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HomeMy WebLinkAboutAgenda Report - June 7, 2023 C-18l_ITY OF vie l C.AL I FORM IA COUNCIL COMMUNICATION AGENDA ITEM Cabli AGENDA TITLE: Adopt Resolution Authorizing the City Manager to Execute Amendment No. 6 to Professional Services Agreement with Michael Baker International, of Rancho Cordova (MBI), for Community Development Block Grant Administration and Housing Program Support Services to Extend Term to June 30, 2024 and Payment Amount Not to Exceed $210,000, and for the Total Amended Contract Amount Not to Exceed $1,665,898 MEETING DATE: June 7, 2023 PREPARED BY: Community Development Director RECOMMENDED ACTION: Adopt a resolution authorizing the City Manager to execute Amendment No. 6 to Professional Services Agreement with Michael Baker International, of Rancho Cordova (MBI), for Community Development Block Grant Administration and Housing Program Support Services to extend term to June 30, 2024 and payment amount not to exceed $210,000, and for the total amended contract amount not to exceed $1,665,898. BACKGROUND INFORMATION: Council previously approved the extension of the contract with Michael Baker through June 30, 2023 to provide compliance work for Community Development Block Grant (CDBG), and housing program support services. Staff has been attempting to hire another Program Specialist to assist with CDBG administration and other housing grants. However, the recruitment process has not been successful to date, so staff has decided to continue with contracted services to maintain continuity of operations. Staff is requesting to extend the MBI agreement and add additional funding for the upcoming fiscal year. The amendment will include CDBG administration and Labor Compliance for the Access Center project. Staff recommends City Council adopt a resolution authorizing the City Manager to execute amendment No. 6 to Professional Services Agreement with Michael Baker International, of Rancho Cordova (MBI), for Community Development Block Grant Administration/Housing Program Support Services to extend term to June 30, 2024 and payment amount not to exceed $210,000, and for the total amended contract amount not to exceed $1,665,898. FISCAL IMPACT: $210,000 per amendment No. 6 for the MBI professional services agreement. Funding is provided primarily via administration and activity delivery caps of grants awarded. FUNDING AVAILABLE: 35099000.72450 (155,000), 104988000.77020 — ARPA.22001. Contracts (45,000), 27080000.72450 (10,000). Revenue and appropriations are APPROVED: Stephen Schwabauer, City Manager MBI Amendment No. 6 June 7, 2023 Page 2 of 2 already included in the Community Development Department 2023-2024 budget submission Andrew Keys Andrew Keys Deputy City Manager/Internal Services Director Joh R. Della Monica, Jr. Co unity Development Director Attachments: Amendment No, 6 to MBI Professional Services Agreement Signature: Q r ;( j Email: akeys@lodi.gov CONTRACT AMENDMENT No.6 Michael Baker International THIS CONTRACT AMENDMENT No. 6 is made and effective this day of June, 2023, by and between the CITY OF LODI, a municipal corporation, hereinafter called "City", and Michael Baker International, Inc., a Pennsylvania corporation, qualified to do business in California, hereinafter called "Contractor." WITNESSETH: CONTRACT: Contractor and City, entered into an Agreement for Professional Services on September 7, 2017, Contract Amendment No. 1 on December 17, 2018 and March 14, 2019, Contract Amendment No. 2 on October 3, 2019, Contract Extension No. 1 on December 18, 2019, Contract Extension No. 2 on January 26, 2021, Contract Amendment No.3 on May 19, 2021, Contract Amendment No. 4 on November 1, 2021, and Contract Amendment No. 5 on June 29, 2022 (collectively the "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 June 30, 2024, and increase funding in an amount not to exceed $210,000 as outlined in Attachment A, and for a total contract amount not to exceed $1,665,898. 2. TERMS AND CONDITIONS: All other terms and conditions of the Agreement will remain unchanged. Counterparts and Electronic Signatures. This Amendment and other documents to be delivered pursuant to this Amendment may be executed in one or more counterparts, each of which will be deemed to be an original copy and all of which, when taken together, will be deemed to constitute one and the same agreement or document, and will be effective when counterparts have been signed by each of the parties and delivered to the other parties. Each party agrees that the electronic signatures, whether digital or encrypted, of the parties included in this Amendment are intended to authenticate this writing and to have the same force and effect as manual signatures. Delivery of a copy of this Amendment or any other document contemplated hereby, bearing an original manual or electronic signature by facsimile transmission (including a facsimile delivered via the Internet), by electronic mail in "portable document format" (".pdf") or similar format intended to preserve the original graphic and pictorial appearance of a document, or through the use of electronic signature software will have the same effect as physical delivery of the paper document bearing an original signature. CITY OF LODI, a municipal corporation CONTRACTOR, called "Contractor" STEPHEN SCHWABAUER City Manager Attest: OLIVIA NASHED City Clerk Approved as to Form: JANICE D. MAGDICH City Attorney MICHAEL BAKER INTERNATIONAL, INC., a Pennsylvania Corporation, qualified to do business in California By: Ali Seyedmadani Title: Vice President EXHIBIT A AGREEMENT FOR PROFESSIONAL SERVICES ARTICLE 1 PARTIES AND PURPOSE Section 1.1 Parties THIS AGREEMENT is entered into on -"'�. 7, 2017, by and between the CITY OF LODI, a municipal corporation (hereinafter "CITY"), and WCHAEt_ 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 I weather, vandalism, acts of God, etc., shall not be counted. CONTRACTOR shall 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 CONTR.4CTOR'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 aV 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 September 1, 2417 and terminates on November 30, 2017. 2 ARTICLE 3 COMPENSATION Section 3.1 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 Auditing 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 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. 3 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, sexuai 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 CfTY, 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, 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 fts own election to conduct its own defense, participate in its own defense, or obtain independent legal counsel in defense of any claim related to thss 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. Section 4.4 No Personal Liabilit 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. 4 Section 4.5 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 shalt 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 marl, postage prepaid, addressed to the respective parties as follows: To CITY, City of Lodi 221 West Pine Street P.Q. Sox 3005 Lodi, CA 95241-1910 Attn: Stephen Schwabauer To CONTRACTOR- Michael Baker International 2729 Prospect Park Drive, Suite 220 Rancho Cordova, CA 95570 Attm 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. 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 5 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 ( 1 D) 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. 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 6 event any dispute between the parties arises under or regarding this Agreement. the prevailing party in any litigation of the dispute shad 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 terms 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. 7 CITY agrees to inderrinify. defena and hold CONTRAC.T+OR 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 ria event shall 'either CITY or CONTRACTOR have any claim or right against the other, whether in contract, warranty, tort tlnoiuding negligence}, stkt liabtlity or otherwise, for any special, indirect, ircldental, or ccnsequential darnages or any kind or nature whatsoever, such as but not bmitad to lass of revenue, loss of profits on revenue, lass of customers or contracts loss of use of equipment or loss of data, work interruption, ircressed cost of wor'R or cost of any financing, howsoever caused, even if same were reasonably (waseeable_ tN WITNESS WHEREOF, CITY and CONTRACTOR have executed this Agreement as of tha date first abovo written. ATTEST JENNIFER M. FERR.AIOLC City Cleric APPROVED AS TO FORM; JAN ICE O. MAOIDICH, City Attorney Attachments: Exhibit A —Scope of Services Exhibit S —l=ee PropasaI Exhibit C — Insuranee Req uirernerlts CITY OF LOBI, a municipal corporation STE- � y HEgv 5'f:3-VIASAtE City Manager MICHAEL BAKER INTERNATIONAL, 1NQ 4Q I— Name.' Tad Stearn Title- Vice President FLnding Source: [Business Unit & Account No.) ucc ID,CAICITYICCN-rRACTSICCNSULTINGICGNIDE�)iMICHAE,I3AKER-CDBGIADA-PSA,doc CAtRev.613015 0 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 4.24 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, loss of {profits on revenue; loss of customers or contracts, loss of use of equipment or loss 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. NIFER 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 r"h STEPT-fE SCHWABA City Manager MICHAEL BAKER INTERNATIONAL, INC. By: _ Name. Title: (Business Unit & Account No.) Vice President Doc ID:CA1CITY/CONTRACTS/CONSULTINGICCMDEVIMICHAELBAKER-CDBGIADA-PSA.doc CAAev.Q 1.2015 91 EXHIBIT A We Make a Difference INTERNATIONAL August 1$, 20 17 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 (CDBG) 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 Cuban 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 CDBG program. 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 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 Clemons as on-site staff, with oversight from Jennifer Gastelum, project m an agerldi rector, 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 troth 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 Gastelum at (916) 231-2268 or jg astelum@mba kerinti. oom Sincerely 1 Tad 8te�rn Y�n,4er Gastelum Vice President t Director EXHIBIT A CITY OF LODI RE: COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATION AND HOUSING PROGRAM SUPPORT SERVICES Page 2 SCOPE OF WORK FOR Loa! CO BG 2017-18 PROGRAM YEAR GENERAL Michael Baker International will oversee the coordination of (a) all 21 active CDBG projects Misted 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 years CDBG projects which will be conducted through the (g) 2018-2019 Annual Action Plan process. Active projects are 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 at project. For this reason, projects are 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 FTH6 — Dawn Payment Assistance 16.06 Grace & Mercy Charitable Foundation ADA Improvements 16.12 Lawrence Avenue Parking 17.01A Planning 17.01 B Fair Housing 17.02 Alley Improvement Project 17.03 Blakely Swim Complex 17.04 City Hall/Carnegie Forum ADA Improvements 17.05 Grace & Mercy ADA Phase 11 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: Sen 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 • Subrecipient 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 HatllCarnegie Forum ADA Improvements, One -Eighty Teen Center Improvements. Draft agreements with subrecipients 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 and CBOs for completion of project according to procurement requirements, including federal wage determinations, licenseldebarment checks; coordinate labor compliance and environmental review • Close projects TASK d: 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 ($135,400 x 20% = $27,000 on Activity Delivery); paid for through Activity Delivery Outreach and marketing Environmental EXHIBIT A CITY OF LODI RE: COMMUNITY DEVELOPMENT SLACK GRANT (CDBG) ADMINISTRATION AND HOUSING PROGRAM SUPPORT SERVICES 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 out to bring in speakers, as needed, for meetings • Provide direction on quorum, schedule meetings, post minutes, and schedule translators as needed • Communicate with members (i.e., send agenda, provide reportlpresentation 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 comments 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 ARCD coordinators and Chamber • Attend three follow-up leadership meetings with citizen groups on their projects TASK 6: GENERAL CDBG TASKS • Maintain contact with HUD representative • Update IDIS system with project information and performance • Section 3 reports (ongoing) • MBEIWSE reports (ongoing) • SF -425 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 CABG PROGRAM YEAR • Review performance of all active program year projects for compliance with their agreements (i.e., year-end subrecipient reports, etc.) • draft CAPER • Prepare staff report for CAPER hearing • Notice CAPER and attend public hearing to reviewlapprove CAPER • Submit to HUD EXHIBIT A CITY OF LODI RE: COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) A13MINISTRATION AND HOUSING PROGRAM SUPPORT SERVICES Page 5 Respond to HUD questions and comments • Final submittal to HUE) ■ Close out projects in IDIS TASK T: 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 Dodi Improvement Committee's regularly scheduled meeting, and two with California Human development or other nonprofit Notice, advertise, prepare staff report and presentation for City Council shirtsleeve meeting of draft AAP, and attend ■ 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 S: ENVIRONMENTAL AND LABOR COMPLIANCE Environmental review of all active projects o Michael Baker envfro 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 approximately 6 projects TASK 8: 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 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 on-site as needed, as well as during particularly busy times of the EXHIBIT A CITY OF LODI RE: COMMUNITY DEVELOPMENT BLOCK GRANT (CCBG) ADMINISTRATION AND HOUSING PROGRAM SUPPORT SERVICES Paae B CABG annual cycle_ Cynthia Walsh would provide remote and on-site support, primarily with labor compliance tracking, Jennifer Gastelum 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 development and 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 an 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 year when subrecipient agreements must be executed and programs and projects must get under way Jennifer Gastelum, Project DirectodManager $185.00 Jessica Hayes, Savior Grants Specialist $120.00 Cynthia Walsh, Labor Compliance Specialist $100.00 Patrice Clemons, Associate Housing Planner $90.00 James Beggs, Housing Rehabilitation Coordinator $85.00 Kristin Faoro, Environmental Analyst $95.40 EXHIBIT Q 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 $633,771 which includes $108,754 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 Bakef's assistance of approximately $37,000. That service included 1 day a week of on-site staff time. We estimate the cost to continue management of the CDBG program 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 and ADA Compilance for a total budget of $99,070 on the high end and $83,205 an the lower end. As 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, Michael Baiter will only bili for the actual hours required. Please see the detailed budget on the next page. EXHIBIT B CITY OF LODI RE: COMMUNITY DEVELOPMENT BLOCK GRANT (CABG) ADMINISTRATION AND HOUSING PROGRAM SUPPORT SERVICES Page a 2017-18 CDBG Tasks Estimate of Flours Hiiaii Esltmale General Tasks - two monitorings. City's audit, reports (semi-annual, m belwbe, sf- 425, section 3), IDIS, weekly update, HUD 100-200 $13,060 $10,000 contact Oversee Social Services (6 projects) 100-200 $20,004 $15,000 Oversee Capital Improvement (11 projects) 176-200 $22,000 $210,000 Close-out of 2016-17 Program Year (CAPER and IDIS Entry) 50-65 $6.500 $5,000 Planning and 2015-2019 Annual Action Process 85-100 $10,000 $8,500 Administration Final Approval/Public Comments for Analysis of Impediments (AI) 40-50 $5,500 $4,500 Planning and Administration — Outreach with ASCD Citizen Engagement 40 $3,800 $3,800 Planning and Administration — Outreach as Liaison to Lodi Improvement Committee 75-94 $8 930 $7,125 TOTAL PLANNING ARD ADMIN — $89;780 $73,825 First Time Homebuyer Program (Activity Delivery) 260 CDBG Special Costs will be negotiate based on agreed upon task Housing Rehabilitation Program (Activity Delivery) 280 Environmental Review (Activity Delivery) 4-6 hr per project Projects orders. Labor Compliance (Activity Delivery) 40 hr per project TOTAL CDBG SPECIAL PROJECTS — TBD Special Lodi GRIP Program 72 $5,760 ADA Compliance Officer 44 $.3,520 Projects NonCDBG TOTAL. SPECIAL PROJECTS NON-CDBQ lie s9;2813 $99,070 1 $83,205 TOTAL FEES NOT TO EXCEED $20,000 for the term September 2, 2017 through November 30, 2017. parties understand and agree that the full scope of work proposed Cannot be )rmed for the limited $20,000 budget and the limited term stated above. sultant will provide partial services on any or all of the tasks stated above to the extent rad by the currently approved budget and time limit. EXHIBIT C NOTE. The City of Lodi Is now using the online Insurance program PINS Advantage. Once you have been awarded a contract you will receive an email from the City's online Insurance program requesting you to forward the email to your insurance provider(s). Please see attached flyer regarding PINS Advantage. l0§urance Renui=ents for CanJWct4r The Contractor shall take out and maintain during the life of this Agreement, insurance coverage as listed below. These insurance policies shall protect Contractor and any subcontractor performing work covered by this Agreement from claims for damages for personal injury, including accidental death, as well as from claims for property damages, which may arise from Contractor's operations under this Agreement, whether such operations be by Contractor, or by any subcontractor, or by anyone directly or indirectly employed by either of them. In the event Contractor's insurance cannot fully cover any hired subconsultants, the terms of insurance herein shall be requirements for the subconsultant. The amount of such insurance shall be as Follows: COMPREHENSIVE GENERAL LIABILITY $2,004,000 Each Occurrence $4,000,000 General Aggregate 2. COMPREHENSIVE AUTOMOBILE LIABILITY $1,000,000 Combined Single Limit Such insurance shall cover liability arising out of any vehicle (including, owned, hired and non -hired vehicles) operated in performing any and all services pursuant to this Agreement. Coverage shall be written on ISO form CA 00 01 12 90, or a later version, that provides liability coverage at least as broad as this form. PROFESSIONAL LIABILITY / ERRORS AND OMISSIONS $1,000,000 Each Claim/Aggregate When project specific insurance is required, all limits are to be designated strictly for the City of Lodi, its elected and appointed boards, commissions, officers, agents, employees, and volunteers. All deductibles or self-insured retentions (SIR) must be disclosed to City's Risk Manager for approval and except for professional liability insurance, shall not reduce the limits of liability set forth hereinabove. Insurance policies containing any deductible or SIR provision shall provide, or be endorsed to provide, that the deductible or SIR may be satisfied 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 and/or limits set forth above, shall be available to City as an additional insured. Furthermore, the requirements for coverage and limits shall be (i) the minimum coverage and limits specified in these insurance requirements; or (ii) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the Contractor; whichever is greater. Contractor agrees and stipulates that any insurance coverage provided to the City of Lodi shall provide for a claims 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 Endorsement Pursuant to a separate endorsement (ISO form CG 2010 (11/85) or a later version, that provides commercial general liability coverage at least 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, agents, employees, and volunteers as additional named insureds. An additional named insured endorsement is also required for Auto Liability. (b) Primary and Non -Contributory Insurance Endorsement Additional insurance coverage under the Contractors commercial general liability and automobile liability policy shall be "primary and non-contributory" and will not seek contribution from City's insurance or self-insurance and shall be at least as broad as ISO form CG 20 01 04 13. NOTE: (1) The street address of the CITY OF_LQDLmust 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 therQ oiect that it is insuring. Page 1 1 of 2 pages I Risk: rev.08.2017 r•i •nMs . RIM .