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HomeMy WebLinkAboutAgenda Report - February 6, 2019 C-09TM CITY OF LODI COUNCIL COMMUNICATION AGENDA ITEM C-9 AGENDA TITLE: Authorize City Manager to Execute Amendment to Extend Term of Professional Services Agreement with Michael Baker International, of Rancho Cordova, for Community Development Block Grant Administration and Expand the Scope of Services to Include Housing Program Support Services ($223,000) MEETING DATE: February 6, 2019 PREPARED BY: City Manager / Community Development Director RECOMMENDED ACTION: Authorize City Manager to execute amendment to extend term of professional services agreement with Michael Baker International, of Rancho Cordova, for Community Development Block Grant Administration and expand the scope of services to include housing program support services for an amount not to exceed $223,000. BACKGROUND INFORMATION: Council previously approved the extension of the contract with Michael Baker to provide Neighborhood Services Manager services, compliance work for CDBG grants, and housing program support services. Unfortunately, because of a typographical error in the staff report (underreporting the annual cost of services by $70,000), the contract amendment was not executed. The City Manager is now seeking authority to execute a revised contract amendment to state the correct annual projected cost for labor and compliance services of not to exceed $223,000 per year and authority to execute up to three (3) one (1) year extensions at a cost not to exceed the approved price, plus an annual Consumer Price Index based adjustment based on the San Francisco—Oakland-San Jose region. FISCAL IMPACT: $223,000 per year. FUNDING: Funding is provided through savings in the personnel within the Community Development Department. Andrew Keys Deputy City Manager/Internal Services Director 4 Ste eh auer City Manager APPROVED: c w_ u- y Manager CONTRACT AMENDMENT No. 1 Michael Baker International THIS CONTRACT AMENDMENT No. 1 is made and effective this day of February, 2019, by and between the CITY OF LODI, a municipal corporation, hereinafter called "CITY", and Michael Baker International, a California corporation hereinafter called "Contractor." WITNESSETH: 1. CONTRACT: Contractor and City, entered into an Agreement for Professional Services on February 27, 2017 ("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. 2. TERM AND COMPENSATION: Contractor and City agree, that at its option, City may extend the term of the 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 the expiration of the then existing term. In the event City exercises any option under this paragraph, Contractor's annual compensation (currently $223,000 per year) will increase by the then effective Consumer Price Index for All Urban Consumers (CPI - U) for San Francisco -Oakland -San Jose. All other terms and conditions of the Agreement will remain unchanged. CITY OF LODI, a municipal corporation CONTRACTOR STEPHEN SCHWABAUER MICHAEL BAKER INTERNATIONAL City Manager Attest: JENNIFER M. FERRAIOLO City Clerk Approved as to Form: JANICE D. MAGDICH City Attorney By: Title: J:\CM\Linda\Council Communications\2019\02-06-19 Michael Baker Ext Agreement - Attachment.doc HIBIT AGREEMENT FOR PROFESSIONAL SERVICES ARTICLE 1 PARTIES AND PURPOSE Section 1.1 Parties THIS AGREEMENT is entered into on ren, x)2017, 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 "Protect") 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 Scop: 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 Tirne 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 1 remain in contact with reviewing agencies and make all efforts to review and return all comments. Section 2.3 Mootings CONTRACTOR shall attend meetings as may be set forth in the Scope of Services, Section 2,4 Staifiri�t 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 "form of Ac rouiiiont 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 2 exercises any option under this paragraph, all other terms and conditions of this Agreement continue and remain In full force and effect. ,r 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 poreperisrition 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 Auditin!l 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 3 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 thls 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, damages, 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, lass, 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. 4 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 Assifins 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 malting 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 Coo ,ration 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. 