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12-0717_NEW TURTLE ISLAND_D16_Agenda Report
7/17/2012 D16 City of San Juan Capistrano Staff rt TO: Karen P. Brust, City Ma FROM: Grant Taylor, Developmen eServices Director Prepared by: Laura Stokes, Housing/Redevelopment Coordinator DATE: July 17, 2012 SUBJECT: Consideration of Personal Services Agreement for a Grant Administrator for the State of California HOME Program Grants (New Turtle Island) RECOMMENDATION: By motion, approve a Personal Services Agreement with New Turtle Island for administration of the State of California HOME Program grants in an amount not to exceed $135,000. EXECUTIVE SUMMARY: On February 10, 2012, the City received notification of a $700,000 award from the 2011 HOME Grant Program to continue the City's Owner -Occupied Housing Rehabilitation Program. The City distributed a Request for Proposal for grant administration services for the City's HOME grants on April 18, 2012 (Attachment 1). The selected consultant will screen grant applicants, inspect conditions of homes, review construction repair proposals, conduct work completion inspections, and disburse grant funds. Staff evaluated the five proposals received based on the firm's and project manager's housing grant experience, the firm's understanding of and experience with the federal HOME funding program, and the quality of the proposal and responsiveness to the City's needs. The City's evaluation teams unanimously selected New Turtle Island as the preferred proposal (Attachment 2). Staff forwarded the preferred proposal to the State for approval. The State and Staff found that New Turtle Island has the experience and expertise to administer the HOME grants through the Owner -Occupied Housing Rehabilitation Program. Staff recommends that the City Council select New Turtle Island as the grant administrator for the City's HOME Grant Program and authorize the Mayor to execute a personal services agreement (Attachment 3) in a not -to -exceed amount of $135,000. DISCUSSION: Historically, the City has used consultants to administer the Owner Occupied Rehabilitation Program, which encompasses multiple tasks including comprehensive income calculation and verification, thorough knowledge of State Building and Health Agenda Report July 17, 2012 Paae 2 of 2 and Safety codes for off-site inspections, loan document processing, and customer satisfaction services. In 2009, the City completed three Owner -Occupied Rehabilitation projects using in-house staff. However, due to workloads and program demands, the City was unable to complete any additional projects. The City will need a consultant to ensure that the 2011 HOME Grant and $461,900 from the previous paid -off loans are expended on new Owner -Occupied Rehabilitation project loans by the state deadline of December 31, 2014. FISCAL IMPACT: The State permits 24% of HOME funds (Grants and paid -off loans) to be used to pay for services to deliver any services directly associated to the approved loan, or up to $263,570. Additionally, the State permits 2.5% of all grant funds and 10% of all paid off loans to be used for administration of the grant funds. A full financial breakdown of the total funding available is included as Attachment 4. HOME funds will pay for all administration and consultant costs to process up to 48 loans based on $2,800 per loan. The agreement with New Turtle Island for $135,000 will be completely paid with HOME funds. ENVIRONMENTAL IMPACT: All work performed under the HOME Grant Program qualifies for a Categorical Exemption under California Environmental Quality Act (CEQA). PRIOR CITY COUNCIL REVIEW: The City Council previously reviewed and approved the Request for Proposal for administration services for the City's HOME grants on April 17, 2012. COMMISSION/BOARD REVIEW AND RECOMMENDATIONS: The Housing Advisory Committee was notified at their meeting on May 23, 2012, that the City had solicited bids for administration of the HOME grants and that selection of a grant administrator will be considered by the City Council in July 2012. NOTIFICATION: Notification has been provided to the City's Housing Advisory Committee and the following firms who submitted a proposal for these consultant services: • Housing Programs • Rosenow Spevacek Group, Inc • GRC Associates + Smith Custom • New Turtle Island ATTACHMENTS: Attachment 1- April 17, 2012, Grant Administrator Request for Proposals Attachment 2- New Turtle Island Proposal Attachment 3- Draft New Turtle Island Personal Services Agreement Attachment 4- HOME Funding Financial Breakdown 32400 PASEO ADEL.ANTO SAN JUAN CAPISTRANO, CA 92675 (949) 499.1179 (949) 493-1053 FAX www.sanjuancapistrano.org April 18, 2012 To Interested Administrative Subcontractors: MEMBERS OF THE CITY COUNCIL SAM ALLEVATO LAURA FREESE LARRY KRAMER DEREK REEVE JOHN TAYLOR Subject: Request for Proposals for Grant Administrator of the City of San Juan Capistrano 2011 HOME Grant Owner Occupied Rehabilitation Program The City of San Juan Capistrano is requesting proposals from qualified firms for a grant administrator to assist in administering the City's HOME Grant activities for a period of three years. The City has been awarded $700,000 in 2011 HOME Program funds from the State of California and may apply for additional HOME funding in 2013. Current HOME funding, future new grant funding, and program income funding will be used over the course of three years to provide program administration responsibilities for the City's Owner -Occupied Housing Rehabilitation. The Owner -Occupied Housing Rehabilitation program assists lower income home owners of single-family residences and mobile homes with zero percent interest loans of up to $30,000 (single-family homes and condominiums) and $20,000 (mobile homes) for health and safety rehabilitation work. The grant administrator will be responsible for the following: • Preparing required environmental documentation for the specific unit • Marketing the program to all demographics within the City • Reviewing applications for program eligibility, a Completing in-depth reviews of household incomes to determine income level a Review,of resale values of comparable homes to determine unit eligibility • Performing inspections of units for code violations and health and safety concerns o Preparing work write-ups for contractors to repair all violations and concerns o Prepare cost evaluation for contractor bid comparison • Processing of loan documents and escrow paperwork as required • Processing and recording liens • Assist in preparing reports to the State as required • Monitoring expenditures and loan payoffs 2011 HOME Grant OUR Program RFP San Juan Capistrano: Preserving the Past to Enhanee the Future Page 1 Prhled on 190 recycled paper 1 ® Attending training sessions as requested ® Maintaining records pursuant to HOME regulations. Proposals should include at a minimum the following: 1. Detailed description and reference of .your firm's experience and ability to provide the services contained within the attached RFP, including: a. Experience related to administering grants (HOME and CDBG, including the number of units assisted each year for HOME and CDBG and the names of the HOME and CDBG participating jurisdictions or HOME state recipients; b. Experience in administering a housing rehabilitation program, including reviewing applications for program eligibility, performing inspections, work write-ups, loan documents, recording liens, etc.; c. Knowledge of State HOME regulations; d. Experience in real estate transactions, including filing and releasing liens, financing, loan documents, escrow instructions, etc.; e, Knowledge of Federal and State laws affecting housing issues. 2. A listing of the key personnel to be involved in the actual administration of each specific program outlined in the RFP, their experience for the specific program(s) that they will be responsible for, and a schedule of the estimated hours all personnel will work each week (on and off-site). 3. A proposed monthly fee to perform the services outlined in the RFP, including a breakdown of the estimated cost, estimated hours, and the hourly rates for all personnel to be involved in the services provided. An additional breakdown of estimated time and fee on a per loan basis would be preferred. 4. A list of references. The City San Juan Capistrano will select the grant administrator based upon the selection criteria in City Council Policy 112. The successful grant administrator will enter into a Personal Services Agreement with the City and will work directly with Development . Services Department's Housing/Redevelopment Coordinator. An example of the City's Personal Services Agreement is enclosed with this Request for Proposals for reference. Proposals must be received by mail or fax in the development Services Department no later than 5 p.m. on Thursday, May 3, 2012 to be considered. 