�rr-M MAI (c) Waiver of Subrogation Include a waiver of subrogation against the City of Lodi, its elected and appointed boards, commissions, officers, agents, employees, and volunteers. A waiver is required for General Liability and Auto Liability. (d) Limits of Coverage The limits of insurance coverage required may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance of Contractor shall contain. or be endorsed to contain, a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of the City before the City's own insurance or self-insurance shall be called upon to protect the City as a named insured. (e) Severability of Interest Clause The term "insured" is used severally and not collectively, but the inclusion herein of more than one insured shall not operate to increase the limit of the company's liabilily under the Contractors commercial general liability and automobile liability policies. {f} Notice of Cancellation or Change in Coverage Endorsement This policy may not be canceled without 30 days' prior written notice of such cancellation to the Risk Manager, City of Lodi, 221 West Pine St., Lodi, CA 95240. (g) Continuity of Coverate All policies shall be in effect on or before the first day of the Term of this Agreement. At least thirty (30) days prior to the expiration of each insurance policy, or as soon as reasonably available, Contractor shall furnish a certificate(s) showing that a new or extended policy has been obtained which meets the minimum requirements of this Agreement. Contractor shall provide proof of continuing insurance on at least an annual basis during the Term of this Agreement. if Contractors insurance lapses or is discontinued for any reason, Contractor shall immediately notify the City and immediately obtain replacement insurance. (h) Failure to Comply If Contractor fails or refuses to obtain and maintain the required insurance, or fails to provide proof of coverage, the City may terminate this Agreement upon such breach. Upon such termination, Contractor shall promptly cease work. (i) Qualified_ Insurer{s} All insurance required by the terms of this Agreement must be provided by insurers licensed to do business in the State of California which are rated at least "A•, VI" by the AM Best Ratings Guide, and which are acceptable to the City, such acceptance to not be unreasonably withheld, delayed or conditioned. Nan -admitted surplus lines carriers may be accepted provided they are included on the most recent list of California eligible surplus lines insurers (LESLi list) and otherwise meet City requirements. Workers Compensation Insurance The Contractor shall take out and maintain during the life of this Agreement, Worker's Compensation Insurance for all of Contractors employees employed and, if any work is sublet, Contractor shalt require the subcontractor similarly to provide Worker's Compensation insurance for all of the latterrs employees. In case any class of employees engaged in hazardous work under this Agreement at the site of the project is not protected under the Worker's Compensation Statute, the Contractor shall provide and shall cause each subcontractor to provide insurance for the protection of said employees. A waiver of subrogation is required for workers compensation insurance. This policy may not be canceled without 30 days' prior written notice of such cancellation in coverage to the Risk Manager, City of Lodi, 221 West Pine St., Lodi, CA 95240. NOTE: The City reserves the right to obtain a full certified copy of any insurance endorsements required. Failure to exercise this right shall not constitute a waiver of the City's right to exercise after the effective date. Page 2 1 of 2 pages Risk: rev.08.2017 AGREEMENT FOR PROFESSIONAL SERVICES ARTICLE 1 PARTIES AND PURPOSE Section 1.1 Parties THIS AGREEMENT is entered into on Rio. X7, 2018, 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 des;gnated 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 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 ail 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 Iegally 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 obtatned. 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 Novemoer 1, 2017 and terminates on Octooer 31. 2418 Section 2.7 Option to Extend Term of Agreement At its option. City may extend the terms of this Agreement for an additional three fay 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, 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 3.1 Compensation CONTRACTOR's compensation for all work under this Agreement shall conform to the provisions of the Fee Proposal attached hereto as Exhibit 6 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 Pa ment 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 invoke. 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 trhose inherent in the original Scope of Services shall be approved in advanced and in writing, by CITY Section 3.4 Auditing 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 des[gnated representative, with necessary information and assistance needed to conduct such an audit CONTRAC'T'OR agrees that CITY or its delegate will have the right to review, obtain and copy all records pertain[ng 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 tree 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 atl amendments thereto, as well as all applicable regulations and guidelines issued pursuant to the ADA. Section 4,3 Indemnification and Responsibillity Responsibilityfor 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 tees 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 inose 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 lu7itted 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 4.5 Responsibility of CITY CITY shall not be Feld 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 tome of mailing if sent by first class or certified mail. postage prepaid, addressed to the respective parties as follows. To CITY City of Lodi 221 West Pine Street P O. Box 3006 Lodi, CA 95241-1910 Attn Stephen Schwabauer To CONTRAC FOR Michael Baker International 2729 Prospect Park Drive. Suite 220 Rancho Cordova, CA 9567C 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. 5 Section 4.10 CONTRACTOR its 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 patty 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 fuither, 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 delver 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 on reliance upon this Agreement. Section 4.12 Confidentiallily 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 taw 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 Netther 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 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 confl;ct 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 3.01020 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 of 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 terms 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 ❑I 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 7 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 CI TY's use of such documents for any purpose other than the purpose for which they were Intended. Section 4.20 Authori The undersigned hereby represent and warrant that they are authorized by the parties to execute this Agreement Section 4.21 Waiver of Consequential Darnages 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, loss of profits on revenue. loss of custorners or contracts, loss of use of equipment or loss 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. Y), IFER t4. FERRAIOLO Ci y Clerk APPROVED A5 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 (Business Unit & Account No.) MAK V101ILT-Ar7bIR 1-11 2MI ON W "my, r MICHAEL BAKER INTERNAi TONAL INC. ---�2 By- 1 &1,4--( ,)— , Name. Va,A Sir, Title. V Vice President Roc ID CAICiMCONTRAC T51CONSULTINGICOMREVIMICHAELBAKE R-CDBGIApA-r'SA.doc CA: tic v.9 t.201 5 t3 r F r I N T E R N A T 1 0 N A L August 18, 2017 Stflve 5chwabauer, City Manager CCTY OF LODI 221 W. Pins Street Lodi, CA 95240 EXHIBIT A We Make o Difference RE- COMMUNITY DEVELOPMENT BLOCK GRANT (CD8G) ADMINISTRATION AND HOUSING PROGRAM SUPPORT SERVICES Dear Mr Schwabauer: Michael Baiter International is pleased to submit this proposal to contlnue to provide Community Development Block Grant (CDBG) administration and Housing Program support services. Our team has provided slaffing 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 Depaninent 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 CDBG program►. 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 programs and policies combined with our history of collaboratiorT allows us to provide consistent and reliable support that directly addresses staffing and administrative needs. The team assembled for this effort includes Paince Clemons as on-site staff, with oversight from Jennifer Gastelum, project managerldirector, and Jessica Hayes, senior grants specialist. Patrice is also supported oy 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 3iongsrde 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 Jenntfar Gastelum at (916} 231-2268 or jgastelum@mhakerintl. com Sincerely Tad Ste rn rt44ner Gastelum �. Vice president R}aj ct Director EXHIBIT A CITY OF LODI RE: COMMUNITY DEVELOPMENT 13LOCK GRANT (C[)BG) ADMINISTRATION AND HOUSING PROGRAM SUPPORT SERVICES Page 2 SCOPE OF WORK FOR LODI CD8G 2017-18 PROGRAM YEAR GENERAL Michael Baker Intemational will oversee the coordination of (a) all 21 active CIDBG projects (listed below), from the Initial Annual Action Plan approval, through Implementation. to final reports and cicseout, Michael Baker will also close out the {f) 2016-17 CI7BG projects including the submMal of the CAPER and closeout in IDIS, and will coordinate the preparation of next dears CABG projects which will be conducted through the [g} 2018-2019 Annual Action Plan process. Active projects aria from prior and the current 2017-18 CDLG 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 (bj social service, (c) capital improvement, (d) special projects and (e) general tasks that apple to the CORG 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 raw protect. Active 2017-16 Projects. 15.02 HSS N. Entrance ADA Improvements 15.05 Cherokee Lane ADA Improvements 15.05 Housing Authority improvements 15,14 Grace & Mercy 16.02 Salvation Army 16.03 Housing Authority 16.04 Housing Rehabilitation 16.05 FTHS — Down Payment Assistance 16.06 Grace & Marcy Charitable Foundation ADA Improvements 16.12 Lawrence Avenue Parking 17.01A Planning 17.01 B Fair Housing 17.02 Alley lrrnprovement Project 17,03 Blakely Swim Complex 17.04 City HeIIICarnegte Forum ADA Improvements 17.05 Grace & Mercy ADA phase 11 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, Catifornia Rural Legal Assfstance, Graffiti Abatement, Community Partnerships ff,r Families, Second Harvest Food Bank, LOEL Center EXHIBIT A CITY OF LOBI RE; COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATION AND HOUSING PROGRAM SUPPORT SERVICES Page 3 • Subreciplent agreements o Draft subrecipient agreements (CR(A's agreernent is already drafted) and one interdepartmental agreement. request insurancelrnlscellaneous items from subrecipient, send agreement to subrecipient for reviewlapproval, 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 benefidary tracking sheets to subreripients. update Zoomgrants • Conduct quarterly reviews o Review subrecipient reports, provide feedbacklcorrections as needed, update goal tracker; update IDIS vAth 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). 5alvat)on Army (amendment pending), Housing Authority Improvements Phase 4, Grace & Mercy ADA Improvements Phases 1 and 2, Lawrence Avenue Parkirg (closing), Alley Improvement Project, Blakely Swim Compfex. City Hall/Carnegie Forum ADA Improvements, One -Eighty Teen Center Improvements. • Draft agreements with subreciplents 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 • Involcing • Coordinate with City departments and CBOs for completion of project according to procu+ernent requirements, hicluding federalwage determinations, licenseldebarment checks; coordinate labor compliance and environmentat review • Close projects TASK 4: SPECIAL PROJECTS FIrst-Time Homebuyer Program ($525,701 x 20% = $25,000 on Activity Delivery), this Is paid for through Activity Detivery • Outreach and marketing • Environmental ■ Applicalton processing, work write-up, procurement, loan underwriting • Direct assistance (loanslgrants, rucludes soft costs, fees) • Guidelines have already been compieted Housing Rehabilitation ($135,000 x 20% = $27,000 on Activity Delivery); paid for through Activity Delivery • Outreacri and marketing ■ Environmental EXHIBIT A CITY OF LODI RE: COMMUNITY DEVELOPMENT BLOCK GRANT (COBG) ADMINISTRATION AND HOUSING PROGRAM SUPPORT SERVICES Page d • Application processing. work write-up, procurement, underwriting Direct assistance (ioanslgrants, includes soft casts, fees) • Guidelines have already been completed Outreach — Liaison to Lodi Improvement Committee, per meeting • Draft agenda and draft staff feportlpresentation Gather data or reach out to bring m speakers, as needed. for meetings • Provide direction on quorum, schedule meetings, post minutes, and schedule translators as needed • Communicate with members (i.e., send agends, provide reportlpresentauon 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, attendlpresent at hearing, gather public comments and add to document, submit to HUD. Outreach — ABCD citizen engagement program • Co -plan September leadership workshop • Attend and support leadership workshop • AtterTd 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 CDBG TASKS • Maintain contact with HUD representative • Upaate IDIS system with project information and performance • Section 3 reports (ongoing) • MBERNBE reports (ongoing) • SF -425 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 2D16 -4T C D B G PROGRAM YEAR ■ Review perforrr►ance 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 heartng to reviewlapprove CAPER ■ Submit to HUD EXHIBIT A CITY OF L.ODI RE: COMMUNITY DEVELOPMENT BLOCK GRANT {CU@Gl ADM INISTRAT ION ANC} HOUSING PROGRAM SUPPORT SERVICES Page 5 • Respond to HUD questions and comments • Final submittal to HUD • Close out projects in IDIS TASK T; 2618-19 ANNUAL ACTION PROCESS • Notice, advertise, prepare presentation, and facilitate public meeting for NOFA • Notice, advertise, prepare presentation, and facilitate at feast tour 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 City Council shirtsleeve meeting of draft AAP, and attend • Notice, advertise, and prepare two staff reports and presentations for two City Council puollc hearings, and attend • Prepare two staff reports for Council meeting to scat 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--13 r -DOG Plan Schedule" for specific details TASK 8: ENVIRONMENTAL AND LABOR COMPLIANCE Environmental review of all active projects n Michael Baker enviro staff conducts environmental review on approximately f $ projects during this year (20 x 16) Labor compliance of all active projects o Michael Baker labor compliance staff conducts labor compliance on approximately 6 projects TASK 9: Loo{ GRIP PROGRAM AND ADA COMPLIANCE Michael Baker can assist with the Lodi GRIP Program and ADA compliance on an as - needed basis BuoriET We believe that Michael Baker can provide the prograsn support you need using a combination of the regular presence of a focal 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 Focal 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 parson, 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 subpart Patrice and be on-site as needed, as well as during particularly busy times of the EXHIBIT A CITY OF LODI RE: COMII+tUNI TY DEVELOPMENT BLOCK GRANT (CGBG) AOMINIST RATION AND HOUSING PROGRAM SUPPORT SERVICES Page B COBG annual cycle Cynthia Walsh would provide remote and on-site support, primarily with labor compliance tracking. Jennifer Gastelum 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 c ost-effi ale nt service whlie also supplying the skills and knowledge of veteran staff experienced In the development and Implementation of the C0BG program. This arrangement would also offer the City a level of redundancy when the need arises for additional effort or speclal 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 year when subrecipient agreements must be executed and programs and projects must get under way. MMWT€ND Jennifer Gastelum, Protect Director/Manager Jess+ca Hayes, Senior Grants Specialist Cynthia Walsh, Labor Compliance Specialist Patrice Clemons, Associate Mousing Planner ,lames Bagga, Housing Rehabilitation Coordinator Kristin Facro, Environmental Analyst F DnNy RaW 3185,00 S Q0 Of) $100-00 SWOO $85,00 $95.00 EXHIBIT A CITY OF LODI RE: COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATION AND HOUSING PROGRAM SUPPORT SERVICES Page 7 The City's 2017-18 CD13G award is $633,771 which Includes $108,754 In Planning and Administration. Last year, the City's Planning and Administration budget was $107,799. Current