HomeMy WebLinkAboutC-2491 - Administration of Community Development Block Grant ProgramCITY OF NEWPORT BEACH
OFFICE OF THE CITY CLERK
(714(640 -2251
f
TO, FINANCE DIRECTOR
Planning Dept. /
FROM: CITY CLERK
DATE: February 15, 1985
SUBJECT: Contract No, C -2491
Description of Contract Agreement for Administration of
Community Development Block Grant Program
Effective date of Contract January 28, 1985
Authorized by Minute Action, approved on January 28, 1985
Bryon K. Baron, Senior Vice President
Contract with Mark Briggs & Associates, Inc.
Address 5800 S. Eastern Avenue, Suite 340
Los Angeles CA 90040
Amount of Contract (See Agreement)
(Exhibit A is in City Clerk's Office)
Wanda E. Andersen
City Clerk
WEA:lr
attach.
City Hall • 3300 Newport Boulevard, Newport Beach, California 92663
AGREEMENT
THIS AGREEMENT is made and entered into this 28 aw day of
1985, by and between the City of Newport Beach, a municipal
corporation (h reinafter referred to as "City ") and Mark Briggs and A_5ociates,Inc., a
California corporation (hereinafter referred to as 'Briggs ").
RECITALS
A. City desires technical assistance, administrative and implementation manage -
ment for its housing and community development programs.
B. Briggs is a consultant in community and economic development, and has the
expertise to provide the City with the desired consulting services.
C. Briggs has submitted a Work Program attached hereto as Exhibit A and by this
reference incorporated herein. Pursuant to .vhich, Briggs has offered to provide
the consultant services desired by the City.
NOW, THEREFORE, in consideration of the mutual covenants and conditions
herein contained, the parties hereto agree as follows:
1. TERM
Briggs will provide consulting services in accordance with the work program
attached hereto as Exhibit A, to begin January 28, 1985 and continue through
January 27, 1986.
2. COMPENSATION
As full compensation for the aforesaid services, City agrees to pay and
Briggs agrees to accept an amount not to exceed $31,600, to be billed on time
and materials based on the following hourly rates and overhead.
Principal $35.33 hour
Principal 11 $30.33 hour
Principal 111 $28.00 hour
Associate 1 $21.00 hour
t
Rehabilitation Counselor $18.00 hour
Project Administrator $12.66 hour
Secretaryl $ 9.66 hour
Overhead at 2.0 times the hourly rate for each staff position.
These allocations of costs are based on actual salaries paid Mark Briggs and
Associates, Inc. officers and employees and on overhead percentages based on
fiscal year end financial statements prepared by the firm's CPA, and are
consistent with the Community Development Block Grant guidelines and Office
of Management and Budget Circulars A -102 and A -87.
3. TERMINATION OF CONTRACT FOR CAUSE
If, thrqugh any cause, any party shall fail to fulfill in a timely and proper
manner its obligations under this contract, or if either party shall violate any of
the covenants, agreements, or stipulations of this contract, either party shall
thereupon have the right to terminate this contract by giving written notice of
such termination and specifying the effective date thereof, at least ten (10) days
before the effective date of such termination. In such event, all finished or
unfinished documents, data, studies, surveys, drawings, maps, models, photo-
' graphs, and reports prepared by Briggs under this contract shall, at the option of
the City, become its property and Briggs shall be entitled to receive just and
equitable compensation for any work satisfactorily completed hereunder.
Notwithstanding the above, Briggs shall not be relieved of liability to the
City for damages sustained by the City by virtue of any breach of the contract
by Briggs, and the City may withhold any payments to Briggs for the purpose of
set -off until such time as the exact amount of damages due the City from Briggs
is determined.
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4. TERMINATION FOR CONVENIENCE
Either party may terminate this contract at any time by giving at least ten
(10) days notice in writing to the other party. If the contract is terminated by
the City as provided herein, Briggs will be paid for the time provided and
expenses incurred up to the termination date. If this contract is terminated due
to the fault of,Briggs, paragraph 3 hereof relative to termination shall apply.