5 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 shall 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, 6 Section 4.13 Apptic;iblo Law, Jurisdiction, Soverability, 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 riot 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 Agreernent and the attached exhibits, the terms of this Agreement shall prevail, Section 4,111 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. elle Section 4,19 Ownership of Oocunients All documents, photographs, reports, analyses, audits, computer media, or other material documents or data, and working papers, whether or riot 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, ail 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 4.23 Authority The undersigned hereby represent and warrant that they are authorized by the parties to execute this Agreement. Section 4.21 Waiver of Consege.rential 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, loss of customers or contracts, Ions 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, CITY OF LODI, a municipal corporation o,0 NIFER FLI' RAIOLO STI'T't • CI- WAG��] F'' y Clerk City Manager APPROVED AS TO FORM: JANICE D. MAGDICH, City Attorney B( Attachments: Exhibit A Scope of Services Exhibit B – Fee Proposal Exhibit C – Insurance Requirements Funding Source: MICHAEL BAKER INTERNATIONAL, INC. (Business Unit & Account No.) By: I' /4A -- Name: 1 —Name: Pena! Tr, Title. , Vice President l'.,SC'c i rx i (' Doc ID:CNCITY/CONTRACTSICONSULTINGJCOMDEV/MI CHAELBA.KER.CDBG/ADA-PSA.doc CA:Rev.01.3015 8 Michael Baker INTERNATIONAL August 18, 2017 EXHIBIT A We Make a Difference Steve Schwabauer, City Manager CITY OF LODI 221 W. Pine Street Lodi, CA 95240 RE: COMMUNITY DEVELOPMENT BLOCK GRANT (CD80) 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 (CDBG) administration and Housing Program support services. Our team has provided staffing assistance and grant administration for CDS° and HOME grantees across the state of California for many years, as well as technical assistance and capsolty 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, frorn new development to rehabilitation, Including a variety of homebuyer progminm Michael Baker's Housing and Community Development team Is uniquely positioned to assist the City In administering Its CDBG progrem,.Our long history with the City has allowed our staff to work on a 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 programa 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 Clemons es on-site staff, with overalght 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 wlth you. Should you have any questions, please contact Jennifer Gostolum at (918) 231-2268 or 1gastelumgmbakerinti.com. Sincerely r' Ted ole rn nr or Gastkalum Vice Presidenl et Director f' I•i; Fa �• f41 -1 ;4c i�+,-,11':l1-:.i•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 (f) 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 will be conducted through the (g) 2018-2019 Annual Action Plan 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, projeots ars organized below by (b) social service, (c) capital Improvement, (d) special projects, and (o) general tasks that apply to the CDk3G program generally. TASK 1: 2017-16 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 Protects: 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 15.03 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 Protect 17,03 Blakely 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 overnight of the following eprojects: San Joaquin Fair Housing, California Rural Legal Assistance, Graffiti Abatement, Community Partnerships for Families, Second Harvest Food Bank, LOEL Center. EXHIBIT A CITY QF LORI RE: COMMUNITY DEVELOPMENT BLOCK GRANT (CDBQ) ADMINISTRATION AND HOUSING PROGRAM SUPPORT SERVICES Page 3 • Subreclplent agreements o Draft subreciplent agreements (CRLA's agreement is already drafted) and one interdepartmental agreement: request insurance/miscellaneous items from subrecipient, send agreement to subreciplent 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 subreciplent reports; provide feedback/corrections as needed, update goat tracker; update IDIS with quarterly reports • Process invoices TASK 3; CAPITAL. IMPROVEMENT PROJECTS (CITY ANO 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 Hall/Carnegie 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 end quarterly monitoring • Create new template for Interdepartmental agreements, end draft them for this year • Invoicing • Coordinate with City departments end COOS for completion of project according to procurement requirements, including federal wage determinations, Iicenso/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 end 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% = $27,000 on Activity Delivery); pald for through Activity Delivery • Outreach and marketing • Environmental EXHIBIT A CITY OF LODI RE: COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATION AND HOUSING PROGRAM SUPPORT SERVICES Pago 4 • Application processing, work write-up, procurement, underwriting • Direct assistance (loans/grants, Includes soft costs, fess) • Guidelines have already been completed Outreach — Liaison to Lodi Improvement Committee, per meeting • Draft agenda end draft staff report/presentation • Gather data or reach out to bring in speakers, as needed, for meetings • Provide direction ori quorum, schedule meetings, post minutes, and schedule translators as needed • Communicate with members (i,a„ 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- . hoice• Notice for City Council hearing, advertise for public hearing, prepare staff report,for hearing, prepare presentation for hearing, attend/present at hearing, gather public coniments and add to document, submit tcs 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 6:'GENERAL CDG TASKS • Malntefn contact with HUD representative • Update IDiS system with project information and performance • Seciton 3 reports (ongoing) • MBE/WBE reports (ongoing) • SF -425 reports (four reports) • Semi -Annual Labor Compliance report (two reports) • Conduct two monitorings of Subrecipients • Weekty Neighborhood Services Update report to department TASK 6: CLOSEOUT OF 2016-17 CBG PROGRAM YEAR • Review performance of all active program year protects for compliance with their agreements (Le., year-end subreclpient 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 (CIDBGI 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 roport and presentation for Clty Council shirtsleeve meeting of draft. AAP, and attend + Notice, advertise, and prepare two staff reports and presentations for levo 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 IBIS • Notice, advertise, draft AAP amendments, and prepare staff report, as needed through year • See the PDF "Lodi 2018-19 CDG Plan Schedule' for specific details TASK 8: ENVIRONMENTAL AND LABOR COMPLIANCE • Environmental review of all active projects a Michael Baker envlro staff conducts environmental review on approximately 16 projects during this year (20 x 16) • Labor compliance of all active protects o Michael Baker labor compliance staff conducts labor compliance on approximately 6 projects TASK 9: LODI 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 dally guidance and support to local staff as well as be In contact with City staff es 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 on-stte as needed, aa well se during particularly busy times of the EXHIBIT A CITY OF LODI RE: COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATION AND HOUSING PROGRAM SUPPORT SERVICES Page CDBG annual cycle, Cynthia Walsh would provide remote end on-site support, primarily with labor compliance tracking. Jennifer Gestelum will provide overall direction to the effort. We believe this flexible staffing arrangement ueing associate staff to provide day-to-day on-site services, supported by senior staff, will offer the Clty a cast -efficient service while also supplying the skills and knowledge of veteran staff experienced in the development 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 protects, or IF staff are sick or on vacation. Addltlonel 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 o1 the program year when subreclpient agreements must be executed and programs and protects must get under way. EtArnh.'r I Jennifer Gahtslum, Project Director/Manager iSn�,:fv Nato - $165.00 Jessica Hayes, Senior Granth Specialist $120,00 Cynthia Walsh, Labor Compliance Specialist Patrice Clemons, Associate Housing Planner James Beggs, Housing Rehabilitation Coordinator $100,00 $90.00 $as.00 Kristin Pears, Environmental Analyst $96,00 EXHIBIT A CITY OF LODI RE; COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATION AND HOUSING PROGRAM SUPPORT SERVICES Page 7 The City's 2017-18 CDBG award Is $833,771 Which Includes $108,754 in Planning and Administration. Lest year, the City's Planning and Administration budget was $107,791. Current staff (1 -full time and 1 Intern) billed approximately $50,000 of theft tlmo lo the Planning and Administration budget as wall as Michael Baker's assistance of approximately $37,000. Thai service included 1 day a week of on-site staff time, We estimate the cost to continue management of the CDBG prograrn by Patrice on-site (2-3 days) with senior staff assistance to be roughly $89,790 on the high end and $73,925 on the lower end, The budget below also Includes assistance with the Lodi Grips Program end ADA Compliance for a total budget of $99,070 on the high end and $83,205 on the lower end. As for the CDBG Special Projects, these will be pald for through Activity Delivery es part of the Varloijs projects, It Is difficult to determine the amount of effort that will need to be put In and should be soopod 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 la 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 rioxt page. EXHIBIT B CITY OP LODI RE: COMMUNfTY DEVELOPMENT CLOCK GRANT (CDBG) AOMINISTRAT1ON ANO HOUSING PROGRAM SUPPORT SERVICES Page 6 2017-18 Cul3G hack'' Entlns:Ito of Hours i-liir ErAtrnao Lower ElIJ Estimate Planning end Administration General Teaks - two monitoringe, City's audit, reports (semi-annual, mbelwbe, sf- 425, section 3), IDIS, weekly update, HUD contact 100-200 $13,060 $10,000 Oversee Social Services (6 projects) 100-200 $20,000 315,000 Oversee Capital Improvement (11 projects) 176-200 $22,000 $20,000 Close-out of 2016-17 Program Year (CAPER and IDIS Entry) 505 $6,500 $5,000 2018.2019 Annual Action Process 65-100 $10,000 $8,500 FinalApprovalPublic 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 