HomeMy WebLinkAboutAgenda Report - November 15, 2018 C-15 SMTM
CITY OF LODI
COUNCIL COMMUNICATION
AGENDA TITLE:
MEETING DATE:
PREPARED BY:
AGENDA ITEM
C-15
Authorize City Manager to Execute Amendment to Extend Term of Professional
Services Agreement with Michael Baker International for Community Development
Block Grant Administration and Expand the Scope of Services to Include Housing
Program Support Services ($70,000)
November 15, 2018
City Manager / Community Development Director
RECOMMENDED ACTION:
Authorize City Manager to execute amendment to extend term of
professional services agreement with Michael Baker International
for Community Development Block Grant Administration and
expand the scope of services to include housing program support
services for an amount not to exceed $70,000.
BACKGROUND INFORMATION: For the last year Michael Baker International has provided a
contractor to perform the work of the Neighborhood Services Manager and has also provided support
services to the Neighborhood Services Division of the Community Development Department, performing
labor and other compliance work for CDBG grants for approximately $30,000/year and has significant
experience in providing services covered by the position. The City Manager is seeking authority to extend
the term of the contract as provided in the original agreement and to expand the scope of services to
include housing program support services. The cost range for the services on an annual basis is
$83,000 to $99,070 or a maximum of approximately $70,000 more than the cost of Michael Baker's
existing contracted services.
FISCAL IMPACT: Contract extension, no fiscal impact anticipated.
FUNDING: Funding is provided through savings in the personnel within the Community
Development Depatment.
Attachment: Resolution
APPROVED:
Andrew Keys
Deputy City Manager/Internal Services Director
Step wa:-u r
City Manager
Step r chwaba
y Manager
CONTRACT AMENDMENT No. 1
Michael Baker International
THIS CONTRACT AMENDMENT No. 1 made and effective this day of November,
2018, by and between the CITY OF LODI, a municipal corporation, hereinafter called "CITY",
and Michael Baker International, hereinafter called "Contractor."
WITNESSETH:
CONTRACT: Contractor and City, entered into a contract for professional services on
;1,1)-J1 117 ("Agreement"), attached hereto as Exhibit A and made a part hereof as
though fully set forth herein. Contractor and City now desire to extend the term of the
Agreement through and including October 31, 2019, and expand the scope of services
to include housing program support services. The additional annual cost for the housing
support services will not exceed $70,000 during the extended term of the Agreement.
All other terms and conditions, including compensation paid to Contractor for services
described in Exhibit A of the Agreement, will remain unchanged.
CITY OF LODI, a municipal corporation CONTRACTOR
STEPHEN SCHWABAUER MICHAEL BAKER INTERNATIONAL
City Manager
By:
Attest:
Title:
JENNIFER M. FERRAIOLO
City Clerk
Approved as to Form:
JANICE D. MAGDICH
City Attorney
J:\CA\CITY\Contracts\Consulting or Professional Services\Michael Baker ContractExtension.doc
{xHIBIT Al
AGREEMENT FOR PROFESSIONAL SERVICES
ARTICLE 1
PARTIES AND PURPOSE
Section 1.1 Parties
THIS AGREEMENT is entered into on en. W)2C117, by and between the CITY
OF LODI, a municipal corporation (hereinafter "CITY"), and MICHAEL BAKER
INTERNATIONAL, INC, (hereinafter "CONTRACTOR").
Section 1.2 Purpose
CITY selected the CONTRACTOR to provide the services required in
accordance with attached Scope of Services, Exhibit A, attached and incorporated by
this reference.
CITY wishes to enter into an agreement with CONTRACTOR for Community
Development Block Grant Administration and Housing Program Support Services,
including non-CDBG Special Projects (hereinafter "Project") as set forth in the Scope of
Services attached here as Exhibit A. CONTRACTOR acknowledges that it is qualified to
provide such services to CITY.
ARTICLE 2
SCOPE OF SERVICES
Section 2,1 Scope of Services
CONTRACTOR, for the benefit and at the direction of CITY, shall perform the
Scope of Services as set forth in Exhibit A.
Section 2.2 Time For Commencement and Completion of Work
CONTRACTOR shall commence work pursuant to this Agreement, upon receipt
of a written notice to proceed from CITY or on the date set forth in Section 2.6,
whichever occurs first, and shall perform all services diligently and complete work under
this Agreement based on a mutually agreed upon timeline or as otherwise designated in
the Scope of Services.
CONTRACTOR shall submit to CITY such reports, diagrams, drawings and other
work products as may be designated in the Scope of Services.
CONTRACTOR shall not be responsible for delays caused by the failure of CITY
staff to provide required data or review documents within the appropriate time frames.
The review time by CITY and any other agencies involved in the project shall not be
counted against CONTRACTOR's contract performance period. Also, any delays due to
weather, vandalism, acts of God, etc., shall not be counted. CONTRACTOR shall
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remain in contact with reviewing agencies and make all efforts to review and return all
comments.
