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HomeMy WebLinkAbout19 - Administration of CDBG Program for FY 2001-2002CITY OF NEWPORT BEACH o4 ?E°'POR COMMUNITY AND ECONOMIC Hearing Date: October 23, 2001 ,S DEVELOPMENT PLANNING DEPARTMENT Agenda Item No.: 19 3300 NEWPORT BOULEVARD Staff Person- Daniel R. Trimble C�CiFOPN�f NEWPORT BEACH, CA 92658 (949) 644 -3230 (949) 644 -3200; FAX (949) 644 -3229 REPORT TO THE MAYOR AND CITY COUNCIL PROPOSAL: Review and approval of one -year contract with LDM Associates for administration of the Community Development Block Grant program for FY 2001 -2002. SUGGESTED ACTION: Approve the proposed contract with LDNI Associates for administration of the Community Development Block Grant program for FY 2001 -2002. Background The administration of the grant funds received by the City through the U.S. Department of Housing and Urban Development (HUD) Community Development Block Grant (CDBG) program involves a number of complex duties. In order to continue receiving these federal funds the City must comply with all regulations and reporting requirements, including submission of a multi -year Consolidated Plan, an annual One -Year Action Plan. a Community 2020 analysis. and an annual Consolidated Annual Performance and Evaluation Report (CAPER). Other activities include the maintenance of fund expenditures and fund reimbursements through the HUD network known as IDIS and funding and monitoring of Social Service and Fair Housing sub - grantee contracts. Finally, the use of federal funds as a part of the Balboa Village Streetscape and Pedestrian Improvement Program will require additional reporting and monitoring requirements due to the Davis -Bacon Act and Minority Business Enterprise /Women's Business Enterprise regulations. Discussion From approximately 1991 to 1998 the City contracted for CDBG program administration services with Willdan Associates. In an effort to save costs and have more direct staff oversight of the CDBG program, the decision was made to discontinue the contract relationship and reassign this responsibility to current Economic Development staff in the Planning Department. While the goal of having more oversight was met, the complexities of the various compliance and reporting requirements were more demanding than anticipated. This was compounded by staff turnover and inexperience with CDBG program administration as well as competing demands from other Economic Development activities (e.g., BID Administration & support for Balboa Peninsula revitalization). This led to concerns being raised by HUD field office representatives and their recommendation that the City reconsider contracting with an experienced firm for its CDBG program administration. CDBG —LDM Associates Contract for Program Administration October 21. ?001 Pate 1 In September, staff issued a Request for Proposals for CDBG Program Administration. Four responses were received and three of the respondents were interviewed. The recommended firm. LDM Associates, has significant experience with program administration, 108 Loans, and Davis - Bacon and MBE /WBE monitoring and reporting. The staff that would be assigned to Newport Beach has developed and maintained a good working relationship with staff at the Los Angeles HUD field office and was highly recommended by the staff from the various cities they have worked with. Specifically, they were given high marks for their ability to effectively communicate with all City departments as well as HUD officials. The City entitlement under the CDBG program for FY 2001 -2002 is $518,000. Program regulations permit the expenditure of up to twenty percent of the total grant for administration costs. The $54,000 proposed for this contract would be paid for with these funds. The remainder would be used for ongoing Fair Housing administration and reimbursement of City staff time for oversight and review of LDM Associates services. This arrangement would allow the City to maintain adequate compliance with HUD requirements and still have regular oversight of the grant program. Submitted by: SHARON Z. WOOD Assistant City Manager Prepared by: DANIEL R. TRIM3LE Associate Planner Attachment: 1. Professional Services Agreement F.9 Usersl PL,'vVhared ICDBG I Fy100 / -30011 L DbfContractRpt. doc Page 2 PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT, entered into this day of October, 2001, by and between CITY OF NEWPORT BEACH, a Municipal Corporation (hereinafter referred to as "City "), and LDM Associates whose address is 9229 Utica Avenue, Suite 120, Rancho Cucamonga, CA 91730, (hereinafter referred to as "Consultant'), is made with reference to the following: RECITALS A. City is a municipal corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of California and the Charter of City. B. City desires to engage Consultant to provide report preparation, project management and staff services upon the terms and conditions contained in this Agreement. C. The principal member of Consultant is, for purpose of this Project, David D. Meyer. D. City has solicited and received a proposal from Consultant, has reviewed the previous experience and evaluated the expertise of Consultant, and desires to contract with Consultant under the terms of conditions provided in this Agreement. NOW, THEREFORE, it is mutually agreed by and between the undersigned Parties as follows: 1. TERM The term of this Agreement shall commence on the _ day of October 2001, and shall terminate on the _ day of October 2002, unless terminated earlier as set forth herein. 