05-0816_CIVIC SOLUTIONS, INC._Action ReminderCITY CLERK'S DEPARTMENT - ACTION REMINDER
TO: Lynnette Rdo4;heen, Management Analyst II
FROM: Christy Swanson, AaMplutcaiiife Secretary DATE: June 1, 2007
SITUATION:
At their meeting of August 16, 2005, the City Council of the City of San Juan Capistrano
approved an agreement with Civic Solutions, Inc. to administer and oversee the 2004
HOME Owner -Occupied Rehabilitation Program and a portion of the First -Time Home
Buyer Program as described in the scope of work.
ACTION REQUESTED:
Said Agreement states services shall be completed by June 30, 2006. At the City's
discretion, the City Manager may extend the term of this agreement for up to two (2)
additional years to June 30, 2008.
One June 12, 2006, said agreement extended to June 30, 2007
Please notify this office if agreement has been extended or completed.
• ACTION TO BE TAKEN:
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DATE WHEN NEXT ACTION (S) SHOULD BE TAKEN:
G( -1W . Cir p ep� l
SIGNATURE OF OFFICIAL TAKING ACTION:��`�
DATE SIGNED: h,-2
Tickler Date: 06/01106
Deadline Date: 06/30/06
• (600.301civic 2)
***FOR CITY CLERK'S DEPARTMENT USE ONLY***
06/01/07 l
06/30/07 /
0
0
CITY CLERK'S DEPARTMENT - ACTION REMINDER
TO: Lynnette Adolphson, Management Analyst II
FROM: Christy Swanson, Secretary DATE: June 1, 2006
SITUATION:
At their meeting of August 16, 2005, the City Council of the City of San Juan Capistrano
approved an agreement with Civic Solutions, Inc. to administer and oversee the 2004
HOME Owner -Occupied Rehabilitation Program and a portion of the First -Time Home
Buyer Program as described in the scope of work.
ACTION REQUESTED:
Said Agreement states services shall be completed by June 30, 2006. At the City's
discretion, the City Manager may extend the term of this agreement for up to two (2)
additional years to June. 30, 2008.
Please notify this office if agreement has been extended or completed.
ACTION TO BE TAKEN:
h) �0 /,3%�I
DATE WHEN NEXT ACTION (S) SHOULD BE TAKEN:
G 13v/,)r-)
SIGNATURE OF OFFICIAL TAKING ACTION: GfiX/Il
DATE SIGNED: &//g/o6
***FOR CITY CLERK'S DEPARTMENT USE ONLY***
Tickler Date: 06/01/06
Deadline Date: 06/30/06
cc: Department Head
(600.301civic 2)
PERSONAL SERVICES AGREEMENT
THIS AGREEMENT is made and entered into this 16th day of August, 2005, by and
between the City of San Juan Capistrano (hereinafter referred to as the "City") and Civic
Solutions. Inc. (hereinafter referred to as "Consultant").
RECITALS:
WHEREAS, City desires to retain the services of Consultant regarding the City's
proposal to administer and oversee the 2004 HOME Owner -Occupied Rehabilitation
Program and a portion of the First -Time Home Buyer 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 Consultant shall consist of those tasks as set
forth in Exhibits "A and B," attached and incorporated herein by reference.
Consultant warrants that all of its services shall be performed in a competent,
professional and satisfactory manner and in accordance with the prevalent standards of
its profession.
Section 2. Term.
This Agreement shall commence on the effective date of this Agreement and
services required hereunder shall be completed by no later than June 30, 2006. At the
City's discretion, the City Manager may extend the term of this agreement for up to two
additional years to June 30, 2008.
Section 3. Compensation.
3.1 Amount.
Total compensation for the scope of services for this Project shall not exceed
Seventy Thousand Five Hundred Seventy -Five Dollars ($70,575.00).
3.2 Rate Schedule.
The services shall be billed to the City at the hourly rate of $75. Included
within the compensation are all the Consultant's ordinary office and overhead expenses
incurred by it, its agents and employees, including meetings with the City representatives
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SD
and incidental costs to perform the stipulated services. Submittals shall be in accordance
with Consultant's proposal.
3.3 Method of Payment.
Consultarit shall submit monthly invoices based on total services which have
been satisfactorily completed and specifying a percentage of projected completion for
approval by the City. The City will pay monthly progress payments based on approved
invoices in accordance with this Section.