Section 2.3 Meetings
CONTRACTOR shall attend meetings as may be set forth in the Scope of
Services.
Section 2,4 Staffing
CONTRACTOR acknowledges that CITY has relied on CONTRACTOR's
capabilities and on the qualifications of CONTRACTOR's principals and staff as
identified in its proposal to CITY, The Scope of Services shall be performed by
CONTRACTOR, unless agreed to otherwise by CITY in writing. CITY shall be notified
by CONTRACTOR of any change of Project Manager and CITY is granted the right of
approval of all original, additional and replacement personnel at CITY's sole discretion
(such approval to not be unreasonably withheld, delayed or conditioned), and shall be
notified by CONTRACTOR of any changes of CONTRACTOR's project staff prior to any
change, to the extent such advance notice is practicable under the circumstances.
CONTRACTOR represents it is prepared to and can perform all services within
the Scope of Services (Exhibit A) and is prepared to and can perform all services
specified therein. CONTRACTOR represents that it has, or will have at the time this
Agreement is executed, all licenses, permits, qualifications, insurance and approvals of
whatsoever nature are legally required for CONTRACTOR to practice its profession, and
that CONTRACTOR shall, at its own cost and expense, keep in effect during the life of
this Agreement all such licenses, permits, qualifications, insurance and approvals, and
shall indemnify, defend and hold harmless CITY against any costs associated with such
licenses, permits, qualifications, insurance and approvals which may be imposed against
CITY. under this Agreement.
Section 2.5 Subcontracts
Unless prior written approval of CITY is obtained, CONTRACTOR shall not enter
into any subcontract with any other party for purposes of providing any work or services
covered by this Agreement,
Section 2.6 Term
The term of this Agreement commences on November 1, 2017 and terminates on
October 31, 2018.
Section 2,7 Option to Extend Term of Agreement
At its option, City may extend the terms of this Agreement for an additional three
(3) one (1)•year extensions; provided, City gives Contractor no less than thirty (30) days
written notice of its intent prior to expiration of the existing term. In the event City
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exercises any option under this paragraph, all other terms and conditions of this
Agreement continue and remain in full force and effect.
AP
The total duration of this Agreement, including the exercise of any option under
this paragraph, shall not exceed four (4) years.
ARTICLE 3
COMPENSATION
Section 3A Compensation
CONTRACTOR's compensation for all work under this Agreement shall conform
to the provisions of the Fee Proposal, attached hereto as Exhibit B and incorporated by
this reference.
CONTRACTOR shall not undertake any work beyond the scope of this
Agreement unless such additional work is approved in advance and in writing by CITY.
Section 3.2 Method of Payment
CONTRACTOR shall submit invoices for completed work on a monthly basis, or
as otherwise agreed, providing, without limitation, details as to amount of hours,
individual performing said work, hourly rate, and indicating to what aspect of the Scope
of Services said work is attributable. CONTRACTOR's compensation for all work under
this Agreement shall not exceed the amount of the Fee Proposal, except as otherwise
approved by CITY, CONTRACTOR shall be paid within thirty (30) days of a properly
submitted invoice,
Section 3.3 Costs
The Fee Proposal shall include all reimbursable costs required for the
performance of the Scope of Services. Payment of additional reimbursable costs
considered to be over and above those inherent in the original Scope of Services shall
be approved in advanced and in writing, by CITY.
Section 3.4 Auditingt
CITY reserves the right to periodically audit all charges made by CONTRACTOR
to CITY for services under this Agreement. Upon reasonable request, CONTRACTOR
agrees to furnish CITY, or a designated representative, with necessary information and
assistance needed to conduct such an audit.
CONTRACTOR agrees that CITY or its delegate will have the right to review,
obtain and copy all records pertaining to performance of this Agreement.
CONTRACTOR agrees to provide CITY or its delegate with any relevant information
requested and shall permit CITY or its delegate access to its premises, upon reasonable
notice, during normal business hours for the purpose of interviewing employees and
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inspecting and copying such books, records, accounts, and other material that may be
relevant to a matter under investigation for the purpose of determining compliance with
this requirement. CONTRACTOR further agrees to maintain such records for a period of
three (3) years after final payment under this Agreement.
ARTICLE 4
MISCELLANEOUS PROVISIONS
Section 4.1 Nondiscrimination
In performing services under this Agreement, CONTRACTOR shall not
discriminate in the employment of its employees or in the engagement of any sub
CONTRACTOR on the basis of race, color, religion, sex, sexual orientation, marital
status, national origin, ancestry, age, or any other criteria prohibited by law,
Section 4,2 ADA Compliance
In performing services under this Agreement, CONTRACTOR shall comply with
the Americans with Disabilities Act (ADA) of 1990, and all amendments thereto, as well
as all applicable regulations and guidelines issued pursuant to the ADA.
