again. Sacramento was the first city in California to pass an ordinance stating drat cities may require utilities to partially cover the financial costs of long-tern street damage associated with repeatedly digging trenches.Find out what other cities are doing,what research has been done,and how to get your city to work with utility representatives to effectively coordinate digging schedules- HOW TO BE A RESOURCE PERSON We all can become better conduits for the sharing of resources,including information and materials-This infomial brain-stoning session will explore how elected officials can become better'resources`for each other both locally and state wide. DISASTER PREPAREDNESS Does it seem as though we are all more vulnerable to disasters'With El Nino-earthquakes and firestorms having visited our cities and towns over the past few years, local oovenunent and citizen groups have developed innovative progams to inform and educate local cotmnuwties on how to prepare for future disasters. Come join in this informal sharing of what various cities have done in this area. 8'.45-9.15 am General Session The major party candidates for governor have been invited to address the Executive Forum and share their ideas regarding issues of interest to cities Page 6 To: Nancy From: Rhonda ?om,..11c 5-20-96 9:33am o. 7 of 13 Friday, July 24, continued 9:30- 11:00 am Concurrent Sessions BUILDING UNDERSTANDING AND TRUST FOR SUCCESSFUL LOCAL ELECTIONS The passage of Proposition 21S has created a whole new relationship between city hall and the public.Ifa revenue meastua is to be well understood by the public so people can male informed judgments,those involved with the issue must be aware of and responsive to.the will of the public and its attitude toward public agencies and officials.This session will Introduce some practical steps you can take before and as you prepare to place a revenue measure on the ballot ARE THERE REALLY SPHERES OF INFLUENCE?:WORKING WITH LAFCOS AND COUNTIES ON LAND USE PLANNING Cities and counties have been dealing with annexations and Local Agency Fomtation Commissions(LAFCAs)for year=_. Some relationships have been Letter than others. Put what can be done to improve these relationships in the public's interest?What can elected officials do to facilitate reform?Come hear some possible answers. fC MCI SESSION:INTERGOVERNMENTAL RELATIONSIEFFECTIVE LOBBYING I .5 CORE CREDIT With term limits and constant changes in Sacramento,you need a good grassroots lobbying progam to express the needs of your city and constituents to members of the Legislature. Arc you doing all you should to win the support of the Le.gisl lure?What really works in et-eat Lig inteteoverrunemal relations and effective lobbying? BUILDING PARTNERSHIPS:WORKING WITH 5 CORE CREDIT COMMUNITY-BASED ORGANIZATIONS From small towns to large cities. there has been an explosion of diverse community-based organizations(CROs). While most cities are experiencing the Fiscal resva ints of providing services and solutions to venous sectors of the community. CBC's are frequently overlooked as vital resources to this end.Team how to utilize CB(is In help your city 11:15 am- 12:30 pm Concluding General Session LESSONS FROM THE PAST FOR TODAY The past has much to teach us—but seldom in an entertainingmanner Relive a bit of neat American history with Thomas Jefferson as he reflects on local government,state and federal 2ovenunent,and the general condition of[he nation. Conic mvay with a new and deeper appreciation of the wisdom of one of our leading founders in this historically accurate.first- person portrayal of our third president. Clay Jenkinson,Humanities Scholar,Reno 12.30 pm Adjourn Executive Forum Reminder: The Ralph M.Brown Act does not apply to conferences simply because a majority of the city council or other covered body attends.However,a majority of the body may not discus among themselves specific substantive issues at such conferences.My such discussion is subject to the Brown Act and must occur in a meeting which complies with its requirements. Fuge 7 2 �O Tie stat eport TO: HONORABLE MAYOR AND MEMBERS ROSEMEAD CITY COUNCIL FROM: FRANK G. TRIPEPI, CITY MANAGER :11 DATE: MAY 19, 1998 RE: SELECTION OF CONSULTANT FOR COMMUNITY DEVELOPMENT BLOCK GRANT(CDBG) AND HOME PROGRAM SERVICES As required by guidelines of the Department of Housing and Urban Development (HUD), the City of Rosemead issued a Request for Proposals (RFP) for CDBG and HOME program services. In response,the City received proposals from USE Community Services and from Willdan Associates. As indicated in the RFP, the responses were evaluated by using the following criteria: • Thoroughness in response to RFP 20% • Technical approach/scope of work 20% I. Experience of proposed personnel 20% ▪ Firm's overall experience 10% • Cost 30% Staff has attached a summary evaluation of each proposal. What follows is a discussion of each proposal in relationship to the evaluation criteria: Thoroughness Both proposals appeared to be thorough in their responses. COUNCIL AGENDA MAY 2b 1998 ITEM No. =--i 2 Selection of Consultant-CDBG May 19, 1998 Page 2. Technical Approach USE COMMUNITY SERVICES USE Community Services lists eleven individuals in the initial proposal with primary responsibility for program services. It was