5. CHANGES
The City may, from time to time, request changes in the scope of the
services of Briggs to be performed hereunder. Such changes, including any
increase or decrease in the amount of Briggs' compensation, which are mutually
agreed upon by and between the City and Briggs, shall be incorporated in written
amendments to this contract.
6. NOTICES
Whenever notices are required to be given pursuant to the provisions of this
agreement, the same shall be given by personal service or by depositing the same
in the course of transmission of the United Stated Postal Service, postage
prepaid, addressed as follows:
' (a) City: Mr. James D. Hewicker, Director of Planning
City of Newport Beach
3300 Newport Boulevard
Newport Beach, California 92663
(b) Briggs: Bryon K. Baron, Senior Vice President
Mark Briggs and Associates, Inc.
5800 S. Eastern Avenue, Suite 340
Los Angeles, California 90040
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7. PERSONNEL
a. Briggs represents that it has, or will secure at its own expense, all personnel
required in performing the services under this contract. Such personnel
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shall not be employees of or have any contractual relationship with the City.
b. All of the services required hereunder will be performed by Briggs or under
its supervision and all personnel engaged in the work shall be fully qualified
and shall be authorized or permitted under state and local law to perform
such services.
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c. None of the work or services covered by this contract shall be subcontracted
without the prior written approval of the City. Any work or services
subcontracted hereunder shall be specified by written contract or agreement
and shall be subject to each provision of this contract.
8. ASSIGNABILITY
Briggs shall not assign any interest in this contract, and shall not transfer
any interest in the same (whether by assignment or novation), without the City's
prior written consent, provided, however, that claims for money by Briggs from
the City under this contract may be assigned to a bank, trust company, or other
financial institution without such approval. Written notice of any such assign-
ment or transfer shall be furnished promptly to the City.
9. REPORTS AND INFORMATION
Briggs, at such times and in such forms as the City may require, shall
furnish the City such periodic reports as it may request pertaining to the work or
services undertaken pursuant to this contract, the costs and obligations incurred
or to be incurred in connection therewith, and any other matters covered by this
contract.
10. RECORDS AND AUDITS
Briggs shall maintain accounts and records, including personnel, property
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and financial records, adequate to identify and account for all costs pertaining to
the contract and such other records as may be deemed necessary by the City to
assure proper accounting for all project funds, both federal and non - federal
shares. These records will be made available for audit purposes to the City or
any authorized represenative, and will be retained for three years after the
expiration of this contract unless permission to destroy them is granted by the
City.
11. FINDINGS CONFIDENTIAL
All of the reports, information, data, etc., prepared or assembled by Briggs
under this contract are confidential and Briggs agrees that they shall not be
made available to any individual or organization without the prior written
approval of the City.
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12. COPYRIGHT
No report, maps, or other documents produced in whole or in part under this
contract shall be the subject of an application for copyright by or on behalf of
Briggs.
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13. COMPLIANCE WITH LOCAL LAWS
Briggs shall comply with all applicable laws, ordinances and codes of the
State and local governments, and Briggs shall save the City harmless with
respect to any damages arising from any tort done in performing any of the work
embraced by this contract.
14. EQUAL EMPLOYMENT OPPORTUNITY
During the performance of this contract, Briggs agrees as follows:
a. Briggs will not discriminate against any employee or applicant for employ-
ment because of race, creed, sex, color or national origin. Briggs will take
affirmative action to ensure that applicants are employed, and that employ -
ees are treated during employment, without regard to their race, creed, sex,
color or national origin. Such action shall include, but not be limited to, the
following: Employment, upgrading, demotion, or transfer; recruitment or
recruitment advertising; layoff or termination; rates of pay or other forms
of compensation; and selection for training, including apprenticeship. Briggs
agrees to post in conspicuous places, available to employees and applicants
for employment, notices to be provided by the City setting forth the
provisions of this non - discrimination clause.
b. Briggs will, in all solicitation or advertisements for employees placed by or
on behalf of Briggs, state that all qualified applicants will receive consider -
ation for employment without regard to race, creed, color, sex, or national
origin.
c. Briggs will cause the foregoing provisions to be inserted in all subcontrac-
tors for any work covered by this contract so that such provisions will be
binding upon each subcontractor, provided that the foregoing provisions shall
not apply to contracts or subcontracts for standard commercial supplies or
raw materials.