Section 4.3 Indemnification and Responsibility for Damage
CONTRACTOR to the fullest extent permitted by law, shall indemnify and hold
harmless CITY, its elected and appointed officials, directors, officers, employees and
volunteers from and against any claims, darnages, losses, and expenses (including
reasonable attorney's fees and costs), arising out of performance of the services to be
performed under this Agreement, provided that any such claim, damage, loss, or
expense is caused by the negligent acts, errors or omissions of CONTRACTOR, any
subcontractor employed directly by CONTRACTOR, anyone directly or indirectly
employed by any of them, or anyone for whose acts they may be liable, except those
injuries or damages arising out of the active negligence, sole negligence, or sole willful
misconduct of the City of Lodi, its elected and appointed officials, directors, officers,
employees and volunteers, CITY may, at its election, conduct the defense or participate
in the defense of any claim related in any way to this Indemnification. If CITY chooses at
its own election to conduct its own defense, participate in its own defense, or obtain
independent legal counsel in defense of any claim related to this indemnification,
CONTRACTOR shall pay all of the costs related thereto, including without limitation
reasonable attorney fees and costs. The defense and indemnification obligations
required by this Agreement are undertaken in addition to, and shall not in any way be
limited by the insurance obligations set forth herein.
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Section 4.4 No Personal Liability
Neither the City Council, nor any other officer or authorized assistant or agent or
City employee shall be personally responsible for any liability arising under this
Agreement. Nor shall any officer or employee of the CONTRACTOR be personally
responsible for any liability arising under this Agreement.
Section 4.6 Responsibility of CITY
CITY shall not be held responsible for the care or protection of any material or
parts of the work described in the Scope of Services prior to delivery to the CITY.
Section 4.6 Insurance Requirements for CONTRACTOR
CONTRACTOR shall take out and maintain during the life of this Agreement,
insurance coverage as set forth in Exhibit C attached hereto and incorporated by this
reference.
Section 4.7 Successors and Assigns
CITY and CONTRACTOR each bind themselves, their partners, successors,
assigns, and legal representatives to this Agreement without the written consent of the
others. CONTRACTOR shall not assign or transfer any interest in this Agreement
without the prior written consent of CITY. Consent to any such transfer shall be at the
sole discretion of CITY.
Section 4.8 Notices
Any notice required to be given by the terms of this Agreement shall be in writing
signed by an authorized representative of the sender and shall be deemed to have been
given when the same is personally served or upon receipt by express or overnight
delivery, postage prepaid, or three (3) days from the time of mailing if sent by first class
or certified mail, postage prepaid, addressed to the respective parties as follows:
To CITY:
To CONTRACTOR:
City of Lodi
221 West Pine Street
P.O. Box 3006
Lodi, CA 95241-1910
Attn: Stephen Schwabauer
Michael Baker International
2729 Prospect Park Drive, Suite 220
Rancho Cordova, CA 95670
Attn: Jennifer Gastelum
Section 4.9 Cooperation of CITY
CITY shall cooperate fully and in a timely manner in providing relevant
information it has at its disposal relevant to the Scope of Services.
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Section 4.10 CONTRACTOR is Not an Employee of CITY
CONTRACTOR agrees that in undertaking the duties to be performed under this
Agreement, it shall act as an independent contractor for and on behalf of CITY and not
an employee of CITY. CITY shall not direct the work and means for accomplishment of
the services and work to be performed hereunder. CITY, however, retains the right to
require that work performed by CONTRACTOR meet specific standards without regard
to the manner and means of accomplishment thereof.
Section 4.11 Termination
Either Party may terminate this Agreement, with or without cause, by giving the
other party at least ten (10) days written notice. Where phases are anticipated within the
Scope of Services, at which an intermediate decision is required concerning whether to
proceed further, CITY may terminate at the conclusion of any such phase. Upon
termination, CONTRACTOR shall be entitled to payment as set forth in the attached
Exhibit B to the extent that the work has been performed. Upon termination,
CONTRACTOR shall immediately suspend all work on the Project and deliver any
documents or work in progress to CITY, However, CITY shaft assume no liability for
costs, expenses or lost profits resulting from services not completed or for contracts
entered into by CONTRACTOR with third parties in reliance upon this Agreement.
Section 4.12 Confidentiality
CONTRACTOR agrees to maintain confidentiality of all work and work products
produced under this Agreement, except to the extent otherwise required by law or
permitted in writing by CITY. CITY agrees to maintain confidentiality of any documents
owned by CONTRACTOR and clearly marked by CONTRACTOR as "Confidential" or
"Proprietary", except to the extent otherwise required by law or permitted in writing by
CONTRACTOR. CONTRACTOR acknowledges that CITY is subject to the California
Public Records Act.