For extra work not part of this Agreement, a written authorization from City
is required prior to Consultant undertaking any extra work.
3.4 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 City.
Section 4. Independent Contractor.
It is agreed that Consultant shall act and be an independent contractor and not an
agent or employee of City, and shall obtain no rights to any benefits which accrue to City'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 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 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.
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.
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Section 7. Familiarity with Work and Construction Site.
By executing this Agreement, Consultant warrants that: (1) it has investigated the
work to be performed; and (2) it understands the facilities, difficulties and restrictions of the
work 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 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 contract period, Consultant shall have delivered to City at
least one (1) copy of any final reports and architectural drawings containing Consultant's
findings, conclusions, and recommendations with any support documentation. All reports
submitted to the City shall be in reproducible format.
All services to be rendered hereunder shall be subject to the direction and approval
of the City.
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.
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Secti n 13. Indemnity.
Consultant agrees to protect,- defend and hold harmless City, its elected and appointed
officials 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 damage to property
or interference with use of property and for errors and omissions committed by Consultant
arising out of or in connection with the work, operation or activities of Consultant, its
agents, employees and subcontractors in carrying out its obligations underthis Agreement.
Secti n 14. Insurance.
Insurance required herein shall be provided by Admitted 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 the following minimum amounts:
$500,000 property damage;
$500,000 injury to one person/any one occurrence/not limited to contractual
period;
$1,000,000 injury to more than one person/any one occurrence/not limited
to contractual period.
14.2 Comprehensive Automobile Liability.
Throughoutthe term of this Agreement, Consultant shall maintain in full force
and effect Comprehensive Automobile Liability coverage, including owned, hired and non -
owned vehicles in the following minimum amounts:
$500,000 property damage;
$500,000 injury to one person/any one occurrence/not limited to contractual
period;
$1,000,000 injury to more than one person/any one occurrence/not limited
to contractual period
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14.3 Worker's Compensation.
If Consultant intends to employ employees to perform services under this
Agreement, Consultant shall obtain and maintain, during the term of this Agreement,
Worker's 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 to the Consultant's general liability and umbrella liability
policies to the City Clerk's office for certification that the insurance requirements of this
Agreement have been satisfied.
14.5 Errors and Omissions Coverage
Throughoutthe 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 Clerk's office 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 notterminate, norshall 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.
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Section 15. Termination.
City and Consultant shall have the right to terminate this Agreement without cause
by giving thirty (30) days' advance written notice of termination to the other party
In addition, this Agreement may be terminated 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: Director of Administrative Services
To Consultant: Civic Solutions, Inc.
31726 Rancho Viejo Road, Suite 223
San Juan Capistrano, CA 92675
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.
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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.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement.
CITY OF SAN JUAN CAPISTRANO
i /SM -407 Aart, Mayor'
CIVIC SOLUTIONS, INC.
Thomas G. Merrell, Principal
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PDF created with FinePrint pdfFactory trial version http://www.fineprint.com
8/15/05
Appendix IX -A
STANDARD CONTRACT LANGUAGE REQUIRED FOR ALL
CONTRACTS AND SUBCONTRACTS
The Civil Rights HCD and Age Discrimination Acts Assurances:
During the performance of this Contract, the Contractor assures that no otherwise
qualified person shall be excluded from participation or employment, denied program
benefits, or be subjected to discrimination based on race, color, national origin, sex, age,
or handicap, under any program or activity funded by this Contract, as required by Title
VI of the Civil Rights Act of 1964, Title I of the Housing and Community Development
Act of 1974, as amended, and the Age Discrimination Act of 1975, and all implementing
regulations.
2. State Nondiscrimination Clause:
a. During the performance of this contract, Contractor and its subcontractors shall
not unlawfully discriminate, harass, or allow harassment against any employee or
applicant for employment because of the following: race, religion, color, national
origin, ancestry, disability, medical condition, marital status, age (over 40) or sex.