unclear in the proposal, however, how these individuals would be employed in the City of Rosemead since one is located in Florida, another is Western Regional Manager and another is the South West Regional Manager. All personnel listed appeared to be management personnel. In a subsequent questionnaire, USE clarified that seven individuals would act as the project team. Six of these individuals appeared in the original proposal. There was one new name not mentioned in the proposal. In the initial proposal, it was unclear where services would be located. It appeared that most services would be offered through USE's corporate offices in Downey. In the follow up questionnaire, USE clarified that some services would be offered onsite, while others would be managed from USE's corporate offices. It appears that the seven individuals who comprise the proposed project team are management positions and that the majority of daily work will be done by 45 employees of USE located in corporate offices, with site visits to the City as needed. USE proposes that project management will be on-site an average of two days per week. The president of USE is proposed as one member of the project team. It is unclear how the president of a corporation with four national offices will be on-site at the City of Rosemead two days per week providing administrative services in CDBG and HOME. A follow-up conversation with USE resulted in a statement that the firm would provide two (2) full-time positions to be placed in City Hall. It is not clear who the firm would choose to fill the positions. USE proposes that Commercial and Residential Rehabilitation will be handled by seven different individuals with oversight for different portions of the program. Of those seven individuals, only two program administration positions are proposed to be on-site at the City. One of the proposed members of the Commercial and Residential Rehabilitation team is not mentioned in either the original proposal nor detailed as one of the revised project team in the follow up questionnaire. WILLDAN ASSOCIATES Willdan listed seven individuals in the initial proposal with primary responsibility for program services. In the follow up questionnaire, Willdan listed the same seven individuals for program operation and administration. In the follow up questionnaire, Willdan states that all services would be offered on-site. Willdan also states that project management will be on-site two days per week. Willdan proposes that three individuals will be primarily responsible for Commercial and Residential Rehabilitation, including labor compliance. Willdan proposes that the two principal staff members Selection of Consultant- CDBG May 19, 1998 Page 3. will be on-site at the City from 7:30 a.m. to 5:00 p.m. Monday through Thursday and that all commercial and residential services will be available at City Hall. Housing Code Compliance staff are also proposed to be on-site and/or in the field during regular City Hall acperience of Overall Personnel USE COMMUNITY SERVICES Overall, staff at USE appears to be competent,but staff overall appear to lack experience in several aspects of CDBG and HOME administrative and program services. The fin's references show that they are currently providing consulting services for residential rehabilitation and construction management. They appear to have experience in ban underwriting, loan servicing, loan packaging, document preparation and title searches. They do not appear to have experience in CDBG and HOME administration, housing code compliance, Community 2020 requirements. USE did not demonstrate experience in the preparation of Consolidated and Annual Funding Plans and were unresponsive in the follow up questionnaire. USE appears to have some experience in HOME cash management on the federal government's computerized Integrated Disbursement and Infonation System (IDIS), but does not show any experience working with the system for CDBG. It is unclear from USE's response whether or not they have done project set-up and funding with the system and whether they have used draw down procedures for any cities. WILLDAN Wilidan Associates has provided CDBG administration to 28 cities. In addition,they have provided residential rehabilitation services in 34 cities and commercial rehabilitation and economic development services to 21 cities. Willdan's proposed project team has prior experience in CDBG, HOME administration and in residential and commercial rehabilitation. The proposed Wilidan project team has used IDIS in all phases (set-up, funding, drawdown), has prepared three Consolidated Plans and four Annual Funding Plans. They have used Community 2020, including mapping in submitting most recent Annual Funding Plan. Cost There appears to be a substantial difference in price between the two firms. The amount shown for administrative services is for a full year. In estimating the cost of utilizing each firm for the residential, commercial and code compliance portions of the programs, staff used the average number of rehabilitation and enforcement cases expected to be completed in the upcoming fiscal year. The following is a summary of proposed costs: Selection of Consultant-CDBG May 19, 1998 Page 4. FY 1998-1999 USE WILLDAN CDBG/HOME Administration $37,790 $124,145 