The preceding restrictions shall not apply to information which is in the public
domain, was previously known to a Party, was acquired by a Party from others who have
no confidential relationship to the other Party with respect to same, or which through no
fault of a Party, comes into the public domain. Neither Party shall be restricted from
releasing information, including confidential information, in response to a subpoena,
court order, or other legal process. Neither Party shall be required to resist such
subpoena, court order, or legal process, but shall promptly notify the other Party in
writing of the demand for information before the receiving Party responds to such
demand.
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Section 4.13 Applicable Law, Jurisdiction, Severability, and Attorney's Fees
This Agreement shall be governed by the laws of the State of California.
Jurisdiction of litigation arising from this Agreement shall be venued with the San
Joaquin County Superior Court, If any part of this Agreement is found to conflict with
applicable laws, such part shall be inoperative, null, and void insofar as it is in conflict
with said laws, but the remainder of this Agreement shall be in force and effect. In the
event any dispute between the parties arises under or regarding this Agreement, the
prevailing party in any litigation of the dispute shall be entitled to reasonable attorney's
fees from the party who does not prevail as determined by the San Joaquin County
Superior Court.
Section 4,14 City Business License Requirement
CONTRACTOR acknowledges that Lodi Municipal Code Section 3.01.020
requires CONTRACTOR to have a city business license and CONTRACTOR agrees to
secure such license and pay the appropriate fees prior to performing any work
hereunder.
Section 4.15 Captions
The captions of the sections and subsections of this Agreement are for
convenience only and shall not be deemed to be relevant in resolving any question or
interpretation or intent hereunder.
Section 4.16 integration and Modification
This Agreement represents the entire understanding of CITY and
CONTRACTOR as to those matters contained herein. No prior oral or written
understanding shall be of any force or effect with respect to those matters covered
hereunder. This Agreement may not be modified or altered except in writing, signed by
both parties.
Section 4.17 Contract Terms Prevail
All exhibits and this Agreement are intended to be construed as a single
document. Should any inconsistency occur between the specific terms of this
Agreement and the attached exhibits, the terns of this Agreement shall prevail.
Section 4.18 Severability
The invalidity in whole or in part of any provision of this Agreement shall not void
or affect the validity of any other provision of this Agreement.
Section 4.19 Ownership of Documents
All documents, photographs, reports, analyses, audits, computer media, or other
material documents or data, and working papers, whether or not in final form, which
have been obtained or prepared under this Agreement, shall be deemed the property of
CITY. Upon CITY'S reasonable request, CONTRACTOR shall allow CITY to inspect all
such documents during CONTRACTOR's regular business hours. Upon termination or
completion of services under this Agreement, all information collected, work product and
documents shall be delivered by CONTRACTOR to CITY within ten (10) calendar days.
CITY agrees to indemnify, defend and hold CONTRACTOR harmless from any
liability resulting from CITY's use of such documents for any purpose other than the
purpose for which they were intended.
Section 4.20 Authority
The undersigned hereby represent and warrant that they are authorized by the
parties to execute this Agreement.
Section 4.21 Waiver of Consequential Damages
In no event shall either CITY or CONTRACTOR have any claim or right
against the other, whether in contract, warranty, tort (including negligence), strict
liability or otherwise, for any special, indirect, incidental, or consequential damages of
any kind or nature whatsoever, such as but not limited to loss of revenue, Toss of
profits on revenue, Toss of customers or contracts, loss of use of equipment or Toss of
data, work interruption, increased cost of work or cost of any financing, howsoever
caused, even if same were reasonably foreseeable.
IN WITNESS WHEREOF, CITY and CONTRACTOR have executed this
Agreement as of the date first above written,
ATTEST;
NIFERfu. FE-RAIOLO
y Clerk
APPROVED AS TO FORM:
JANICE D. MAGDICH, City Attorney
Attachments:
Exhibit A — Scope of Services
Exhibit B — Fee Proposal
Exhibit C — Insurance Requirements
Funding Source:
CITY OF LODI, a municipal corporation
P`rteSiI:.P1 CIIr'AB
City Manager
MICHAEL BAKER INTERNATIONAL, INC.
By: i" I+ -
Name: Pam( ;Tri,
Title: vVice Presidenr
A Socirxi-e
(Business Unit & Account No.)
DOG ID:CA/CITY/CONTRACTSJCONSULTING/COMDEV/M1CHAELl3AKER-CDBG/ADA-PSA.doc
CAIRev.O 1.201 S
8
Michael Baker
INTERNATIONAL
August 18, 2017
EXHIBIT A
We Make o Difference
Steve Schwabauer, City Manager
CITY OF LODI
221 W. Pine Street
Lodi, CA 95240
RE: COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATION AND
HOUSING PROGRAM SUPPORT SERVICES
Dear Mr. Schwabauer:
Michael Baker International is pleased to submit this proposal to continue to provide Community
Development Block Grant (CDOG) administration and Housing Program support services, Our
team has provided staffing assistance and grant administration for CDBG and HOME grantees
across the state of California for many years, as well as technical assistance and capacity building
training on behalf of the US Department of Housing and Urban Development (HUD). We have
helped numerous Jurisdictions develop and successfully manage a wide range of housing
programs, from new development to rehabilitation, including a variety of homebuyer programs.