2. SERVICES TO BE PERFORMED Consultant shall diligently perform all the duties set forth in the scope of services, attached hereto as Exhibit "A" and incorporated herein by reference. 1 3. COMPENSATION TO CONSULTANT City shall pay Consultant for the services in accordance with the provisions of this Section and the scheduled billing rates, attached hereto as Exhibit "A" and incorporated herein by reference. No rate changes shall be made during the term of this Agreement without prior written approval of City. Consultant's compensation for all work performed in accordance with this Agreement shall not exceed the total contract price of Fifty -Four thousand dollars ($54,000). 3.1 Consultant shall maintain accounting records of its billings which includes the name of the employee, type of work performed, times and dates of all work which is billed on an hourly basis and all approved incidental expenses including reproductions, computer printing, postage and mileage. 3.2 Consultant shall submit monthly invoices to City payable by City within thirty (30) days of receipt of invoice subject to the approval of City. 3.3 Consultant shall not receive any compensation for extra work without prior written authorization of City. Any authorized compensation shall be paid in accordance with Exhibit "A ". 3.4 City shall reimburse Consultant only for those costs or expenses, which have been specifically approved in this Agreement, or specifically approved in advance by City. Such cost shall be limited and shall include nothing more than the following costs incurred by Consultant: A. The actual costs of subconsultants for performance of any of the services which Consultant agrees to render pursuant to this Agreement which have been approved in advance by City and awarded in accordance with the terms and conditions of this Agreement. B. Approved computer data processing and reproduction charges. C. Actual costs and /or other costs and /or payments specifically authorized in advance in writing and incurred by Consultant in the performance of this Agreement. 3.5 Notwithstanding any other paragraph or provision of this Agreement, beginning on the effective date of this Agreement, City may withhold payment of ten percent (10 %) of each approved payment as approved retention until all services under this Agreement have been substantially completed. z �i 4. STANDARD OF CARE 4.1 All of the services shall be performed by Consultant or under Consultant's supervision. Consultant represents that it possesses the professional and technical personnel required to perform the services required by this Agreement, and that it will perform all services in a manner commensurate with the community professional standards. All services shall be performed by qualified and experienced personnel who are not employed by City nor have any contractual relationship with City. Consultant represents and warrants to City that it has or shall obtain all licenses, permits, qualifications and approvals required of its profession. Consultant further represents and warrants that it shall keep in effect all such licenses, permits and other approvals during the term of this Agreement. 4.2 Consultant shall not be responsible for delay, nor shall Consultant be responsible for damages or be in default or deemed to be in default by reason of strikes, lockouts, accidents, or acts of God, or the failure of City to furnish timely information or to approve or disapprove Consultant's work promptly, or delay or faulty performance by City, contractors, or governmental agencies, or any other delays beyond Consultant's control or without Consultant's fault. S. INDEPENDENT PARTIES City retains Consultant on an independent contractor basis and Consultant is not an employee of City. The manner and means of conducting the work are under the control of Consultant, except to the extent they are limited by statute, rule or regulation and the expressed terms of this Agreement. Nothing in this Agreement shall be deemed to constitute Consultant or any of Consultant's employees or agents, to be the agents or employees of City. Consultant shall have the responsibility for and control over the details in means of performing the work provided that Consultant is compliance with the terms of this Agreement. Anything in this Agreement which may appear to give City the right to direct Consultant as to the details of the performance of the services or to exercise a measure of control over Consultant shall mean that Consultant shall follow the desires of City only with respect to the results of the services. 