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d.
e.
f
g•
Briggs will comply with all provisions of Executive Order 11246 of Septem-
ber 24, 1965, and of the rules, regulations and relevent orders of the
Secretary of Labor.
Briggs will furnish all information and reports required by Executive Order
11246 of September 24, 1965, and by the rules, regulations and orders of the
Secretary of Labor, or pursuant thereto, and will permit access to its books,
records and accounts by the City's Department of Community Services and
the Secretary of Labor for purposes of investigation to ascertain compliance
with such rules, regulations and orders.
In the event of Briggs' non - compliance with the equal opportunity clauses of
this Agreement or with any of such rules, regulations or orders, this
Agreement may be cancelled, terminated, or suspended in whole or in part
and Briggs may be declared ineligible for further government contracts in
accordance with procedures authorized in Executive Order 11246 of Septem-
ber 24, 1965, and such other sanctions may be imposed and remedies invoked
as provided in Executive Order 11246 of September 24, 1965, or by rule,
regulation, or order of the Secretary of Labor, or as otherwise provided by
law.
Briggs will include the provisions of paragraphs (a) through (g) in every
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subcontract or purchase order unless exempted by rules, regulations or
orders of the Secretary of Labor issued pursuant to Section 204 of Executive
Order 11246 of September 24, 1965, so that such provisions will be binding
upon each subcontractor or vendor. Briggs will take such action with
respect to any subcontract or purchase order as the City's Department of
Community Development may direct as a means of enforcing such provisions
including sanctions for non - compliance. Provided, however, that in the
event Briggs becomes involved in, or is threatened with, litigation with a
subcontractor or vendor as a result of such direction by the City, Briggs may
request the United States to enter into such litigation to protect the
interests of the United States.
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15.
CIVIL RIGHTS ACT OF 1964
Under Title VI of the Civil Rights Act of 1964, no person shall, on the
grounds of race, color, or national origin, be excluded from participation in, be
denied the benefits of, or be subjected to discrimination under any program or
activity receiving federal financial assistance. Briggs shall comply with Section
109 of the Housing and Community Development Act of 1974, and Section 3
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compliance in the provision of training, employment and business opportunities.
16.
INTEREST OF MEMBERS OF A CITY
No member of the governing body of the City and no other officer,
employee, or agent of the City who exercises any functions or responsibilities in
connection with the planning and carrying out of the program, shall have any
personal financial interest, direct or indirect, in this contract; and Briggs shall
take appropriate steps to assure compliance.
17.
INTEREST OF OTHER LOCAL PUBLIC OFFICIALS
No member of the governing body of the locality and no other public official
of such locality, who exercises any functions or responsibilities in connection
with the planning and carrying out of the program, shall have any personal
financial interest, direct or indirect, in this contract; and Briggs shall take
!
appropriate steps to assure compliance.
18.
INTEREST OF BRIGGS AND EMPLOYEES
Briggs covenants that it presently has no interest and shall not acquire
interest, direct or indirect, in the City or any parcels therein or any other
interest which would conflict in any manner or degree with the performance of
his services hereunder. Briggs further covenants that in the performance of this
contract, no person having any such interest shall be employed.
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IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed as of the day and year first above written.