Michael Baker's Housing and Community Development team Is uniquely positioned to assist the
City in administering Its CD3G program, Our long history with the City has allowed our staff to
work on wide variety of efforts, including the City's original CDBG entitlement, followed by a
decade of administrative support, and many of the City's housing development and preservation
efforts. Our familiarity with the City's programs and policies combined with our history of
collaboration allows us to provide consistent and reliable support that directly addresses staffing
and administrative needs,
The team assembled for this effort Includes Patrice Clemens es on-site staff, with oversight from
Jennifer Gastelum, project manager/director, and Jessica Hayes, senior grants specialist. Patrice
is also supported by Cynthia Walsh, labor compliance specialist, and James Beggs, housing
rehabilitation coordinator. The entire team has implemented CDBG and HOME grants for both
state recipients and federal entitlement grantees and has experience working alongside city staff
to implement successful housing programs.
Thank you for your consideration. We look forward to discussing our proposal with you. Should
you have any questions, please contact Jennifer Gestelum at (916) 231-2268 or
jgastelum@mbakerintl.com.
Sincerely 77,/f
Tad to mnr� er Gastetum
[. Vice President of ct Director
1.•
EXHIBIT A
CITY OF LODI
RE: COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATION AND HOUSING
PROGRAM SUPPORT SERVICES
Page 2
SCOPE OF WORK FOR LODI CDBG 2017-18 PROGRAM YEAR
GENERAL
Michael Baker International will oversee the coordination of (a) all 21 active CDBG projects (listed
below), from the initial Annual Action Plan approval, through implementation, to final reports and
closeout Michael Baker will also close out the (t) 2016-17 CDBG projects, including the submittal
of the CAPER and closeout In IDIS, and will coordinate the preparation of next year's CDBG
projects which wilt be conducted through the (g) 2018--2019 Annual Action Pian process,
Active projects aro from prior and the current 2017-18 CDBG program years. The level of
coordination for each project depends on the funding amount (large versus small) and the type of
project, For this reason, projects ars organized below by (b) social service, (c) capital
improvement, (d) special projects, and (e) general tasks that apply to the CDBG program
generally.
TASK 1: 2017-18 PROGRAM YEAR ACTIVE PROJECTS
In some instances, an active project may be delayed for reasons beyond Michael Baker
International's or the City's control. Projects can also change in size. Their funding amounts can
Increase or decrease, or they can be completely reallocated to another existing or new project.
Active 2017-18 Projects:
15.02 HSS N. Entrance ADA improvements
15.05 Cherokee Lane ADA improvements
15,09 Housing Authority Improvements
15.14 Grace & Mercy
16.02 Salvation Army
16.03 Housing Authority
16.04 Housing Rehabilitation
16,05 FTHB — Down Payment Assistance
16.06 Grace & Mercy Charitable Foundation ADA Improvements
16.12 Lawrence Avenue Parking
17.01A Planning
17.018 Fair Housing
17,02 Alley Improvement Project
17.03 Eilekely Swim Complex
17.04 City Hall/Carnegie Forum ADA Improvements
17.05 Grace & Mercy ADA Phase II
17.06 One -Eighty Teen Imp,
17.07 Graffiti A
17,08 Community Partnerships for Families
17,09 Second Harvest Food Bank
17,10 LOEL Center
TASK 2: SOCIAL SERVICE (NON -CAPITAL) IMPROVEMENT PROJECTS
This task Includes oversight of the following 6proJects: San Joaquin Fair Housing, California Rural
Legal Assistance, Graffiti Abatement, Community Partnerships for Families, Second Harvest
Food Bank, LOEL Center.
EXHIBIT A
CITY OF LODI
RE: COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATION AND HOUSING
PROGRAM SUPPORT SERVICES
Page 3
• Subreclpient agreements
o Draft subrecipient agreements (CRLA's agreement is already drafted) and one
interdepartmental agreement: request insurance/miscellaneous items from
subrecipient, send agreement to subrecipient for review/approval, then circulate
among City departments for comment, approval, and signature
• Coordinate environmental review; obtain signatures and approval as needed
• Facilitate quarterly check-in meetings
• Provide updated beneficiary tracking sheets to subrecipients; update Zoomgrants
• Conduct quarterly reviews
o Review subrecipient reports; provide feedback/corrections as needed, update goal
tracker; update IDIS with quarterly reports
• Process invoices
TASK 3: CAPITAL IMPROVEMENT PROJECTS (CITY AND COMMUNITY-BASED ORGANIZATIONS)
This task Includes oversight of the following 11 projects: HSS N. Entrance ADA Improvements
(closing), Cherokee Lane ADA Improvements (closing), Housing Authority Improvements
(closing), Salvation Army (amendment pending), Housing Authority Improvements Phase 4,
Grace & Mercy ADA Improvements Phases 1 and 2, Lawrence Avenue Parking (closing), Alley
improvement Project, Blakely Swim Complex, City HaIVCarnegie Forum ADA improvements,
One -Eighty Teen Center Improvements.