staff (1 -full time and 1 intern) billed approximately $50,400 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. We estimate the cost to continue management of the CDBG program by Patrice on-site (2-3 daysy 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 and ADA Compliance for a total budget of $99,070 on the high end and $83,205 on the lower end As for the CDBG Speclal 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 mora than willing to negotiate scope and adjust cost accordingly. Our estimates are based on a 12 -month period. No matter what the estimated cast, Michael Baker will only bill for the actual hours required. Please see the detalled budget on the next page. EXHIBIT B CITY OF LODE RE; COMMUNITY DEVELOPMENT BLOCK GRANT (CABG] At3MINIS If RATION AND HOUSING PROGRAM SUPPORT SERVICES Page 8 2017-18 COBG T3skg . L9ttmato n! yours H1211 E1 Eet'M1411 `1 Lagar E0.4 Estfn,ate General Tasks - two monitorings, City's aud.t, reports (semi-annual, mbeiwbe, sf- 425.section 3). IDIS, weekly update, HUD 100-200 513,760 $10,000 contact Oversee Social Services (6 projects) 100-200 $20,000 $15,000 Oversee Capital Improvement 0 1 pcojev-ts) 178-200 $22.000 MAO Planning and Administration Close-out of 2018-17 Program Year (CAPER and IDIS Entry) 50.65 $6,500 15,000 2018-2019 Annual Action Process 85.100 $10,000 38,500 Final ApprovaUPublic Comments for Aralysm of tmpvdiments (Al) 40.50 $5,500 54.500 Planning and Administration — Outreach with AB GO CRizen Engagement 40 $3,800 $3.800 Planning and Administration — ❑ulreach as Liaison to Lodi Improvement Committee 75-94 $8,930 $7,125 TOTAL PLANNING AND ADMIN -- $89,790 373,925 Fast Time Homebuyer Program (Activity Dellvery) 260 CD6G Special Projects4.8 Costs will ne neantiate based oil agreed upon task orders Ftot sing Rahabilitation Program (Activity palrvery} 280 Environmental Review IActivky Delivery) hr per project Labor Compliance (Activity Delivery) 40 nr per project TOTAL CABG SPECIAL PROJECTS -- TBD Lodi GRIP Program 72 $5,760 Special Projects ADA CompIlaince Officer 44 $3,527 NonC06G TOTAL SPECIAL PROJECTS NON-CDEIG iib $9,280 $99,070 F$03,205 Hie Oty has app ro VCLI a hLldget 1101 to exceed S99.070 ttnLICr this Agl-eemenl tnr the Perm of November t, 2017 th1-ough October 31, 2018. EXHIBIT C NOTE: The City of Lodi is crow using the onflne insurance program PINS Advantage. Once you have bean awarded a contract you will mcoly* an email from the City's onfin+ insurance program requesting you to forward [be small to your insurance providef(s). Phase see attachad flyer regarding PINS Advantage, The Contractor shall take Out and mainlaln during the life of this Agreement, insurance coverage as listed below These insurance polis{es shall protect Contractor and any subcontractor performing work covered by this Agreement from Claims for damages for Pefscnal injury, including accidental death, as well as from claims kir property damages, which may arise from Contractor's operations under lhis Agreement, whether such operattons be by Contractor, or by any subcontractor or by anyone dirwly of Indirectly employed by either of them. In the event Contractor's insurance cannot fully Cover any hired subconsullorlts. the terms of insurance herein shall be requimments for the s0consultant. The amount of such insurance shall be as follows. Q Q MP RFL H E NS TV E Gf;NERA �IABLI 52 000A00 Each Occurrence $4.OW. 000 General Aggrega fel CC]MFF,EHENS_!V ALlT0NI0t3_ILE LIA$IJTY 31.000,000 Combined Single Limit Such insurance shall Cover liability arising out or any veucle fincfuding. owned, hired and non -hired vehicles) operated in performuig any and all services pursuant to this Agreement. Coverage shall be wntten on ISO frnnn CA 00 01 12 90, of a tater version, that provides liability coverage,- at least as broad as this form. PROFESSIONAL Li 51 ITY I ERRQLf $ AND OMISSIONS $1,000.000 Each Claim/Aggregate When projecl specific insurance is required, all hrnits aie to be desrgnaleMl sinctly for the City of Lodi, its elected alit appointed maids, comrrnssions. officers, agents, empioygas. and volunteers. All deductibles or self-insured retentions (SIR) must be disclosed to City's Risk Manager for approval and except for professional liability Insurance, shall not reduce the limits of liability set forth hereinabove Insurance policies containing any dcduchbf,r or SIR provision shaft provide, or be endorsed to pmvrde, that the deducible or SiR may be satisfied by either the Named Insureds) of the City of Lodi It is required that any available Insurance oroceads broader than tx in excess of thea specified mimmum insurance c;overaga requirements andler limits set tGrlh aoove, shad be avatiaLle to City as an ;Idditional insured. Furthermore, the requirements for coverage and limits shall be (i) The minimum coverage and limits specified In these Insurance requleements. or (n) Ifie broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the Contrsclor, whirhevmr Is greater. Conlrac'tor agrees and stipulates that duly insciranre coverage proviried to the City of Lodi shall pmvrde for a claims period fallowing termination of coverage which Is at least consistent with the claims period or statutes of limitations tound in the California Tort Claims Act tr,ahfomin Government Coda Section 8 1 G et seq ) A copy of the ceftificate(s) of insur a n r e with In following endorsements shall be furnished to the City (a) A _itional Nem_," insured Enters me Pursuant to a separate endorsement (IS0 form CG 2010 (11185) or a later ve(sion, that provides commercial general liability coverage at least 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, agenis, employees, and volunteers as additional named Insureds. An aadlional named insured endorsement is also required for Auto Liability (b) Er mM and Non-Contributorr frtsuranr_a ndmrr�aman Additional insurance coverage under the Conlractnes cominercial general Ila lb PIIty and automobile liability policy Shall be 'primary and non -Contributory" and will not seek ccntrtbutlon from City's Insurance or self-insurance and shall be al least as broad as ISO form CG 20 01 oa 13 NOTE (1) The street address of the CITY OF LODI must bH shown along with (a) and (b) above: 221 West Pine Street. Lodi, Cakfornta. 95240, (2) 'The insurance certificate must state nn Its face Or as an endorsement, a descripiioil of the pMLe&:.L that It is insuring. Wage i I of 2 pages Risk rev O8 2O t i " 1i39.tl[Jai�f3_agauIrementg Igr Qnntfactor (can itnuad) tel Wary QE QU+ r rgalm Include a waiver of subrogation against the City of LMI. its elected and appointed boards, commits{ons officers, agents, employees, and volunteers. A waive+ is required for General Liability and Auto Liability. (d) Limits of C.Qyef3 e The limits of insurance coverage required may oe satisfied by a combination of pflinary and umbrella or excess Insurance Any umbrella or excess insurance of Contractor shall contain, or be endorsed to contain, a provision thet such coverage shall also apply on a primary and non-coninbutoryr basis for the benefit of the City befpre the City own insurance or aelf- insure nce shall be called upon to protect the City as a named insured, (e) Severability of Interest Clause he berm "insured' is used severally and not collecllvely, but the Inclusion herein of more than one insured shall not operate to increase the limit of the company's Itaoility under the Contractors commercial general liability and automobile liability policies {fl N Toe f Cancellation or Change in y§Wpe Endorsentre,it This policy may not be canceled without Sit days' pnoi written notice of such cancellation to the Risk Manager. City of Lodi, 221 West Pine SI„ Lodi, CA 95244. (9) Contirnuily of Cove AH policles shall be in effect on or be to re the f rst day of the Term of this Ag ream enI At toast thirty (30) days print to the expiration of each Insurance policy, of as soon as reasonably aviii able . Cottiraclor shall furnish a cenifcate(s) showing that a new or extended polity has "an oatalned which meets the minimurn requlrements of ibis Agreement. Contractor shall pm,61de proof of conunuing insuranco on at least an annual basis during the Term of this Agreement if Contractors insurance tapses or is disconbntted for any reason. Contraclnr shall Immpniately notify the City and immediately obtain replacement insurance (h) Failure to g,pmui_v If Conlrartor Earls or refuses to obtain and maintain the required insurance, or farts 10 provide praoi of coverage, the City may terminate this Agreement upon such breach Uprn such lermination, Contractor shalt promptly cease work. {I1 guallfied Insurer(s) All insurance required by the terms of this Agregment must be provided by insurers licensed to do business in the State at California which aro, rated at least 'A-.Vl" by the A41 Best Ratings Gulde, and which are acr:eptabte to the City, such acceptance to not be unreasonably withheld, delayed or condItwr ed. Nor, -atdfutled surplus lines carrlem may be accepted provided they are included on the most recent list of California eligible surplus tines insurers (LESLI list) and otherwise meet tarty requirements WorkgCa §,gi pgrisation InsrrInce,The Contractor shall take out aril rrtaintain during the rife of this Agreemenl, Womer's Compensation Irisurance for all of Contractor's employees employed and, if any work rs sublet. Contr3clor snail require the suucontraclor similarly to provide Workers Compensation Insurance for all of the tatter's employees. lit case any class of employees engaged in hazardous work under this Agreement at the site of Iha project rs not protected under the Worker's Compensation Statute. the Contractor shall provide and shall cause each subcontraclor to provide Insurance for the protection of said amployoes. A walver of subrogation Is miqulfnd for workri-9 compensation Insurance. This policy may not be canceled without 30 days' prior written notice of sorh cancellation in coverage to the Risk Mlanage r. City of Lodi. 221 'Nest Pine 5t., Lodi, CA 95240 NOTE! The City reserves the right to obtain a full certified copy of any Insurance endorsements requirad. Failure to exerclse this right shall not constitute a waiver of the City's right to exercise after the affective elate. Rage 2 1 of t pages Risk rev 48 201 7 CONTRACT AMENDMENT No. 1 Michael Baker International THIS CONTRACT AMENDMENT No. 1 made and effective this L21L% day off ie 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 �,, 11-7 ("Agreement"), attached hereto as Exhibit A and made a part hereof as trough 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 uncharged. CITY OF LODI, a municipal corporation ST CHIN 6A City Manager Attest: jiNIFER ERRAIOLOy Clerk Approved as to Form: ;A IN D. MA -D4 CH 1 Homey CONTRAC MICFIAEL BAKER INTER IONAL By. 7Io.Yxas G �r�.L-( Title: J:1CAICITY1ContractslConsulting or Professional ServicesWlichael Baker ConuactExtenslon doe CONTRACT AMENDMENT No. 1 Michael Baker international THIS CONTRACT AMENDMENT No. 1 is made and effective this qq� day of N" -y. J14 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, 20119, and expand the scope of services to include housing program support services. 2. TERM AND COMPENSATION: Contractor and City agree, that at its option, City may extend the terra 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 LOBI, a municipal corporation Attest tel- ' �► �� ■ W,0'\,II,FEF-:R VifFEARA101-0 Approved as to Form r^,NIGE_D.s AGDICH City Atforney CONTRAC MICHAEL BAKER INTERIVA� L - By�� TitW J:1CMALinda\Council Cemmunicatians12019102-q6-19 Michael Baker Ext Agreement • Attachment.doc CONTRACT AMENDMENT No. 2 Michael Baker International THIS CONTRACT AMENDMENT No. 2 is made and effective this � day of C�e.�nlne( mer, 2019, by and between the CITY OF LODI, a municipal corporation, hereinafter called "CITY", and Michael Baker International. a Pennsylvania corporation hereinafter called "Contractor." WITNESSETH: CONTRACT: Contractor and City, entered into an Agreement for Professional Services on February 27, 2018 and Contract Amendment No. 1 on March 14, 2419, (collectively the "Agreement"), attached hereto as Exhibit A and made a part hereof as though fully set forth herein. Contractor and City now desire to expand the scope of services to include housing program support services (including HEAP funding) and the environmental review of the properties located at 301 East Lodi Avenue and 2 West Lodi Avenue at a cost not to exceed $41,100- 2. TERMS AND CONDITIONS: All other terms and conditions of the Agreement will remain unchanged. CITY OF LODI, a municipal corporation ,I• - - STEPHEN SCHWABAUER City Manager Attest: Approved as to Form J NICE D. AGDICH City Attorney CONT R MICHAEL BAKER INTE^ATIONAL r By: _ �( 1►op, x s (``1 Tia Title. ,Ari;fJ I -a � yfC!f ereyden� C:1Users�itrembieUAppOatalLvcal\MiciosoftlWindowslTemporary Inlemet Files Content.outiookl6AAY24F6102-06-19 Micnael Baker Agreement Amend2 doc CONTRACT EXTENTION No 1 Michael Baker International THIS CONTRACT AMENDMENT No. T is made and effective this A x , -) day of CkLEty xf Wauemb3er, 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, Contract Amendment No. 1 on March 14. 2019. and Contract Amendment No. 2 on October 3, 2019 (Collectively the "Agreement"), attached hereto as Exhibit A and made a part hereof as though fully set forth herein. 2. EXTENTION TERM- Contractor and City now desire to extend the term of the Agreement through and including October 31. 2020 pursuant to the terms set forth in Amendment No. 1, paragraph 2. which are as follows: 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 LOBI, a municipal corporation Attest- NIFER i1OFI=RRAI01-0 Ity Clerk Approved as to Form: J NICE 9.- MAGDICH City Attorney CONTF ACT f, I MICHAEL BAKER INTERNAT NAL By: 1110M�r G-Tr4e Title. -Ssmc ---le- C f +�L PqT— J tCommumty DeveiopmentlContractsWlichael Baker Intemat;onaA10-31-1g Mal ContractExtension2019-20 doc - - Ji,L CONTRACT EXTENSION No 2 Michael Baker International C,6ur" , 'IVr r THIS CONTRACT EXTENSION No. 2 is made and effective this Ala y of-NovawZ ,.?U�Q, 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, Contract Amendment No. 1 on March 14, 2019• Contract Amendment No 2 on October 3, 2019 AND Contract Extension No 1 on December 18, 2019 (Collectively the "Agreement"), attached hereto as Exhibit A and made a part hereof as though fully set forth herein 2. EXTENTION TERM. Contractor and City now desire to extend the term of the Agreement through and including October 31. 2021 pursuant to the terms set forth in Amendment No 1, paragraph 2• which are as follows: 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, which will be Based on a project by project bases and total Compensation amount is not a guarantee) will increase by the then effective Consumer Price Index for All Urban Consumers (CPt-U) for San Francisco -Oakland -San Jose. All Lather terms and conditions of the Agreement will remain unchanged Uoistergarrs ind t:IvUr orlic Signatures- This Agreement and other documents to be dellvered pursuant to this Agreement may be executed in one or more counterparts, each of which will be deemed to be an original copy and all of whlch, when taken together, will be deemed to constitute one and the same agreement or document, and will be effective when counterparts have been signed by each of the parties and delivered to the other parties. Each party agrees that the electronic signatures• whether digital or encrypted, of the parties Included in this Agreement are Intended to authenticate this writing and to have the same force and effect as manual signatures. Delivery of a copy of this Agreement or any other document contemplated hereby, bearing an original manual or electronlc signature by facsimile transmission (Including a facsimile delivered via the internet), by electronic mail In "portable document format" {".pdf"i or similar format Intended to preserve the original graphic and pictorial appearance of a document, or through the use of electronic slgnature software will have the same effect as physical delivery of the paper document bearing an original signature. CITY OF LOBI, a municipal corporation Called "Contractor" Steve 5chwabauer STEPHEN SCHWARAUER City Manager Attest: CONTRACTOR MICHAEL BAKER INTERNATIpNAL— By' Thomas G. Trac JENNIFER Title Associate Vice President CUSMIR City Clerk Approved as to Form Janice D. Magdich JANICE D MAGOICH City Attorney= .i i.. �....imi.rel,f�m+HUNn a�kH'd.�4rinaq�. npo,41041- I H,l ki(II •10M•dea1 d na•,•• '7:•I 21 q-,. CONTRACT AMENDMENT No Michael Baker International 'i &— THIS CONTRACT AMENDMENT No. 3 is made and effective this AN ay of -h ay, 2021, by and between the CITY OF LODI, a municipal corporation, hereinafter called "CITY", and Michael Baker International, a Pennsylvania corporation hereinafter called "Contractor." WITNESSETH: CONTRACT: Contractor and City, entered into an Agreement for Professional Services on February 27, 2018, Contract Amendment No. 1 on March 14, 2019, Contract Amendment No. 2 on October 3, 2019, Contract Extension No. 1 on December 18, 2019, and Contract Extension No. 2 on January 26, 2021 (Collectively the "Agreement"). attached hereto as Exhibit A and made a part hereof as though fully set forth herein. Contractor and City now desire to expand the scope of services to include the administration of Coronavirus relief grants as awarded, housing and homeless grants as awarded, American Rescue Plan Act funding as allocated, State and Federal grants as applied for, and annual housing element reporting in an amount not to exceed $371,220- 2. TERMS AND CONDITIONS: All other terms and conditions of the Agreement will remain unchanged. Counterparts and Electronic Signa tur_ es. This Agreement and other documents to be delivered pursuant to this Agreement may be executed in one or more counterparts, each of which will be deemed to be an original copy and all of which, when taken together, will be deemed to constitute one and the same agreement or document, and will be effective when counterparts have been signed by each of the parties and delivered to the other parties. Each party agrees that the electronic signatures, whether digital or encrypted, of the parties included in this Agreement are intended to authenticate this writing and to have the same force and effect as manual signatures. Delivery of a copy of this Agreement or any other document contemplated hereby, bearing an original manual or electronic signature by facsimile transmission tincluding a facsimile delivered via the Internet), by electronic mail in 'portable document format" (`.pdf") or similar format intended to preserve the original graphic and pictorial appearance of a document, or through the use of electronic signature software will have the same effect as physical delivery of the paper document bearing an original signature. CITY OF LODI, a municipal corporation STEPHEN SCHWABAUER City Manager Attest: ,JENNIFER CUSMIR City Clerk Approved as to Form: J MAGDiCH A rney CONTRACTOR called 'Contractor" CgZLILI? 