2011 HOME Grant OOR Program RFP Page 2 Please send your proposal to the Development Services Department, City of San Juan Capistrano, 32400 Paseo Adelanto, San Juan Capistrano, California 92675. The City's fax number is (949) 661-5451. Depending upon the proposals submitted, the City may invite the most qualified candidates to participate in an oral interview with the City's staff. Selection of the most qualified consultant requires State approval prior to selection of the Administrative Subcontractor. The City anticipates scheduling the award of contract for consideration on June 5, 2012. The City looks forward to receipt of your proposal. Si erely, Laura Stokes Housing/Redevelopment Coordinator Enc. 2011 HOME Grant OOR Program RFP Page 3 LJAIE��� To PROVIDE GRANT ADMINISTRATOR SERVICE FOR THE I 2011 HOME GRANT A. *WNER- OCCUPIED ._i;. -III. REHABILITATION RA,A: PROGRAM r,IIF.' a1:1: SUBMITTED TO: PRESERVING THE PAST T4 ENHANCE THE FUTURE SUBMITTED 13Y: New Turtle. Island 951 West Princeton Street Ontario, CA 91762 (909) 227-9391 Phone (909) 359-3591 Fax patrick@newturtleisland.com Page 1 . . . . . . . ...... For the past 12 years, New Turtle Island has assisted consulting firms and cities in the implementation and administration of State and Federally funded programs, New Turtle Island staff has 52 years of collective experience working with State and Federal funding sources and has a professional understanding of regulations regarding Federally funded programs such as the Community Development Block Grant (CDBG) & HOME Investment Partnership (HOME), Neighborhood Stabilization Program (NSP), and State -funded programs such as CalHOME, and California Redevelopment Agency Set -Aside programs, Over the past 12 years, New Turtle Island has performed Housing and Commercial Construction Management services through various cities and has successfully completed the rehabilitation and new construction of hundreds of projects. Now Turtle Island has the experience to work with the State of California, Department of Housing and Community Development (HICD), to meet all HCD regulations and requirements. Within the last 5 years New Turtle island has completed contracts providing inspection and project coordination services involving HOME and CalHOME funds, 3 of which references are listed below: CITY OF SAN BERNARDINO Affordable Housing Solutions of San Bernardino Construction Management for CaIHOME OOR projects, NSP, HOME, Set -Aside projects. CITY OF ROSEMEAD Housing and Community Development Housing Rehabilitation and Down Payment Assistance Programs using HOME, and CDBG funding sources. CITY OF HEMET Housing and Code Enforcement Construction Management for HOME, and CaIHOME, OOR projects. Fiscal Year 10/11 15 projects 11/12 17 projects Fiscal Year 08/09 27 projects 09/10 19 projects 10/11 22 projects 11/12 17 projects Fiscal Year 10/11 13 projects 11/12 8projects LOS ANGELES COUNTY COMMUNITY DEVELOPMENT COMMISSION Construction Management for HOME funded Single Fiscal Year 08,109 31 projects Family Grants 09/10 35 projects 2011 HOME Grant 2 NEW TUXILE ISLAND OOR Program RFP City of San Juan Capistrano Page 2 1 4 MITIONAL ExpEnIENCE New Turtle Island has extensive experience in administering and servicing publicly funded housing rehabilitation grant and loan programs, We have served many Southern California communities as principal consultants and as sub -contractors to other consulting firms. Some of the programs we have worked with are listed below: Town of Apple Valley, CA - State HOME Program - OOR City of Camarillo, CA - CDBG - OOR City of Chino, CA - CDBG - OOR City of Fullerton, CA CDBG - OOR City of Hemet, CA State HOME Program - OOR City of Hesperia, CA - State HOME Program - OOR City of Huntington Parr, CA - CDBG-OOR City of Irvine, CA - CDBG -- Mobile Home Rehab City of Mission Viejo, CA - CDBG-OOR City of Moorpark, CA - CalHOME — Mobile Home Rehab City of Rosemead, CA -- CDBG-OOR City of San Bernardino, CA - CDBG Neighborhood Enhancement City of San Fernando, CA - Multi Unit Code Compliance City of Santa Monica, CA -- CDBG — Rental Rehab, OOR City of South Gate, CA - CDBG-OOR City'of Thousand Oaks, CA - Commercial Rehab City of Victorville, CA State HOME OOR City of Westminster, CA - Lease Purchase Rehab Program Orange County, CA - CDBG - OOR Ventura County, CA - CalHOME _ Mobile Home Rehab City of Upland, CA - 5 Star Rental Program 201.1 HOME Grant _ 3 ?SEW T URTL ISLAND OOR Program RFP City of San Juan Capistrano Page 3 *THE TFAM The following is a description of the staff members that will be assigned to the City of San Juan Capistrano. Patrick Piatt is responsible for all program activities and all worked performed under Now Turtle Island. Patrick Piatt will be available to the City of San Juan Capistrano at any time and will provide services in the event the person assigned to the City of San Juan Capistrano is unavailable. Genevieve Herzog will be responsible for all activities related to marketing, reviewing applications for program eligibility, environmental review, loan documents, escrow instructions, filing and releasing liens, program expenditures, program reporting and monitoring. 20 hours per week. Steven Busby will be responsible for all activities related to inspection, work write-ups, bid procedure, job walks, pre -construction meetings, monitoring of job progress, and payments to contractors. 15hours per week. The hours proposed above for each staff member are based on an average given that some weeks will require more administrative work and other weeks will require more construction management. Staff will attend trainings sessions as requested. Patrick Platt Principal Consultant - Construction Manager — Patrick has 18 years of housing and commercial rehabilitation and new construction management experience. Patrick is knowledgeable in State and Federal reporting requirements, program eligibility requirements, loan origination and •processing, cost estimation specification writing, construction management, and contractor/borrower dispute resolution. He worked for the City of Pomona, City of Fountain Valley, and the City of Ontario, before starting his own consulting company 13 years ago. Patrick is knowledgeable in the use of various funding sources available for housing projects. He has a Certificate in Construction and Development Management through the University of California in Irvine. Patrick has completed several courses available through the State and through HUD for the treatment and abatement of lead based products and has completed the training course for supervision and monitoring of lead abatement projects. He is also a HUD Certified HOME Specialist and a Certified HOME Administrator. Patrick is available to cover activities of during the absence of other personnel and is responsible for the negotiations and contract administration of New Turtle Island. 2011 HUME, Grant 4 NEW TURTLE ISL - ND OOR Program RFP City of San Juan Capistrano Page 4 Genevieve Herzog, Program Ma�er,— Genevieve has worked in housing programs for the past nine years and has experience in project and financial administration. She started her career in the City of Pomona working as a project manager processing applications and underwriting loans and grants for rehabilitation and first time home buyer programs using Set -Aside, CDBG, HOME, and Ca1HOME funding sources. Genevieve is also experienced in Section 8 programs such as Rental Assistance, Family Self -Sufficiency, and Shelter Plus Care. She has successfully written grants. Genevieve possesses a Bachelor of Arts Degree in Speech Communications Process and Theory from the California State University of Fullerton. Steven Busby, Construction Manager -_ Steven has worked with New Turtle Island for the past eight years. Before joining the Now Turtle Island team, Steven established and operated his own company building single family homes in the State of Arizona. For the past eight years, Steven has been working with New Turtle Island as a Construction Manager performing activities for every aspect of housing and commercial rehabilitation. Steven has a keen sense of detail which he brings to each project while conducting initial inspections, writing scopes of work, and ensuring that each project is completed per the scope of work and per program regulations, local codes, and Federal and State laws affecting housing, Steven is knowledgeable in identifying potential hazardous materials including Lead -Based Paint and asbestos. He is responsible for Davis Bacon (prevailing wage), Section 3, and that each project meets the new energy efficient guidelines. He is a skillful arbitrator providing expertise in conflict resolution, an excellent project manager, and a detail oriented individual. Steven currently holds a California State Contractors License. Mike Cravens, Project Construction Manage — Mike worked for the past 18 years performing Housing duties for the City of Pomona and the City of Baldwin Park. He is a certified Building Inspector and has kept current with all changes to Federal funding source rules, regulations, and concerns. During this time, he performed construction management duties for single family, multi -family, and commercial projects, Mike worked on projects funded through a variety of sources and he is experienced in working with HOME, CalHOME, CDBG, NSP, and Redevelopment Set -Aside funds. Mike is an expert at all aspects of project management and is highly skilled at performing initial inspections, writing scopes of work, monitoring project progress through to completion. He has an in depth knowledge of rules and regulations set forth by HUD for each of its funding sources. Mike takes the time necessary to educate contractors that he works with on these issues to ensure full compliance is always mot. Mike is a certified Building Inspector. A resume of each of the professionals that will be providing services to the City of San Juan Capistrano are attached as Attachment A. An Organizational Chart is attached as Attachment B. 2011 701V E Grant 5 NEW TURTLE ISLAND OOR Program kFP City of San Juan Capistrano ,*SCOPE OF SERVICES The following services are included in this proposal as per the Request for Proposal: Application Intake/Waiting List Receive Pre -Screening Application > Review For Likeliness Of Approval > Log Into Waiting List Spreadsheet ➢ Pull Property Summary Send Notification Letter Confirming Or Denying Placement On Waiting List Application Processing Request And Intake Application And All Required Documents > Review All Documents For Approval Review Income Documents For Qualification ■ Perform Property Profile And Evaluation To Determine Maximum Loan Amount Review Terms Of Existing Liens (Interest Only, Balloon Payments, Arm) ➢ Request Any Additional Or Missing Documents For Verification Request Credit Report (if applicable) p Request Third Party Verifications 41 Re -Review And Address Any Discrepancies With Applicant Request Title Report = Request Statements Of Explanation For Discrepancies ➢ Send Preliminarily Approved Letter Inspection/Work Write -Up Perform Initial Inspection To Determine Cade Violations And Health And Safety Concerns And Compare To Homeowner Wish List ➢ Write Scope Of Work And In -House Estimate Request Lead Based Paint Inspection, Mold Report, Asbestos Report As Necessary ➢ Perform Environmental Review/SHPO (if Services) 9 Provide To File Inspection Checklist Scope Or Work ® Cost Estimate .Environmental Review/SHPO All Reports (I.E. Lead, Asbestos, Maid) Before And After Pictures Part Of The Requested Scope Of 2011 HOME Gram 6 � NEW 'T'URTLE, 7AND OOR Program RFP City of San Juan Capistrano Bid Process ➢ When Applicable, Hold A Preconstruction Conference With Potential Bidders To Inform And Explain Procedures Regarding Davis Bacon (Prevailing Wage) Projects And To Explain/Educate Contractor On The City's Section 3 Compliance Program ➢ Hold Job Walk For Projects At Site To Deliver Bid Packet To Potential Bidders And To Hold A Discussion About The Project. ➢ Receive And Review Bids ➢ Provide Spreadsheet Comparison Of Estimates > Review With Homeowner (Or Business Owner) For Contractor Selection > Revise Work Write -Up As Necessary For Inclusions Or Deletions Of Items During Bid Process > Prepare Contracts And Hold Pro -Construction Meeting With Owner And Contractor At Property (At Time Of Loan Document Signing) Loan Documents ➢ Obtain Any Approvals Necessary From The City Of San Juan Capistrano Staff > Prepare All Documents Already In Place By The City Of San Juan Capistrano For Signing And Execute All Documents (If Documents Are Not Already In Place Now Turtle Island Can Provide All Necessary Agreements, Contracts, Deeds, Notes, Etc.) ➢ Notarize Documents Construction Monitoring ➢ Request Lead Clearance Reports When Necessary ➢ Inspect And Approve Payments ➢ Davis Bacon Monitoring (Where Applicable) ➢ Section 3 Compliance ➢ Maintain Progress Payment Tracking Log ➢ Conflict Resolution Project Completion ➢ Record Notice Of Completion ➢ Provide Project Completion Report To Close And Reconcile Accounts ➢ Provide Completed File To The City ➢ Each File Will Be Returned Accompanied With N Notes And Explanations Of File Progress or A Compact Disk Of All Pictures Taken Throughout The Project (Before, During, And After) 2011 HOME Grant 7 NEWTURTLE ISLAND OOR Program RFP City of San Juan Capistrano Page 7 Ongoing Program Functions Market program as necessary to meet program performance measures and reach all demographics within the City of San Juan Capistrano Hold Annual Meetings With Contractors To Review And Educate On The City Of San Juan Capistrano Policies And Procedures For The Program Including; o Section 3 o Lead And Asbestos Hazards o Standard Specifications Provide Information To City of San Juan Capistrano Staff For Reporting Purposes ➢ Communicate With City Of San Juan Capistrano Staff On A Regular Basis For Project Progress And Any Concerns ➢ Update Program Guidelines With Staff Approval For Any And All Updates To Program Funding Changes Attend HUD available trainings to ensure staff and the City of San Juan Capistrano remain current with HUD guidelines, procedures, and any changes that may occur Ongoing Program Maintenance Maintain Waiting List Maintain Contractor Bid List Verify Contractor Information Bi-Annuaily And Maintain Contractor Information In Database Maintain Activity Logs For Each Project Provide Quarterly Reports ➢ Provide Annual Reports > All Files Will Be Maintained In Detail In A Database > Status Reports Will Be Provided To The City Of San Juan Capistrano On A Weekly Basis Grant Writing New Turtle Island associates has written grants for the City of Ontario, City of Pomona, City of San Bernardino. New Turtle Island takes an efficient approach to all aspects of Administration and Construction Management. We have developed methods to ensure economy is assured,while quality is never sacrificed. 2011 HOME Caant � NEW TURTLF ISLAND OOR Rrozvarn RFP City of Sart ,Tuan CapiWano Page 8 *CONTRACT MANAGEMENT AND FEE Per the Request for Proposal for Administration of the City of San Juan Capistrano Owner -Occupied Housing Rehabilitation Program, the following two methods of fee structure are being proposed: Hourly Basis and Per Project Basis. New Turtle Island prefers a fee structure based on a per project basis. Using this method costs are more easily controlled providing greater benefit to New Turtle Island clients. Hourly Basis Genevieve Herzog $ 60 Mike Cravens $ 55 Steven Busby $ 50 Pat Piatt $ 60 Per Protect Basis Ongoing Program Maintenance $ 200 Application Intake/Waiting List $ 75 Application Processing $ 300 Inspection/Work write -tip L 500 Total Phase 1 $1,075 Bid Processing $ 525 Loan Documents $ 200 Construction Monitoring $ 800 Project Completion $,_._.20€3 Total Phase 2 $ 1,725 Per Project Total $ 2,800 All items listed in the "Scope of Services" are included in the pricing schedules above. Additional services will be provided upon request from City of Jan Juan Capistrano at the rates listed per staff member above. While the request and coordination of Title Reports, lead/asbestos testing and abatement, marketing materials, and postage will be the responsibility of New Turtle Island, payments for these services are not included in this proposal. If it is the desire of the City to have these costs paid for by New Turtle Island, additional reimbursement fees will be provided upon request. New Turtle Island will present a monthly invoice for all services completed during the previous month unless the City of San Juan Capistrano prefers an alternative billing cycle, Invoices will be submitted for services rendered as each phase is completed and will include which phase of each project has been completed accounted for by property address, 2011 HOME Grant 9�� NEW TURTLE ISLAND OOR Program RFP City of San Juan Capistrano CITY OF SAN BERNARDINO Affordable Housing Solutions of San Bernardino 202 North E Street, Ste 301 San Bernardino, CA 92401 Carey ,Jenkins, Housing Director (909) 663-2271 ciankins@sbrda.org CITY OF ROSEMEAD Housing and Community Development 8838 E Malley Blvd Rosemead; CA 91770 Ms, Michelle Ramirez, Community Development Director (626) 569-2158 rn ramirez @ cityofrosern ead.ora CITY OF HEMET Dousing and Code Enforcement 445 E. Florida Hemet, CA 92543 Ms. Kerri Davis, Housing Technician (951) 765-2316, Ext. 256 KDavis @cityofhemgt.or� LOS ANGELES COUNTY COMMUNITY DEVELOPMENT COMMISSION Housing Department 2 Coral Circle, Monterey Park, CA 91755 (323) 8387576 Ms, Gabrielle Williams, Housing Programs Manager aabrlelle.williams@ lacdc.org 2011 HOMECrrant 10 N-W'I"UR'1LEIS.LAND OUR Program RIT City of Saa Juan Capistrano Page 10 w Thanks for your consideration. New Turtle Island 951 West Princeton Street Ontario, California (909) 227-9391 Page 11 x Page 12 J. Patrick Piatt 951 West Princeton Street, Ontario, California, 91762 (909) 227-9:91 1atrick@newturtleislwid.co.rr -� PROFILE Results -oriented, hands-on professional with 18 years of experience in housing and community development. Implemented revitalization programs for numerous municipalities. Ensured compliance of local, state, and federal regulations while meeting the needs of diverse communities. AREAS OF EXPERTISE • Excellent communication skills and the • Budget.analysis, ability to communicate with people of • Knowledge of local and Federal codes. various backgrounds. • Dispute resolution. * Constniction Management ACCOMPLISHMENTS • Promote and operate a successful consulting company assisting municipalities in the implementation of housing and commercial community development revitalization programs. • Design and implement successful housing rehabilitation programs, • Successful completion of over 1,000 residential and commercial revitalization rehabilitations. • Increase productivity of municipal housing and code enforcement pr2grams. EMPLOYMENT HISTORY NEW TURTLE ISLAND -- OWNER 2000 -- PRESENT • Manage and operate a consulting business servicing municipalities in the expenditure of local, state, and federal funds. • Administer housing and commercial revitalization programs using C.DBG, DOME, Ca]HOME, and Redevelopment funds. • Assist in the design and implementation of housing and commercial revitalization programs. • Prevailing wage monitoring • Receive and process applications. Underwrite, generate, and execute agreements, load documents, nates and deeds for housing rehabilitation and first time holnebuyer programs. • Prepare scopes of work and cost estimates, obtain bids, write and negotiate contracts and other documents for housing and community development programs. • Ensure program compliance according to regulations of various funding sources. • Oversee program administration and monitor projects for duality and tune schedule performance. • Prepare environmental reviews to ensure compliance with Federal regulations. • Provide inspections for Affordable Dousing Projects to ensure compliance with current