• Draft agreements with subreclplonts to include most current regulations/requirements
• Draft additional HUD monitoring requirements Into agreement with the One -Eighty and
quarterly monitoring
• Create new template for interdepartmental agreements, and draft them for this year
• Invoicing
• Coordinate with City departments end CBOs for completion of project according to
procurement requirements, including federal wage determinations, license/debarment
checks; coordinate labor compliance and environmental review
• Close projects
TASK 4: SPECIAL PROJECTS
First -Time Homebuyer Program ($125,701 x 20% = $25,000 on Activity Delivery); this is paid
for through Activity Delivery
• Outreach and marketing
• Environmental
• Application processing, work write-up, procurement, loan underwriting
• Direct assistance (loans/grants, includes soft costs, fees)
• Guidelines have already been completed
Housing Rehabilitation ($135,000 x 20°10 e $27,000 on Activity Delivery); paid for through
Activity Delivery
• Outreach end marketing
• Environmental
EXHIBIT A
CITY OF LODI
RE: COMMUNITY DEVELOPMENT BLOCK GRANT (CMG) ADMINISTRA11ON AND HOUSING
PROGRAM SUPPORT SERV10ES
Page 4
• Application processing, work write-up, procurement, underwriting
• Direct assistance (loans/grants, includes soft costs, fees)
• Guidelines have already been completed
Outreach — Liaison to Lodi Improvement Committee, per meeting
• Draft agenda and draft staff report/presentation
• Gather data or reach Hotta bring In speakers, as needed, for meetings
• Provide direction on quorum, schedule meetings, post minutes, and schedule
translators as needed
• Communicate with members (Le,, send agenda, provide report/presentation to
members)
• Attend meeting and present report/presentation
• Attend 11 meetings a year (December dinner)
Analysis of Impediments to Fair Housing Choice
• Notice for City Council hearing, advertise for public hearing, prepare staff report for
hearing, prepare presentation For hearing, attend/present at hearing, gather public
cortiments and add to document, submit to HUD,
Outreach — ABCD citizen engagement program
• Co -plan September leadership workshop
• Attend and support leadership workshop
• Attend and support three follow-up evening sessions to leadership workshop
• • Monthly meetings with ABCD coordinators and Chamber
• Attend three follow-up leadership meetings with citizen groups on their projects
TASK 5:,GENERAL CDBG TASKS
• Maintain contact with HUD representative
• Update IDIS system with project information and performance
• Section 3 reports (ongoing)
• MBENVBE reports (ongoing)
• SF -426 reports (four reports)
• Semi -Annual Labor Compliance report (two reports)
• Conduct two monitorings of subrecipients
• Weekly Neighborhood Services Update report to department
TASK 6: CLOSEOUT OF 2016-17 CDBG PROGRAM YEAR
• Review performance of all active program year projects for compliance with their
agreements (Le„ year-end subrecipient reports, etc.)
• Draft CAPER
• Prepare staff report for CAPER hearing
• Notice CAPER and attend public hearing to review/approve CAPER
• Submit to HUD
EXHIBIT A
CiTY OP LODI
RE: COMMUNITY DEVELOPMENT BLOCK GRANT (CDBGJ ADMINISTRATION AND HOUSING
PROGRAM SUPPORT SERVICES
Page 5
• Respond to HUD questions and comments
• Final submittal to HUD
• Close out projects In IDIS
TASK 7: 2018-19 ANNUAL ACTION PROCESS
• Notice, advertise, prepare presentation, and facilitate public meeting for NOFA
• Notice, advertise, prepare presentation, and facilitate at least four citizen outreach
meetings: two with the Lodi Improvement Committee's regularly scheduled meeting, and
two with California Human Development or other nonprofit
• Notice, advertise, prepare staff report and presentation for Cit/ Council shirtsleeve
meeting of draft AAP, and attend
A Notice, advertise, and prepare two staff reports and presentations for two City Council
public hearings, and attend
• Prepare two staff reports for Council meeting to Set public hearing, and attend
• Provide assistance to those submitting applications
• Set up application In Zoomgrants
• Review and score applications
• Draft and finalize AAP
• Enter Into IDIS
• Notice, advertise, draft AAP amendments, and prepare staff report, as needed through
year
• See the PDF 'Lodi 2018-19 CDBG Plan Schedule° for specific details
TASK 8: ENVIRONMENTAL AND LABOR COMPLIANCE
• Environmental review of all active projects
a Michael Baker enviro staff conducts environmental review on approximately 16
projects during this year (20 x 16)
• Labor compliance of all active projects
o Michael Baker labor compliance staff conducts labor compliance on approximateiy 6
projects
TASK 9: Looi GRIP PROGRAM AND ADA COMPLIANCE
• Michael Baker can assist with the Lodi GRIP Program and ADA compliance on an as -
needed basis
BUDGET
We believe that Michael Baker can provide the program support you need using a combination of
the regular presence of a local staff person, the occasional presence of our veteran staff, and the
support of the entire Michael Baker Housing and Community Development team. Our senior staff
Would provide daily guidance and support to local staff as Well as be In contact with City staff as
needed. Other Michael Baker staff would also be available to support the program, as required.