CITY OF NEWPORT BEACH MARK BRIGGS AND ASSOCIATES, INC.
a California corporation
ITS
ATTEST:
H
E
EXHIBIT A: WORK PROGRAM
0
ADMINISTRATION OF 1984 -85 PROGRAM
o Work with City to develop specific projects and budgets for utilization of 1984-
85 grant funds and available carryover funds from previous program years; assist
staff with citizen participation /public review efforts
o Work with City's CDBG program staff to establish monitoring /accountability
procedures for any subrecipients; meet with subrecipients as needed to maintain
City's desired level of service and accountability
o Participate in periodic meetings with program staff and project implementing
departments to monitor progress, discuss problems, provide information, etc.
o Develop and /or review any special implementing procedures established for
specific projects (e.g. historic rehab, if specific projects are selected for
funding) and recommend revisions, as necessary, during program year
o Work with program staff to periodically review projects and budgets; prepare
program revisions or amendments when necessary
o Work with staff to keep City Council and community apprised of program
activity and issues
o Monitor HUD regulations, bulletins, and other information materials and advise
the City of any potential program impact
REVIEW AND PREPARATION OF PROGRAM CHANGES OR AMENDMENTS
o As requested by program staff, periodically review funded projects and budgets
and make recommendations for any needed revisions
1
0 0
• Review citizen participation process with program staff; prepare staff reports
and information materials for City Council and public
• Work with staff to respond to mid -year questions and determination of eligibility
for new projects considered during program year
• Participate in City Council or community meetings, as requested
• Prepare information materials to assure timely HUD notification of any mid-
year program revisions
ASSISTANCE WITH PROGRAM MONITORING AND AUDITS
• Help program staff review project files and prepare required materials for HUD
program monitoring or audit sessions
• As requested, attend meetings or provide information to auditors /monitors
• Attend close -out conference and, with program staff, review and discuss
preliminary findings with HUD representatives
• Assist City with preparation of information and materials requested or required
by audit findings
• Assist program staff with preparation of notices, staff reports, and information
for any program revisions resulting from audits /monitoring
• Prepare and monitor timely submittal of budget /project revision materials to
HUD
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9 0
DEVELOPMENT OF STATEMENT OF OBJECTIVES AND PROJECTED USE OF FUNDS
FOR 1985 -86 PROGRAM YEAR
o Work with City's CDBG program staff to develop schedule for meetings, planning
sessions, public hearings, and all other compliance with program regulations and
citizen participation requirements
o Review past projects and budgets with program staff for preliminary determina-
tion of need for continued funding
o Meet with potential implementing departments for discussion of potential CDBG
program needs
o Prepare discussion materials for and meet with community at public meeting for
input concerning community needs
• Evaluate all suggestions for compliance with program eligibility regulations
• Prepare draft budget and list of projects for review with staff and other depart-
ments
o Prepare public notice of availability of draft /review copy of proposed program,
budget, community development plan, assessment, and displacement plan
o Prepare draft information packet for public review; include:
o proposed projects and budgets
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o community development plan
o assessment of the relationship of the use of funds in the 1984 -85 CDBG
program to the CDBG objectives identified by the City for that program
year
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o displacement plan
o Prepare public hearing notice for City Council action on 1985 -86 Proposed
Statement of Objectives and Projected Use of Funds
o Prepare staff report and information packet containing all of the above listed
materials for City Council review and action
o After City Council action, prepare Final Statement of Objectives and Projected
Use of Funds for submittal to HUD; monitor timely submittal of materials
o Monitor HUD review of submitted materials and assist with preparation of any
additional required information or documentation
o Monitor City receipt of grant agreement for 1985 -86 program year
PREPARATION OF REQUIRED REPORTS
' o Grantee Performance Report: due within 60 days after the program year ends
! o meet with CDBG program staff to review schedule, forms, information, and
other requirements
o meet with implementing departments to obtain needed project data
o compile data in correct format
o prepare GPR and explanatory materials for staff and public review
o prepare final GPR and, if requested, staff report for City Council
o meet with City Council or public, if requested by program staff, to help
explain materials
4
•
o monitor timely submittal of Report to HUD
o respond to questions which may arise during subsequent HUD review
o Housing Assistance Plan: due annually between September 1 and October 31
0 1985 -88 Three -Year HAP and 1985 -86 One -Year Increment
• meet with CDBG program staff to review schedule, forms, informa-
tion, and other requirements
• contact Southern California Association of Governments Housing
Division and HUD Area Office staff to obtain any prepared and HUD -
approved data for inclusion in Three Year HAP
• review additional data from 1980 census, City's Housing Element, and
Orange County planning staff; discuss with program staff and recon-
cile any differences among data sources
• discuss needs, goals, budgets, and programs with City staff, Orange
County Housing Authority, and other appropriate agencies or organiza-
tions.