Housing Quality Standards. Page 13 J Patrick Pian _m _. _—_ .. _ Page 2 of 3 CITE' OF POMONA, REHABILITATION SPECIALIST 1998-2000 ® Identified and established target areas for neighborhood revitalization. w Administered housing rehabilitation projects on multiple and single family properties. e Provided data relative to housing revitalization projects for the purpose of reporting. Performed inspections for housing rehabilitation and, wrote detailed specifications for the purpose of obtaining estimates. v Managed construction projects. RIO HONDO COMMUNITY COLLEGE, INSTRUCTOR 1997-1999 • Developed a new course on Housing and Community Development for instruction to Code Compliance Officers as a required course for a Certificate of Code Compliance. • Taught Housing and Community Development course to Code Enforcement Officers. CITY OF FOUNTAIN VALLEY, REHABILITATION SPECIALIST/CODE COMPLIANCE OFFICE R 1996--1998 • Designed and implemented a new program for the revitalization and correction of code and building violations in targeted neighborhoods. • Organized an interdepartmental network of support from all City departments in the im.plernentation of a neighborhood revitalization program. • Performed inspections on single family housing and wrote detailed scopes of work for the purposes of obtaining competitive estimates. • Performed code compliance inspections and increased the number of cases opened in one year by 500%. CITY OF ONTARIO, REHABILITATION SPE, CIALI ST 1993--1996 ® Administered housing rehabilitation projects on multiple single farni.ly properties in targeted areas. Identified and established neighborhoods for neighborhood revitalization projects. o Qualified applicants for eligibility to participate in low income housing rehabilitation program", + Underwrote loans for housing rehabilitation loan programs. • Performed inspections for Dousing rehabilitation. • performed inspections for payment of completed work. ADDITIONAL RELA'T'ED EXPERIENCE • Foreman for new construction roof installations on large track housing developments. • Monitored quality control and performance of up to 30 journeymen. • Maintained adequate supplies for each project. • Maintained timesheets for weekly payroll. • Developed and maintained relationships with superintendents, building inspectors, and other tradesmen. Page 14 J Patrick Pian � , � _ _T Pale 3 of 3 DEGREES, CERTIFICATE AND AREAS OF STUDY • Bachelor of Arts in Multi -Cultural History, February 1993 P.itzer College, Claremont, California. • Certificate, Light Construction and Development Management University of California Irvine, Irvine, California. e Certified HOME Administrator. • Certified HOME Specialist. • Completion of 40 hours of Building Inspector and Code Compliance Course:. • Completion of 40 hours of instruction for supervisor/monitor of lead based surface testing, removal, and clearance testing compliance. « Practices and materials designed to increase sustainable living, energy efficiency, and healthy homes. COMPUTER SKILLS "Versed In: Microsoft Windows, Excel, .Access, PowerPoint, Outlook, (wick Books Pro, Internet and Email, Page 15 Genevieve Herzog__.. 951 W. Princeton Street, Ontario, California 91762 (909) 215--2614 EXPERIENCE. New Turtle Island -Ontario, California Program Manager May 2.0111 -Present • Administer rehabilitation programs using HOME, NSP, CaMOME, and Set _Aside funds. • Market programs in targeted communities. • Dandle client intake and maintain waiting hst. Receive and process applications. Determine eligibility of applicants, review property information and comparables to determine property eligibility, execute loan documents, and numi taro files for housing rehabilitation programs. • Prepare environmental ,reviews to ensure compliance with. State and Federal regulations. • Process invoices, project closeouts, track expenditures, and monitor loan. servicing. • Ensure program compliance according to regulations of various funding sources. • Prepare grant applications. • Oversee program administration. Prepare internal performance reports and reports submitted to the State and HUD. Community Development Department -City of Pomona, Califortua Family Self -Sufficiency Coordinator December 2007 -May 2011 ■ Effectively solicited grants and prepared grant applications ■ Conducted orientations a Recruited and conducted intake interviews and needs assessn-tents Provided case management services Oversaw escrow account deposits and disbursements • Monitored agencies for program. compliance Retained records of supportive services p.tovided '�. Submitted HUD reports: APR, bogie Models d Ide.ntifted and created a network of resources for prograrn participants Updated and revised procedures and policies Staff Liaison for City of Pomona Conuuiunity C,ife. Cozmnission o Coordinated monthly meetings and guest speakers a Prepared agendas and minutes o .Assisted with coanducting ineetings ■ Served on various committees: GIS Com nittee, 2010 Census Complete Count Committee,, Pomona Municipal Management Board, and Program Coordinating Committee Community Development Department --City of Pomona, California Housing Lean Coordinator I May 2004 -December 2007 Managed projects within various programs .including Mortgage Assistance Program, Emergency Repair Program, and'Facade Improvement Programs using various funding sources .including, HOME, Call-IOME, CDBG, and Set -Aside ■ Reviewed intake procedures and policies with program applicants .Assessed program participants in accordance with HUD regulations ■ Maintained fiscal year budgets and tr onitored escrow accounts, ■ I?repared status reports Maintained records and files containing confidential information Prepared, reviewed, and executed program agreements and loan documents, su.bordinations, and reconveyaces Conducted program outreach through presentations in community meetings, leader trainings, at com umty centers, community sponsored workshops, and print advertisements Established relationships and connect the public with ].enders, real estate agents, and other community resources Community Development Department -City of Pomona, California Office Assistant i janwo-y 2003 -May 2004 It Handled inquires and complaints from public regarding City programs including Rehabilitation Programs, Mortgage Assistance Program, and Section $ Program Is Perfortned a variety of clet:ical tasks = Developed,/proofread various correspondence and reports Prepared Rehab contracts ■ Prepared wive transfers Facilitated group discussions at CDBG Cormmu.nity Meetings VOCATIONAL TRAINING- = L,oan Processing/Loan Officer Training, .American School of Mortgage Ban. ku..g IN Training in HOME, CDBG, Low Mod, HCV, FSS, and SPC = Tmi )ing in customer care ■ Training in. computer software including MS Word, Excel, Access, Ar..cl.MS, and GIS ■ Completed HUD trainings including Horne Ownership Program, Building HOME, Monitoring HOME, Expert HOME and CDBG, Environmental Review, Family Self - Sufficiency Regulations, Family Self -Sufficiency Case Management, HCV Occupancy, FIQS Inspections, SHP Firiancial Management, and SHP Desk Guide ■ CERT Trainmg and Emergency Preparedness floor Warden EDUCATION: Bachelor of Arts degree in Speech Cominunication Theory c& Process May 2001 California State University of Fullerton Graduated Magna Cum Laude R yere&es fNmished inion regzeesl Page 17 Steven L. Busby 30375 Moonlight Court, Temecula, California, 92591 (909) 261.-3256 steven@newturtleisland.com PROFILE Energetic and experienced professional with a personable approach. Experienced in construction management, business management, and State and Federal Programs with knowledge of the housing and commercial rehabilitation process. Ability to relate to people from a variety of backgrounds, sensitive to the needs of low income residents. Ability to research through a variety of resources. AREAS OF EXPERTISE Communicate effectively with clients • Knowledge of complete construction and staff to identify needs and evaluate process and local and Federal codes methods for efficient projects meeting • Skillful arbitrator, easily solving construction codes and program misunderstandings and disputes compliance between homeowners and contractor. ACCOMPLISHMENTS • Owned and operated a successfu:l construction company building single family homes. • Managed employees and subcontractors while completing projects on time and within budget. Assisted in the development and growth of an insurance fraud investigation company. • Established management procedures to aid the efficiency and eventual. growth of a small business. EMPLOYMENT HISTORY NEW TURTLE ISLAND 2004 — PRESENT • Process applications for single family housing rehab loan programs. • Perform environmental review and fill out environmental forms for State and Federally rehabilitation projects. • Request reports for lead and asbestos lased on activity andage of structure. • Performed site inspections. • Write :scope work addressing State and Local Codes and haraeowner concerns. • Maintain activity log of progress. • Performs inspections for payment. • Mediates between contractors and homeowners. Page 18 Steven L. Busby _. _.._. Pie 2 of 2 DAVID BUSBY PRIVATE INVESTIGATING 2003--2005 • Scheduling of daily activities of employees/subcontractors. • Workman comp. and Individual case load. • Back ground checks, claimant and witness interview for work related injuries. • Surveillance, • Detailed reports of obtained surveillance video. • Private Process Server. IC BUILDERS 1996— 2043 • Land acquisitions • Participated in design of singleAnulti-family unit construction. • Planned construction methods