Our local staff person, Patrice Clemons, Is one of our most talented and well-rounded team
members. She will be on-site 2 to 3 days per week. Jessica Hayes, our senior grants specialist,
will support Patrice and be onsite as needed, as well es during particularly busy times of the
EXHIBIT A
CiTY OF LORI
RE: COMMUNITY DEVELOPMENT BLOCK GRANT (CDOG) ADMINISTRATION AND HOUSING
PROGRAM SUPPORT SERVICES
Page 6
CDBG annual cycle, Cynthia Walsh would provide remote and on-site support, primarily with labor
compllance tracking. Jennifer Gestelum will provide overall direction to the effort.
We believe this flexible staffing arrangement using associate staff to provide day-to-day on-site
services, supported by senior staff, will offer the City a cost-efficient service while also supplying
the skills and knowledge of veteran staff experienced in the deveiopment end Implementation of
the CDBG program.
This arrangement would also offer the City a level of redundancy when the need arises for
additional effort or special projects, or if staff are sick or on vacation. Additional staff can be made
available for the preparation of the CAPER, for the annual planning cycle and drafting of the Action
Plan, and at the beginning of the program yearwhen subrecipient agreements must be executed
and programs and projects must get under way.
Jennifer t3astelum, Project Director/Manager
$185.00
Jessica Hayes. Senior Grants Specialist
$120,00
Cynthia Walsh, Labor Compllance Specialist
$100,00
Patrice Clemons, Associate Housing Planner
$90.00
James Beggs, Housing Rehabilitation Coordinator
$85.00
Kristin Fame, Environmental Analyst
$96,00
EXHIBIT A
CrTY OF LODI
RE; COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATION AND MOUSING
PROGRAM SUPPORT SERVICES
Page 7
The City's 2017-18 CDBG award is $833,771 which includes $1118,754 in Planning and
Administration. Last year, the City's Planning and Administration budget was $107,791, Current
staff (1 -full time and 1 Intern) billed approximately $50,000 of their time to the Planning and
Administration budget as well as Michael Baker's assistance of approximately $37,000. That
service included 1 day a week of on-site staff time. Ws estimate the cost to continue management
of the CDBG program by Patrice on-site (2-3 days) with senior staff assistance to be roughly
$$9,790 cn the high end and $73,925 on the lower end, The budget below also Includes
assistance with the Lodi Grips Program and ADA Compliance for a total budget of $99,070 on the
high end and $83,205 on the lower end, M for the CDBG Special Projects, these will be paid for
through Activity Delivery as part of the Various projects. It Is difficult to determine the amount of
effort that will need to be put In and should be scoped on a project by project basis because they
will mostly require more outside assistance.
Michael Baker has made our best effort to match the City's request with our experience of the
work required. Please know that these costs are estimates only and Michael Baker Is more than
willing to negotiate scope and adjust cost accordingly. Our estimates are based on a 12 -month
period. No matter what the estimated cost, Miohael Baker will only bill for the actual hours
required. Please see the detailed budget on the next page.
EXHIBIT B
CITY OF LODI
RE: COMMUNITY DEVELOPMENT BLOCK GRANT (00130) ADMINISTRATION AND HOUSING
PROGRAM SUPPORT SERVICES
Page B
2017-10
COBG
Tasks
Estimate of
Hours
i'll0h
Esiimato
Lovder
B,Erti �tQ
Planning end(CAPER
Administration
General Tasks - two monitorings, City's
audit, reports (semi-annual, mbelwbe, sf-
425, section 3), IDIS, weekly update, HUD
contact
100-200
$13,060
$10,000
Oversee Social Servlces (8 projects)
100-200
$20,000
$15,000
Oversee Capital Improvement (11 projects)
176-200
$22,000
$20,000
Close-out of 2016-17 Program Year
and 1015 Entry)
505
$5,580
$5,000
2018-2019 Annual Action Process
85-100
$10,000
$8,500
FinelApprovaVPubllc Comments for
Analysis of impediments (Al)
40.50
$5,500
$4,500
Planning and Administration — Outreach
with ABCD Citizen Engagement
40
$3,800
$3,800
Planning and Administration—Outreach es
Liaison to Lodi Improvement Committee
75-94
$0,930
$7,125
TOTAL PLANNING AND ADM
—
$89,790
$73,928
CDBG Special
ProjectsEnvironmental
First Time Homebuyer Program
(Activity Delivery)
260
Costs will be
negotiate based an
agreed upon task
Orders.