Residential Rehabilitation (30 cases) $79,950 $36,120 Commercial Rehabilitation (6 cases) $12,780 $36,000 Housing Code Compliance(20 cases) $31,700 $25,880 TOTAL $162,220 $222,145 FY 1999-2000 CDBG/HOME Administration $38,911 $129,115 Residential Rehabilitation (30 cases) $82,260 $37,710 Commercial Rehabilitation (6 cases) $13,152 $37,440 Housing Code Compliance(20 cases) $32,640 $26,900 TOTAL $166,963 $231.165 FY 2000-2001 CDBG/HOME Administration $40,269 $129,115 Residential Rehabilitation (30 cases) $83,730 $37,710 Commercial Rehabilitation (6 cases) $13,608 $17,382 Housing Code Compliance (20 cases) $33,840 $26,900 TOTAL $171,447 $211,107 PROPOSED COST OVER THREE YEARS $500,630 $664,417 Initial analysis of costs makes it appear that there is a 25% overall difference between the two proposals for the three year period. Because of the large discrepancy in amounts allocated for administrative services, a follow up questionnaire was prepared for each respondent. USE COMMUNITY SERVICES In the follow-up questionnaire, USE states that Environmental Analyses, which are an allowable administrative cost, were not included in the overall price. USE states that it will charge $300.00 per Environmental Analysis. The City currently conducts approximately 50 Environmental Analyses per year. This would add approximately $15,000 to the overall cost of administrative services per year. • • Selection of Consultant- CDBG May 19, 1998 Page 5. While standard rewrites are included as part of the overall project costs, major rewrites are not. The City averages 1 -2 major rewrites per year. USE bills major rewrites at$75.00 per hour. Assuming 40 hours per major rewrite,this would add approximately$3,000 to the overall cost of administrative services per year. Davis-Bacon monitoring was also not included as part of the overall project cost. USE charges a cost of$2,750 minimum or 3/4 of 1%of the total project cost for larger projects. The City currently handles approximately four Davis-Bacon compliance projects per year. This would add an additional $11,000 per year to project costs. As part of labor compliance monitoring, USE proposes one inspection per month.Additional inspections are billed at$200.00 each and additional work at $65.00 per hour. The City currently does two inspections per month,plus additional site inspections 1 time per week. Regarding rehabilitation and economic development projects,USE charges $800 per loan for initial work and $675 for final loan processing. Assuming five loans per year, this adds $7,375 per year to the cost of residential rehabilitation (not including additional inspection charges at $65.00 per hour). USE charges a loan processing fee of$750 to $1,450 per loan for economic development loans. Assuming one loan per year, this adds $750 - $1,450 to the annual cost for commercial rehabilitation and economic development. For residential and commercial programs, USE charges document preparations fee of$155.00. At approximately 36 cases per year, this could add as much as $5,580 per year to the cost of the program. USE also charges $35.00 per title report ordered,plus the pass-through cost of the report. The City currently orders approximately 70 title reports per year. This could add as much as $2,450 to the total cost of service for one year. In addition, USE charges administrative services at $75.00 per hour. The City currently uses approximately 1,000 hours per year of administrative services, or 19 hours per week. USE is proposing 2 days per week(assuming 16 hours) at$75.00 per hour. This would cost $62,400 per year, not the $37,990 presented in the proposal. It also represents a net reduction of approximately 168 hours of service per year. If USE adheres to the $37,990 at$75.00 per hour, it represents 506 hours or a reduction of 494 hours of administrative service per year. WILLDAN In its supplemental questionnaire, Willdan states that its proposal is inclusive and there are no additional charges for services. Willdan proposes to have staff on site for a minimum of 108 hours per week, or a total of 5,616 hours per year for the proposal price. CONCLUSION--COST USE's total supplemental charges add approximately $45,855.00 per year to the proposal price (excluding any additional inspection and services charges). For FY 1998-1999, this would result in Selection of Consultant- CDBG May 19, 1998 Page 6. an adjusted proposal price of$208,075. The USE proposal represents a substantial reduction in the amount of service hours available to the public. There is a difference of approximately 6%between the adjusted USE proposal and the Willdan proposal. The number of hours on which Willdan has based its proposal is approximately the same as what it currently takes to operate the program. Assuming it will continue to take 108 hours per week to operate existing programs, staff has concluded that USE either would not have a sufficient time commitment to operate programs in the City of Rosemead, or that it would have to charge supplemental charges at $75.00 per hour for additional services. Summary USE proposes to perform the majority of program functions from its offices in the city of Downey. In addition, USE lacks experience in CDBG and HOME administration and in Housing Code Compliance operations. USE has little experience in