Contractors and subcontractors shall insure that the evaluation and treatment of
their employees and applicants for employment are free of such discrimination
and harassment. Contractors and subcontractors shall comply with the provisions
of the Fair Employment and Housing Act (Government Code, Section 12900 et
sem.) and the applicable regulations promulgated there under (California Code of
Regulations, Title 2, Section 7258.0 et se .) The applicable regulations of the
Fair Employment and Housing Commission implementing Government Code,
Section 12990 (a -f), set forth in Chapter 5 of Division 4 of Title 2 of the
California Code of Regulations are incorporated into this contract by reference
and made a part hereof as if set forth in full, Contractor and its subcontractors
shall give written notice of their obligations under this clause to labor
organizations with which they have a collective bargaining or other agreement.
b. This Contractor shall include the nondiscrimination and compliance provisions of
this clause in all subcontracts to perform work under the contract.
IX -A-1
2004 Contract Management Manual
Appendix IV -A
INSTRUCTIONS FOR CERTIFICATION REGARDING DEBARMENT
1. 'By signing and submitting this proposal, the prospective recipient of Federal assistance funds is
providing the certification as set out below.
2. The certification in this clause is a material representation of fact upon which reliance was
placed when this transaction was entered into. If it is later determined that the prospective
recipient of Federal assistance funds knowingly rendered an erroneous certification, in
addition to other remedies available to the Federal government, the Department of Labor
(DOL) may pursue available remedies, including suspension and/or debarment.
3. The prospective recipient of Federal assistance funds shall provide immediate written
notice to the person to which this proposal is submitted if at any time the prospective
recipient of Federal assistance funds learns that its certification was erroneous when
submitted or has become erroneous by reason of changed circumstances.
4. The terms "covered transaction" "debarred", "suspended," "ineligible," "lower tier
covered transaction," "participant," "person," "primary covered transaction," "principal,"
"proposal," and "voluntarily excluded," as used in this clause, have the meanings set out
in the definitions and coverage sections of rules implementing Executive Order 12549.
You may contact the person to which this proposal is submitted for assistance in
obtaining a copy of those regulations.
5. The prospective recipient of Federal assistance funds agrees by submitting this
proposal that, should the proposed covered transaction be entered into, it shall not
knowingly enter into any lower tier covered transaction with a person who is debarred,
suspended, declared ineligible, or voluntarily excluded from participation in this covered
transaction, unless authorized by the DOL.
6. The prospective recipient of Federal assistance funds further agrees by submitting this
proposal that it will include the clause titled "Certification Regarding Debarment,
Suspension, Ineligibility and Voluntary Exclusion — Lower Tier Covered Transactions,"
without modification, in all lower tier covered transactions and in all solicitations for
lower tier covered transactions.
7. A participant in a covered transaction may rely upon a certification of a prospective
participant in a lower tier covered transaction that is not debarred, suspended, ineligible,
or voluntarily excluded from the covered transaction, unless it knows that the
certification is erroneous. A participant may decide the method and frequency by which
it determines the eligibility of its principals. Each participant may, but it is not required
to, check the List of Parties Excluded from Procurement or Non -procurement Programs.
S. Nothing contained in the foregoing shall be construed to require establishment of a
system of records in order to render in good faith the certification required by this
clause. The knowledge and information of a participant is not required to exceed that
which is normally possessed by a prudent person in the ordinary course of business
dealings.
9. Except for transactions authorized under paragraph 5 of these instructions, if a
participant in a covered transactions knowingly enters into a lower tier covered
transaction with a person who is suspended, debarred, ineligible, or voluntarily excluded
from participation in this transaction, in addition to other remedies available to the
Federal government, the DOL may pursue available remedies, including suspension
and/or debarment.
IV -A-2 r
2004 Contract Management Manual
Appendix IV -A
CERTIFICATION REGARDING DEBARMENT, SUSPENSION,
INELIGIBILITY, AND VOLUNTARY EXCLUSION
LOWER TIER COVERED TRANSACTIONS
State of California HOME Investment Partnership Program
NONDEBARMENT CERTIFICATION
This certification is required by the regulations implementing Executive Order 12549, Debarment
and Suspension, 29 CFR Part 98, Section 98.510, Participants' Responsibilities. The regulations
were published as Part VII of the May 26, 1988 Federal Register (pages 19160-19211).
(BEFORE COMPLETING CERTIFICATION, READ INSTRUCTIONS FOR CERTIFICATION)
(1) The prospective recipient of Federal assistance funds certifies, by submission of this
proposal, that neither it nor its principals are presently debarred, suspended, proposed for
debarment, declared ineligible, or voluntarily excluded from participation in this transaction by
any Federal department or agency.