Housing Rehabilitation Program
(Activity Delivery)
280
Review (Activity Delivery)
4-6 hr per
project
Labor Compliance (Activity Delivery)
40 hr per project
TOTAL. CDBO SPECIAL PROJECTS
—
TBD
Special
Projects
hlonCDBO
Lodi GRIP Program
72
$5,760
ADA Compliance Officer
44
$3,520
TOTAL SPECIAL PROJECTS NON-CDBti
116
$9,2110
$99;070
:$84,20s:
The City has approved a budget not to exceed $99,070 under this Agreement for the term of
November 1, 2017 through October 31, 2018.
EXII[BIT C
NOTE: The Clty of Lodi is now using tha online Insurance program PINS Advantage. Once you have bean
awarded a contract you will receive an small from the City's online insurance program requesting you to
forward the email to your insurance provider(s). Please ase attached flyer regarding PINS Advantage.
JnsuraIrQ .torniirgmQnts for contractor The Contractor shall take out end maintain during the life of this
Agraernerd, insere `,ce r.:overeige as ;Wed beicee. These Insurance policies shall palter:l Contractor and any
subcontractor porformtng work covered by this Agreement from claijns for damages for personal injury, Including
accidental dreath..ir, well as from claims for property damages, which may arise from Contractor's operations under
this Agreement, whother such operations be by Contractor, or toy any subcontractor, or by anyone directly or
indirectly employed by either of them, In the event Contractor's insurance cannot fully cover any hired ai bconsultonis,
the terms of insurance herein shall be requirements for the subconsullant. The amount of such insurance shall be as
follows:
1
COMPREHENSIVE GENERAL (.IAt?ift.ITY
$2,000,000 Each Occurrence
54.000,000 General Aggregate
2. COMPREHENSIVE AUTOMOBILEWABILITY
$1,000,000 Combined Single Limit'
Such Insurance shall cover liability arising out of any vehicle (including, owned, hired and non -hired vehloles)
operated in performing any and all services pursuant to this Agreement. Coverage shall be written on ISO term
CA 00 01 12 90, or a later version, that provides liability coverage at least as broad as this form,
3. PROFESSIONAL I IACII ITY ! ERRQRS AND OMISSIONS
$1,000,000 Eech Clairn/Aggregate
When project specific insurance is required, all limits are to be designated strictly for the City of Lndl, lis elected
and appointed boards, commissions, officers, agents, employees, and volunteers, All deductibles or self-insured
retentions (SIR) must be disclosed to City's Risk ivittneger for approval and except for professional liability
insurance, shall not reduce the limits of liability set forth Iteroinabeve. Insurance policies containing any
deductible or SiR provision shall provide, or be endorsed to provide, that the deductible or SIH may be salielied by
either the Named insureds) or the City of Lodi.
It is required that any available insurance proceeds broader than or in excess of the specified minimum insurance
coverage requirements andtor lirn s sel forth above, shall be available to City as an additional insured. Furthermore,
the requirements for coverage and limits shall be (l) the minimum coverage and limits specified in these insurance
requirements: or (11) the broader coverage and maximum limits of coverage of any insurance pollcy or proceeds
available to the Contractor, whichever is greater.
Contrao crr agrees and stipulates that any insurance coverage provided to the City of Lodi shall provide for a dalms
period following termination of coverage which is at least consistent with the claims period or statutes of limitations
found in the California Tort Claims Act (California Government Code Section 810 et seq.).
A copy of the certificate(s) of insurance with the following endorsements shall be furnished to the City:
(a) Additional Named Insured Endorsetnent
Pursuant to a separate endorsement (ISO farm CG 2010 (11)85) or a later version, that provides
comma rc i a 1 gene ra I liability coverage at isast as broad as this form) such insurance as is afforded by
this policy shall also apply to the City of Lodi, its elected and appointed boards, commissions, officers,
agenra, employees, and volunteers as additional named insureds, An •additional named insured
endorsement is also required for Auto Liability.
(b) Primary anr.Non-Contributory lInsurance Endorsement
Adiltlonal insurance coverage under tha Contractor's commercial general liability and autornobile
Ilacitify policy shall be 'primary and non-contributory' and will riot seek contribution from City's insurance
or self -Insurance and shell be at least as broad as ISO form CO 20 01 04 13.
NOTE: (1) The street address of the 2ITY OF LORI must be shown along with (a) and (b) above: 221 West
Pine Street, Lodi, California, 95240; (2) The insurance certificate must state, on its face or as an
endorsement, a description of the proiect that it is insuring.
Page 1 I ori pages Risk: rev.08.2017