working with federal systems,such as IDIS and Community 2020. It is difficult with the USE proposal to calculate the overall cost of the program and/or the effectiveness of its approach. The USE proposal would charge supplemental fees for basic service and additional charges for any work not outside of basic administration and rehabilitation. The Willdan proposal is comprehensive and contains no additional charges. It provides the most hours of client service and proposes to conduct operations within the City of Rosemead. Willdan has demonstrated experience in the subject areas. The firm has worked with Rosemead in the past and is familiar with City programs and operations. Staff recommends that Council select Willdan Associates as the City's contractor for CDBG and HOME program services. Attached is the copy of the proposals from both firms, the supplemental questionnaires and the scoring summary prepared by staff RECOMMENDATION It is recommended that the City Council select Willdan Associates as the City's consultant for CDBG and HOME program services and authorize the City Manager to execute all agreements. ammo me€adm fE CDBG AND HOME PROGRAM SERVICES SCORING SHEET USE Wilidan Thoroughness 20% 20% Technical Approach 10% 20% Experience of Personnel 5% 20% Firm's Overall Experience 5% 10% Cost 30% 20% Total 70% 90% \A7 WILLDAN ASSOCIATES ❑ ENGI\EE RS & PLAN\ERS \��� // Professional Consulting Services Since 1964 May 8, 1998 Mr. Jeffrey L. Stewart Director of Administrative Services City of Rosemead 8838 East Valley Boulevard Rosemead, CA 91770 Subject: Supplemental Questionnaire Selection Process for Housing and Community Development Consultant Dear Jeff: Please find attached our responses to the subject questionnaire. If you need any additional information, please contact me at (562) 908-6209. Respectfully submitted, WILLDAN ASSOCIATES a.v- V. wt Albert V. Warot Manager of Planning and Community Development Services Enclosure AVwswk'.Im 95610815690108-113 12900 CROSSROADS PARKWAY SOUTH•SUITE 200• INDUSTRY, CALIFORNIA 91746-3499•(562)908-6200•FAX(562)695-2120 1. Please outline your experience in the administration and planning of projects in the following areas. Please be specific, a. HOME Administration b. HOME funded projects c. CDBG Administration d. Housing Code Compliance Willdan Associates has extensive experience in providing community development services to agencies across California. Our experience has provided our staff with considerable expertise in CDBG and HOME Program management and in implementing many types of CDBG funded activities in communities with unique and different needs. As indicated in our previously submitted proposal, we have provided the specific services requested by the City of Rosemead to over 50 cities and 3 counties in California over the past 10 years. The cities to which Willdan is currently providing such services include: Agoura Hills, Bell Gardens, La Puente, Oroville, Paramount, San Gabriel, San Joaquin, Santa Monica, South Lake Tahoe, Susanville and Waterford. Most importantly, Wlldan is currently administering all aspects of CDBG and HOME Programs for the City of Rosemead. 2. Who makes up the actual project team? Who will be the project manager? The following project team is comprised of highly qualified individuals Willdan believes will bring maximum efficiency and effectiveness to the delivery of the services being requested by the City. Al Warot— Project Director Lisa Baker— Project Manager Damien Delany—CDBG/HOME Specialist Steve Bailey— Residential Inspection Specialist Michael Neal — Property Rehabilitation Specialist Dean Sharer— Environmental Review Specialist Junior Vita — Labor Compliance Officer 3. How many hours will the project manager be on-site at the City? Ms. Lisa Baker will serve as project manager for this assignment. Ms. Baker will be present at City Hall for approximately 12 hours per week. Ms. Baker will also attend all necessary meetings including any City Council meetings. 4. Who will prepare Environmental Analyses for projects? Was this an included item in your proposal? If not, what would be the cost of completing these? Page 1 Mr. Dean Sherer will be preparing all necessary environmental clearances for the City's projects. Mr. Sherer will coordinate with all other governmental agencies in providing environmental clearance for CDBG and HOME funded projects. The cost for this service was included in Willdan's proposal. 5. Please list your prior experience in preparing Environmental Analyses for other communities. Please state the project, the community and the staff member involved. Would these staff members be involved in Environmental Analyses for the City of Rosemead? Mr. Dean Sherer has extensive experience in preparing and processing environmental documents pursuant to CEQA, NEPA and HUD's implementing guidelines for NEPA. During the past year, Mr. Sherer has prepared all environmental clearances for CDBG and HOME funded projects in the Cities of Rosemead and Paramount. Also during this past year, Mr. Sherer completed environmental clearances for major streetand hig hway improvementsfor Lancaster, Westlake Village and Thousand Oaks,a major park project in Westlake Village and extensive sewer improvements in La Canada-Flintridge. 