• prepare forms and narrative for the 1985 -88 Three -Year HAP and the
1985 -86 One -Year HAP increment
• prepare staff report and HAP materials for public and City Council
review and action
• meet with City Council if requested by program staff
• monitor timely submittal of HAP to HUD
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o respond to any questions which arise during subsequent HUD review
o Prepare or adivse program staff of schedule for preparation of other currently
required HUD reports:
o quarterly Contract and Subcontract Activity Report
o annual Report on Relocation and Real Property Acquisition Activities
o Jobs Bill Special Quarterly Status Report
o annual Jobs Bill Grantee Performance Report
o annual EEO -4 State and Local Government Information Report (CDBG
implementing departments only)
o semi -annual Labor Standards Enforcement Report
o Prepare, as requested, staff reports for City Council
o Prepare other reports and information materials requested during the program
year by program staff, the City Council, or HUD
o Prepare briefing materials and information reports to advise program staff of
mid -year. changes in program regulations, legislation, procedures, requirements,
schedules, and so forth
EDUCATION AND TRAINING ASSISTANCE
o Continually monitor changes in program legislation, regulations, policy, inter-
pretations, procedures, guidelines, etc.; prepare training and reference materials
for City program staff when appropriate
2
o Research and respond to requests for information, clarification, and interpreta-
tions of project or eligibility questions from program staff, other implementing
departments, the City Council, or the community, as appropriate
o As appropriate, research and advise program staff of new available bank
programs for CDBG funded rehabilitation activities which the City may choose
to parcitipate in
o As appropriate, research and advise program staff of other funding sources
available for desired CDBG - related activities
o Attend periodic meetings with program staff and project implementing depart-
ments to monitor progress, discuss problems, provide information, etc.
o Maintain liaison with HUD staff and national professional organizations to
provide relevant current program information to program staff
o Attend and participate, as requested by program staff, in meetings and discus-
sions with implementing departments, the City Council, other cities and
agencies, the community, etc.
PREPARATION OF NOTICES
o As requested by program staff, prepare public hearing or public meeting notices
for City Council and /or community meetings
o Prepare information packets required by public availability requirements of the
CDBG citizen participation process
o Prepare or advise on preparation of other required notices including environ-
mental Notices of Finding
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PROVISION OF OTHER, MISCELLANEOUS TECHNICAL ASSISTANCE (EXAMPLES:)
o As requested, help City staff investigate new or alternative types of program
design or implementation
o If requested, help program staff review and improve existing filing and record -
keeping systems
o Prepare information materials for program staff concerning new programs such
as the Jobs Bill and rental rehabilitation /Section 8 programs or related programs
such as state and federal enterprise zone legislation
o Provide other CDBG- related technical assistance on programs and issues which
may unpredictably arise during the contract term
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El
FROM:
SUBJECT:
Discussion
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City Council
•
City Council Meeting January 28, 1985
Agenda Item No
CITY OF NEWPORT BEACH
Planning Department
Award of Consultant Contract for
CDBG Administration
F3G
( 3X)
c -2_449/
OY THE CITY COUNCIL
CITY OF NEWPORT P -ArH
JAN 2 8 1°85
APPROVED'
Award of Contract with Mark Briggs & Associates, Inc.
in the amount of $31,600 for administration of Communi-
ty Development Block Grant Program, and authorize Mayor
and City Clerk to execute said contract.