6. COOPERATION Consultant agrees to work closely and cooperate fully with City's designated Project Administrator, and any other agencies that may have jurisdiction or interest in the work to be performed. City agrees to cooperate with the Consultant on the Project. 7. PROJECT MANAGER Consultant shall assign the Project to a Project Manager, who shall coordinate all phases of the Project. This Project Manager shall be available to City at all reasonable times during the Project term. Consultant has designated Rudy E Munoz to be its 3 h Project Manager. Consultant shall not remove or reassign any personnel designated in this Section or assign any new or replacement person to the Project without the prior written consent of City. City's approval shall not be unreasonably withheld with respect to removal or assignment of non -key personnel. Consultant, at the sole discretion of City, shall remove from the Project any of its personnel assigned to the performance of services upon written request of City. Consultant warrants that it will continuously furnish the necessary personnel to complete the Project on a timely basis as contemplated by this Agreement. 8. TIME OF PERFORMANCE Time is of the essence in the performance of the services under this Agreement and the services shall be performed by Consultant in accordance with Exhibit A. The failure by Consultant to strictly adhere to the schedule, may result in termination of this Agreement by City, and the assessment of damages against Consultant for delay. Notwithstanding the foregoing, Consultant shall not be responsible for delays that are due to causes beyond Consultant's reasonable control. However, in the case of any such delay in the services to be provided for the Project, each party hereby agrees to provide notice to the other party so that all delays can be addressed. 8.1 Consultant shall submit all requests for extensions of time for performance in writing to the Project Administrator not later than ten (10) calendar days after the start of the condition that purportedly causes a delay, and not later than the date upon which performance is due. The Project Administrator shall review all such requests and may grant reasonable time extensions for unforeseeable delays, which are beyond Consultant's control. 8.2 For all time periods not specifically set forth herein, Consultant shall respond in the most expedient and appropriate manner under the circumstances, by either telephone, fax, hand delivery or mail. 9. CITY POLICY Consultant will discuss and review all matters relating to policy and project direction with the Project Administrator in advance of all critical decision points in order to ensure that the Project proceeds in a manner consistent with City goals and policies. 10. CONFORMANCE TO APPLICABLE REQUIREMENT All work prepared by Consultant shall conform to applicable City, county, state and federal law, regulations and permit requirements and be subject to approval of the Project Administrator and City. 4 / �P 11. PROGRESS Consultant is responsible to keep the Project Administrator and /or his /her duly authorized designee informed on a regular basis regarding the status and progress of the work, activities performed and planned, and any meetings that have been scheduled or are desired. 12. HOLD HARMLESS Consultant shall indemnify, defend, save and hold harmless City, its City Council, boards and commissions, officers and employees from and against any and all loss, damages, liability, claims, allegations of liability, suits, costs and expenses for damages of any nature whatsoever, including, but not limited to, bodily injury, death, personal injury, property damages, or any other claims arising from any and all negligent acts or omissions of Consultant, its employees, agents or subcontractors in the performance of services or work conducted or performed pursuant to this Agreement. This indemnity shall apply even in the event of negligence of City, or its employees, or other contractors, excepting only the sole negligence or willful misconduct of City, its officers or employees, and shall include attorneys' fees and all other costs incurred in defending any such claim. Nothing in this indemnity shall be construed as authorizing, any award of attorneys' fees in any action on or to enforce the terms of this Agreement. 13. INSURANCE Without limiting consultant's indemnification of City, and prior to commencement of work, Consultant shall obtain and provide and maintain at its own expense during the term of this Agreement policy or policies of liability insurance of the type and amounts described below and satisfactory to City. Certification of all required policies shall be signed by a person authorized by that insurer to bind coverage on its behalf and must be filed with City prior to exercising any right or performing any work pursuant to this Agreement. Except workers compensation, all insurance policies shall add City, its elected officials, officers, agents, representatives and employees as additional insured for all liability arising from Consultant's services as described herein. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance in the State of California, with an assigned policyholders' Rating of A (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Bests Key Rating Guide: unless otherwise approved by the City Risk Manager. A. Worker's compensation insurance covering all employees and principals of Consultant, per the laws of the State of California. s i) B. Commercial general liability insurance covering third party liability risks, including without limitation, contractual liability, in a minimum amount of $1 million combined single limit per occurrence for bodily injury, personal injury and property damage. If commercial general liability insurance or other form with a general aggregate is used, either the general aggregate shall apply separately to this Project, or the general aggregate limit shall be twice the occurrence limit. C. Commercial auto liability and property insurance covering any owned and rented vehicles of Consultant in a minimum amount of $1 million combined single limit per accident for bodily injury and property damage. Said policy or policies shall be endorsed to state that coverage shall not be canceled by either party, except after thirty (30) days' prior notice has been given in writing to City. Consultant shall give City prompt and timely notice of claim made or suit instituted arising out of Consultant's operation hereunder. Consultant shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work. Consultant agrees that, in the event of loss due to any of the perils for which it has agreed to provide comprehensive general and automotive liability insurance, _ Consultant shall look solely to its insurance for recovery. Consultant hereby grants to City, on behalf of any insurer providing comprehensive general and automotive liability insurance to either Consultant or City with respect to the services of Consultant herein, a waiver of any right of subrogation, which any such insurer of said Consultant may acquire against City by virtue of the payment of any loss under such insurance. 14. PROHIBITION AGAINST TRANSFERS Consultant shall not assign, sublease, hypotlTecate or transfer this Agreement or any for the services to be performed under this Agreement, directly or indirectly, by operation of law or otherwise without prior written consent of City. Any attempt to do so without consent of City shall be null and void. The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Consultant, or of the interest of any general partner or joint venturer or syndicate member or cotenant if Consultant is a partnership or joint venture or syndicate or cotenancy, which shall result in changing the control of Consultant, shall be construed as an assignment of this Agreement. Control means fifty percent (50 %) or more of the voting power, or twenty -five percent (25 %) or more of the assets of the corporation, partnership or joint venture. 6 15. OWNERSHIP OF DOCUMENTS Each and every report, draft, work product, map, record and other document reproduced, prepared or caused to be prepared by Consultant pursuant to or in connection with this Agreement shall be the exclusive property of City. Documents, including drawings and specifications, prepared by Consultant pursuant to this Agreement are not intended or represented to be suitable for reuse by City or others on any other project. Any use of completed documents for other projects and any use of incomplete documents without specific written authorization from Consultant will be at City's sole risk and without liability to Consultant. Further, any and all liability arising out of changes made to Consultant's deliverables under this Agreement by City or persons other than Consultant is waived against Consultant and City assumes full responsibility for such changes unless City has given Consultant prior notice and has received from Consultant written consent for such changes. Consultant shall, at such time and in such form as the City may require, furnish reports concerning the status of services required under this Agreement. 16. CONFIDENTIALITY The information, which results from the services in this Agreement;, is to be kept confidential unless the release of information is authorized by City. 17. CITY'S RESPONSIBILITIES In order to assist Consultant in the execution of his responsibilities under this Agreement, City agrees to provide the following: A. Access to, and upon request of Consultant, one copy of all existing record information on file at City. Consultant shall be entitled to rely upon the accuracy of data information provided by City or others without independent review or evaluation. City will provide all such materials in a timely manner so as not to cause delays in Consultant's work schedule. B. Copying and other services through City's reproduction company for each of the required submittals. Consultant will be required to coordinate the required submittals with City's reproduction company. All other reproduction will be the responsibility of Consultant and as defined above. 