6. If guidelines or procedures must be changed, updated, etc., is this included in the prices given, or is this an additional hourly charge? If additional charge, what is the hourly rate? The cost for preparing and processing possible amendments or revisions to program guidelines and procedures was included in the fees quoted in our proposal. 7. Who will prepare City Council agendas and attachments? Who will present them to the City Council and answer questions? Is this included in your proposal, or is there an additional hourly charge? If there is an additional hourly charge, what is the hourly rate? Willdan Associates expects to prepare all necessary staff reports. Ms. Lisa Baker will coordinate with the appropriate City staff member to have the agenda item completed and ready for review by the City Council. Ms. Baker will be available at City Council meetings to answer any pertinent questions as needed. The cost for this service was included in Willdan's proposal. 8. Who will be the staff for the Commercial and Residential Rehabilitation Programs? Will they be on-site or located at your office? Mr. Damien Delany will be the administrator of the City's residential and commercial property improvement programs. Page 2 Mr. Micheal Neal will assist with the administration of the City's residential and commercial property improvement programs. Mr. Junior Vita will be responsible for ensuring compliance with the Davis-Bacon Act (commercial projects) and other federal labor standards as applicable. Willdan's staffing plan provides coverage by up to two persons from 7:00 a.m. — 5:00 p.m. on days City Hall is open. 9. Who will be the Housing Code Compliance staff? Will they be on-site or located at your offices? Mr. Steve Bailey will coordinate and direct the residential inspections for code enforcement cases, and supervise the completion of the tasks identified under Housing Code Compliance. All services will be provided on-site at City Hall. 10. Regarding questions 7 & 8 above, if they will be located at your offices, how often will they be located in the City? This question is not applicable since Willdan staff will perform all required duties at Rosemead City Hall. 11. Are there additional charges for being on-site? Willdan does not have additional charges for being on-site. 12. How many Consolidated Plans has your organization prepared? Please list the Consolidated Plan and the community for which it was prepared, along with the staff members responsible for completing them. Please state if this staff will be involved in Plan preparation for the City of Rosemead. Willdan has prepared a total of three (3) Consolidated Plans for the Cities of t Rosemead, Fountain Valley and Paramount. Ms. L'.sa Baker and Mr. Damien Delany jointly prepared all three plans. Both persons are included in Wlldan's staffing plan for the City of Rosemead. 13. How many Annual Funding Plans has your organization prepared? Please list the Annual Funding Plans and the communities for which they were prepared, along with the staff members responsible for their completion. Please state if this staff will be involved in Plan preparation for the City of Rosemead. Willdan Associates has prepared a total of five (5) Annual Funding Plans for the Cities of Rancho Cucamonga, Paramount and Rosemead. The Willdan staff Page 3 members who will prepare Rosemead's Annual Funding Plan are Ms. Lisa Baker and Mr. Damien Delany, who are the same individuals that prepared the above mentioned Plans. 14. What is your experience with IDIS? Please list all training and work you have done directly on IDIS, along with the City/Community and the person who did the IDIS work. Please state if this staff will be involved in IDIS for the City of Rosemead. Mr. Delany has extensive experience with the IDIS system. Mr. Delany attended a week long training in Washington D.C. and has attended every HUD training session since then. Mr. Delany has set-up the IDIS system for Rosemead, Paramount, Corona and Rancho Cucamonga. He has provided technical assistance in. IDIS for Ventura County, San Bernardino County, and the Cities of Hemet, Oxnard, Rancho Cucamonga and Riverside. Mr. Delany is currently working with Ms. Baker in the City of Rosemead and will continue to attend IDIS training to keep abreast of potential changes. 15. What is your experience with Community 2020? Please list all training and work you have done with 2020 and the staff member who was involved. Please state if this staff will be involved in 2020 for the City of Rosemead. Ms. Baker, Mr. Delany and Mr. Neal (who are included in the team to be assigned to the City) have attended the training sessions regarding this new HUD software. Page 4 N U. S. E. COMMUNITY SERVICES CORPORATE HEADQUARTERS 8121 E.FLORENCE AVENUE • DOWNEY,CALIFORNIA 90240• (562)927-6686/FAX(562)927-3578 May 05, 1998 Mr. Jeffrey Stewart Director of Administrative Services 8838 East Valley Blvd. Rosemead, CA 91770 RE: Response to your Letter Dated April 28th Dear Mr. Stewart, The following arc the responses to the questions presented in your letter dated April 28th: 1. Please Outline your experience in administration, planning, projects in the following areas. Please be specific: a. HOME Administration b. HOME-funded projects c. CDBG Administration d. Housing Code Compliance Answer: HOME