• The City of Newport Beach renewed participation in the Community
Development Block Grant Program in 1982. The Planning Department has
been administering the program since that time. However, the complex-
ities of the monitoring requirements, audits, and various report
preparation have become a burden on Department staff.
The City is currently receiving approximately $500,000 per year in
CDBG funds, 208 ($100,000) of which can be used for "administrative
costs." These may include costs for City staff time, consultant
assistance, or both.
An RFP for this project was widely circulated to interested firms in
cooperation with staff from the State Department of Housing and Urban
Development. The City received 11 proposals and 6 firms were inter-
viewed,
It is staff's recommendation that the firm of Mark Briggs & Associ-
ates, Inc. be selected for this project. They have a very strong
background in CDBG activities and should provide an excellent resource
for the City. The contract will be on a time and materials basis, not
to exceed $31,600 per year. Attached is a copy of the draft work
• Program and Fee Schedule. It may be necessary for staff to make minor
adjustments to the Work Program since it originally contemplated
starting work in September of 1984.
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TO: Citoouncil - 2. •
PLANNING DEPARTMENT
JAMES D. HEWICKER, Director
By
Robert P. Lenard
Advance Planning Administrator
I
RPL:jm
SR3
Attachments: 1. Work Program
2. Fee Schedule
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. ! Attachment No. 1
IWORK PROGRAM
Mark Briggs and Associates will provide all of the technical and administration
• assistance needed to assure the City of Newport Beach of a CDBG program
implemented in compliance .with City Council direction and HUD program regulations.
Consulting services will include the timely preparation of all required reports and
j documents and will also include meetings with program staff, Finance and other
] implementing departments, the City Council, community groups, and HUD, as reques-
t ted by the City during the contract term. The services which MB&A will provide also
include prompt response to any new issues, programs, and opportunities which may
arise during the program year. The types of assistance which we intend to provide
during the contract term are outlined below and may, of course, be expanded or
revised during discussions with the City's Planning Department prior to the signing of a
contract for services.
ADMINISTRATION OF 1984 -85 PROGRAM
o Work with City to develop specific projects and budgets for utilization of 1984-
85 grant funds and available carryover funds from previous program years; assist
staff with citizen participation /public review efforts
o Work with City's CDBG program staff to establish monitoring /accountability
procedures for subrecipients; meet with subrecipients as needed to maintain
City's desired level of service and accountability
j o Participate in periodic meetings with program staff and project implementing
] departments to monitor progress, discuss problems, provide information, etc.
o Develop and /or review any special implementing procedures established for
specific projects (e.g. historic rehab, if specific projects are selected for
funding) and recommend revisions, as necessary, during program year.
1
o Work with program staff to periodically review projects and budgets; prepare
program revisions or amendments when necessary
o Work with staff to keep City Council and community apprised of program
activity and issues
.J
j o Monitor HUD regulations, bulletins, and other information .materials and advise
the City of any mid -year program revisions; for example, the Housing and Urban-
; Rural Recovery Act of 1983, signed November 30, 1983, made a number of
program changes which affected the preparation of the 1984 -85 program and
which also had an immediate affect on the eligibility of applicants for housing
rehabilitation
PREPARATION OF REQUIRED REPORTS
o Grantee Performance Report: due within 60 days after the program year ends
• o meet with CDBG program staff to review schedule, forms, information, and
other requirements
o meet with implementing departments to obtain needed project data
o compile data in correct format
o prepare GPR and explanatory materials for staff and public review
o prepare final GPR and, ii requested, staff report for City Council
o meet with City Council or public, if requested by program staff, to help
explain materials
• o monitor timely submittal of Report to HUD
2'
a
o respond to questions which may arise during subsequent HUD review
• o Housing Assistance Plan: due annually between September 1 and October 31 .