as Liaison to Lodi Improvement Commlltee 7544 $8,930 $7,125 TOTAL PLANNING AND ADMIN — $89,790 $73,925 0178©S octal P Projects First Time Homebuyer Program (Activity Delivery) , . e0 Costs Will be negotiate based on agreed upon task orders, Housing Rehabilitation Program780 (Activity Delivery) Environmental Review (Activity Delivery) 4-S hr per project Labor Compliance (Activity Delivery) 40 hr per project TOTAL, CDB° SPECIAL PROJECTS -- TBD Special Projects NanCDBp Lodi GRIP Program 72 85,780 ADA Compliance Officer 44 $3,520 TOTAL BPCGLAL PROJECT8 NON -0 DEM 110 $9,280 390;070 ; 38,205 - The Cit has approved a budget not to exceed $99,070 under this Agreement for the term of November 1, 2017 through October 31, 2018. ExtrEBITc NOTE: The Clty of Lodi le now wing the online insurance program PING Advantage. Once you have bean emeardeet a contract you toll! mootvr en email from the City's online insurance pro rain miliesting evil to forward the email to peer Insurance prauiderM. Maar eee attached flyer regarding PINS AdvarltaryA. Insurance Reatilrarnants foregontractor The Conlraelor shall take our end maintain during the life of this Agreement, insurance cot/ensue res dated leek Thaeo Ensuninee policies shall protect Contractor and arty subcontractor porferminll leek covered by this Aoreentent from dolma for donetoas for personal injury, including aceldenlal death, as well ea from cJairne for property damages, which nioy erase from Contractor's operaboee under this Agroomenl, whether such operntrnns be by Contractor, or by any subcontractor, or by anyone dErocay or Indirectly employed by either of them, In the event CentreCtnr's 11161W1C4 cannot fully rover rely hired strecansitllinis, the terms of insurance herein shall be requirements for the subconsr)Ilant. The amount of such rnsteence shall he as follows: 1 COtv PREEIENS'IVE Cirlet'RAI 1.1 1p Iry 52,000,000 Each Occurrence 14.000,000 General Aggregate 2, COMPfteelO 4 iyE AI TQ IQO 4r; LlAfBIL1T/ $1,000.000 Combined Single Limit' Such insurance shall cover liability arising oils of any vehicle (including, owned, hired and non -hired vehicles) operated In performing any and all services pursuant lo This Agreement. Coverage shall be written on ISO form CA 00 01 12 90, or a later veralon, that provides liability covrsrage al least as broad as this form. 3. Af{t F(8S1UNlAL l.tll{3IL I 'l1JRRQIP$ AAlf7 rQMi SIONa $1,000,000 Each Cirlrrn/Apgregele3 When project specific insurance is required, all limits are Io be designated strictly for the City of Lodl, Its elected and appointed boards, commissions, officers, agents, employees, and volunteers. All deductibles or self insured retenlinne (SIR) must be disclosed to City's' Risk Monaeer for approval and except for profesaionel liability insurance, shall not redute the Wes of (lability sot forth hereinabove. Mumma pgllelas containing any deductible or S113 provision ehali provide, or be endorsed to provide, that the deductible or SIR may be eolisfied by either the Named Insureds) or the City of Lodi. It is required (hot any available insurance proceeds broader than or In excess of the specified minimum Insurance envorogo requirements andror limits see inrlh shove, shall be evol able to City as an additional insured, Furthermore, lhn requirements for Coverage and Iirnite shall ba (1) the minimum coverage and limits 9peclfied in these insurance roreeronionte. or (ii) tJut hrnader coverage and maximum Ilmits of coverage of any insurance policy or proceeds avoilablo to the Contractee; Welchem Is greater. Coreraeter agrees and stipulates that any incuratnca coverage provided to the City of Lodi shell provide fora claims period following termination of covorago which is at loam conslstere with the claims period or statutes of limitations found in the California Tort Claims Act (California Government Codo Section 810 et seq.). A copy of the certificate(6) of insurance with the following endorsements shall be furnished to the City: (o) fl¢l aional Nargelloapreet endgeeemirol Pursuant to a separate endorsement (150 form CG 2010 (11185) or later verelen, that proVIrlrra comma!: c i a t g o n n r a I IIat,Jlity coverage at Ii est se broad es lhla form) such insurance es is afforded by ties policy shall afro apply to the City of Lodi, its elected and appointed t oarde, .cammisslons, officers. agante, employees, and volunteers as addltlonal named Insureds. An addilional neved insured enrforsetnonl is also required for Auto Liability (b) ere oe( eet Non Con' d uitJ► .10.@1 D..4_El iiRLSi)r11e'j Additional insurance coverage under the Corttractnr's commercial general Ilabilily and automobile liability policy shall be 'primary and non-conlributafy" and will not cook contribution from City's insurance orsetf Insurance and shall he at least as broad as 1130 form CG 20 01 04 13, NOTE: (1) The street address of the QI.TY OF LODI must be shown elon0 with (a) and (b) above: 221 West Pine Street, Lode, California, 95240; (2) The [nsurence certificate must state, on lts face or as an endorsement, a description piths project that Itis insuring. Page 1 j of 2 pages Risk: rev.08.20IT