Administration - Have worked with various public - quasi- public/private agencies over the past 12 years in the development of projects, planning and administration of those programs and projects funded through HOME. Those projects include the development of housing programs to enhance the housing quality and affordability of residential and multi-family housing within the various states, county and local regions in California and Texas. Many of the programs designed have included: 1. Homebuyer Assistance Programs 2. Homeownership Loan Programs 3. Housing Rehabilitation Loan Programs 4. Emergency Repair Grant/Loan Programs 5. Multi-Family Housing Programs 6. Inspections Code Compliance Programs BALTIMORE • LOS ANGELES • SACRAMENTO • TAMPA With the HOME program funds, have provided administrative support to public agencies in providing strategies in the preservation and/or revitalization of various State, County, and local low and moderate income neighborhood by: helping to expand the supply of safe, sanitary and affordable housing; developing programs and projects that will improve the infrastructure; designing programs that will provide financial inducement for economic development activities; maintaining, suggesting, or developing community activities as needed ; providing supportive services to reinforce the vitality of targeted residential areas; and providing administrative support in designing and developing programs that encourages the development and capacity building of community housing development organizations (CHDO's) to create and manage affordable housing. The list below provides several organizations Bernard Johnson, Staff Consultant,participated in establishing: 1. Ocean Beach Community Development Corporation (OBCDC), San Diego, CA. 2. HOPE CDC, San Diego, CA. 3. Community Housing Services (CHS),Pasadena, CA. 4. Greater Urban League, San Diego, CA. Coupled with other federal grant sources, have worked with various agencies to seek and obtain funding from the U.S. Department of Housing and Urban Development (HUD) for primary and secondary funding sources for other programs funded through the Department's programs such as: The Community Development Block Grant (CDBG) - designed , developed, and administered programs to receive funding for localities to improve the physical, social, and economic conditions of their low and moderate-income communities. The Emergency Shelter Grants (ESG) - designed, developed, and administered programs to receive funding for supportive services for homeless individuals and operating assistance for shelters for the homeless. The Housing Opportunities for Persons with AIDS (HOPWA) - designed, developed, and administered programs to receive funding for programs for housing for low income persons affected by HIV/AIDS and their families. The Economic Development Initiative Grant (EDI) - designed, developed, and administered programs which used in combination with the Section 108 Loan Guarantee Programs to bring economic revitalization efforts to City and County government organizations designated Enhanced Enhanced Enterprise Communities. Many of these areas of the Cities and Counties are areas in the central locations that have a high concentration of poverty, unemployment, and neighborhood stagnation. Many of these programs were developed as part of many of the City and County government Strategic Plans for the creation of expanded business, such as: I. Micro-Enterprise Loan Programs 2. Small Business Revolving Loan Programs 3. Special Development Loan Program 4. Home Improvement Loan Program 5. Multi-Family Loan Program 6. Acquisition and Construction Program 2. Who makes up the actual project team? Who will be the project manager? Answer: The project team will be made up of the following individuals: Gary Parsons -Contract Administrator .Bernard Johnson -Project Manager .Jari Appelroth- Project Support/ Client Services Jerry Cannon- Loan and Grant Underwriting . Michael Torres- Construction Management .Richard Bucklew- Construction Specialist Brenda Gordon- Asset Management/Low Income Housing Compliance Mr. Parsons and Mr. Johnson will have the overall project responsibility. 3. How many hours will the project manager be on-site at the City? Answer: It is our current believe that either Mr. Johnson or Mr. Parsons will be at the City on an average of 2 days per week. However, we would make available the necessary personnel and staff time to meet the City's needs. 4. Who will prepare Environmental Analyses for projects? Was this an included item in your proposal? If not, what would be the cost for completing these? Answer: It is currently planned that Mr. Bernard Johnson, will handle the preparation of the Environmental Analyses. No. This was not included in the service fee quoted. The additional cost per Environmental completed will be$300.00. 5. Please list your prior experience in preparing Environmental Analyses for other communities. Please state the project, the community and the staff member involved. Would these staff members be involved in Environmental Analyses for the City of Rosemead? Answer: Mr. Johnson has prepared Environmental Anaylses for the City's of Houston and San Diego. 