(2) Where the prospective recipient of Federal assistance funds is unable to certify to any of the
statements in this certification, such prospective participant shall attach an explanation to this
proposal.
Organization
Name & Title of Authorized Representative
Signature Date
IV -A-1
2004 Contract Management Manual
PROPOSALFOR
GRANT ADMINISTRATOR
To Assist the City in Administering the city of
San Juan Capistrano's 2004 HOME Grant for
an Owner -Occupied Housing Rehabilitation
Program and First -Time Buyer Program
Submitted by
Civic Solutions, Inc.
June 24, 2005
31726 Rancho Viejo Road
Suite 223
San Juan Capistrano, CA 92675
949.489.1442 RECEIVED
L:Mi1 = '1
chic
SOLUTIONS, INC.
�;- ...
community development consulting in the public interact
June 24, 2005
Ms. Lynnette Adolphson
Management Analyst II
City of San Juan Capistrano
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
Dear Ms. Adolphson:
Of -
SAN JUAN CAPISTRANO
FULLERTON
RIVERSIDE
VENTURA
We are pleased to submit this proposal to provide a grant administrator to assist the City of San
Juan Capistrano in administering the HOME Grant for an Owner -Occupied Housing
Rehabilitation program and a First -Time Home Buyer Program. It has been a pleasure for us to
work with the City of San Juan in this capacity for the last two years and we are excited at the
prospect of continuing to work with your community in this capacity.
We are again including Ms. Joyce DeKreek, our Senior Project Manager, as the proposed grant
administrator for this request. She is extremely knowledgeable of the community of San Juan
Capistrno, the programs themselves and the requirements that regulate the process. Ms.
DeKreek also provides this service for other cities in the region and has a great deal of
experience with assisting cities with this program. The obvious benefit to you is the ability to
maintain consistency in service and relieve you of the need to train a new administrator on the
specific needs of San Juan Capistrano.
We look forward to an opportunity to continue working with the City of San Juan Capistrano and
are available to meet with you to discuss any questions that you may have with this proposal or
the assignment of staff. I look forward to talking with you soon.
Sincerely,
Jennifer A. Lilley, AICP
Director of Municipal Planning Services
31726 RANCHO VIEJO ROAD- SUITE 223+ SAN JUAN CAPISTRANO' CA' 92675.949/489-1442' FAX 949/240-8068
www.civicsoIutions.com
1. EXPERIENCE:
The following represents our firm's ability to provide the service of grant administrator to assist
the City of San Juan Capistrano for the Owner -Occupied Housing Rehabilitation and the First-
time Homebuyer Programs. Civic Solutions, through the abilities of Ms. Joyce DeKreek, has
provided this service to the City and we are very excited for the opportunity to continue to
provide this service and assist your residents in this way.
Summary of Qualifications Civic Solutions, Inc. is a community development consulting firm
specializing in comprehensive planning and entitlement services to
municipalities, special districts, and other public agencies. The
firm is established around the principle that community planning
and development ultimately serve the public interest. CSI's areas
of expertise include Housing Elements, Consolidated Plans,
affordable housing implementation programs, CDBG and HOME
program administration. CSI's experience includes the following:
a) Specifically providing grant administrator services to the
City of San Juan Capistrano since 2003. Administration
and implementation of CDBG and HOME programs since
1978 in over 30 Southern California jurisdictions.
Completed units averaged approximately 100 per year.
b) Experience in administering housing rehabilitation
programs, including reviewing applications for program
eligibility, performing inspections, work write-ups, loan
documents, recording liens, etc. in over 30 Southern
California Jurisdictions.
c) Experience in administering a first-time home buyer
program, including reviewing applications for program
eligibility, preparing loan documents, filing and releasing
liens, preparing reports to the State, monitoring and
program income, maintaining records, etc. in 2 cities
(Huntington Beach and Montebello). Both cities operated
their first-time buyer program through projects constructed
through the City (with RDA funds and HOME funds) and
made available to UM income households.
d) Knowledge and fluency in HOME regulations, provided
through practical application and attending training
sessions provided by HUD.
e) Experience in real estate transactions, filing and releasing
of liens, financing, FHA loans, purchase agreements, loan
documents, escrow instructions include the entire loan
processing and completion process. Currently responsible
for obtaining title reports, preparing all necessary
paperwork for loans documents, reviewing purchase
agreements, preparing escrow instructions. Also,
responsible for loan payoffs, entering data into the IDIS
system, preparing subordination agreements, etc.
f) Knowledge of Federal, State, County and Redevelopment
Law includes operation of programs under the guidelines,
including 20% set aside and HOME regulations.