18. ADMINISTRATION This Agreement will be administered by the Planning Department. Patricia Temple shall be considered the Project Administrator and shall have the authority act 7 (� I for City under this Agreement. The Project Administrator or his /her authorized representative shall represent City in all matters pertaining to the services to be rendered pursuant to this Agreement. 19. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement. All such records shall be clearly identifiable. Consultant shall allow a representative of City to examine, audit and make transcripts or copies of such records during normal business hours. Consultant shall allow inspection of all work, data, documents, proceedings and activities related to.the Agreement for a period of three (3) years from the date of final payment under this Agreement. 20. WITHHOLDINGS City may withhold payment of any disputed sums until satisfaction of the dispute with respect to such payment. Such withholding shall not be deemed to constitute a failure to pay according to the terms of this Agreement. Consultant shall not discontinue work as a result of such withholding. Consultant shall have an immediate right to appeal to the City Manager or his designee with respect to such disputed sums. Consultant shall be entitled to receive interest on any withheld sums at the rate of seven percent (7 %) per annum from the date of withholding of any amounts found to have been improperly withheld. 21. ERRORS AND OMISSIONS In the event of errors or omissions that are due to the negligence or professional inexperience of Consultant which result in expense to City greater than would have resulted if there were not errors or omissions in the work accomplished by Consultant, the additional expense shall be borne by Consultant. Nothing in this paragraph is intended to limit City's rights under any other sections of this Agreement. 22. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS City reserves the right to employ other consultants in connection with the Project. 23. CONFLICTS OF INTEREST A. The Consultant or its employees may be subject to the provisions of the California Political Reform Act of 1974 (the "Act "), which (1) requires such persons to disclose financial interest that may foreseeably be materially affected by the work performed under this Agreement, and (2) prohibits 0 I such persons from making, or participating in making decisions that will foreseeably financially affect such interest. B. If subject to the Act, Consultant shall conform to all requirements of the Act. Failure to do so constitutes a material breach and is grounds for termination of this Agreement by City. Consultant shall indemnify and hold harmless City for any and all claims for damages resulting from Consultant's violation of this Section. 24. SUBCONSULTANT AND ASSIGNMENT A. Except as specifically authorized under this Agreement, the services included in this Agreement shall not be assigned, transferred, contracted or subcontracted without prior written approval of City. 25. NOTICES All notices, demands, requests or approvals to be given under this Agreement shall be given in writing and conclusively shall be deemed served when delivered personally or on the third business day after the deposit thereof in the United States mail, postage prepaid, first class mail, addressed as hereinafter provided. All notices, demands, requests or approvals from Consultant to City shall be addressed to City at: City of Newport Beach Planning Department 3300 Newport Boulevard P. O. Box 1768 Newport Beach, CA, 92658 -8915 Phone — (949) 644 -3200 Fax — (949) 644 -3250 All notices, demands, requests or approvals from City to Consultant shall be addressed to Consultant at: Attention: Rudy E. Munoz LDM Associates 9229 Utica Avenue, Suite 120 Rancho Cucamonga, CA 91730 Phone — (909) 476 -6006 x 103 Fax — (909) 476 -6086 0 26. TERMINATION In the event either part hereto fails or refuses to perform any of the provisions hereof at the time and in the manner required hereunder, that party shall be deemed in default in the performance of this Agreement. If such default is not cured within a period of two (2) days, or if more than two (2) days are reasonably required to cure the default and the defaulting party fails to give adequate assurance of due performance within two (2) days after receipt of written notice of default, specifying the nature of such default and the steps necessary to cure such default, the non - defaulting party may terminate the Agreement forthwith by giving to the defaulting party written notice thereof. 