and procedures. • Administration of construction contacts and obtaining all necessary permits and licenses: • Payment control to subcontractors by valuation of completed work. • Track and control construction schedule and associated cast to achieve completion of project with in time and. monies allocated and profit ratio. GERRY BUSBY INSURANCE AGENCY 1990--1996 • Qualify applicant for eligibility and proper placement into insurance contracts. • Research of multiple companies to .matched applicant to specific needs. • Process new client application in auto, homeowner, and life insurance. • Process third party financing. • Process claim reports and follow-up. • Conducted ongoing ,servicing of established accounts. • Responsible for hiring and training new employees. EDUCATION Assoc. Degree Citrus College, Glendora, California :LICENSES State of California General Contractors License COMPUTER SKILLS Proficient in: Microsoft Windows, Excel, Access, Quick Books Pro, Internet and Email. Page 19 Page 20 Page 21 1. Page 21 ATTACHMENT C Page 22 CfTY OF HEME T' OWNER OCCUPIED RET-1ABILf1'ATION PROGRAM Kati Hill Addreess Hemet, California (951)000-000 Construction Manager Pat Piatt: (909) 227-9391, patrick@pewturtleisland.com NOTE: A permit must be obtained for any items .requiring a permit by any and all jurisdictions. Each line item below. must be filled in for this bid to be valid. Line items are not to be grouped together. Each line item is subject to deletion as necessary to fit in the project budget. Any questions about the individual line item should be directed to the homeowner and should be addressed before bid submission. By submitting this bid contractor certifies an understanding of each specification line item. as intended by spec writer. Suggestions for more efficient, use of finds with equal satisfactory results are welcome but should be submitted on a separate sheet complete with price for completion. Suggestions submitted by the contractor do not relieve the contractor from the responsibility of filling out this entire scope of work completely, All .materials used on this project will be of moderate expense, Substandard materials are not acceptable and materials that meet only the minimum standards may be subject to replacement or cost adjustment. All installed materials that are visible shall have homeowner approval before installation. it is strongly recommended that contractor have homeowner sign brochure next to sample, or sign a retail or manufacture proposal for all homeowner approvals. POLICY STATEMENTS - L) Use of lead based paint prohibited. See standard specification. 2.) Homeowners have been advised of lead base paint dangers and its use is prohibited. 3.) All applicable work must canforms to cost effective energy conservation standard 4) In the case of conflict between. the work write -yaps, standard. specification, Building cedes and/or regulations the strictest standard shall prevail. Any Items not .installed will be credited back to the balance of the contract. 5.) Contractor is responsible for any and all measurements and quantities. 6.) Any work performed without written Authority will be at the expense of Contractor. Page 23 LEVELING Make necessary adjustments to stands or pads to ensure the coach is level. Ensure all stands are in good condition. .Repair damage within reason to interior of coach, including doors and. windows. $ 2 ROOF RIDGE CAP Prep roof for a new ridge cap. Provide and install a new metal ridge cap over the entire length of roof to ensure a full watertight seal will be achieved. Cover and seal all penetrations that me occur as a result of this line item and ensure the roof around the ridge is fully water tight. Reseal all vent protrusions.. 3 EXTERIOR I.,IGHTING Provide and install two new light fixtures to the front of the Coach. Use the existing mount Foxes and inspect current wiring to meet all current codes before new light fixtures are installed. New light to be UL listed. Homeowner to approve of light fixture style prior to installation. $ 4 STEPS repair Remove and dispose of all the existing carpet and rotted portions of steps and landing located at the rear entry of coach. Provide and install new wood to replace all wood removed and to match the existing in dimension with new cdx plywood. Provide and. install new exterior grade carpeting (owner to select color). Reinstall existing railings. Re -install aluminum corner beads at steps at sides and at tread/risers. 5 KNOB AND DEADBOLT Remove and dispose of the existing knob and deadbolt located at the front entry security door and replace with new knob, and thumb -latch deadbolt, Schlagg or equal. New knob and deadbolt to be installed according to manufacture specification. $ C ELECTRICAL Provide new dedicated sub -panel for the existing AIC unit with . two (2) 20 AMP breakers, Connect AIC to new panel. Include parts to complete the connections according to current code. 2 Page 24 7 FURNACE Remove and dispose of the existing furnace, provide and install a new Coleman or equal furnace in the same .location. New furnace to be of adequate sire to heat the entire unit and to be rated for use in a mobile home. Include new solid state thermostat. Contractor to leave manual and owners guide with homeowner (obtain owners signature for receipt of manual and guide). All materials and installation of all materials to be according to current code and manufacture's specification. 8 S'T'OVE TOT' Remove and dispose of the existing built-in range. Provide and install a new built-in range in the same location. New range to be placed into the existing opening and to be hooked to the existing electrical and/or gas. Any adjustments necessary for a proper fit and a proper connection are to be considered by the contractor, and performed by the contractor. Any darnage to countertop as a result of this line item, is to be repaired by the contractor, and restored to current condition. Ensure a complete installation according to manufacture suggestion and current code specification. _ 9 RANGE HOOD Remove and dispose of the existing range hoed. Provide and install a new Energy Star rated range hood in the same location. New range hood to be 190 efm minimum. Any damage to cabinet as a result of this line item is to be repaired by the contractor, and restored to current condition, $ 10 WALL MOUNT OVEN Remove and dispose of the existing built-in oven. Provide and install a new Eperg Star rated built-in oven in the same location. New oven to be placed into the existing opening and to be hocked to the existing electrical and/or gas. Any adjustments necessary for a proper fit and a proper connection are to be considered by the contractor, and performed 'by the contractor. Any damage to cabinet as a. result of this line item is to be repaired by the contractor, and restored to current condition. Ensure a complete installation according to manufacture suggestion and current code specification. 3 Page 25 11 VINYL FLOOR NNCa Remove and dispose of existing vinyl flooring found in both bathrooms. Provide an allowance for 9 sq. ft, of sub floor replacement if necessary. Prep and patch surfaces to ensure a smooth- even finish. Provide and install a new 1/" FHA approved underlayrnent. Underlayment shall be smooth and have no bulges or depressions. Use screws to secure underlayment to existing floor sheathing and all screws shall be counter sunk, Provide and .install new low VOC urethane, sheet vinyl flooring over the underlayent with a minimum wear layer of .00 in, for same location. New flooring is not to exceed $4.50 per Sq. Et. including installation. Include new vinyl baseboards in all rooms. Owner to select color and pattern from samples provided by contractor. 12 VINYL FLOORING Remove current flooring throughout the unit. Repair any da raged subfloor if needed. Prep and patch surfaces to ensure a smooth even finish for the installation of a rrew vinyl floor. Provide and install new low VOC, tear andrip resistant, sheet vinyl flooring for same location, lhclude new vinyl baseboards in all roorns. Owner to select color and pattern from samples provided by contractor. installation to be according to current manufacture specification. 13 TOIL T RI~SRT Reset the existing toilet in the master bathroom. after floor has been installed. Include new wax ring, ensure proper mounting to flange. Replace flange and or mounting bolts if necessary. Ensure toilet'. is firmly mounted to flange. $ 14 WINDOWS Remove and dispose of all the existing windows Fouad throughout the Douse. Reframe the size of one window in each bedrooms to meet egress and current building codes. Provide and install new retrofit, dual pane, .30 U --value ruin., low E, Milt -yard or equal windows. Repair any damage to interior or exterior walls to match the existing surfaces. Ensure the windows glass is tempered where required. All windows to be weather-stripped open and close freely and latch securely. All work to be according to manufacture specification, and current code requirements, $ 4 Page 26 15 SMOKE, DETECTORS Provide and install U1, Listed smoke detectors in the hallway and each of the bedrooms where needed. install smoke detectors within three feet of the door leading to hallway. Provide first set of batteries :for all replaced and prior installed devices and ensure proper operation. 