0 1984 -85 One -Year Increment (NOTE: may be prepared by staff prior to
contract start date)
o review 1982 -85 Three -Year HAP for continued appropriateness and
recommend revisions if. needed
_ o prepare draft revisions for City Council and public review
o prepare notification to HUD of approved revisions
o prepare forms and narrative for 1984 -85 one year increment of Three -
Year HAP
^• o prepare staff report and materials for public and City Council review
and action
o: meet with City Council if requested by program staff
o monitor timely submittal of HAP to HUD
o respond to any questions which arise during subsequent.HUD review
0 1985 -88 Three -Year HAP and 1985 -86 One -Year Increment
o meet with CDBG program staff to review schedule, forms, informa-
tion, and other requirements
R:
T
T
o contact Southern California Association of Governments Housing
- Division and HUD Area Office staff to obtain any prepared and HUD-
approved data for inclusion in Three Year HAP
o review additional data from 1980 census, City's Housing Element, and
Orange County planning staff; discuss with program staff and
reconcile any differences among data sources
— o discuss needs, goals, budgets, and programs with City staff, Orange
County Housing Authority, and other appropriate agencies or organiza-
tions.
o prepare forms and narrative for the 1985 -88 Three -Year HAP and the
1985 -86 One -Year HAP increment
o prepare staff report and HAP materials for public and City Council,
. review and action i
o meet with City Council if requested by program staff
o monitor timely submittal of HAP to HUD
o respond to any questions which arise during subsequent HUD review
o Prepare or adivse program staff of schedule for preparation of other currently
required HUD reports:
o quarterly Contract and Subcontract Activity Report
o annual Report on Relocation and Real Property Acquisition Activities
4
t�
o Jobs Bill Special Quarterly Status Report
• o annual Jobs Bill Grantee Performance Report
o annual EEO-4 State and Local Government Information Report (CDBG
Implementing departments only)
4
o semi- annual Labor Standards Enforcement Report
o Prepare, as requested, staff reports for City Council
o Prepare other reports and information materials requested during the program
year by program staff, the City Council, or HUD
o Prepare briefing materials and information reports to advise program staff of
mid -year changes in program regulations, legislation, procedures, requirements,
_• schedules, and so forth
REVIEW AND PREPARATION OF PROGRAM CHANGES OR AMENDMENTS
• As requested.by program staff, periodically review funded projects and budgets
and make recommendations for any needed revisions
• Review citizen participation process with program staff; prepare staff reports
and information materials for City Council and public
o Work with staff to respond to mid -year questions and determination of eligibility
for new projects considered during program year
o Participate in City Council or community meetings, as requested
5
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R
o Prepare information materials to assure timely HUD notification of any mid -
year program revisions
n
• ASSISTANCE WITH PROGRAM MONITORING AND AUDITS
o Help program staff review project files and prepare required materials for HUD
program monitoring or audit sessions
R
o As requested, attend meetings or provide information to auditors /monitors
. _ o Attend close -out conference and, with program 'staff, review and discuss
preliminary findings with HUD representatives
o Assist City with preparation of information and materials requested or required
by audit findings
o Assist program staff with preparation of notices, staff reports, and information
_ • for any program revisions resulting from audits/ monitoring
i
o Prepare and monitor timely submittal of budget /project revision materials to
HUD
DEVELOPMENT OF STATEMENT OF OBJECTIVES AND PROJECTED USE OF FUNDS
FOR 1985 -86 PROGRAM YEAR
o Work with City's CDBG program staff to develop schedule for meetings, planning
sessions, public hearings, and all other compliance with program regulations and
citizen participation requirements
o Review past projects and budgets with program staff for preliminary determina-
tion of need for continued funding
6
I
FA
• 0
I
o
Meet with potential implementing departments for discussion of potential CDBG
program needs
•o
Prepare discussion materials for and meet with community at public meeting for
input concerning community needs
o
Evaluate all suggestions for compliance with program eligibility regulations
Ie o
Prepare draft budget and list of projects for review with staff and other depart-
_
ments
o
Prepare public notice of availability of draft /review copy of proposed program,
budget, community development plan, assessment, and displacement plan
o
Prepare draft information packet for public review; include:
= •
o proposed projects and budgets
_
o community development plan
o assessment of the relationship of the use of funds in the 1984 -85 CDBG
program to the CDBG objectives identified by the City for that program
year
-
o displacement plan .