311WAV1001f, C a ra I i ne Hr a b—J. (Sun 17, 2021)9: i(j PDT] MICHAEL BAKER INTERNATIONAL, a Pennsylvania Corporation By: Caroline Brabrook Title: Associate Vice President IICVCFILV021peparlinentsSkCammunity Develapmen [lContracts Mchael Baker Intemationah5-19-2021 Micnael Baker Agreement Amend3.aac We Make a Difference INTERN ATI ANAL October 30, 2020 Updated May 6, 202 7 Steve 5chwabauer, City Manager Jahn R. Della Monica Jr., Community Development Director CITY OF LODI 221 W. Pine Street Lodi, CA 95240 RE: 2020-21 COMMUNITY DEVELOPMENT BLOCK GRANT (CABG) ADMINISTRATION AND NEIGHBORHOOD SERVICES DIVISION SUPPORT SERVICES Dear Mr. Schwabauer and Mr. Della Monica: Michael Baker international, Inc. (Michael Baker) is pleased to submit this proposal to continue to provide Community Development Block Grant (CDBG) administration and housing program support services. Michael Baker's Housing and Community Development team is uniquely positioned to assist the City in administering its CDBG and community development programs. 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 effort$. Our fa m il i a rity with the City's programs and policiescombined with our history of collaboration allows us to provide consistent and re I iab le s upport that directly addresses staffing and administrative needs. The team assembled for this effort includes Patrice Clemons, our housing services manager, and Chance Finley -Ross, our CDBG program specialist, as on-site staff. On-site staff is also supported by our labor compliance specialist, housing rehabilitation coordinator, NEPA review specialist, and ass ociatelassistance planners. The 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. Recent events, including COW D-19, shelter crises, and affordable housing shortages in the City and across the region, have contributed to the City's growing responsibility to take on new projects /programs to address these urgent needs, Michael Baker is preparedto help support these new programs to create a thriving Lodi community. 5houid you have any questions, please contact Ms. Clemons at (916) 231-3372 or Ddemons@mbakerintl.com. Sincerely, MICHAEL BAKER INTERNATIONAL, INC Polly Board man, PMP Associate Vice President Patrice Clemons Project Manager CITY OF LODI RE: 2020-21 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATION AND Neighborhood SERvices Division SUPPORT SERVICES Page 2 LODI 2020-21 CDBG PROGRAM YEAR TASK 1: CDBG-ENTITLEMENT(EN) PLAN N I N G AN D A DM I N I STRATIVE ACTIVITI ES Michael Baiter will oversee the coordination of active CDBG projects (listed below), from the initial Annual Action Plan approval, through implementation, to final reports and closeout for the 2020- 21 program year period. We will also close outthe 2019-20CDBG projects, including the submittal of the Consolidated Annual Performance and Evaluation Report (CAPER) and closeout in the Integrated Disbursement and Information System {IDIS}, and will coordinate the preparation of next year's CDBG projects, which will be conducted through the 2021-22 Annual Action Plan process. Pursuant to the US Department of Housing and Urban Development's (HUD) requirements to engage the public throughout these activities, Michael Baker will also coordinate public outreach efforts using several means, including the Asset -Based Community Development (ABC D) program and the Lodi 1 mprovement Committee. Below are tasks that will be completed by Michael Baker staff during the 2020-21 program year. • Prepare and process final subrecipient agreements and interdepartmental agreements ■ Coordinate environmental review; obtain signatures and approval as needed • Facilitate quarterly check-in meetings • Provide updated beneficiary tracking sheets to subrecipients • Conduct quarterly reviews of subrecipient performance, provide feedback/corrections, and update IDIS • Process invoices ■ Maintain contact with HUD representative • Update IDIS system with project information and performance • Prepare Section 3 reports ■ Prepare M BE/W3E reports • Prepare SF -425 reports • Prepare Semi -Annual Labor Compliance report • Monitor subrecipients (number varies with budget remaining and criteria) • Process budget amendments • Track budget expenses and spending • Perform general organizational and administrative tasks TASK 1.1: CLOSEOUT OF 20 19 -2 0 CDBG PROGRAM YEAR (FALL 2020) • Review performance of all active program year projects for compliance with their agreements (year-end subrecipient reports, etc.) • Draft and notice CAPER Prepare staff report, resolution, and presentation, and attend public hearing CITY OF LODI RE: 2026-21 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATION AND Neighborhood SERvices ❑ivision SUPPORT SERVICES Page 3 • Submit CAPER to HUD ■ Respond to HUD questions and comments • Close out projects in IDIS TASK 1.2: CLOSEOUT OF 2020-21 CDBG PROGRAM YEAR (FALL 2021) • Review performance of all active program year projects for compliance with their agreements {year-end subrecipient reports, etc.) • Draft and notice CAPER • Prepare staff report and attend public hearing • Submit CAPER to HUD • Respond to HUD questions and comments + Close out projects in IDIS TASK 1.3:2021-22 ANNUAL ACTION PLAN PROCESS ■ Notice, advertise, prepare presentation, and facilitate public meeting for notice of funding availability • Notice, advertise, prepare presentation, and facilitate approximately two outreach meetings • 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 ■ Assist those submitting applications • Review and score applications • Draft and finalize Annual Action Plan ■ Enter into IDIS • Respond to feedback from HUD and coordinate with HU D for final approval TASK 1.4: LoDI I M PROVEM ENT COM M ITT EE ■ Draft and finalize monthly CDBG status update reports ■ Present monthly CDBG status update Coordinate materials and facilitate rubric and application review/scoring + Provide guidance to Committee on CDBG administration This activity is limited to the amount of budget remaining in the planning and administration budget after essential activities are covered. Overage on these tasks would fall into non-CDBG Task 4.2 listed below. CITY OF LODI RE: 2020-21 COMMUNITY DEVELOPMENT BLOCK GRANT (CDEIG) ADMINISTRATION AND Neighborhood SERvices Division SUPPORT SERVICES Page 4 TASK 1.5:OUTREACH —ARCD CITIZEN EN G AG EM ENT PROG RAM • Co -lead fourth cycle ARCD: Love Your Black program in collaboration with Lodi Chamber of Commerce and resident leaders • Plan, coordinate, and facilitate meetings/workshops This activity is limited to the amount of budget remaining in the planning and administration budget after essential activities are covered. Overage on these tasks would fall into non-CDBG Task 4.1 listed below. TASK 1.6: ANALYSIS OF IMPEDIMENTS TO FAIR HOUSING CHOICE (AI) ■ Draft and finalize Al ■ Conduct Outreach • Submit to HUD for approval This activity is limited to the amountof budget remaining in the grant planning and administration budget. Michael Baker will provide a subtask scope and budget for this activity, upon the request of the City. TASK 2: CDBG-EN ACTIVITY DELIVERY TASK 2.1:ACTIVE PROJECTS 15.04 Housing Rehab & Emergency Repair 19.02 Blakely Park Restroom Improvements 19.03 HEAP Loth Tiny Homes 19.04 Salvation Army HVAC and Refrigerator repair 20.02 Alley Improvement Project TASK 2.2: HOUSING REHAB ILITAT[ON (16.44) — SPECIAL PROJECT ACTIVITY DELIVERY This task includes oversight of the housing rehabilitation (16.04) project. Activity delivery tasks include but are not limited to the following: • Outreach and marketing ■ Environmental • Application processing, work write-up, procurement, underwriting ■ Direct assistance (foanslgrants, includes soft costs, fees) CITY OF LODI RE: 2020-21 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATION AND Neighborhood SERvices Division SUPPORT SERVICES Page 5 TASK 3: CDBG-CORONAVIRUS RESPONSE {CV} PLANNING AND ADMINISTRATIVE ACTIVITIES The Coronavirus Aid, Relief, and Economic Security (CARES) Act was signed into law on March 27, 2020, in response to the COVID-19 pandemic and resulting economic downturn. The law allocates $500 billion for assistance to eligible businesses, states, and municipalities. Specifically, cities, counties, and states are eligible to receive $5 billion in Community Development Block Grant Coronavirus Response (CDBG-CV) funds from HUD to prevent, prepare, and respond to COViD- 19. The CARES Act allocates $2 billion to grantees that have or will receive a normal CDBG allocation for fiscal year (FY) 2020. A second distribution of $2 billion was allocated to states and municipalities based on impacts from COVI❑-19, and a third distribution was allocated for entitlement CDBG subrecipients, such as Lodi. Michael Baker prepared this scope of work to administer the share of CDBG-CV funds allocated to the City in the amount of $796,408total (Round 1 for $380,772 and Round 3 for $415,636), TASK 3.1:COVID-19 NEEDS INVENTORYAND ELIGIBILITY ANALYSIS Michael Baker will solicit needs for CDBG-CV activities related to various City departments, including Public Works, Parks and Recreation, Police, Fire, and Electric Utility. Michael Baker will also solicit feedback on needs from local service providers, housing providers, economic development providers, and other community stakeholders. A Needs Inventory Summary will be prepared that considers the preliminary long-term and short- term needs from COVI D -19. This will be based on the 1) relation to the existing Consolidated Plan goals; 2) availability of other funding sources; and 3) potential impactsto theCity and its residents. Michael Baker staff will prepare survey and questionnaire materials for general impacts as well as specific economic and business impacts. Research and data will be incorporated into the Needs Inventory as it relates to known impacts regionally or statewide. We will present the Needs Inventory Summary to City staff for feedback and comments, especially as related to suggested projects and programs. We will facilitate a virtual meeting with City staff to obtain feedback on the identified needs. We will then incorporate feedback received and provide a final report to City staff. Michael Baker will determine if the proposed activities are eligible for CDBG-CV funds and will consult with a HUD representative to confirm eligibility. Per the City's request, Michael Baker will also review example business and rental assistance programs and make recommendations for model programs suitable to Lodi in light of the Needs Inventory feedback. Tasks: 0 Draft and finalize general impact questionnaire and business impact survey CITY OF LODI RE: 2020-21 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATION AND Neighborhood SERvices Division SUPPORT SERVICES Page 6 ■ Solicit information on COVID-19 related needs from City departments and local and regional stakeholders, including questionnaire interviews and distribution of business impact survey • Collect data on regional state impacts • Conduct preliminary res ea rch/a na lys is on type of business and rentaIassistance programs ■ Draft Needs Inventory Summary • Attend Citystaffmeeting for feedback on Needs Inventory Summary • Conduct eligibility determination of projects and consultation with HUD as needed At the time of writing this proposal, this work already commenced and the bL1dget below provides a breakdown of expenditures to date and remaining. TASK 3.2: CONSOLIDATED PLAN, ANNUAL ACTION PLAN, AND CITIZEN PARTICIPATION PLAN AMENDMENTS As outlined in the City's Citizen Participation Plan (CPP) and requirements set out by HUD, a substantial amendment is required when adding new projects and additional funding to a current Annual Action Plan (AAP) and when adding new priority needs and goals to an existing Consolidated Plan, Additionally, due to the urgent nature of the disburserne nt of CDBG -CV funds, HUD has allowed for flexibilities in the regular program requirements regarding the noticing timeline, funding limits, and public review period for the AAP amendment's approval. Grantees may utilize these flexibilities under the condition that their CPPB be amended to include language specific to responding to a declared emergency. Therefore, Michael Baker will complete the necessary steps to complete the amendments to the City's 2019-2023 Consolidated Plan, 2020- 2021 AAP, and current CPP. HUD guidance states that these amendments can be conducted concurrently. In preparation of the amendments to the Consolidated Plan, AAP and CPP, Michael Baker will draft the Notice of Funding Availability (NOFA), prepare the necessary council communication items, review all applications For funding, coordinatewith applicants on any edits or clarifications to their submitted applications, draft and submit a waiver of flexibilities to HUD, and facilitate a NOFA workshop with applicants, potential applicants, and members of the public. Michael Baker will coordinate with the Lodi Improvement Committee to determine which applications and subsequent projects to fund based on criteria from the Needs Inventory Summary, as well as the content and completeness of their applications. Michael Baker will then provide funding recommendations to City Council and the Lodi Improvement Committee. Michael Baker will draft and process the CPP amendment, as well as the Consolidated Plan and AAP amendments. The CPP amendment will incorporate the necessary language to allow the use of an expedited citizen participation process in the event of a declared emergency, while the Consolidated Plan and AAP amendments will include new needs and goals, the selected CDBG- CV projects, and other updates as a result of the funding of CDBG -CV projects. Michael Baker will set and attend a public hearing for City Council to approve the amendments. Upon approval, Michael Baker staff will complete final edits to the documents and submit them to HUD for review and approval, CITY OF LODI RE: 2020-21 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATION AND Neighborhood SERvices Division SUPPORT SERVICES Page 7 Tasks. • Prepare and coordinate notices for amendment approval/NDFA release • Facilitate NQFA workshop + Perform application processing/selection/recommendations + Attend/facilitate Lodi improvement Committee meeting to score and select applications • Ask questions/coordinate with applicants ■ Conduct waiver processing and HUD coordination ■ Draft AAP and Consolidated Plan amendments • Upload amendments into IDIS + Draft Citizen Participation Plan amendment + Prepare staff report and resolution, and present amendments for approval to City Council TASK 33: GENERAL ADMINISTRATION Once CDBG-CV related activities are awarded, Michael Baker will administer those activities in a manner similar to regular CDBG-funded activities. Michael Baker anticipates administering approximately five new CDBG-CV approved social service activities that will be similar to existing entitlement -funded activities. Should the City select fewer projects, then administrative tasks would be less, and the City may request that Michael Baker submit an updated budget. Michael Baker believes that once the project(s) are selected, it will be an ideal time to reassess administrative expenses and update this scope accordingly. Specialized activities, such as small business loan programs and rental assistance, are not included in the tasks below because they require unique administrative oversight; however, Michael Baker will provide an updated list of additional administrative tasks should these activities be selected. Administrative tasks for CDBG- CV activities will include: • invoicing and tracking the program's budget • File creation and organization • IDIS updates, activity creation, and maintenance of data and projects ■ Timeliness checks • Tracking program and subrecipient progress • Quarterly desk monitoring of subrecipient compliance • Troubleshooting systems and assistance to subrecipients ■ Quarterly performance report tracking ■ Drafting the CAPER + General program coordination and administration ■ Subrecipient monitoring (optional) • Community engagement (optional) CITY OF LODI RE: 2020-21 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATION AND Neighborhood SERviees Division SUPPORT SERVICES Page 8 Notifying the City accordingly, Michael Baker will also stay up to date on the new informational releases from HUD, the City's CPD field office, and local agencies and organizations related to CDBG-CV funding developments. Staff will also conduct activities far closing out the CDBG-CV program, including the following; • Review performance of all active program year projects for compliance with their agreements {year-end subrecipient reports, etc.} • Draft and notice CAPER • Prepare staff report, resolution, and presentation, and attend public hearing • Submit CAPER to HUD for approval • Respond to HUD questions and comments • Closeout projects in I DIS TASK 3.4: ENVIRONMENTAL REVIEW M ichael Baker will conduct environmental review of selected CDBG -CV activities in compliance with National Environmental Policy Act (N EPA). M ichael Baker anticipates review of approximately five social services activities. Should capital improvement -type projects be selected for CDBG-CV funding, M ichael Baker will present an estimate of hours to the City once the project scope of work is identified; such costs are eligible under project costs instead of administrative costs under the CDBG-CV funds. TASK 3.5: SPECIALIZED ACTIVITIES PROGRAM (OPTIONAL) CDBG-CV funds can be used on activities such as small business loan programs and rental assistance. Should the City select these activities, Michael Baker will work with the City to identify any program administrative needs. TASK 3.6: ECONOMIC RESILIENCY PROGRAM (OPTIONAL) At the request of the City, Michael Baker may also administer an Economic Resiliency Program. An Economic Resiliency Program would be designed to grow businesses in the City, which may include microloan programs, jumpstart loan programs, and crowd -funded loan programs. TASK 4: NEIGHBORHOOD SERVICES DIVISION SUPPORT SERVICES {NON-CDBG} Michael Baker staff will complete the following tasks as part of the non-CDBG funded project work previously completed by the Neighborhood Services Manager and Department. These areas of support include but are not limited to housing element implementation, fair housing studies, affordable housing projects, homeless initiatives, and grant writing and administration services. CITY OF LODI RE: 2020-21 COMMUNITY DEVELOPMENT BLOC( GRANT [CDBG] ADMINISTRATION AND Neighborhood SERvices Division SUPPORT SERVICES Page 9 TASK 4.1: ABC PROGRAM • Co -lead fourth cycle ABC Di Love Your Block program in collaboration with Lodi Chamber of Commerce and resident leaders • Plan, coordinate, and facilitate meetings/workshops To the extent planning and administrative budget remains, then key community engagement efforts conducted under this activity, can be allocated to Mask 1 above. TASK 4.2. LIAISON TO LODI IMPROVEMENTCOMMITTEE, PER MEETING ■ Draft agenda, staff report, and presentation ■ Gather data or reach out to bring in speakers, as needed, for meetings + Provide direction on quorum, schedule meetings, and schedule translators as needed • Communicate with members and provide direction/support regarding questions (i.e., send agenda, provide report/presentation to members) ■ Support implementation of goals by Lodi Improvement Committee members through research and connecting members to resources ■ Attend meeting and present report/presentation • Facilitate annual goal setting meeting • Attend 11 meetings a year TASK 4.3: LODI GRI P PROGRAM ■ Michael Baker can assist with the LodiG RIP program on an as -needed basis TASK 4.4: HEAP G RA NT A D M I N I STRATION Michael Baker will assist the City of Lodi in managing and administering the use of !