Civic Solutions, Inc. Page 1
2. KEY PERSONNEL AND SCOPE:
A. Project Approach All of our staff have a public sector background and
understand the need to provide quality service with
limited public funds. Our commitment is to assist City
staff in administering the HOME program in an efficient
and professional manner.
B. Staffing CSI will assign the following staff member to this
Assignments project. Changes to these assignments will only be
made with the City's consent.
Joyce DeKreek Ms. DeKreek has provided this service for the City of
Senior Project Manager San Juan Capistrano since 2003. In addition, she has
over 20 years experience and training in the
administration and implementation of Federal and
State housing programs, including CDBG, HOME,
Redevelopment projects, bond financing, FEMA, etc.
Ms. DeKreek has successfully prepared affordable
housing agreements for a number of municipalities,
including monitoring and follow-up activities. Jooyce
DeKreek is knowledgeable in HQS inspections,
housing rehabilitation, loan processing and
reconveyances, and new construction management.
She will be the primary staff person responsible for
day-to-day administration of the project.
Schedule of hours per week Ms. DeKreek will devote 10 hours per week minimum
(on and off-site) on-site and an additional 10 hours per week minimum
off-site.
Civic Solutions, Inc. Page 2
CIVIC SOLUTIONS, INC.
.. comm+niry dewb/xnluuuN'„•inldepuNio in,entl
Joyce DeKreek
Senior Project Manager
Qualifications Ms. DeKreek has 28 years experience in the planning and housing field, including
extensive involvement with the administration of building and safety codes and
federal and state housing programs. Prior to her affiliation with Civic Solutions, Inc.
Joyce was principal of JDK Consulting (1990-2002) and Senior Community
Development Specialist with Willdan Associates (1980-1990). From 1974 to 1980
she was a planner with the City of Paramount.
Highlights of Ms. DeKreek's experience includes administration and implementation of the
Experience following programs:
• Community Development Block Grant
• Rental Rehabilitation
• Redevelopment Set-aside
• Section 8 rental assistance
Federal Emergency Management Agency (FEMA) Earthquake
Rehabilitation
Her experience with single-family and multi -family rehabilitation programs includes
applicant intake and qualifications, loan processing, initial inspections, cost
estimating, contract negotiations, pre -construction meetings, and progress
inspections.
Additional responsibilities have included preparation of Comprehensive Housing
Affordability Strategies (CHAS), Consolidated Planning Documents (CPD) and One -
Year Action Plans, applications for the HOME Investment Partnership Program
(HOME), preparation and negotiations of affordable housing agreements, tenant
qualifications and relocation assistance, cash management and information system
(C/MI), set-up and drawdown of the Integrated Disbursement Information System
(IDIS), preparation and reporting ofthe Consolidated Annual Performance and
Evaluation Reports (CAPER), including IDIS generated required reporting,
preparation of the quarterly Cash Transaction Reports, quarterly
Contractor/Subcontractor Activity Reports, Minority Business Enterprise (MBE)
reporting, preparation of environmental reporting, preparation of staff reports and
public notices, and coordination of local, state and governmental agencies.
Education Los Angeles Trade Technical School (1984-86)
Coursework in building, mechanical and plumbing codes
• California State University Long Beach (1984)
Liberal Arts
• Long Beach City College (1972-1975)
General Education Courses
• Compton City College (1970-1972)
General Education Courses
Professional
Affiliations
Civic Solutions, Inc.
• Certified Notary Public
Page 3
C. Scope of Work This section describes the key components of the work
to be completed.
Task 1 The First -Time Home Buyer Program provides second
First -Time Homebuyer mortgages of up to $45,000 to income -eligible first-time
Program Administration homebuyers in purchasing a home in the city. City
staff will handle program marketing, reviewing
applications, eligibility determinations, loan and escrow
document processing, wiring funds and filing liens.
CSI staff will be responsible for conducting home
inspections prior to close of escrow, preparing required
annual State reports, monitoring expenditures,
maintaining records pursuant to HOME regulations,
and preparing environmental documentation.
Our fee proposal is based on the assumption of 10
loans per year, one inspection per property, and one
annual report.