- o
Prepare public hearing notice for City Council action on 1985 -86 . Proposed
Statement of Objectives and Projected Use of Funds
o
Prepare staff report and information packet containing all of the above listed
•
materials for City Council review and action
I
FA
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r� � • •
�m o After City Council action, prepare Final Statement of Objectives and Projected
Use of Funds for submittal to HUD; monitor timely submittal of materials
o Monitor HUD review of submitted materials and assist with preparation of any
[— additional required information or documentation
o Monitor City receipt of grant agreement for 1985 -86 program year
EDUCATION AND TRAINING ASSISTANCE
o Continually monitor changes in program legislation, regulations, policy, inter-
pretations, procedures, guidelines, etc.; prepare training and reference materials
for City program staff when appropriate
(y o Research and respond to requests. for information, clarification, and interpreta-
tion s of project or eligibility questions from program staff, other implementing
departments, the City Council, or the community, as appropriate
I
o As appropriate, research and advise program staff of new available bank
programs for CDBG funded rehabilitation activities which the City may choose
to parcitipate in
i
o As appropriate, research and advise program staff of other funding sources
available for desired CDBG - related activities
o Attend periodic meetings with program staff and project implementing depart-
ments to monitor progress, discuss problems, provide information, etc.
C! o Maintain liaison with HUD staff and national professional organizations to
f L provide relevant current program information to program staff
L
• 8
I
m
o
i
Attend and participate, as requested by program staff, in meetings and discus -
sions with implementing departments, - the City Council, other cities and
m
•
agencies, the community, etc.
PREPARATION OF NOTICES
- o
As requested by program staff, prepare public hearing or public meeting notices
for City Council and /or community meetings
_ o
Prepare information packets required by public availability requirements of the
_
CDBG citizen participation process
_+ o
Prepare or advise on preparation of other required notices including environ-
mental Notices of Finding
PROVISION OF OTHER, MISCELLANEOUS TECHNICAL ASSISTANCE (EXALIPLES:)
o
As requested, help City staff investigate new or alternative types of program
_•
design or implementation
_ o
If requested, help program staff review and improve existing filing and record-
_
keeping systems
o
Prepare information materials for program staff concerning new programs such,
as the Jobs Bill and rental rehabilitation /Section 8 programs or related programs
such as state and federal enterprise zone legislation
o
Provide other CDBG - related technical assistance on programs and issues which
_
may unpredictably arise during the contract term
I
FEESCHEDULE
Attachment No. 2
• As full compensation for provided services, Mark Briggs and Associates will bill
all personnel on a time and materials basis for actual hours worked for a total
compensation not to exceed $31,600. Personnel will bill monthly according to the
following fee schedule.
Principal I (Mark E. Briggs)
$
35.33 hour
Principal II (Bryon K. Baron)
$
30.33 hour
Principal III (Richard J. Zimmer)
$
28.00 hour
Associate I (Judith M. Garrett)
$
21.00 hour
Rehabilitation Counselor (Jose A. Jaimes)
$
18.00 hour
Project Administrator
$
12.66 hour
• Secretary I
$
9.66 hour
Overhead is billed at 2.0 times the hourly rate for each staff position. These
allocations of costs are based on actual salaries paid Mark Briggs and Asociates, Inc.
officers and employees and on overhead percentages based on fiscal year end financial
statements prepared by the firm's CPA, and are consistent with the Community
Development Block Grant guidelines and Office of Management and Budget Circulars
A -102 and A -87.
•