-LEAP grant funds, which were awarded in 2019 by the San Joaquin Continuum of Care. Tasks include coordinating with the City and partners to administer the use of the allocated funds, preparing a draft grant agreement with assistance from the City attorney, processing reimbursement requests, budget tracking, grant reporting, status updates provided to the funder and pa rtnerorganizations, and general project coordination. Additionally, Michael Baker will conduct community engagement with the public to gather feedback on the site and design of the project. Activities may include preparation of a public engagement strategy, survey, press releases, public meeting facilitation, preparation of presentation to stakeholder groups, and staff report and presentation to the City Council. Michael Baker anticipates that the City will he responsible for the following aspects of managing and maintaining the administration of this grant, including reviewing grant information, CITY OF LODI RE: 2620-21 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATION AND Neighborhood SERuices Division SUPPORT SERVICES Page 10 responding to requests for information from the public, accounting, approving payments once submitted, and coordinating with partner agencies. TASK 4.5: 2020 HOME GRAN TAPPLICATION [CREEKSIDEAPARTMENTS] Michael Baker will assist the City in preparing a HOME grant application, The City is currently vetting the opportunity to partner with the local housing authority for rehabilitation of a private apartment complex, The housing authority would purchase the land and site and the City would provide financing through the HOME grant for rehabilitation of the units. Michael Baker anticipates drafting parts of the HOME grant application in partnership with the housing authority. TASK 4.6: HOME ANNUAL REPORTING Michael Baker will prepare and submit an annual HOME report to the Department of Housing and Community Development (HCD) on the status of first-time homebuyer loans from previous HOME loans provided by the City. TASK 4.7: HOUSING ELEMENT - ANNUAL PERFORMANCE REVIEW AND PROGRAM IMPLEMENTATION Michael Baker will prepare the annual performance review report, which tracks the City's progress towards implementation of its Housing Element programs. Michael Baker will assist the City in implementation of its housing programs on an as -needed basis. TASK 4.8: OTHER G RA N T A PPLIC ATION S AN D ADMINISTRATION Michael Baker will assist the City in applying for grants, and managing and administering the use of awarded grant funds. Tasks may include drafting and finalizing grant applications, coordinating with the City and partners to administer the use of the allocated funds, preparing a draft grant agreement with assistance from the City attorney, processing reimbursement requests, budget tracking, grant reporting, status updates provided to the funder and partner organizations, and general project coordination. The City has the following grant programs which Michael Baker could help the City in administering. Should the City like our assistance with a grant application and/or administration of these or additional grant programs, Michael Baker will provide a scope of services and budget for City review and approval. Existing G ron t Applications: • CARES—Senior Meals Program • HHAP ■ PLHA ■ SB89 ■ Great Plates CITY Of LODI RE: 2020-21 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATION AND Neighborhood SERvices Division SUPPORT SERVICES Page 11 BUDGET Michael Baker can provide the program support you need using a combination of the regular presence of two local staff persons, the occasional presence of our senior staff, and the support of the entire Michael Baker Housing and Community Development team. ❑ur 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 be available to support the program, as required. We believe this flexible staffing arrangement using associate staff to provide day-to-day on-site and remote assistance, supported by senior staff, will offer the City a cost-efficient service while also supplying the skills and knowledge of staff experienced in the development and implementation of multiple programs. 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 other specialized activities. Due to COVI D- Band urgent grant opportunities and project deadlines, the City of Lodi requested the assistance of Michael Baker staff on multiple grant programs over the last few months. Assignments included grant applications and assistance with the following programs: Lodi Committee on Homelessness, homeless issues/Navigation Center, HEAP and Harmony domes project, HHAP, and CARES Senior Meals Program. Also, Lodi`s minor housing repair program experienced a large influx of applications, resulting in added tasks. This additional work resulted ire an average occurring in Sep temberand October-. Housingnd Com nnuni[y ❑evelopment lead $135,00 Program Coordinator $125,00 Labor Compliance Specialist $102.00 Associate 1-1ousingPlanner $100,00 Assistant hlousingPlanner $90.00 Housing Grant Specialist $85.00 Pla rs n in -R. Technician $78.00 Housing Rehabilitation Specialist $95.00 N1=PA Environmental Specialist 5100.00 Due to COVI D- Band urgent grant opportunities and project deadlines, the City of Lodi requested the assistance of Michael Baker staff on multiple grant programs over the last few months. Assignments included grant applications and assistance with the following programs: Lodi Committee on Homelessness, homeless issues/Navigation Center, HEAP and Harmony domes project, HHAP, and CARES Senior Meals Program. Also, Lodi`s minor housing repair program experienced a large influx of applications, resulting in added tasks. This additional work resulted ire an average occurring in Sep temberand October-. CITY OF LOD] RE: 2020-21 COMMUNITY DEVELOPMENT BLOC GRANT (CDBG) ADMINISTRATION AND Neighborhood SERvices Division SUPPORT SERVICES Page 12 Task 1, 2, and 3: CABG Planning and Administration and Activity Delivery for EN and CV Grants OriginalTasks 2020-2021 CDBG - EN Planning and $111,000 Reduce by $108,500 Administration (Nov -June) -$2,500 2 020 -2021 CABG - EN Activity TBD - Not to $34,935 $34,935 Delivery exceed 15% of Total Project Costs CDBG - EN Activity Delivery Housing $70,000 $14,000 $84,004 Rehab CDBG - LIC $6,349 $6,349 {reimbursed by 2020-2021 CDBG EN NA - Plan/Admin-- July -Qct} CDBG - HOME FrHB Annual $1,809 $1,809 Reporting (reimbursed by 2020-2021 CDBG EN - Plan/Admin) NA CDUG -ARCD $1080 $1,080 (reimbursed by 2020-2021 CDBG EN NA - Plan/Admin- July -Oct) 2021-2022 CDBG - EN Planning and NA $38,000 $38,000 Administration (July -Oct) CDBG -- Ll C $810 $810 (reimbursed by 202 7 -2022 CDBG EN - NA Plan/Admin) CDBG - ABCD $1620 $1620 (reimbursed by 2027-2022 CDBG EN- NA Plan/Admin) 202 7 -2022 CDBG - EN Activity $12,000 $14000 Delivery (July -Oct) (based on estimate of 3 minor NA projects' update in May when projects known) CDBG - CV (Round 1 and 3) Task 3.1 $15,000 $0 $15,000 CITY OF LODI RE: 2020-21 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATION AND Neighborhood SERvices Division SUPPORT SERVICES Page 13 2020-2021 Contract Period Tasks Original t. CDBG - CV (Round 1 and 3) Tasks 3.2 through 3.4 TBD $67,285 $67,285 CDBG-CV ESG-CV NA $9,000 $9,000 CDBG CV CARES Elderly NA 54,100 $4,100 Other CV Grant Research/Misc. NA $5,000 $5,000 CDBG - CV SBA Activity Delivery NA $50,000 $5x,000 TOTAL. CDBG Funded Activities $196,000 $243x488 $439,488 Non-CDBG - ABCD $12,000 Reduced by -$6,730 $5,270 Non-CDBG - Lodi improvement Committee $15,000 Reduced by _$7,608 $7,392 LodiGRIP Program TBD $0 $0 HEAP G ra nt Ad m i nistratio n TBD $32,000 $32,000 HOME G ra nt Ap pl icatio n (Creekside) TBD $465 $465 Task 4: Neighborhood HE Annual Performance Review and Implementation TBD $6,960 $6,960 Services Division Support OtherGrantAdministration - HHAP GrantApplication TBD $13,500 $13,500 Services (Non- PL HA G ra nt Ap p I icatio n NA $7,100 $7,100 CDBG) ADA Coordinator NA $1,485 $1,485 Lodi Committee on Homeless (LCOH) NA $13,000 $13,000 Access Center Outreach/Engagement NA $7.560 $7,560 American Rescue Plan Act Small $60,000 $60,000 Business Assistance/Public Services NA Program Administration* TOTAL HOUSING PROJECTS [NON- CDBG] $27,000 $127.732 $154,732 Total iii F t *The City and Michael Baker will come to an agreement on specified scope of wo rk o nd b udget, prior to beginning work for this task. **lncfudes overage from prior year contract expenses. CONTRACT AMENDMENT No. 4 Michael Baker International Romyc >cr THIS CONTRACT AMENDMENT No. 4 is made and effective this day of-3eteber, 2021, by and between the CITY OF LODI, a municipal corporation, hereinafter called "City", and Michael Baker International, Inc., a Pennsylvania corporation, qualified to do business in California, hereinafter called "Contractor." WITNESSETH: 1. WHEREAS, Contractor and City, entered into an Agreement for Professional Services on September 7, 2017, Contract Amendment No. 1 on December 17, 2018 and March 14, 2019, Contract Amendment No. 2 on October 3, 2019, Contract Extension No. 1 on December 18, 2019, and Contract Extension No. 2 on January 25, 2021, and Contract Amendment No.3 on May 19, 2021, (collectively the "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 June 30, 2022, and increase funding in an amount not to exceed $150,508; and 2. WHEREAS, City and Contractor agree to amend the Agreement to add the following terms and conditions: a. All files created on behalf of the City from the inception of the Agreement (February 27, 2017), must be provided via an external drive within 60 days of the signing of Amendment No. 4. This request is being made per section 4.19 of the Professional Services Agreement dated February 27, 2017. City agrees to make payment on a time and materials basis for this service. b. Except for files provided under Section 2.a., all future files must be downloaded monthly to the City of Lodi network utilizing the naming convention as currently set up and utilized by Contractor in City of Lodi files. c. Invoices: Contractor shall submit invoices monthly to City following the end of the service month for charges during the prior month. i. To ensure compliance with City, County, Federal, and State regulations, City may require additional supporting documentation or clarification of invoiced expenses as follows: 1. City staff shall notify Contractor to obtain necessary additional documentation or clarification, such as are required to evidence proper charges under the federal funding agreement held by the City. 2. Contractor shall respond to the request within four (4) business days with required additional documentation or clarification to avoid disallowances and/or delay in payment of invoice, except in the event of unavailability of Contractor staff working under this Agreement due to vacation, medical emergency, or other circumstance outside Contractor's control, such time shall be equitably extended with written request to the City for approval of extension. d. Payments: City will pay for invoiced services rendered by Contractor which have been provided as required under the CDBG Grant funding, even if those services are not expressly stated in Contractor's Scope of Services, but are incidental, usual, and necessary elements of CDBG Program Administration. i. City retains the right to withhold payment on disputed charges (if any) from Contractor's invoices. However, City shall not unreasonably dispute charges, and shall make payment on any charges, which are not disputed in Contractor's invoice in accordance with the payment terms in the Agreement. Further, upon resolution between the parties of disputed charges (if any), City shall promptly release payment on charges determined to be proper. The parties agree to work in good faith to resolve any such disputes. e. Subconsultant: Approval is required by the City for the Contractor to hire a subconsultant. Contractor will be responsible for paying any subconsultant which Contractor has contracted with for professional services and request reimbursement from the City via the standard invoicing process. i. Invoice submitted should include subcontractor invoice. f. Subrecipients hired under the Community Development Block Grant: i. Subrecipient invoices shall be coded and submitted for processing within 14 days of receipt by Contractor to ensure Subrecipient can be paid timely by City, 1. Exceptions: Need to be communicated to City within 14 days of receipt. a. Subrecipient invoices need correction; b. Subrecipient agreement not executed; C. Accomplishments and/or labor compliance not being met by Subrecipient; and/or d. Miscellaneous — Reason must be communicated and approved by City ii. All City procurement processes must be followed and sufficiently documented in order for the Subrecipient to be paid by the City, No Subrecipient will be directly paid by Contractor, unless otherwise agreed upon between the parties in writing. g. On behalf of the City, Contractor will solicit and select General or Specialty Construction Contractors (GoSCC) to perform work under home repair -type program: i. Applicable City procurement processes must be followed and sufficiently documented in order for the GoSCC to be paid by the City. In the event of imperfect procurement, the parties shall act in good faith to remedy the procurement process in a timely manner for work to continue on the program. ii. The City will provide in writing to Contractor the City's procurement processes that are applicable and required for each particular type of GoSCC solicitation. iii. No GoSCC will be directly paid by Contractor, unless otherwise agreed upon between the parties in writing. 3. WHEREAS, in the event the additional terms and conditions set forth in paragraph 2 conflict with the Agreement, the terms and conditions set forth herein shall govern and control. NOW THEREFORE, the parties agree to amend the Agreement as set forth above. All other terms and conditions of the Agreement remain unchanged. Counterparts and Electronic Signatures. This Amendment and other documents to be delivered pursuant to this Amendment may be executed in one or more counterparts, each of which will be deemed to be an original copy and all of which, when taken together, will be deemed to constitute one and the same agreement or document, and will be effective when counterparts have been signed by each of the parties and delivered to the other parties. Each party agrees that the electronic signatures, whether digital or encrypted, of the parties included in this Amendment are intended to authenticate this writing and to have the same force and effect as manual signatures. Delivery of a copy of this Amendment or any other document contemplated hereby, bearing an original manual or electronic signature by facsimile transmission (including a facsimile delivered via the Internet), by electronic mail in "portable document format" (".pdf') or similar format intended to preserve the original graphic and pictorial appearance of a document, or through the use of electronic signature software will have the same effect as physical delivery of the paper document bearing an original signature. CITY OF LODI, a municipal corporation a �i1_ �- + ABA City Manager Approved as to Form: GANICEr.MAGi�ICH CONTRACTOR called "Contractor" Ali Seyedmadani MICHAEL BAKER INTERNATIONAL, INC., a Pennsylvania Corporation, qualified to do business in California By: Ali Seyedmadani Title: Vice President We Make o Difference INTERNATIONAL October 30, 2020 (Orignal) Updated May 6, 2021 Updated 7.6.2021 with more details on scope and budget forARPA (see additions in below) Updated 8.11.2021 with adjustment to scope and budget on ARPA and Home Repair Program tasks in order to accommodate new vendor/costs for lead services (see additions in orange below) Updated 10.20.2021 with Amendment No. 4 which revises the scope and budget for a contract extension that extends work from November 1, 2021, to June 30, 2022. Amendment 4 becomes effective November 1, 2021. Steve Schwabauer, City Manager John R. Della Monica Jr., Community Development Director CITY OF LODI 221 W. Pine Street Lodi, CA 95240 RE: 2020-21 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATION AND NEIGHBORHOOD SERVICES DIVISION SUPPORT SERVICES — AMENDMENT #4 Dear Mr. Schwabauer and Mr. Della Monica: Michael Baker International, Inc. (Michael Baker) is pleased to submit this proposal to continue to provide Community Development Block Grant (CDBG) administration and housing program support services forte duration of the program year from November 2021 through June 2022. Michael Baker's Housing and Community Developmentteam is uniquely positioned to assist the City in administering its CDBG and community development programs. 