Task 2 The Owner -Occupied Housing Rehabilitation Program
Owner -Occupied Housing provides low-income single-family and mobile home
Rehabilitation Program owners with zero percent interest loans of up to
Administration $30,000 or $15,000, respectively, for health and safety
rehabilitation. CSI will be responsible for program
marketing, application review and eligibility
determinations, property inspections and work write-
ups, assisting with loan document and escrow
processing, lien processing and recording, preparing
State reports, monitoring expenditures and loan
payoffs, attending mandatory training sessions,
maintaining records per HOME program regulations,
and environmental documentation.
Our fee proposal is based on the assumption of 40
loans @ $15,000/year instead of the 24 maximum
loans possible to allow for applicants who apply and
withdraw or are denied somewhere in the process.
Civic Solutions, Inc. Page 4
3. PROPOSED FEE SCHEDULE:
Fee Schedule
Senior Project Manager
$75/hour
Civic Solutions, Inc. Page 5
5. LIST OF REFERENCES:
Selected References CITY OF HUNTINGTON BEACH
Teri King 714/960-8831
CITY OF MONTEBELLO
Susan Louie 3231887-1403
CITY OF WESTMINSTER
Geri Gehres 714/898-3311 Ext. 6101
CITY OF ORANGE
Diane Cotto 714/744-7214
CITY OF NEWPORT BEACH
Christy Teague (now with Huntington Beach) 714/375-5088
Genia Garcia (now with Aliso Viejo) 949-248-3588
CITY OF POWAY
David Narevsky
619/679-4362
Civic Solutions, Inc. Page 7
City of San Juan Capistrano
RFP for Grant Administrator
Schedule of Fees
FIRST-TIME HOMEBUYER PROGRAM
(Fees to be based upon 2 first-time home buyer loans per year)
OWNER -OCCUPIED HOUSING REHABILITATION
(Fees to be based upon 20 $20,000 loans per year)
FEES PER LOAN
TOTAL ANNUAL
DESCRIPTION OF WORK
FEE
Property Inspections for HQS
$862.50
$1,725
OWNER -OCCUPIED HOUSING REHABILITATION
(Fees to be based upon 20 $20,000 loans per year)
Other (Hourly Rate) 100 hours/year
$75.00 1 $7,500
TOTAL ANNUAL FEES FOR ADMINISTERING 2004 HOME GRANT: 1 $70,575
EXHIBIT B
FEES PER LOAN
TOTAL ANNUAL
DESCRIPTION OF WORK
FEE
Eligibility Determination
$450
$9,000
Property Inspection & Work Specifications/CE
$1200
$24,000
Bid Process
$350
$7,000
Coordination, Bid Acceptance, License & Insurance
Loan Processing
$780
$15,600
Loan Document, Closing, Recording, Lien Filing
Construction Management
$230
$4,600
Inspections, Progress payments, Lien releases
HOME Reports Preparation and Submittal
$57.50
$1,150
TOTAL OWNER -OCCUPIED HOUSING
$61,350
REHABILITATION PROGRAM FEES:
Other (Hourly Rate) 100 hours/year
$75.00 1 $7,500
TOTAL ANNUAL FEES FOR ADMINISTERING 2004 HOME GRANT: 1 $70,575
EXHIBIT B
32400 PASEO ADELANTO
SAN JUAN CAPISTRANO, CA 92675
(949) 493-1171
(949) 493-1053 FAX
www.sanjuancopistrano.org
August 17, 2005
Civic Solutions, Inc.
317266 Rancho Viejo
San Juan Capistrano,
Road, Ste 223
CA 92675
MEMBERS OF THE CITY COUNCIL
SAM ALLEVATO
DIANE BATHGATE
MATT HART
JOE SOTO
DAVID M. SWERDLIN
The City Council approved an agreement related to administration and oversight of th
e2004 HOME owner -Occupied Rehabilitation Program and a portion of the First -Time
Home Buyer Program on August 16, 2005. A fully executed, original Personal Services
Agreement is enclosed for your records.
Thank you for maintaining documentation confirming current compliance with the terms
of insurance under your agreement with the city. Please keep in mind that should this
documentation lapse, all work under this agreement must stop and all payments will be
withheld until we receive proper evidence of insurance.