16 GFCI Remove and replace all electrical receptacles found throughout House on a wall with a water source with new GFCf receptacles. New GFCI receptacles are to be tied into existing grounding system. Ensure all outlets witf€in Wof a water source (along the same wall) are GFCI: protected. All materials and installation of all materials to be according to current code and manufacture's specification. $ Permits $ Total $ 5 Page 27 BID SUMMARY 16 GFCl Permit$ Total $ ALTERNATIVES VENYL FLOORING Remove and dispose of existing vinyl flooring found in the dining room, living room, family room, hallway, service area, and both bedrooms. Prep and patch surfaces to ensure a smooth even finish. Provide and install a new 1/4" M.A approved underlayment. Underlayment shall be smooth and have no bulges or depressions. Use screws to secure underlayment to existing floor sheathing and all screws shall be counter sunk. Provide and install new low VOA' urethane, sheet vinyl flooring over the underlayment with a minimum wear layer of .06 in. for same location. Now flooring is not to exceed $4.50 per Sq. Ft. including histallation. Include new vinyl baseboards in all rooms. Owner to select color and pattern from samples provided by contractor. Installation to be according to current manufacture specification. $ 6 Page 28 2 Roof Repair 3 Exterior Lighting..... $ 4 Repair $ 5 Knob and Deadboit $ Electrical $ 7 Furnace 8 Stove TW 9 RaEge Hood 10 Oven 11 Vinyl Flooring 12 Toilet Reset 14 Windows 15 Smoke Detectors 16 GFCl Permit$ Total $ ALTERNATIVES VENYL FLOORING Remove and dispose of existing vinyl flooring found in the dining room, living room, family room, hallway, service area, and both bedrooms. Prep and patch surfaces to ensure a smooth even finish. Provide and install a new 1/4" M.A approved underlayment. Underlayment shall be smooth and have no bulges or depressions. Use screws to secure underlayment to existing floor sheathing and all screws shall be counter sunk. Provide and install new low VOA' urethane, sheet vinyl flooring over the underlayment with a minimum wear layer of .06 in. for same location. Now flooring is not to exceed $4.50 per Sq. Ft. including histallation. Include new vinyl baseboards in all rooms. Owner to select color and pattern from samples provided by contractor. Installation to be according to current manufacture specification. $ 6 Page 28 T have reviewed the above work. description and understand that any changes, additions or deletions shall have prior approval by the County to be eligible under the None Improvement Grant Program. Signature cif Owner Date Contractor Info: Contractor Name: Address: Telephone, Number: _ S.S.# License Number: Taxpayer ID #__.__..__....._..___._.._ We propose to perform the labor and supply the materials for the items indicated on the work write-up for the sum of $ NOTE: It is the responsibility of the contractor to obtain the necessary permits from the Building and Safety Department. Signature of Contractor Page 29 Date 7 Evidence of Insurance Page 30 CERTIFICATE OF LIABILITY INSURANCE D0/114lOD011 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER, THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTENT] OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER($), AUTHORIZED REPRESENTATIVE OR PRODUCER. AND THE CERTIFICATE HOLDER, IMPORTANT: It the certificate holder is an ADDITIONAL INSURED, the policy(les) must be endorsed. If SLIBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER One Stop Insurance 22010 Harbor Blvd Suite 0210 COStci Mesa N^ m CA 92627 __ CONTNAME! Shannon Li.nnenkamp PHONE (949) 574-92'52 C']St 3O3 Na. (959)270-7386 AooREss,Shannon@cnest"opins411.com INSURER(SI AFFORDING COVERAGE __w—„—, NAIC 1€ INSLRERA; tXte iC3it Cc�SLi� COlit 2t� OAZ'7C_ --.-- INSURED Pat: Ficin, DSA: Ticonsery 951 Princeton Street Ontario CA 9 762 INSURER S: INSURERC:— 4012302788 INSURER D: /11/2012 INSURER E; PERSONAL St ADV INJURY $_ 1,000,OOO INSUr2L:R F; COVERAGES CERTIFICATE NUMBER:2011/12MASTER REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF IN€8URANCE LISTED BELOW HAVE SEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. IN_SR TYPE OF INSURANCELrl �IN MSR POLICY NS7MaER _____.�.... MPO LICY EFF POLIO YYYY .� �.-.......... LIMITS A GENERAL LIABILITY .XCO'hi4MERGIAI. GENERAL i.lA6il.f'fY �I CLAIIAS,MMDE E OCCUR 4012302788 8/11/2812 /11/2012 EACH OCCURRENCE ' t 1,000,000 ISE_;_3 {,Ea oCc�urce c,e 300,000 MED EXP (Any one person) $ 10, €)00 PERSONAL St ADV INJURY $_ 1,000,OOO GENERAL AGGREGATE 5 2,000,000 GEN1 AGGREGATE LIMITAPPL1ES PER: PRODUCT'S - COMPlOP AGG $ 2,000,000 I X I POLICY ; PRO, LOCJECT I AUTOMOBILE LIABILITY COME {NI D 6 NGE.E LIWIIT 'Ea acddent} _ SOtDiLY INJURY IPer persarl S ANY AUTO ALL OWNED f SCHEOULEo AUTOS AUTO, HIRED AUTOS NON OWNED AUTOS BODILY INJURY (Per ec�cSdent) $ � €� PROPCRTY D/tMAGE $ . Per ac6dert c UMBRELLA LtAB EXCESS LIAR 1=UR CI -AIMS -MADE t EACI-f OCCURRENCE AGGRfwGATE I $ DE€3 RETtnNTiC $ WORKERS COMPENSATION WC $TATU- flTH- AND EMPLOYERS' LIABILITY Y 1 IN ANYPROPRIETOWPARTNLNUXECUTIVE OFFV-ENMEMBE'R EXCLUDED?_ (Mandatory €n NH) [ N/A 14 — $ _C:L.EAGHAC,'CIDENT ................. E.L. DISEASE, EA FMPLOYEf 3 It yes, describe under DESCRIPT€ON OF OPERATkONS tbolow ��'"'I'---- F, L. DISEASE - POLICY LIMIT 5._..._.,_. _._..__...._-..�..._.-..„.� I DESCRIPTION OF OPERATIONS; LOCATION$ f VEHICLES {Attach ACQRD 101, Ariditiona€ R- narha Schedrr3a, if more space is required) EVIDENCE OF INSURANCE ACORD 25 (2010105) INSf12-S mrinn?;I ni SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS, AUTHORIZED REPRESENTATIVE S Linnenkamp/ANNIZ ID 1988-2010 ACORD CORPORATION. All rights reserved. Th. .At'nl*n -- nnri Innn ora --giro n# Af'f” un CERTIFICATE IFICAA E O LIABILITY INSURANCE Mti?pIYYYY) J2/312012 NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWI"T"HSTANDING ANY REQUIREMENT, THIS CERTIFICATE 15 ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER, THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTENT] OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT. If the certificate holder Is an ADDITIONAL INSURED, the polfcy(ies) must be endorsed. If SUBROGATION 1S WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsernent s . PRODUCER CONTACT NAM. ES._._._...'. On -?y Fet4'1'3 _ Dealey, Renton & Associates PHONE NQ.:26 Sa 199 S LOS Robles Ave Ste 5404 F, MAIL cam _ Pasadena, CA 91101 GENERAL. LiAIBILf Y E II 1'. LACI{ OCCURRENCE $ 'T INSURERN AFFORDING COVERAGE I E 1?AR4A.G�.7'`q�Ft cgu PRENsiSES Ea oc U CLA€MS-MADE L DGCUR INSURED PATPIATT INSURER a;Underwriters at LlOvds....._QndQn _. __5792 INSURER C: j James Patrick Piatt dba: Turtle Island 951 W. Princeton Ontado, CA 91762 PERSONAL & AE3V iiJJURY � ^ I GENEEtALAUGR£GAT'% i $ I 9039 227-9391 INSURER E_? __-__-_ PRO - INSURER F , tPOR 110Y LOC COVERAGES CERTIFICATE NUMBER: 1285116847 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWI"T"HSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRI$: D HEREIN I$ SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. FFF LTR TYPE OF INSURANCE ]N3 p POLICY NUMBER MMIDDY &IMIDDlYYYY� - LIMITS. GENERAL. LiAIBILf Y E II 1'. LACI{ OCCURRENCE $ 'T I GOERC.IAL GENERAL LLWUTY PA6, I E 1?AR4A.G�.7'`q�Ft cgu PRENsiSES Ea oc U CLA€MS-MADE L DGCUR E MED EXP iAny ago Re_rson) $ PERSONAL & AE3V iiJJURY � ^ I GENEEtALAUGR£GAT'% i $ I CEN'L AGGREGATE UNVI APPLIES PER: ` � PRO - P1-1UGT'S _ COMPJOF AGG $ tPOR 110Y LOC AUTOMOBILE LIABILITY OOMBINED S11. ; >:'T.;Irrvrr'..,..JI., ...wv.__ I ria �l;cldent ANY AUTO 6001LY INJURY (Per peracnlp S ALL OWNED�. _ $cH£F1ULED 1 AUTOS i� AUTOS._,_.....w...�,_ 69DILY INJURY (Por aecltlanij $ _ IMIRED AUTOS NON -OWNED AUTOS ................ PRR PEF2TY fiARM1ftCE .... ' UMBRELLA LIAR __.. OCCUR [ 1 EACH OCCURRENCE $ EXCESS UAB CLAIMS -MADE j � AGGREGATE $ �......_...._----__--__._._._._..................»........_.-.�..-.._ -mom._...-. __ DED RETEN`TEON $ j [ $ A 4NORKER5 COMPENSATION r' 836557449 727/2012 12712'093 X WC 8'TATU• i 77W EMIT ER ANDEMPLOYERS"LCABlLITY YIN ANY PROPRIETORIPARl-NERIEXECUI"NE � � TORY j i EL, EACH ACCIDENT $1,000,000 N fA OFFICFR/AAEM85R EVG1-11 (Mandatory In NH) I ..._..............._.-..�..�, I E.L. DISEASE - EA EMPLOY- $1.00 00_0_ iFyyes,dt.sr.,ribi uner d D SCRIPTION OF OPERATIONS L+t�I�W ._ _ E I E.L. DISEA-F POLICY UfMi"r s'.000.000 B Professlonal Liability }ANE147370011 11772011 9112012 T Per Claim i I 1111$1,4fli},gOD $2,004,000 Ann`I Aggregate � DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (Attach ACORD 101, Add tioi,a[ Remarks Schedule, if mora space is raqulred) For Proposal Purposes for Non - SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS, AU Rizec REPR£ NTAr€VF p x'1988-2010 ACORD CORPORATION, All rights reserved. ACORD 2$ (2010105) The ACORD name and logo dQk'FUed marks of ACORD PERSONAL SERVICES AGREEMENT THIS AGREEMENT is made and entered into this day of July, 2012, by and between the City of San Juan Capistrano (hereinafter referred to as the "City") and New Turtle Island (hereinafter referred to as "Consultant"). WHEREAS, City desires to retain the services of Consultant regarding the City's proposal to continue grant administration of the State of California 2011 HOME Grants Owner Occupied Rehabilitation Program as described in the scope of work, and WHEREAS, Consultant is qualified by virtue of experience, training, education and expertise to accomplish such services. NOW, THEREFORE, City and Consultant mutually agree as follows: Section 1. Scope of Work. The scope of work to be performed by the Consultant shall consist of those tasks as set forth in Exhibit "A," attached and incorporated herein by reference. To the extent that there are any conflicts between the provisions described in Exhibit "A" and those provisions contained within this Agreement, the provisions in this Agreement shall control. Section 2. Term. This Agreement shall commence on the effective date and shall terminate, and all services required hereunder small be completed, no later than March 31, 2015. Section 3. Compensation. 