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 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 Clemons, our housing services manager, and Clancy Taylor, our CDBG program specialist, as on-site staff.On-site staff is alsosupported byour laborcompliance specialist, housing rehabilitation coordinator, NEPA review specialist, and associate/assistance planners. The 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. Recent events, including COVID-19, shelter crises, and affordable housing shortages in the City and across the region, have contributed to the City's growing responsibility to take on new projects /programs to address these urgent needs. Michael Baker is prepared to help supportthese new programs to create a thriving Lodi community. Should you have any questions, please contact Ms. Clemons at (916) 231-3372 or pclemons@mbakerintl.com. Sincerely, MICHAEL BAKER INTERNATIONAL, INC INI M 2729 Prospect Park Drive, Suite 220, Rancho Cordova, CA 95670 'M� P: (916) 231-3372 CITY OF LODI RE: 2020-21 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATION AND Neighborhood SERvices Division SUPPORT SERVICES Page 2 I GL� f /� 4, 1 Qu C --- L Polly Boa rdman,PMP Patrice Clemons Associate Vice President Project Manager LODI 2020-21 AND 2021-22 CDBG PROGRAM YEARS TASK 1: CDBG-ENTITLEMENT(EN) PLAN NINGAND ADM INISTRATIVEACTIVITIES Michael Baker will oversee the coordination of active CDBG projects (listed below), from the initial Annual Action Plan approval, through implementation, to final reports and closeout for the 2020- 21 program year period. We will also close out the 2019-20CDBG projects, including the submittal of the Consolidated Annual Performance and Evaluation Report (CAPER) and closeout in the Integrated Disbursement and Information System (IDIS), and will coordinate the preparation of next year's CDBG projects, which will be conducted through the 2021-22 Annual Action Plan process. The following year's CDBG projects will be prepared through the 2022-2023 Annual Action Plan Process outlined below. Close-out of the 2021-22 Annual Action Plan is not included in this scope, nor the set-up of new 2022-2023 activities, unless budget remains after all 2021-22 planning and administration activities have been completed. Pursuant to the US Department of Housing and Urban Development's (HUD) requirements to engage the public throughout these activities, Michael Bakerwill also coordinate public outreach efforts using several means, including the Asset -Based Community Development (ABCD) program and the Lodi Improvement Committee. Below are tasks that will be completed by Michael Baker staff during the 2020-21 and 2021-22 program years. • Prepare and process final subrecipient agreements and interdepartmental agreements • Coordinate environmental review; obtain signatures and approval as needed • Facilitate quarterly check-in meetings • Provide updated beneficiary tracking sheets to subrecipients • Conduct quarterly reviews of subrecipient performance, provide feedback/corrections, and update IDIS • Process invoices • Maintain contact with HUD representative • Update IDIS system with project information and performance • Prepare Section 3 reports • Prepare MBE/WBE reports • Prepare SF -425 reports • Prepare Semi -Annual Labor Compliance report • Monitor subrecipients (number varies with budget remaining and criteria) • Process budget amendments CITY OF LODI RE: 2020-21 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATION AND Neighborhood SERvices Division SUPPORT SERVICES Page 3 • Track budget expenses and spending • Perform general organizational and administrative tasks TASK 1.1: CLOSEOUT OF 2019-20 CDBG PROGRAM YEAR (FALL 2020) • Review performance of all active program year projects for compliance with their agreements (year-end subrecipient reports, etc.) • Draft and notice CAPER • Prepare staff report, resolution, and presentation, and attend public hearing • Submit CAPER to HUD • Respond to HUD questions and comments • Closeout projects in IDIS TASK 1.2: CLOSEOUT OF 2020-21 CDBG PROGRAM YEAR (FALL 202 1) • Review performance of all active program year projects for compliance with their agreements (year-end subrecipient reports, etc.) • Draft and notice CAPER • Prepare staff report and attend public hearing • Submit CAPER to HUD • Respond to HUD questions and comments • Close out projects in IDIS TASK 1.3:2021-22 AND 2022-2023 ANNUAL ACTION PLAN PROCESS • Notice, advertise, prepare presentation, and facilitate public meeting for notice of funding availability • Notice, advertise, prepare presentation, and facilitate approximately two outreach meetings • 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 • Assist those submitting applications • Review and score applications • Draft and finalize Annual Action Plan • Enter into IDIS • Respond to feedback from HUD and coordinate with HUD for final approval TASK 1.4: LODI I M PROVEM ENT COM M ITTEE • Draft and finalize monthly CDBG status update reports CITY OF LODI RE: 2020-21 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATION AND Neighborhood SERvices Division SUPPORT SERVICES Page 4 • Present monthly CDBG status update • Coordinate materials and facilitate rubric and application review/scoring • Provide guidance to Committee on CDBG administration This activity is limited to the amount of budget remaining in the planning and administration budget after essential activities are covered. Overage on these tasks would fall into non-CDBG Task 4.2 listed below. TASK 1.5: OUTREACH —ABCD CITIZEN ENGAGEMENT PROGRAM • Co -lead fourth cycle ABCD: Love Your Block program in collaboration with Lodi Chamber of Commerce and resident leaders • Plan, coordinate, and facilitate meetings/workshops This activity is limited to the amount of budget remaining in the planning and administration budget after essential activities are covered. Overage on these tasks would fall into non-CDBG Task 4.1 listed below. TASK 1.6: ANALYSIS OF IMPEDIMENTS TO FAIR HOUSING CHOICE (AI) • Draft and finalize Al • Conduct Outreach • Submit to HUD for approval This activity is limited to the amount of budget remaining in thegrant planning and administration budget. Michael Baker will provide a subtask scope and budget for this activity, upon the request of the City. This task has been put on -hold. TASK 2: CDBG-EN ACTIVITY DELIVERY Activity Delivery includes labor compliance, environmental compliance, budget tracking, budget and scope amendments, and coordination with stakeholders for project deliverables and schedule: TASK 2.1: ACTIVE PROJECTS 16.04 Housing Rehab & Emergency Repair 19.02 Blakely Park Restroom Improvements 19.03 HEAP Lodi Tiny Homes 19.04 Salvation Army HVAC and Refrigerator Repair 20.02 Alley Improvement Project 21.02 Alley Improvement Project CITY OF LODI RE: 2020-21 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATION AND Neighborhood SERvices Division SUPPORT SERVICES Page 5 21.03 Salvation Army — Steam Table 21.04 Lodi House — Refrigerator and Freezer TASK 2.2: HOUSING REHABILITATION (16.04) — SPECIAL PROJECT ACTIVITY DELIVERY This task includes oversight of the housing rehabilitation (16.04) project. Activity delivery tasks include but are not limited to the following: • Outreach and marketing • Environmental • Application processing, work write-up, procurement, underwriting • Coordination with contractor on finalizing work write-up, signing construction contract, completing work (with photos, permits, homeowner signature of notice of completion) • Coordination with homeowners on agreed work write-up, signing of grant agreement and construction contract, responding to concerns that arise, and coordinating the signing of notice of completion, and closing files. • Preparation of program guidelines and applicable template documents. • This scope includes M BI staff time to administer this program and no other type of program costs, unless agreed to by City and Michael Baker. • Additional costs occurred due to resigning of grant agreements and construction contracts with contractor, homeowner and city; revising of budget to accommodate extensive lead abatement, homeowner questions and back -and -forth on the finalizing of scope of work, and coordination during the pandemic. TASK 3: CDBG-CORONAVIRUS RESPONSE (CV) PLANNING AND ADMINISTRATIVE ACTIVITIES The Coronavirus Aid, Relief, and Economic Security (CARES) Act was signed into law on March 27, 2020, in response to the COVI D-19 pandemic and resulting economic downturn. The law allocates $500 billion for assistance to eligible businesses, states, and municipalities. Specifically, cities, counties, and states are eligible to receive $5 billion in Community Development Block Grant Coronavirus Response (CDBG-CV) funds from HUD to prevent, prepare, and respond to COVID- 19. The CARES Act allocates $2 billion to grantees that have or will receive a normal CDBG allocation for fiscal year (FY) 2020. A second distribution of $2 billion was allocated to states and municipalities based on impacts from COVID-19, and a third distribution was allocated for entitlement CDBG subrecipients, such as Lodi. Michael Baker prepared this scope of work to administer the share of CDBG-CV funds allocated to the City in the amount of $796,408 total (Round 1 for $380,772 and Round 3 for $415,636). CITY OF LODI RE: 2020-21 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATION AND Neighborhood SERvices Division SUPPORT SERVICES Page 6 TASK 3.1: COVID-'I9 NEEDS INVENTORYAND ELIGIBILITYANALYSIS Michael Baker will solicit needs for CDBG-CV activities related to various City departments, including Public Works, Parks and Recreation, Police, Fire, and Electric Utility. Michael Baker will also solicit feedback on needs from local service providers, housing providers, economic development providers, and other community stakeholders. A Needs Inventory Summary will be prepared that considers the preliminary long-term and short- term needs from COVID-19. This will be based on the 1) relation to the existing Consolidated Plan goals; 2) availability of otherfunding sources; and 3) potential impacts to theCity and its residents. Michael Baker staff will prepare survey and questionnaire materials for general impacts as well as specific economic and business impacts. Research and data will be incorporated into the Needs Inventory as it relates to known impacts regionally or statewide. We will present the Needs Inventory Summary to City staff for feedback and comments, especially as related to suggested projects and programs. We will facilitate a virtual meeting with City staff to obtain feedback on the identified needs. We will then incorporate feedback received and provide a final report to City staff. Michael Baker will determine if the proposed activities are eligible for CDBG-CV funds and will consult with a HUD representative to confirm eligibility. Per the City's request, Michael Baker will also review example business and rental assistance programs and make recommendations for model programs suitable to Lodi in light of the Needs Inventory feedback. Tasks: • Draft and finalize general impact questionnaire and business impact survey • Solicit information on COVID-19 related needs from City departments and local and regional stakeholders, including questionnaire interviews and distribution of business impact survey • Collect data on regional/state impacts • Conduct preliminary research/analysis on type of business and rental assistance programs • Draft Needs Inventory Summary • Attend City staff meeting for feedback on Needs Inventory Summary • Conduct eligibility determination of projects and consultation with HUD as needed At the time of writing this proposal, thiswork already commenced and the budget below provides a breakdown of expenditures to date and remaining. TASK 3.2: CONSOLIDATED PLAN, ANNUAL ACTION PLAN, AND CITIZEN PARTICIPATION PLAN AMENDMENTS As outlined in the City's Citizen Participation Plan (CPP) and requirements set out by HUD, a substantial amendment is required when adding new projects and additional funding to a current CITY OF LODI RE: 2020-21 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATION AND Neighborhood SERvices Division SUPPORT SERVICES Page 7 Annual Action Plan (AAP) and when adding new priority needs and goals to an existing Consolidated Plan. Additionally, due to the urgent nature of the disbursement of CDBG-CV funds, HUD has allowed for flexibilities in the regular program requirements regarding the noticing timeline, funding limits, and public review period for the AAP amendment's approval. Grantees may utilize these flexibilities under the condition that their CPPB be amended to include language specific to responding to a declared emergency. Therefore, Michael Baker will complete the necessary steps to complete the amendments to the City's 2019-2023 Consolidated Plan, 2020- 2021 AAP, and current CPP. HUD guidance states that these amendments can be conducted concurrently. In preparation of the amendments to the Consolidated Plan, AAP and CPP, Michael Baker will draft the Notice of Funding Availability (NOFA), prepare the necessary council communication items, review all applications for funding, coordinatewith applicants on any edits or clarifications to their submitted applications, draft and submit a waiver of flexibilities to HUD, and facilitate a NOFA workshop with applicants, potential applicants, and members of the public. Michael Baker will coordinate with the Lodi Improvement Committee to determine which applications and subsequent projects to fund based on criteria from the Needs Inventory Summary, as well as the content and completeness of their applications. Michael Baker will then provide funding recommendations to City Council and the Lodi Improvement Committee. Michael Baker will draft and process the CPP amendment, as well as the Consolidated Plan and AAP amendments. The CPP amendment will incorporate the necessary language to allow the use of an expedited citizen participation process in the event of a declared emergency, while the Consolidated Plan and AAP amendments will include new needs and goals, the selected CDBG- CV projects, and other updates as a result of the funding of CDBG-CV projects. Michael Baker will set and attend a public hearing for City Council to approve the amendments. Upon approval, Michael Baker staff will complete final edits to the documents and submit them to HUD for review and approval. Tasks: • Prepare and coordinate notices for amendment approval/NOFA release • Facilitate NOFA workshop • Perform application processing/selection/recommendations • Attend/facilitate Lodi Improvement Committee meeting to score and select applications • Ask questions/coordinate with applicants • Conduct waiver processing and HUD coordination • Draft AAP and Consolidated Plan amendments • Upload amendments into IDIS • Draft Citizen Participation Plan amendment • Prepare staff report and resolution, and present amendments for approval to City Council CITY OF LODI RE: 2020-21 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATION AND Neighborhood SERvices Division SUPPORT SERVICES Page 8 TASK 33: GENERAL ADMINISTRATION Once CDBG-CV related activities are awarded, Michael Baker will administer those activities in a manner similar to regular CDBG-funded activities. Michael Baker anticipates administering approximately five new CDBG-CV approved social service activities that will be similar to existing entitlement -funded activities. Should the City select fewer projects, then administrative tasks would be less, and the City may request that Michael Baker submit an updated budget. Michael Baker believes that once the project(s) are selected, it will be an ideal time to reassess administrative expenses and update this scope accordingly. Specialized activities, such as small business loan programs and rental assistance, are not included in the tasks below because they require unique administrative oversight; however, Michael Baker will provide an updated list of additional administrative tasks should these activities be selected. Administrative tasks for CDBG- CV activities will include: • Invoicing and tracking the program's budget • File creation and organization • IDIS updates, activity creation, and maintenance of data and projects • Timeliness checks • Tracking program and subrecipient progress • Quarterly desk monitoring of subrecipient compliance • Troubleshooting systems and assistance to subrecipients • Quarterly performance report tracking • Drafting the CAPER • General program coordination and administration • Subrecipient monitoring (optional) • Community engagement (optional) Notifying the City accordingly, Michael Baker will also stay up to date on the new informational releases from HUD, the City's CPD field office, and local agencies and organizations related to CDBG-CV funding developments. Staff will also conduct activities for closing out the CDBG-CV program, including the following: • Review performance of all active program year projects for compliance with their agreements (year-end subrecipient reports, etc.) • Draft and notice CAPER • Prepare staff report, resolution, and presentation, and attend public hearing • Submit CAPER to HUD for approval • Respond to HUD questions and comments • Close out projects in IDIS CITY OF LODI RE: 2020-21 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATION AND Neighborhood SERvices Division SUPPORT SERVICES Page 9 TASK 3.4: ENVIRONMENTAL REVIEW Michael Baker will conduct environmental review of selected CDBG-CV activities in compliance with National Environmental Policy Act (N EPA). Michael Baker anticipates review of approximately five social services activities. Should capital improvement -type projects be selected for CDBG-CV funding, Michael Baker will present an estimate of hours to the City once the project scope of work is identified; such costs are eligible under project costs instead of administrative costs under the CDBG-CV funds. TASK 3.5: SPECIALIZED ACTIVITIES PROGRAM (OPTIONAL) CDBG-CV funds can be used on activities such as small business loan programs and rental assistance. Should the City select these activities, Michael Baker will work with the City to identify any program administrative needs. TASK 3.6: ECONOMIC RESILIENCY PROGRAM (OPTIONAL) At the request of the City, Michael Baker may also administer an Economic Resiliency Program. An Economic Resiliency Program would be designed to grow businesses in the City, which may include microloan programs, jumpstart loan programs, and crowd -funded loan programs. TASK 4: NEIGHBORHOOD SERVICES DIVISION SUPPORT SERVICES (NON-CDBG) Michael Baker staff will complete the following tasks as part of the non-CDBG funded project work previously completed by the Neighborhood Services Manager and Department. These areas of support include but are not limited to housing element implementation, fair housing studies, affordable housing projects, homeless initiatives, and grant writing and administration services. TASK 4.1: ABCD PROGRAM • Co -lead fourth cycle ABCD: Love Your Block program in collaboration with Lodi Chamber of Commerce and resident leaders • Plan, coordinate, and facilitate meetings/workshops To the extent planning and administrative budget remains, then key community engagement efforts conducted under this activity, can be allocated to Task 1 above. TASK 4.2: LIAISON TO LODI IMPROVEMENT COMMITTEE, PER MEETING • Draft agenda, staff report, and presentation • Gather data or reach out to bring in speakers, as needed, for meetings • Provide direction on quorum, schedule meetings, and schedule translators as needed • Communicate with members and provide direction/support regarding questions (i.e., send agenda, provide report/presentation to members) CITY OF LODI RE: 2020-21 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATION AND Neighborhood SERvices Division SUPPORT SERVICES Page 10 • Support implementation of goals by Lodi Improvement Committee members through research and connecting members to resources • Attend meeting and present report/presentation • Facilitate annual goal setting meeting • Attend 11 meetings a year TASK 4.3: LODIGRIP PROGRAM • Michael Baker can assist with the LodiGRIP program on an as -needed basis TASK 4.4: HEAP GRANT ADMINISTRATION Michael Baker will assist the City of Lodi in managing and administering the use of HEAP grant funds, which were awarded in 2019 by the San Joaquin Continuum of Care. Tasks include coordinating with the City and partners to administer the use of the allocated funds, preparing a draft grant agreement with assistancefrom the City attorney, processing reimbursement