26.1 City shall have the option, at its sole discretion and without cause, of terminating this Agreement by giving seven (7) days' prior written notice to Consultant as provided herein. Upon termination of this Agreement, City shall pay to the Consultant that portion of compensation specified in this Agreement that is earned and unpaid prior to the effective date of termination. 27. COMPLIANCES Consultant shall comply with all laws, state or federal and all ordinances, rules and regulations enacted or issued by'City. 28. WAIVER A waiver by either party of any breach, of any term, covenant or condition contained herein shall not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant or condition contained herein, whether of the same or a different character. 29. INTEGRATED CONTRACT This Agreement represents the full and complete understanding of every kind or nature whatsoever between the Parties hereto, and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions herein. Any modification of this Agreement will be effective only by written execution signed by both City and Consultant. 30. OPINION OF COST Any opinion of the construction cost prepared by Consultant represents his judgment as a design professional and is supplied for the general guidance of City. Since Consultant has no control over the cost of labor and material, or over competitive 10 ,� bidding or market conditions, Consultant does not guarantee the accuracy of such opinions as compared to contractor bids or actual cost to City. 31. PATENT INDEMNITY The Consultant shall indemnify City, its agents, officers, representatives and employees against liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in Consultant's drawings and specifications provided under this Agreement. IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed on the day and year first written above. APPROVED AS TO FORM: Robin Clauson Assistant City Attorney for the City of Newport Beach ATTEST: M LaVonne Harkless City Clerk CITY OF NEWPORT BEACH A Municipal Corporation By: Homer Bludau City Manager for the City of Newport Beach CONSULTANT F: lUsersWLMSharedlCDBGIFy2001- 20021AgreementsV MDcontract.doc 11 sL _f Planning E Redevelopment Consulting Services - L D M ASSOCIATES September 6, 2001 Daniel Trimble - Associate Planner City of Newport Beach 3300 Newport Boulevard Post Office Box 1763 Newport Beach, CA 92653 Subject: Proposal for Community Development Block Grant (CDBG) Program Administration. Dear Mr. Trimble: LDM Associates is pleased to submit a proposal to provide consultant services to administer the City's Community Development Block Grant (CDBG) program. Our consulting 'earn has highly qualified professional staff with expertise in all aspects of CDBG administration including, but not limited to, the preparation of the City's Five -Year Consolidated Plan/One -Year Action Plan, CAPER, Quarterly Financial Reports, IDIS record maintenance and drawdown preparation, monitoring of projects including on -site monitoring of public service agencies. Provided below, is the information you requested in your Request for Proposal (RFP). We hope this proposal provides you with an understanding of our firm's ability to provide the CDBG Program Administration services. ft If you have any questions regarding this matter, please do not hesitate to call me at your convenience. Respectfully Submitted, Rudy E. Munoz, Senior Associate ' Enclosure: Proposal 9229 Utiu A „nu,, Som 130 • Wcho cuamon0,. Qlilmml 3'720 Teeohen, (909) 470-6006 Fu (909) ,76'6086 • Fmul 1m1u041101 cam - Proposal - CDdG Program Administration September 6, 2001 Page 2 DESCRIPTION OF FIRM LDM Associates is a community development grants management, planning/redevelopment, construction management, and architectural consulting firm. The firm is comprised of indi%idualswith a wide variety of expertise in various areas associated with grants management, redevelopment, planning, architecture and construction. Our staff is knowledgeable in a number of computer programs including all of the _ ivbcrosoft Office software, AutoC_-1D, WordPerfect, Quattro Pro, and Corel Draw. In addition. ,ve have staff members that are knowledgeable in the use of the Department of Housing and Urban Development's (HUD's) IDIS and 2020 programs. We encourage you to visit our facilities located in the City of Rancho Cucamonga. Since 1991, we have offered administrative and management services to cities requiring assistance in CDBG program management and administration as well as the implementation of CDBG funded projects. We are currently under contract with the Cities of Rialto, Calabasas, San Fernando, and Hawthorne in the administration of their Community Development Block Grant Program. In addition, we currently provide housing rehabilitation ser-, ices to the Cities of Rancho Palos Verdes, El Segundo, Hawthorne, Walnut, La Puente, Lawndale, and Carson. We currently provide