6. If guidelines or procedures must be changed, updated, etc., it this included in the prices given, or is this an additional hourly charge? If additional charge, what is the hourly rate? Answer: Yes, for normal updates. However, if major rewrites are required , an hourly rate of$75.00 would be requested with a prior estimate of hours involved, and with the City's approval. 7. Who will prepare Council agendas and attachments? Who will present them to the City Council and answer questions? Is this included in your proposal, or is there an additional hourly charge? If there is an additional hourly charge, what is the hourly rate? Answer: Mr. Parsons and Mr. Johnson will handle all Council Document preparation and meetings. These services are included within the fees we have already quoted. No additional cost are requested. 8. Who will be the staff for the Commercial and Residential Rehabilitation programs? Will they be on-site, or located at your office? Answer: Commercial and Residential Rehabilitation Loan Program will be handled both at the City offices and U.S.E. office. The following represents the location and people involved: a. Staff person: Bernard Johnson and Gary Parsons. Program Design and Approval. Location, City and U.S.E. b. Staff person: Bernard Johnson and Gary Parsons. City Commercial Program Approval Location: City c. Staff person: Gary Parsons, Jari Appelroth, and Bernard Johnson. Program Literature Guidelines and Document Preparation. Location: U.S.E. d. Staff person. Jari Appelroth. Marketing. Location: U.S.E. and City. e. Staff person. Gary Parsons, Jari Appelroth and Joyce Collier. Application intake. Location: City f Staff person: Jul Appelroth and Joyce Collier. Loan/Grant Processing and Underwriting,Document Preparation. Location: U.S.E. g. Staff person: Mike Torres and Richard Bucklew. Construction Management/Borrower. Location: U.S.E. h. Staff person: Brenda Gordon. Loan Servicing and Compliance. Location: U.S.E. 9. Who will be the Housing Code Compliance Staff? Will they be on-site or located at your office? Answer: Currently we plan to use Bernard Johnson, Richard Bucklew and Mike Tones. City and U.S.E. Pending on need. 10. Regarding questions 7 and 8 above, if they will be located at your offices, how often will they be in the City? Answer: Our plans currently call for at least 2 days a week. However, we can be available more depending on need. 11. Are there additional charges for being on-site? Answer: No, there are no additional charges. 12. How many Consolidated Plans has your organization prepared? Please list the Consolidated Plan and the community for which it was prepared, along with the staff members responsible for completing them. Please state if this staff will be involved in Plan preparation for the City of Rosemead. Answer: Use Bernard Johnson refer to answer#2. 13. How many Annual Funding Plans has your organization prepared? Please the Annual Funding Plans and the community for which it was prepared, along with the staff members responsible for their completion. Please state if this staff will be involved in Plan preparation for the City of Rosemead. Answer: Use Bernard Johnson refer to answer#3. 14. What is your experience with IDIS? Please list all training and work you have done directly on IDIS, along with the City/Community and the person who did the IDIS work. Please state if this staff will be involved in IDIS for the City of Rosemead. Answer: U.S.E. has been involved with HUD's IDIS System since its conception. U.S.E. currently provides HOME cash management for the City of Ontario and the State of Louisiana and has worked with the City of New Orleans. Mike Tones will be the staff member involved. U.S.E. has attended HUD's IDIS both in D.C. and locally. 15. What is your experience with Community 2020? Please list all training and work you have done directly with 2020 and the staff member who is involved. Please state if this staff will be involved in 2020 for the City of Rosemead. Answer: U.S.E. currently has no experience with Community 2020. It is planned that Mr. Johnson and Mr. Parsons will be responsible for this area. U.S.E. does, however, have its own computer support personnel that can support the efforts of Mr. Parsons and Mr. Johnson in the use of HUD's Community 2020 software. In closing, I would like to point out that U.S.E. has several highly experienced individuals that are capable of providing the services you have requested. Unlike small consulting firms which depend on one or two individuals to provide all of the services you requested, U.S.E. operates on a department basis utilizing the talent of the entire firm,therefore, personnel can be added easily during peak periods. This can be most easily seen in commercial/single rehab and first time homebuyer programs where several specialized staff are involved . This makes your City less dependent on any one or two individuals. This approach prevents potential mid-year problems if key staff leave or are no longer available. I hope this letter answers all of the questions presented in your letter. Thank you for your interest. We will be very happy to provide you with any other infrrma ion or answer any further questions you may have. Gary Parsons President a. .aN U. S. E. COMMUNITY SERVICES CORPORATE HEADQUARTERS 8121 E.FLORENCE AVENUE • DOWNEY,CALIFORNIA 90240• (562)927-6686/FAX(562)927-3578 May II, 1998 Mr. Jeffrey