You may proceed with work under this agreement in coordination with the project
manager, Lynnette Adolphson, Management Analyst II, (949) 443-6324.
i panK you,
Meg na n, CMC
Ci Clerk a
Adolphson, Management Analyst II
Finance
San Juan Capistrano: Preserving the Past to Enhance the Future
0 Printed on recvcletl oaoer
8/16/2005
G 2a
AGENDA REPORT
TO: David F. Adams, City Manager (;C..
FROM: Molly Bogh, Planning Director
SUBJECT: Consideration of Grant Administrator Selection for the State of California
2004 HOME Program Grant for the Owner -Occupied Housing
Rehabilitation and First -Time Home Buyer Programs (Civic Solutions, Inc.)
RECOMMENDATION:
By motion, approve a personal services agreement with Civic Solutions, Inc. for
administration of the California 2004 HOME Program grants for the Owner -Occupied
Housing Rehabilitation and First -Time Home Buyer Programs in an amount not to
exceed $70,575.
SITUATION
In October, 2004, the City submitted an application requesting $800,000 in grant funds
from the State of California Department of Housing and Community Development to
continue the City's existing First -Time Home Buyer and Owner -Occupied Housing
Rehabilitation Programs. In February, 2005, the City received notification from the
State of California awarding the funds to the City, and the Standard Agreement between
the State and the City was finalized on June 3, 2005.
Per State regulations, if the City wishes to utilize the services of a grant administrator to
assist in carrying out the work, the City must solicit bids through a competitive
procurement process for an administrative subcontractor for each separate agreement.
If the administrative subcontractor selected is other than the one identified in the
competitive application, the State must review the bid proposal and approve the
administrative subcontractor prior to the City Council awarding the contract.
Therefore, on June 8, 2005, the City distributed Request for Proposals and received
three responses. Staff has analyzed the three bid proposals in accordance with City
Council Policy 112 and finds that Civic Solutions, Inc., has the capacity and expertise to
perform the work. Based upon the above, staff recommends that the City Council
select Civic Solutions, Inc., as the grant administrator for the City's 2004 HOME
Program and authorize the Mayor to execute a personal services agreement
(Attachment 1) in a not -to -exceed amount of $70,575.
Agenda Report
Page 2 August 16, 2005
Background: The State of California awarded the City $800,000 from the 2004 HOME
program to continue the Owner -Occupied Housing Rehabilitation and First -Time Home
Buyer Programs. Since 1998, the City has been awarded a total of $4.735 million to
help fund the City's affordable housing programs. The 2004 HOME Program standard
agreement requires the City to spend all of the grant funds by August 31, 2006. The
state has advised that this deadline may be extended in the future due to changes in the
program.
Staff Analysis: On June 8, 2005, staff transmitted the Request for Proposals
(Attachment 2) to the following firms: (1) Housing Programs; (2) Comprehensive
Housing Services; and (3) Civic Solutions, Inc. The deadline for responding with a bid
was June 24, 2005. The Agency received bids from all three firms (Attachment 3.)
In accordance with City Council Policy 112, staff has reviewed the proposals and has
determined that Civic Solutions possesses the appropriate education and experience,
has a record of success in performing the City's 2002 HOME grant administration, and
has qualified staff to perform the work on-site within the required grant deadlines at a
reasonable cost.
The following table compares the proposed costs for the three bids received. The totals
shown on the table have been revised when necessary to reflect the cost to process 20
housing rehabilitation loans and to do inspections for two first-time home buyer loans.
TABLE 1
HOUSING
CHS
CIVIC SOLUTIONS
PROGRAMS
Per
Per
Per
Description
Hrly.
Loan
Hrly.
Loan
Hrly.