labor compliance services to the Cities of Rialto. San Fernando. Hawthorne, La Puente, and Claremont. In addition to the Housing Rehabilitation and Labor Compliance services, we provide Commercial Rehabilitation. FIRMS EXPERIENCE As CDBG program management consultants, LDM Associates provides assistance with the overall management of the program, including the preparation of Consolidated Plans, Action Plans, monitor capital improvement projects for compliance with the Davis -Bacon Act requirements, administering sub - recipient contracts, and coordination with the Cities U.S. Department of Housing and Urban Development (HUD) representative. COMMtiNICATIQN WITH CITE' STAFF LDM Associates proposes to provide service on site or at it's home office as required by the City. We anticipate becoming an extension of City staff and therefore would try to make ourselves flexible to meet with Planning and Economic Development Staff. In addition, we would make ourselves available to attend City Council, Redevelopment Agency, and Planning Commission meetings as requested by staff. Based on the information obtained by City staff and the City's Section 108 Loan Consultant, we anticipate spending 16 hours per wee:c at the City and our office (:.-is is not inclusive of items listed in section III-C of the RFP). We will also make ourselves available during non - scheduled hours should the need arise by providing staff with our pager /cell phone numbers. Pending approval of the Section 108 loan, the number of hours may change (additional time may be required if the City wishes to ! aye LD%l provide Davis Bacon review and monitoring of its Capital Improvement projects). On the days that we are in attendance at the City, we will meet with City staff to discuss the progress of the program and issues concerning the program. Proposal - CDBG Program Administration September 6, 2001 Page 3 CONSULTANT TEAM The members of our consulting group proposed to provide CDBG Program Administration consulting services include David D. Meyer, Principal; Rudy E. Munoz, Senior Associate; Robert Kishita. Senior Associate, and Esther Portillo, Associate. Mr. Munoz would act as the project manager and would be the City's direct contact. Mr. Kishita will assist Mr. Munoz in the day to day administration of the CDBG Program. Ms. Portillo will be responsible for monitoring the public service programs to assure proper record keeping is being maintained. In addition, our clerical staff will assist us in performing some functions associated with the program. The resumes of the four aforementioned individuals are included as part of this proposal. PROPOSED SCOPE OF SERVICES LDM Associates will provide the following consulting services for administration of the Community Development Block Grant Program. The proposed services to be offered are as follows: General Administration of the CDBG Program • Coordination with City staff in the identification, management and completion of all CDBG funded projects including preparation or review of federal funding requirements as part of construction bid packages, request for proposals, monitoring reports, public notices, etc. • Preparation of all reports as required by HUD including but not limited to a One -Year action Plam a and annual funding application, a CAPER report, and Quarterly Financial Reports, etc. • Setup and maintenance ofIDIS and Community 2020 records including preparation of required reports. • Prepare draw down requests for reimbursement of expended finds on a quarterly basis or more frequently as directed. • Coordination with HUD Field office staff, Orange County HCD and Housing Authority staff, other City representatives and various CDBG related constituencies. • Any such other activities as required to properly administer the program. Administration of Sub - Recipient Contracts Prepare ofNOFA on an annual basis for social services funding. Work with City staff to prepare a funding plan for the recommended social service providers. Prepare files and contracts for each of the funded social service and fair housing administration providers. J(_9 a Proposal - CDBG Program Administration September 6, 2001 Page 4 • Process all sub - recipients invoices. • Monitor all sub - recipients on an annual basis or sooner as necessary. Perform Other CDBG Related Duties • Preparation of a revised Consolidated Plan, if necessary. • Preparation of necessary Environmental Review forms and documents for CDBG projects. • Audit existing files and IDIS records for the last three fiscal years, and update and/or correct files and IDIS records as necessary. BUDGET PROPOSALS As requested in the Request for Proposal, LDM Associates, we estimate that we will spend approximately 16 hours per week on the administration of the CDBG program. Based on a 52 week year, the total estimated budget for the services is $54,000. If selected, we would be glad to meet with staff to provide the City with a more detailed estimate. 11