requests, budget tracking, grant reporting, status updates provided to thefunder and partner organizations, and general project coordination. Additionally, Michael Baker will conduct community engagement with the public to gather feedback on the site and design of the project. Activities may include preparation of a public engagement strategy, survey, press releases, public meeting facilitation, preparation of presentation to stakeholder groups, and staff report and presentation to the City Council. Michael Baker anticipates that the City will be responsible for the following aspects of managing and maintaining the administration of this grant, including reviewing grant information, responding to requests for information from the public, accounting, approving payments once submitted, and coordinating with partner agencies. TASK 4.5:2020 HOME GRANT APPLICATION (CREEKSIDE APARTMENTS) Michael Baker will assist the City in preparing a HOME grant application. The City is currently vetting the opportunity to partner with the local housing authority for rehabilitation of a private apartment complex. The housing authority would purchase the land and site and the City would provide financing through the HOME grant for rehabilitation of the units. Michael Baker anticipates drafting parts of the HOME grant application in partnership with the housing authority. TASK 4.6: HOME ANNUAL REPORTING Michael Baker will prepare and submit an annual HOME report to the Department of Housing and Community Development (HCD) on the status of first-time homebuyer loans from previous HOME loans provided by the City. CITY OF LODI RE: 2020-21 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATION AND Neighborhood SERvices Division SUPPORT SERVICES Page 11 TASK 4.7: HOUSING ELEMENT -ANNUAL PERFORMANCE REVIEW AND PROGRAM IMPLEMENTATION Michael Baker will prepare the annual performance review report, which tracks the City's progress towards implementation of its Housing Element programs. Michael Baker will assist the City in implementation of its housing programs on an as -needed basis. TASK 4.5: OTHER GRANT APPLICATIONS AND ADMINISTRATION Michael Baker will assist the City in applying for grants, and managing and administering the use of awarded grant funds. Tasks may include drafting and finalizing grant applications, coordinating with the City and partners to administer the use of the allocated funds, preparing a draft grant agreement with assistance from the City attorney, processing reimbursement requests, budget tracking, grant reporting, status updates provided to the funder and partner organizations, and general project coordination. The City has the following grant programs which Michael Baker could help the City in administering. Should the City like our assistance with a grant application and/or administration of these or additional grant programs, Michael Baker will provide a scope of services and budget for City review and approval. Existing GrantApp(ications: • CARES—Senior Meals Program • HHAP • PLHA • SB89 • Great Plates TASK 4.9: AMERICAN RESCUEPLAN ACTSMALL BUSINESSASSISTANCE ADMINISTRATION Michael Baker will assist the City in administering the American Rescue Plan Small Business Assistance Program. This program is intended to pay past CDBG-CV Small Business Assistance awardees and non -selected applicants their full award request. Michael Baker will communicate with past applicants of this program to request additional information and documentation. Using this information, we will determine their eligibility for American Rescue Plan funds, draft and coordinate the signing of recipient agreements, and organize the claim vouchers and supporting documentation for the City to pay the businesses their requested funds. UPDATE TO SCOPE OF WORK FOR TASK4.9: TASK 4.9: AMERICAN RESCUEPLAN ACTSMALL BUSINESSASSISTANCEADMINISTRATION Michael Baker will assist the City in administering the American Rescue Plan Small Business Assistance Program. This program is intended to pay past CDBG-CV Small Business Assistance CITY OF LODI RE: 2020-21 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATION AND Neighborhood SERvices Division SUPPORT SERVICES Page 12 awardees and non -selected applicants their full award request. Michael Baker will communicate with past applicants of this program to request additional information and documentation. Using this information, we will determine their eligibility for American Rescue Plan funds, draft and coordinate the signing of recipient agreements, and organize the claim vouchers and supporting documentation for the City to pay the businesses their requested funds. We understand that this is for the processing of 27 applications. Michael Baker will provide status update to the City on Monday and Thursday of each week to ensure the timeline is being met. Attachment A contains details of how these will be processed. The estimated schedule: 1. Timeline a. Week 1 i. Send initial email with documentation request b. Week 2- 3 i. Only 2 week turn -around ii. Determine if business qualifies for the SBA program iii. Check if all required information received, reach out to business directlyfor additional information if needed iv. Prep subrecipient agreements c. Week 3-4 i. End of week 3 — receive all required documentation from applicants ii. Disqualify business if information is not received d. Week 3-4 (dependent on information received from applicants) i. Perform a Duplication of Benefits analysis ii. Disqualify business if results in Duplication of Benefits iii. Finalize subrecipient agreements iv. Send W -9s to accounting in a batch for entering into system e. Week 5 i. Send businesses their subrecipient agreements; might be done in two batches if needed to prevent the hold up ii. 3 DAYS only to respond iii. Contact businesses thatneed revised W -9s —QUICKturn around iv. Start claim vouchers f. Week 6-7 i. City executes agreements ii. Finalize Create claim vouchers, submit to City, one excel sheet with each business has its own tab iii. Packaging/place in files the W-9; signed agreement, and claim voucher ready in the files iv. Physical copy will be printed out later g. Week 7-8 i. City issues payments CITY OF LODI RE: 2020-21 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATION AND Neighborhood SERvices Division SUPPORT SERVICES Page 13 Michael Baker staff assigned to this task include Patrice Clemons, Tanner Wolverton, Clancy Taylor, and Marcus Richards or another MBI planner. The reason for the additional unnamed staff is to make sure we have the capacity to move the processing to meet the timeline above. Michael Baker estimates times/materials cost of $47,000. The original allocation for the ARPA task was $60,000. By reducing it to $47,000, this leaves $13,000 in unallocated funds under this contract. This unallocated amount will now be allocated towards vendor services for lead abatement. Note that these lead abatement services costs will not come out of the existing "CDBG — EN Activity Delivery Housing Rehab" Task below because those funds are already accounted for. BUDGET Michael Baker can provide the program support you need using a combination of the regular presence of two local staff persons, the occasional presence of our senior 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 be available to support the program, as required. We believe this flexible staffing arrangement using associate staff to provide day-to-day on-site and remote assistance, supported by senior staff, will offer the City a cost-efficient service while also supplying the skills and knowledge of staff experienced in the development and implementation of multiple programs. 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 other specialized activities. Title Hourly Rate Housing and Community Development Lead $140.00 Program Coordinator $125.00 Labor Compliance Specialist $102.00 Associate Housing Planner II $108.00 Associate Housing Planner $100.00 Assistant Housing Planner 11 $95.00 Assistant HousingPlanner $90.00 Housing Grant Specialist $ 85.00 Planning Technician $78.00 Housing Rehabilitation Specialist $95.00 NEPA Environmental Specialist $100.00 CITY OF LODI RE: 2020-21 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATION AND Neighborhood SERvices Division SUPPORT SERVICES Page 14 Due to COVID-19and urgent grant opportunities and project deadlines, the City of Lodi requested the assistance of Michael Baker staff on multiple grant programs over the last few months. Assignments included grant applications and assistance with the following programs: Lodi Committee on Homelessness, homeless issues/Navigation Center, HEAP and Harmony Homes project, HHAP, and CARES Senior Meals Program. Also, Lodi's minor housing repair program experienced a large influx of applications, resulting in added tasks. This additional work resulted in an overage occurring in September and October. Amendment No. 4: To update the table below, original columns were deleted and new columns were added in red below. Activities that are marked as closed will not be billable activities beginning November and through this contract extension period (ending June 2022). Any left- over funds from these closed activities can be applied to other active activities below, per the agreement between Michael Baker and the City. 2020-2021 and 202 1 - Tasks Existing Contract Amendment No. 4 Contract Max 2022 Contra ct Period 2020-2021 CDBG — EN Planning and $108500 $0 $108,500 Administration (Nov-June2021) , Closed 2020-2021 CDBG — EN Activity $34,935 $0 $34,935 Delivery (until June 2021) Closed CDBG — EN Activity Delivery Housing $84,000 $10,000 $94,000 Task 1, 2, and Rehab (On-going, until June 2022) 3: CDBG Planning CDBG — LIC $0 $6,349 and (reimbursed by 2020-2021 CDBG EN $6,349 Closed Administration — Plan/Admin — July -Oct) and Activity CDBG — HOME FTHB Annual $0 $1,809 Delivery for EN Reporting (reimbursed by 2020-2021 Closed and CV Grants CDBG EN — Plan/Admin, until June $1,809 2021) CDBG — ABCD $0 $1,080 (reimbursed by 2020-2021 CDBG EN $1080 Closed — Pla n/Ad min — J my -Oct 202 1) CITY OF LODI RE: 2020-21 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATION AND Neighborhood SERvices Division SUPPORT SERVICES Page 15 and 20 Period2020-2021 re- Tasks Existing Contract Amendment No. 4 Contract Max 2021-2022 CDBG - EN Planning and Administration (July -June 2022) $38,000 $57,900 $95,900 CDBG - LIC $810 $1,620 $2,430 (reimbursed by 2021-2022 CDBG EN - Plan/Admin) (until June 2022) CDBG -ABCD $4,240 $5,860 (reimbursed by 2021-2022 CDBG EN - $1620 Plan/Admin) CDBG - HOME FTHB Annual $1,809 $1,809 Reporting (reimbursed by 2021-2022 $0 CDBG EN - Plan/Admin) 2021-2022 CDBG-EN Activity $50,764 $62,764 Delivery (July -June) (based on an estimate however actual $12,000 expenses may vary slightly) CDBG - CV (Round 1 and 3) Task 3.1 $15,000 $0 $15,000 CDBG - CV (Round 1 and 3) Tasks 3.2 $20,000 $87,285 through 3.4- Planning and $67,285 Administration CDBG-CV ESG-CV $9,000 $0 $9,000 CDBG CV CARES Elderly $4,100 $0 $4,100 Other CV Grant Research/Misc. $5,000 $0 $5,000 CDBG - CV SBA Activity Delivery $50,000 $0 $50,000 TOTAL CDBG Funded Activities $439,488 $146,333 $585,821 Task 4: Non-CDBG - ABCD $5,270 $0 $5,270 Neighborhood Services Non-CDBG - Lodi Improvement Committee $7,392 $0 $7,392 Division Support LodiGRIP Program TBD $0 $0 Services (Non- CDBG) HEAP Grant Administration $32,000 $0 $32,000 Closed CITY OF LODI RE: 2020-21 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATION AND Neighborhood SERvices Division SUPPORT SERVICES Page 16 2020-2021 and . 2022 Coi Period Tasks Existing Contract Amendment No. 4 Contract Max HOME Grant Application (Creekside $465 $175 $640 Apts) HE Annual Performance Review and $6,960 $4,000 $10,960 Implementation Other Grant Administration - $0 $13,500 $13,500 HHAP Grant Application Closed PLHA Grant Application $7,100 $0 $7,100 ADA Coordinator $1,485 $0 $1,485 $0 $13,000 Lodi Committee on Homeless (LCOH) $13,000 Closed Access Center Outreach/Engagement $7,560 $0 $7,560 American Rescue Plan Act Small $0 $47,000 Business Assistance/Public Services $47,000 _ Program Administration* Lead Abatement—Vendor Services $73,000 $73,000 TOTAL HOUSING PROJECTS (NON- $154,732 $4,175 $158,907 CDBG) Total $594,220** $1S0,508 *The City and Michael Baker will come to an agreement on specified scope of work and budget, prior to beginning work for this task. **Includes overage from prioryear contract expenses. CONTRACT AMENDMENT No. 5 Michael Baker International THIS CONTRACT AMENDMENT No. 5 is made and effective this ��day of June, 2022, by and between the CITY OF LODI, a municipal corporation, hereinafter called "City", and Michael Baker International, Inc., a Pennsylvania corporation, qualified to do business in California, hereinafter called "Contractor." WITNESSETH: CONTRACT: Contractor and City, entered into an Agreement for Professional Services on September 7, 2017, Contract Amendment No. 1 on December 17, 2018 and March 14, 2019, Contract Amendment No. 2 on October 3, 2019, Contract Extension No. 1 on December 18, 2019, and Contract Extension No_ 2 on January 26, 2021, Contract Amendment No.3 on May 19, 2021, and Contract Amendment No. 4 on November 1, 2021 (collectively the "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 June 30, 2023, and increase funding in an amount not to exceed $125,000. 2. TERMS AND CONDITIONS: All other terms and conditions of the Agreement will remain unchanged. Counterparts and Electronic Signatures. This Amendment and other documents to be delivered pursuant to this Amendment may be executed in one or more counterparts, each of which will be deemed to be an original copy and all of which; when taken together, will be deemed to constitute one and the same agreement or document, and will be effective when counterparts have been signed by each of the parties and delivered to the other parties. Each party agrees that the electronic signatures, whether digital or encrypted, of the parties included in this Amendment are intended to authenticate this writing and to have the same force and effect as manual signatures. Delivery of a copy of this Amendment or any other document contemplated hereby, bearing an original manual or electronic signature by facsimile transmission (including a facsimile delivered via the Internet), by electronic mail in portable document format" (".pdf') or similar format intended to preserve the original graphic and pictorial appearance of a document, or through the use of electronic signature software will have the same effect as physical delivery of the paper document bearing an original signature. CITY OF LODI, a municipal corporation 0AaV,J"1;1_ < STEPHEN SCHWABA ER City Manager Attest.- Olivia ttest: Olivia Nashed City Clerk Approved as to Form: JA IC D. MA ICH City Attor CONTRACTOR, called "Contractor" .A4. �. MICHAEL BAKER INTERNATIONAL, INC., a Pennsylvania Corporation, qualified to do business in California By: Ali Seyedmadani Title: Vice President We Make o Difference I N T E R N AT 1 0 N A L May 12, 2022 Steve Schwabauer, City Manager John R. Della Monica Jr., Community Development Director CITY OF LODI 221 W. Pine Street Lodi, CA 95240 RE: 2022-23 COMMUNITY DEVELOPMENT BLOCK GRANT ADMINISTRATION —AMENDMENT #5 Dear Mr. Schwabauer and Mr. Della Monica: Michael Baker International, Inc. (Michael Baker) is pleased to submit this proposal to continue to provide Community Development Block Grant (CDBG) administration forthe duration of the 2022-2023 program year (July 1, 2022—June 30, 2023). Michael Baker's Housing and Community Development team is uniquely positioned to assist the City in administering its CDBG and community development programs. 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, as well as many of the City's housing development and preservation efforts. Ourfamiliarity with the City's programs and policies combined with our history of collaboration allows us to provide consistent and reliable professional services that directly address staffing and administrative needs. The team assembled for this effort includes Program Coordinator Tanner Wolverton and Grant Specialist Austin Knudsen. Efforts will be overseen by Derek Wong, AICP, Program Manager. Staff is also supported by our cultural services, labor compliance, and environmental review specialists. The team has implemented CDBG grants for both state recipients and federal entitlement grantees for three years and has experience working alongside City staff to implement successful housing programs. Again, we appreciate this opportunity to submit. Should you have any program management questions, please contact Mr. Wong at (53o) 601-25o8 or dwong(a)mbakerintl.com. For technical questions, please contact Mr. Wolverton at (916) 517-4441 or tanner.wolverton[a)mbakerintl.com. Sincerely, MICHAEL BAKER INTERNATIONAL, INC. �& c5�&o44,gr14, - Ali Seyedmadani, PhD, PE Vice President MBAKERINTL.COM Derek Won�d�P Program Manager 2729 Prospect Park Drive, Suite 220, Rancho Cordova, CA 95670 P: (916) 231-3372 CITY OF LODI RE: 2022-23 COMMUNITY DEVELOPMENT BLOCK GRANT ADMINISTRATION Page 2 LODI 2022-23 CDBG PROGRAM YEAR The scope and budget below assume a significant increase in assistance from a qualified City of Lodi staff person compared to prioryearsto undertake tasks in the scope. If assistance is unavailable by September 1, 2022, the City and Michael Baker will agree to renegotiate fees. TASK is CDBG-ENTITLEMENT (EN) PLANNING AND ADMINISTRATIVE ACTIVITIES Michael Baker will oversee the administration of the 2022-23 CDBG program. Below are tasks that will be completed by Michael Baker staff: • Prepare and process final subrecipient agreements and interdepartmental agreements • Coordinate environmental review; obtain signatures and approval as needed • Facilitate quarterly check-in meetings • Provide updated beneficiary tracking sheets to subrecipients • Conduct quarterly reviews of subrecipient performance, provide feedback/corrections, and update IDIS • Process invoices • Maintain contact with HUD representative • Update IDIS system with project information and performance • Prepare Section 3 reports • Prepare MBE/WBE reports • Prepare SF -425 reports • Prepare Semi -Annual Labor Compliance report • Monitor subrecipients (number varies with budget remaining and criteria) • Process budget amendments • Track budget expenses and spending • Perform general organizational and administrative tasks • Train and transition tasks to City Staff TASK 1.1: CLOSEOUT OF 2021-22 CDBG PROGRAM YEAR Michael Baker will oversee the closeout of the 2021-22 program year: • Review performance of all active program year projects for compliance with their agreements (year-end subrecipient reports, etc.) • Draft and notice CAPER • Prepare staff report, resolution, and presentation, and attend public hearing • Submit CAPER to HUD • Respond to HUD questions and comments • Close out projects in IDIS This task will be completed by December 31, 2022. CITY OF LODI RE: 2022-23 COMMUNITY DEVELOPMENT BLOCK GRANT ADMINISTRATION Page 3 TASK 1.2:2023-24 ANNUAL ACTION PLAN PROCESS Michael Baker will oversee the 2023-24 Annual Action Plan Process: • Notice, advertise, prepare presentation, and facilitate a public meeting for notice of funding availability • Notice, advertise, prepare presentation, and facilitate one outreach meeting • Notice, advertise, and prepare two staff reports and presentations fortwo City Council public hearings, and attend hearings • Prepare and present staff report for Council meeting • Assist those submitting applications • Review and score applications • Draft and finalize Annual Action Plan • Enter into IDIS • Respond to feedback from HUD and coordinate with HUD for final approval TASK 2: CDBG-EN ACTIVITY DELIVERY Michael Baker will provide Activity Delivery, including labor compliance, environmental compliance, budget tracking, budget and scope amendments, and coordination with stakeholders for the following active projects: 22.04 Hale Park Parking Lot Renovation 22.05 The Salvation Army— HVAC Replacement • 22.o6 LOEL Senior Center— Restroom and Accessibility Expansion Project (Phase 1) TASK 3: NEIGHBORHOOD SERVICES DIVISION SUPPORT SERVICES (NON-CDBG) Michael Baker staff will provide assistance on additional community development related tasks at the request of the City. This may include but is not limited to assistance with Housing Element implementation, fair housing studies, affordable housing projects, homeless initiatives, and grantwriting and administration services. Services under this task will be provided until the task's funds are exhausted, and/or include accommodation for possible negotiation of contract terms. BUDGET Title Hourly Rate Project Manager $195 Program Coordinator $130 Grant Accountant $125 Grant Specialist $115 QA/QC Specialist $100 Cultural Services Manager $220 CITY OF LODI RE: 2022-23 COMMUNITY DEVELOPMENT BLOCK GRANT ADMINISTRATION Page 4 Cultural Services Specialist $go Labor Compliance Specialist $115 *Hourly rates will be increased by 5% on January 1, 2023. The cost of completing this project will be billed on a time -and -materials basis up to the not -to -exceed amount shown below. The project will end on June 30, 2023. Amendment #5 amount not to exceed $125,000 Total Contract amount not to exceed $1,455,898 Attachment A We Make o Difference INTERNATIONAL March 20, 2023 Ms. Jennifer Rhyne, Neighborhood Services Manager CITY OF LODI 221 W. Pine Street Lodi, CA 95240 Re: 2023-24 COMMUNITY DEVELOPMENT BLOCK GRANT ADMINISTRATION Dear Ms. Rhyne: Michael Baker International, Inc. (Michael Baker) is pleased to submit this proposal to continue to provide Community Development Block Grant (CDBG) administration for the 2023-2024 program year (July 1, 2023—June 30, 2024). Michael Baker's Housing and Community Development team is uniquely positioned to assist the city in administering its CDBG and community development programs. 