Stewart Director of Administrative Services 8838 East Valley Blvd. Rosemead, CA 91770 RE: Additional Information to letter of May 5, 1998 Dear Mr. Stewart, Enclosed you will find additional information, referencing question number 12, of letter dated April 28, 1998. lio.e this will be of some help to you. II Gary Parsons President enclosures GP/rh BALTIMORE • LOS ANGELES • SACRAMENTO • TAMPA • aN U. S. E. COMMUNITY SERVICES CORPORATE HEADQUARTERS 8121 E.FLORENCE AVENUE • DOWNEY,CALIFORNIA 90240 • (562)927-6686/FAX(562)927-3578 USE CONSOLIDATED PLAN PROCESS WORK PLAN The U.S. Department of Housing and Urban Development (HUD)has established minimum statutory requirements for the Consolidated Plan. However, individual jurisdictions are required to work with their local HUD representative to develop a "customized"approach based on individual circumstances and needs. Accordingly, USE will work with the City staff to develop a work plan for the Consolidated Plan that meets all of the statutory requirements and reflects the unique characteristics of the local community. The work plan will set forth a detailed table of contents and plan for the preparation of the Consolidated Plan. It will include the establishment of a system to reference and incorporate existing planning documents and other data into the Consolidated Plan. The completed work plan will be submitted to the local HUD representative and, upon their concurrence, shall serve as the basis of the completion of a Consolidated Plan that meets all federal requirements. PRE-SUBMISSION REQUIREMENTS As requested, USE may assist with the required consultation of appropriate public and private agencies including other public jurisdictions, social service agencies, and State and local health and child welfare agencies. CITIZEN PARTICIPATION USE shall work with City staff to develop a citizen participation plan that meets all statutory requirements and actively solicits the input of all segments of the community. The citizen participation process will be ongoing throughout all phases of the preparation of the Consolidated Plan. USE shall prepare public notices, conduct outreach efforts, and conduct sessions in conjunction with City Staff to actively solicit and involve all segments of the community throughout the Consolidated Plan preparation process. BALTIMORE • LOS ANGELES • SACRAMENTO • TAMPA HOUSING AND COMMUNITY DEVELOPMENT PROFILE USE shall prepare the Housing and Community Development Profile to provide statistical and analytical information on the needs for decent housing, a suitable living environment and the expansion of economic opportunities. The profile shall consist of four major section as follows: 1. Community Characteristics--this section shall describe the existing condition of the community's infrastructure, demographic and housing characteristics, economic characteristics, and physical design Data in this section shall be based upon the 1990 Census and recent local studies and surveys, as appropriate. 2. Market conditions--this section shall identify market conditions, issues,trends, and barriers to affordable housing assistance and community development. 3. Needs--this section will quantify the community's needs, based on the preceding identification, in the following areas: infrastructure, fair housing, lead-based paint testing and abatement, the environment, affordable housing, civic design, economic development,homelessness,job creation, moving families from homelessness to permanent housing,jobs/housing balance and public improvements, facilities, and services. 4. Resources--this section will contain an assessment of all Federal and non-Federal public and private agencies,physical features, human services, and funding sources/programs available to address housing and community development needs. Each section will include tables, maps and supporting documentation as appropriate. VISION PLAN The characteristics and needs identified in the preceding section shall serve as the basis of the development of a long-term vision plan. The vision plan will set forth the community's long term goals and objectives for the next 10 years. INVESTMENT STRATEGY This section will match up the community's long term goals and objectives with the available resources identified in the profile. This will include funding sources and programs currently being utilized as well identifying additional finding to be pursued and programs to be implemented(or phased out)in the next three to five years. ANTI-POVERTY STRATEGY As required by statute, residents with incomes at 30% or less of the median are considered by HUD as a proxy for poverty income persons. ENTERPRISE COMMUNITY STRATEGY CONTINUUM OF CARE STRATEGY FOR THE HOMELESS FAIR HOUSING IMPEDIMENTS ANALYSIS PROJECTED USE OF FUNDS The final section will present the City's one year plan and projected use of funds. It will include anticipated funding sources and amounts and the specific items to be accomplished. Where applicable, the plans will identify the number of households to be assisted by or benefit from the projected use of funds. GENERAL CONTRACTOR If necessary,act as General Contractor to subcontractors that shall provide special surveys as requested regarding lead paint, homelessness, and other required Consolidated Plan topics.