3.1 Amount. Total compensation for the scope of services for this Project shall not exceed One Hundred Thirty -Five Thousand Dollars ($135,000.00). 3.2 Method of Payment. Subject to Section 3.1, Consultant shall submit monthly invoices based on total services which have been satisfactorily completed for such monthly period. The City will pay monthly progress payments based on approved invoices in accordance with this Section. 1 ATTACHMENT 3 3.3 Records of Expenses. Consultant shall keep complete and accurate records of all costs and expenses incidental to services covered by this Agreement. These records will be made available at reasonable times to the City. Invoices shall be addressed as provided for in Section 16 below. Section 4. Independent Contractor. It is agreed that Consultant shall act and be an independent contractor and not an agent or employee of the City, and shall obtain no rights to any benefits which accrue to Agency's employees. Section 5. Limitations Upon Subcontracting and Assignment. The experience, knowledge, capability and reputation of Consultant, its principals and employees were a substantial inducement for the City to enter into this Agreement. Consultant shall not contract with any other entity to perform the services required without written approval of the City. This Agreement may not be assigned, voluntarily or by operation of law, without the prior written approval of the City. If Consultant is permitted to subcontract any part of this Agreement by City, Consultant shall be responsible to the City for the acts and omissions of its subcontractor as it is for persons directly employed. Nothing contained in this Agreement shall create any contractual relationships between any subcontractor and City. All persons engaged in the work will be considered employees of Consultant. City will deal directly with and will make all payments to Consultant. Section 6. Changes to Scope of Work. For extra work not part of this Agreement, a written authorization from City is required prior to Consultant undertaking any extra work. In the event of a change in the Scope of Work provided for in the contract documents as requested by the City, the Parties hereto shall execute an addendum to this Agreement setting forth with particularity all terms of the new agreement, including but not limited to any additional Consultant's fees. Section 7. Familiarity with Work and/or Construction Site. By executing this Agreement, Consultant warrants'that: (1) it has investigated the work to be performed; (2) if applicable, it has investigated the work site(s), and is aware of all conditions there; and (3) it understands the facilities, difficulties and restrictions of the work to be performed under this Agreement. Should Consultant discover any latent or unknown conditions materially differing from those inherent in the work or as represented by City, it shall immediately inform the City of this and shall not proceed with further work under this Agreement until written instructions are received from the City. Section 8. Time of Essence. Time is of the essence in the performance of this Agreement. Section 9. Compliance with Law. Consultant shall comply with all applicable laws, ordinances, codes and regulations of federal, state and local government. Section 10. Conflicts of Interest. Consultant covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of the services contemplated by this Agreement. No person having such interest shall be employed by or associated with Consultant. Section 11. Copies of Work Product. At the completion of the work, Consultant shall have delivered to City at least one (1) copy of any final reports and/or notes or drawings containing Consultant's findings, conclusions, and recommendations with any supporting documentation. All reports submitted to the City shall be in reproducible format, or in the format otherwise approved by the City in writing. Section 12. Ownership of Documents. All reports, information, data and exhibits prepared or assembled by Consultant in connection with the performance of its services pursuant to this Agreement are confidential to the extent permitted by law, and Consultant agrees that they shall not be made available to any individual or organization without prior written consent of the City. All such reports, information, data, and exhibits shall be the property of the City and shall be delivered to the City upon demand without additional costs or expense to the City. The City acknowledges such documents are instruments of Consultant's professional services. Section 13. Indemnify. To the fullest extent permitted by law, Consultant agrees to protect, defend, and hold harmless the City and its elective and appointive boards, officers, agents, and employees from any and all claims, liabilities, expenses, or damages of any nature, including attorneys' fees, for injury or death of any person, or damages of any nature, including interference with use of property, arising out of, or in any way connected with the negligence, recklessness and/or intentional wrongful conduct of Consultant, Consultant's agents, officers, employees, subcontractors, or independent contractors hired by Consultant in the performance of the Agreement. The only exception to Consultant's responsibility to protect, defend, and hold harmless the City, is due to the negligence, recklessness and/or wrongful conduct of the City, or any of its elective or appointive boards, officers, agents, or employees. This hold harmless agreement shall apply to all liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by Consultant. Section 14. Insurance. On or before beginning any of the services or work called for by any term of this Agreement, Consultant, at its own cost and expense, shall carry, maintain for the duration of the agreement, and provide proof thereof that is acceptable to the City, the insurance specified below with insurers and under forms of insurance satisfactory in all respects to the City. Consultant shall not allow any subcontractor to commence work on any subcontract until all insurance required of the Consultant has also been obtained for the subcontractor. Insurance required herein shall be provided by Insurers in good standing with the State of California and having a minimum Best's Guide Rating of A - Class VII or better. 14.1 Comprehensive General Liability. Throughout the term of this Agreement, Consultant shall maintain in full force and effect Comprehensive General Liability coverage in an amount not less than one million dollars per occurrence ($1,000,000.00), combined single limit coverage for risks associated with the work contemplated by this agreement. If a Commercial General Liability Insurance form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this agreement or the general aggregate limit shall be at least twice the required occurrence limit. 14.2 Comprehensive Automobile Liability. Throughout the term of this Agreement, Consultant shall maintain in full force and effect Comprehensive Automobile Liability coverage, including owned, hired and non -owned vehicles in an amount not less than one million dollars per occurrence ($1,000,000.00). 14.3 Workers' Compensation. If Consultant intends to employ employees to perform services under this Agreement, Consultant shall obtain and maintain, during the term of this Agreement, Workers' Compensation Employer's Liability Insurance in the statutory amount as required by state law. 14.4 Proof of Insurance Requirements/Endorsement. Prior to beginning any work under this Agreement, Consultant shall submit the insurance certificates, including the deductible or self -retention amount, and an additional insured endorsement naming City, its officers, employees, agents, and volunteers as additional insured as respects each of the following: Liability arising out of activities performed by or on behalf of Consultant, including the insured's general supervision of Consultant; products and completed operations of Consultant; premises owned, occupied or used by Consultant; or automobiles owned, [eased, hired, or borrowed by Consultant. The coverage shall contain no special limitations on the scope of protection afforded City, its officers, employees, agents, or volunteers. 14.5 Errors and Omissions Coverage [FOR PROFESSIONSMIORK EXCLUDED FROM GENERAL LIABILITY] Throughout the term of this Agreement, Consultant shall maintain Errors. and Omissions Coverage (professional liability coverage) in an amount of not less than One Million Dollars ($1,000,000). Prior to beginning any work under this Agreement, Consultant shall submit an insurance certificate to the City's. General Counsel for certification that the insurance requirements of this Agreement have been satisfied. 14.6 Notice of Cancellation/Termination of Insurance. The above policy/policies shall not terminate, nor shall they be cancelled, nor the coverages reduced, until after thirty (30) days' written notice is given to City, except that ten (10) days' notice shall be given if there is a cancellation due to failure to pay a premium. 14.7 Terms of Compensation. Consultant shall not receive any compensation until all insurance provisions have been satisfied. 