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, as well as 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 professional services that directly address staffing and administrative needs. The team assembled for this effort includes Program Coordinator Tina Roseberry and Grant Specialist Austin Knudsen. Efforts will be overseen by Damien Delany, Housing Manager. Staff is also supported by our cultural services, labor compliance, and environmental review specialists. The team has implemented CDBG grants for both state recipients and federal entitlement grantees for years and has experience working alongside City staff to implement successful housing programs. Again, we appreciate this opportunity to submit. Should you have any program management questions, please contact Mr. Delany at (562) 200-7177 or ddelany@mbakerintl.com. Sincerely, MICHAEL BAKER INTERNATIONAL, INC. William M. Hoose, AICP Damien Delany Vice -President Housing and Community Development Department Manager 2729 Prospect Park Drive, Suite 220, Rancho Cordova, CA 95670 MBAKERINTLCOM P:(916)231-3372 CITY OF LODI RE: 2023-24 COMMUNITY DEVELOPMENT BLOCK GRANT ADMINISTRATION Page 2 LODI 2022-23 CDBG PROGRAM YEAR TASK 1: CDBG-ENTITLEMENT (EN) PLANNING AND ADMINISTRATIVE ACTIVITIES Michael Baker will oversee the administration of the 2023-24 CDBG program. Below are tasks that will be completed by Michael Baker staff: • Prepare and process final subrecipient agreements and interdepartmental agreements • Coordinate environmental review; obtain signatures and approval as needed • Facilitate quarterly check-in meetings • Provide updated beneficiary tracking sheets to subrecipients • Conduct quarterly reviews of subrecipient performance, provide feed back/corrections, and update IDIS • Process invoices • Maintain contact with HUD representative • Update IDIS system with project information and performance • Prepare Section 3 reports • Prepare MBE/WBE reports • Prepare SF -425 reports • Prepare Semi -Annual Labor Compliance report • Monitor subrecipients (number varies with budget remaining and criteria) • Process budget amendments • Track budget expenses and spending • Perform general organizational and administrative tasks • Train and transition tasks to City Staff TASK 1.1: CLOSEOUT OF 2022-23 CDBG PROGRAM YEAR Michael Baker will oversee the closeout of the 2022-23 program year: • Review performance of all active program year projects for compliance with their agreements (year-end subrecipient reports, etc.) • Draft and notice CAPER • Prepare staff report, resolution, and presentation, and attend public hearing • Submit CAPER to HUD • Respond to HUD questions and comments • Close out projects in IDIS TASK 1.2:2024-25 ANNUAL ACTION PLAN PROCESS Michael Baker will oversee the 2024-25 Annual Action Plan Process: • Notice, advertise, prepare presentation, and facilitate a public meeting for notice of funding availability • Notice, advertise, prepare presentation, and facilitate one outreach meeting CITY OF LODI RE: 2023-24 COMMUNITY DEVELOPMENT BLOCK GRANT ADMINISTRATION Page 3 • Notice, advertise, and prepare two staff reports and presentations for two City Council public hearings, and attend hearings • Prepare and present staff report for Council meeting • Assist those submitting applications • Review and score applications • Draft and finalize Annual Action Plan • Enter Annual Action Plan into IDIS • Respond to feedback from HUD and coordinate with HUD for final approval TASK 2: CDBG-EN ACTIVITY DELIVERY Michael Baker will provide Activity Delivery, including labor compliance, environmental compliance, budget tracking, budget and scope amendments, and coordination with stakeholders for active projects. TASK 3: NEIGHBORHOOD SERVICES DIVISION SUPPORT SERVICES (NON-CDBG) Michael Baker staff will provide assistance on additional community development related tasks at the request of the city. This may include but is not limited to assistance with Housing Element implementation, fair housing studies, affordable housing projects, homeless initiatives, and grant writing and administration services. Services under this task will be provided until the task's funds are exhausted, and/or include accommodation for possible negotiation of contract terms. BUDGET The cost of completing this project will be billed on a time -and -materials basis up to the not -to -exceed amount shown below. The project will end on June 30, 2024. Project Manager $195 Program Coordinator $150 Grant Specialist $125 QA/QC Specialist $100 Grant Technician $85 Task 1 — CDBG-EN Planning and Administration Activities $90,000 (2023-24) Task 2 — CDBG-EN Activity Delivery $65,000 (2023-24) Task 3 — Neighborhood Services Division Support Services $10,000 (2023-24) Not to Exceed $165,000 We Make o Difference INTERNATIONAL March 20, 2023 Ms. Jennifer Rhyne, Neighborhood Services Manager CITY OF LODI 221 W. Pine Street Lodi, CA 95240 Re: LODI ACCESS CENTER SHELTER LABOR COMPLIANCE Dear Ms. Rhyne: Michael Baker International, Inc. (Michael Baker) is pleased to submit this proposal to perform Labor Compliance Duties for the Lodi Access Center Shelter. Michael Baker's Housing and Community Development team is uniquely positioned to assist the city in administering its CDBG and community development programs. 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, as well as 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 professional services that directly address staffing and administrative needs. The team assembled for this effort includes Program Coordinator Tina Roseberry and Labor Compliance Officer Sandra Lee. Efforts will be overseen by Damien Delany, Housing Manager. The scope of services assumes that Michael Baker's involvement in the labor standards compliance process will begin with assisting the City of Lodi with the procurement phase of the project. Our Labor Compliance Officer, Sandra Lee, will be responsible for the delivery of these services. Again, we appreciate this opportunity to submit. Should you have any program management questions, please contact Mr. Delany at (562) 200-7177 or ddelanyPmbakerintl.com. Sincerely, {MICHAEL BAKER INTERNATIONAL, INC. William M. Hoose, AICP Damien Delany Vice -President Housing and Community Development Department Manager 2729 Prospect Park Drive, Suite 220, Rancho Cordova, CA 95670 MBAKERINTLCOM P:(916)231-3372 CITY OF LODI RE: ACCESS CENTER SHELTER - LABOR COMPLIANCE Page 2 TASK 1. LABOR COMPLIANCE FOR THE LODI ACCESS CENTER SHELTER Task 1.1: Pre -Bid Phase Tasks Michael Baker will assistance with the formal project advertisement, bidding, and contract review processes. The following tasks will be provided: Prepare Project Specifications Book with required Federal Compliance, State Labor Codes, and Bid Package Forms - Notice of Invite to Bid publications - Project Advertisement - Pre -Bid Meeting - Bid Opening - Bid Package — Compliance Review and Responsiveness Report - Contractor Eligibility Verifications - Agency and Contractor Agreement Task 1.2: Pre -Construction Phase Tasks Michael Baker will create electronic files to conform to the Project's compliance requirements, prepare and distribute compliance information packet to the contractors, present the Labor Compliance requirements and forms at the pre -construction meeting, and assist the contractors with the required pre -construction compliance documents. Michael Baker will ensure that each document is correctly completed and reflects satisfactory level of information when submitting to the city. Any discrepancies will be resolved by the contractors with Michael Baker's assistance. Pre -Construction Documents • Authorization/Designation of Payroll Officer • DAS 140 & 142 forms • Apprenticeship Hiring Ratio — journeyman/apprentice ratio • Fringe Benefit Statement • Onsite Employee Posters • Federal and State Prevailing Wage Posting Task 1.3: Construction Phase Tasks Certified Payrolls Michael Baker will ensure that payrolls have been properly completed and reflect correct information such as trade/classification and group/period number, appropriate wage rates, fringes, and deductions. Michael Baker will ensure that the contractor is employing and working apprentices in ratios that conform to the apprenticeship regulations. Documentation will be obtained for each apprentice reported on payroll, to prove apprentices are registered with an approved apprenticeship program. Site Visits Michael Baker will conduct onsite craftworker interviews to ensure that craftworkers are being paid the appropriate wage rate and fringes for their trade/classification. Michael Baker will conduct follow-up CITY OF LODI RE: ACCESS CENTER SHELTER — LABOR COMPLIANCE Page 3 interviews with the same craftworkers to confirm that the wages/fringes being paid are no less than the applicable wage determination. Status Report Michael Baker will provide a monthly Labor Compliance Status Report that will outline the contractor's compliance status with the Project. The report will contain detailed description of delinquencies, discrepancies (suspected violations), clearance status, and recommendation for payment withhold for outstanding issues. Payment withholds will be recommended when contractor fails to respond and submit documents in a timely manner and as detailed according to the Project's submittal schedule. Project Files All written documentation provided by Michael Baker for the purpose of Labor Compliance reporting to the city will be concise and organized in a manner that will be easily understood. All files related to the Project will be organized and ready to submit upon request from the City. The Labor Compliance files for the Project will be organized as follows: First -Time One -Time Documents - CDBG Compliance Certifications - State Compliance Certifications - Certificate of Authorization and Understanding (authorized signer of payrolls and compliance documents) - DAS 140 and 142 (for each trade that will be utilized for the Project) with proof of transmittal - Fringe Benefit Statement II. Compliance Documents - weekly, monthly, and quarterly (if applicable) - Weekly Certified Payrolls with Statement of Compliance or Statement of Non - Performance with DIR eCPR confirmation - Apprenticeship Certificate (for each new apprentice reported on payroll) - Authorization for Payroll Deductions (for each new deduction reported on payroll for each craftworker) - Revised payrolls with proof of restitution payment and Confirmation of Receiving Restitution signed by affected craftworker - Monthly Apprenticeship Training Funds Report with proof of payment or Union Status letters - Monthly Labor Compliance Reports (sorted in date descending order) - Craftworker Interview forms (reconciled with applicable payrolls) Task 1.4: Post -Construction Phase Tasks Once the construction has been completed, Michael Baker will work with contractors to properly close out their Labor Compliance requirements for the Project. If any issues arise during the time of compliance close-out, Michael Baker will notify the BHA Staff and the Prime Contractor. Michael Baker will work with contractors to remedy issues and assist them to submit their final compliance documents in a timely manner. Michael Baker will participate in meeting(s) and provide additional reporting in support of the Project compliance close-out within the proposed time outlined in the attached Work Hours Break -Down. CITY OF LODI RE: ACCESS CENTER SHELTER — LABOR COMPLIANCE Page 4 Budget The cost of completing this project will be billed on a time -and -materials basis up to the not -to -exceed amount shown below. The estimate includes skilled and trained workforce monitoring and costs presented do take into account an 18 -month project timeline in a phased approach. Pre -Construction Phase Descriptio Hours Create Project Files - Labor Standards Enforcement Files 3 Prepare Bid Package Compliance forms and language 4 Prepare/present Pre -Bid Meeting presentation 2 Bid Analysis Report bidders responsive) to the city 4 Filing of contractor verifications of bidders 4 Prepare and submit contract award supporting documents 2 Prepare contract award notice to the OFCCP 2 Prepare and distribute Labor Compliance and Section 3 compliance information packet to contractors 2 Participate in re -construction meeting and present compliance forms and requirements 3 Review contractors with pre -construction compliance documents and Section 3 Outreach plans 10 Total Hours 36 Total Cost $4,860 Ore -Construction Documents • Applicable Local, Federal, and State compliance 0 Apprenticeship Hiring Ratio — forms journeyman/apprentice ratio • Authorization/Designation of Payroll Officer 0 Section 3 Commitment and Hiring Plan • DAS 140 & 142 forms 0 Onsite Employee Posters and prevailing wages • Fringe Benefit Statement 0 Onsite Project Announcement Construction Phase Description Hours Review weekly payrolls, apprentice information, training funds report, and supporting compliance documents. Prepare Status Report to the City according to City's preference. Collect Section 3 Worker certifications. 3 hours per week for 44 weeks 132 Work with contractors to correct discrepancies and prepare findings report to City 24 Update of labor and worker hours log 76 Conduct 8 onsite employee interviews 3 hours per site visit 24 Total Hours 256 Total Cost $34,200 Post -Construction Phase Description Hours Remedy discrepancies in support of compliance close-out 8 Prepare compliance close-out (finalize contractors' compliance and labor hours/wage reporting and Section 3 Compliance Reports) and file delivery 18 Participate in Close-out Meeting/File Review 4 Prepare HUD Semi -Annual and Annual reports to City 4 Total Hours 34 Total Cost $4,590 TOTAL LABOR COMPLIANCE COST $43,650 Not to Exceed 45,000 RESOLUTION NO. 2023-114 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENT NO. 6 TO THE PROFESSIONAL SERVICES AGREEMENT WITH MICHAEL BAKER INTERNATIONAL, OF RANCHO CORDOVA, FOR COMMUNITY DEVELOPMENT BLOCK GRANT ADMINISTRATION AND HOUSING PROGRAM SUPPORT SERVICES WHEREAS, the City entered into a Professional Services Agreement with Michael Baker International on February 27, 2017, to provide Community Development Block Grant (CDBG) Administration and Housing Program Support Services, Contract Amendment No. 1 on March 14, 2019, Contract Amendment No. 2 on October 3, 2019, Contract Extension No. 1 on December 18, 2019, Contract Extension No. 2 effective January 26, 2021, Contract Amendment No. 3 effective June 24, 2021, approved Amendment No. 4 on October 20, 2021, and approved Amendment No. 5 on June 15, 2022; and WHEREAS, staff determined the need to extend the Michael Baker International agreement and add additional funds through June 30, 2024, to ensure continuity of services; and WHEREAS, staff recommends approving Amendment No. 6 to the Michael Baker International Professional Services Agreement to extend the term to June 30, 2024, based on the quote received and attached to the agreement in an amount not to exceed $210,000 and overall contract maximum not to exceed $1,665,898. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby authorize the City Manager to execute Amendment No. 6 to the Professional Services Agreement with Michael Baker International, of Rancho Cordova, California, for Community Development Block Grant Administration and Housing Program Support Services, extending the term to June 30, 2024, in an amount not to exceed $210,000, with a total amended contract amount not to exceed $1,665,898; and BE IT FURTHER RESOLVED, pursuant to Section 6.3q of the City Council Protocol Manual (adopted 11/6/19, Resolution No. 2019-223), the City Attorney is hereby authorized to make minor revisions to the above -referenced document(s) that do not alter the compensation or term, and to make clerical corrections as necessary. Dated: June 7, 2023 I hereby certify that Resolution No. 2023-114 was passed and adopted by the City Council of the City of Lodi in a regular meeting held June 7, 2023 by the following vote: AYES: COUNCIL MEMBERS — Bregman, Craig, Nakanishi, Yepez, and Mayor Hothi NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — None ABSTAIN COUNCIL MEMBERS — None OLIVIA NASHED City Clerk 2023-114