14.8 Notice to Proceed. Consultant shall not proceed with any work under this Agreement until the City has issued a written "Notice to Proceed" verifying that Consultant has complied with all insurance requirements of this Agreement. Section 15. Termination. City shall have the right to terminate this Agreement without cause by giving thirty (30) days' advance written notice of termination to Consultant. In addition, this Agreement may be terminated by any party for cause by providing ten (10) days' notice to the other party of a material breach of contract. If the other party does not cure the breach of contract, then the agreement may be terminated subsequent to the ten (10) day cure period. Section 16. Notice. All notices shall be personally delivered or mailed to the below listed addresses, or to such other addresses as may be designated by written notice. These addresses shall be used for delivery of service of process: To City: City of San Juan Capistrano 32400 Paseo Adelanto San Juan Capistrano, CA 92675 Attn: Development Services- Housing To Consultant: New Turtle Island 951 West Princeton St Ontario, CA 92762 Attn: Patrick Piatt Section 17. Attorneys' Fees. If any action at law or in equity is necessary to enforce or interpret the terms of this Agreement, the prevailing party shall be entitled to reasonable attorneys' fees, costs and necessary disbursements in addition to any other relief to which he may be entitled. Section 18. Dispute Resolution. In the event of a dispute arising between the parties regarding performance or interpretation of this Agreement, the dispute shall be resolved by binding arbitration under the auspices of the Judicial Arbitration and Mediation Service ("JAMS") Section 19. Entire Agreement. This Agreement constitutes the entire understanding and agreement between the parties and supersedes all previous negotiations between them pertaining to the subject matter thereof. [SIGNATURE PAGE FOLLOWS] M IN WITNESS WHEREOF, the parties hereto have executed this Agreement. ATTEST: Maria Morris, City Clerk APPROVED AS TO FORM: Omar Sandoval, City Attorney CITY OF SAN JUAN CAPISTRANO in Larry Kramer, Mayor CONSULTANT 7 Patr" Wit, -'Owner Ne /Turtle Island *SCOPE OF SERVICES The following services are included in this proposal as per the Request for Proposal: Application Intake/Waiting List Receive Pre -Screening Application Review For Likeliness Of Approval > Log Into Waiting List Spreadsheet ➢ Pull Property Summary Send Notification Letter Confirming Or Denying Placement On Waiting List Application Processing Request And Intake Application And All Required Documents ➢ Review All Documents For Approval Review Income Documents For Qualification Perform Property Profile And Evaluation To Determine Maximum Loan Amount Review Terms Of Existing Liens (interest Only, Balloon Payments, Arm) Request Any Additional Or Missing Documents For Verification ➢ Request Credit Report (if applicable) Request Third Party Verifications Re -Review And Address Any Discrepancies With Applicant Request Title Report IN Request Statements Of Explanation For Discrepancies ➢ Send Preliminarily Approved Letter Inspection[Work Write -!gyp Perform Initial Inspection To Determine Code Violations And Health And Safety Concerns And Compare To Homeowner Wish List Write Scope Of Work And In -House Estimate Request Dead Based Paint Inspection, Fold Report, Asbestos Report As Necessary Perform Environmental ReviewfSHPO (if Part Of The Requested Scope Of Services) > Provide To File Inspection Checklist Scope Or Work R Cost Estimate Environmental Review/SHPO All Reports (I.E. Lead, Asbestos, fold) Before And After Pictures 201 1 HOME Grant 6 INEW t'URTLF ISLAND OOR Program RFP City of San Juan Capistrano Bid Process When Applicable, Hold A Preconstruction Conference With Potential Bidders To Inform And Explain Procedures Regarding Davis Bacon (Prevailing Wage) Projects And To Explain/Educate Contractor On The City's Section 3 Compliance Program Hold Job Walk For Projects At Site To Deliver Bid Packet To Potential Bidders And To Hold A Discussion About The Project. Receive And Review Bids Provide Spreadsheet Comparison Of Estimates Review With Homeowner (Or Business towner) For Contractor Selection �= Revise Work Write -Up As Necessary For Inclusions Or Deletions Of Items During Bid Process Prepare Contracts And Held Pre -Construction Meeting With Owner And Contractor At Property (At Time Of Loan Document Signing) Lean Documents Obtain Any Approvals Necessary From The City Of San Juan Capistrano Staff Prepare All Documents Already In Place By The City Of San Juan Capistrano For Signing And Execute All Documents (if Documents Are Not Already In Place New Turtle Island Can Provide All Necessary Agreements, Contracts, Deeds, Notes, Etc.) Notarize Documents Construction Monitoring ➢ Request Lead Clearance Reports When Necessary Inspect And Approve Payments Davis Bacon Monitoring (Where Applicable) ➢ Section 3 Compliance > Maintain Progress Payment Tracking Log r Conflict Resolution Project Completion > Record Notice Of Completion 9 Provide Project Completion Report To Close And Reconcile Accounts > Provide Completed File To The City Each File Will Be Returned Accompanied With Notes And Explanations Of File Progress ® A Compact Disk Of All Pictures Taken Throughout The Project (Before, During, And After) 2011 HOME Grant 7 NEW TURTLE ISLAND OOR Program RFP City of San Juan Capistrano Ongoing Program Functions ➢ Market program as necessary to meet program performance measures and reach ail demographics within the City of San Juan Capistrano ➢ Hold Annual Meetings With Contractors To Review And Educate On The City Of San Juan Capistrano Policies And Procedures For The Program including: o Section 3 o Lead And Asbestos Hazards o Standard Specifications ➢ Provide Information To City Of San Juan Capistrano Staff For Reporting Purposes ➢ Communicate With City Of San Juan Capistrano Staff On A Regular Basis For Project Progress And Any Concerns ➢ Update Program Guidelines With Staff Approval For Any And All Updates To Program Funding Changes Attend HUD available trainings to ensure staff and the City of San Juan Capistrano remain current with HUD guidelines, procedures, and any changes that may occur Ongoing Program Maintenance ➢ Maintain Waiting List ➢ Maintain Contractor Bid List ■ Verify Contractor Information Bi -Annually And Maintain Contractor Information In Database ➢ Maintain Activity Logs For Each Project ➢ Provide Quarterly Reports ➢ Provide Annual Reports ➢ All Files Will Be Maintained In Detail In A Database ➢ Status Reports Will Be Provided To The City Of San Juan Capistrano On A Weekly Basis Grant Writing New Turtle Island associates has written grants for the City of Ontario, City of Pomona, City of San Bernardino. New Turtle Island takes an efficient approach to all aspects of Administration and Construction Management. We have developed. methods to ensure economy is assured while quality is never sacrificed. 2011 HOME Grant 8 NEW SUWFLE ISLAND U©R Program RFP City of San Juan Capistrano *CONTRACT MANAGEMENT AND FEE Per the Bequest for Proposal for Administration of the City of San Juan Capistrano Owner -Occupied Housing Rehabilitation Program, the following two methods of fee structure are being proposed: Hourly Basis and Per Project Basis. New Turtle Island prefers a fee structure based on a per project basis. Using this method costs are more easily controlled providing greater benefit to New Turtle Island clients. Hourly Basis Genevieve Herzog $ 60 Mike Cravens $ 55 Steven Busby $ 50 Pat Piatt $ 60 Per Proiect Basis Ongoing Program Maintenance $ 200 Application Intake/Waiting List $ . 75 Application Processing $ 300 Inspection/Work Write -Up 1 50a Total Phase 1 $1,075 Bid Processing $ 525 Loan Documents $ 200 Construction Monitoring $ 800 Project Completion 20(3 Total Phase 2 $ 1,725 Per Project Tota[ $ 2,800 All items listed in the "Scope of Services" are included in the pricing schedules above. Additional services will be provided upon request from City of Jan Juan Capistrano at the rates listed per staff member above. While the request and coordination of Title Reports, lead/asbestos testing and abatement; marketing materials, and postage will be the responsibility of Now Turtle Island, payments for these services are not included in this proposal. If it is the desire of the City to have these costs paid for by New Turtle Island, additional reimbursement fees will be provided upon request. New Turtle Island will present a monthly invoice for all services completed during the previous month unless the City of San Juan Capistrano prefers an alternative billing cycle. Invoices will be submitted for services rendered as each phase is completed and will include which phase of each project has been completed accounted for by property address, 2011 HOME Grant 9 NEW TURTLE ISLAND OOR Program RF' City of San: Juan Capistrano 2011 HOME Grant Funds Total Received $700,000.00 Administration (2.5%) $17,500.00 Grant Activities (97.5%) $682,500.00 Delivery of Grant Activities 24% of Grant Activities Funding $163,800.00 (Maximum expenditure) New Turtle Island Delivery Grant Activities Maximum Loans 30 $20,000 loans & $2,800 Activity Delivery Program Income (HOME and GDEG) Total Received $461,900.00 Administration (10%) $46,190.00 Grant Activities (90%) $415,710.00 Delivery of Grant Activities 24% of Grant Activities 'Funding $99,770.40 (Maximum expenditure) New Turtle Island Delivery Grant Activities Maximum Loans 18 $20,000 loans & $2,800 Activity Delivery Total Funding 2011 HOME Grant Funds $700,000.00 Program Income $461,900.00 $1,161,900.00 Total Administration Funds 2011 HOME Grant Funds (2.5%) $17,500.00 Program Income (10%) $46,190.00 $63,690,00 Total Grant Activities 2011 HOME Grant Funds (97.5%) $682,500.00 Program Income (90%) $415,710.00 $1,098,210.00 Total Delivery of Grant Activities 24% of Total Grant Activities $263,570.40 ,