Loan
Rate
Fee
Total
Rate
Fee
Total
Rate
Fee
Total
Property Inspections for
$75
$150
$862.50
$1,725
$300
$600
FTHB Loan
Eligibility Determination
$250
$5,000
$450
$9,000
$375
$7,500
Property Inspection &
Work
$350
$7,000
$1,200
$24,000
$450
$9,000
Specifications
Bid Process
(Coordination, bid
$7,000
acceptance, license &
$350
$7,000
$350
$200
$4,000
insurance)
Loan Processing (Loan
document, closing,
$350
$7,000
$780
$15,600
$400
$8,000
recording, lien filing)
Agenda Report
Page 3 August 16, 2005
Construction Management
(Inspections, progress
$450
$9,000
$230
$4,600
$400
$8,000
payments,
lien releases)
HOME Reports
Preparation & Submittal
$375
$7,500
$57.50
$1,150
$225
$4,500
Other (hourly rate) 100
$50
$5,000
$75
$7,500
$65
$6,500
hrs./year
TOTAL:
$47,650
$70,575
$48,100
In reviewing the above bids, there are several key issues that need to be considered in
selecting the grant administrator. First, Civic Solutions, Inc., has a demonstrated history
of performing the duties as the administrative subcontractor for the City's 2002 HOME
grant in an expedited manner. For this previous grant, a total of 22 loans were
completed at a cost of $87,950, nearly $30,000 under budget. Civic Solutions
completed most of the housing rehabilitation loans within one year. In the past previous
grant administrators took 2 '/: years to spend the grant funds. This is an important
component because all of the grant funds must be spent by August 31, 2006.
Secondly, the City's grant application included Civic Solutions, Inc., as the
administrative subcontractor for the grant. As noted earlier in the report, selection of a
different administrative subcontractor will require prior approval from the State of
California before entering into an agreement. Due to the time constraints to expend the
funds by August 31, 2006, waiting for state authorization may jeopardize the City's
ability to expend the funds by the deadline date.
Thirdly, while all three firms have the experience and capability to perform the work, the
City has entered into agreements with all three firms during the past three -to -four years.
The consultant work performed by the firms included either CDBG/HOME housing
rehabilitation grant work or administration of one of the Community Redevelopment
Agency's housing programs. Based upon the City's working knowledge of these three
firms, Civic Solutions, Inc., has provided the City with the highest quality work product.
Civic Solutions has demonstrated a higher level of expertise and responsiveness in
preparing reports, working independently, responding to clients, maintaining accurate
files, and keeping the staff informed regarding the status of work performed.
Staff recommends that the City Council approve an agreement with Civic Solutions, Inc.
for a not -to -exceed amount of $70,575. Due to large discrepancies in the estimated
number of hours to complete some of the tasks (based upon the hourly rates) and the
need to ensure that the City only pays for actual hours worked, staff proposes that all
work be charged to the City at an hourly rate, rather than by the number of loans
processed. In addition, there may be a possibility that the state will extend the grant
Agenda Report
Page 4
August 16, 2005
deadline. Therefore, staff recommends approval of a one-year agreement, with an
option to extend the agreement for two additional years if necessary.
The staff recommendation is based upon the following reasons:
1. Civic Solutions has a demonstrated history of performing the duties as the
administrative subcontractor for the City's 2002 HOME grant in an expedited
manner and under budget.
2. Based upon past experience in working with all three firms over the past several
years, Civic Solutions had demonstrated a higher level of expertise and
responsiveness.
3. Civic Solutions' hourly rate of $75 is reasonable for the level of expertise
provided to the City.
4. Execution of the administrative subcontractor agreement will not require prior
state approval.
COMMISSION/BOARD REVIEW AND RECOMMENDATIONS:
The Housing Advisory Committee was advised at their meeting on July 27, 2005, that
the City had solicited bids for the 2004 HOME grant administrator and that selection of a
grant administrator will be considered by the City Council on August 16, 2005.
FINANCIAL CONSIDERATIONS:
A total of $105,125 of the grant funds may be used to pay for the housing rehabilitation
administration and activity delivery costs associated with the processing the loans.
Therefore, the agreement with Civic Solutions will be completely paid for with 2004
HOME grant funds, and this agreement for services will have no financial impact to the
City or the Agency.
NOTIFICATION:
Housing Advisory Committee members*
*Agenda Report included
Agenda Report
Page 5
RECOMMENDATION:
August 16, 2005
By motion, approve a personal services agreement with Civic Solutions, Inc. for
administration of the California 2004 HOME Program grants for the Owner -Occupied
Housing Rehabilitation and First -Time Home Buyer Programs in an amount not to
exceed $70,575.
Respectfully submitted,
�'U%
Molly Bogh
Planning Director
Prepared by:
Lynnette Adolphson
Management Analyst I I
Attachment(s):
1. Personal Services Agreement with Civic Solutions, Inc.
2. Request for Proposals
3. Three Bid Responses
PERSONAL SERVICES AGREEMENT
THIS AGREEMENT is made and entered into this 16th day of August, 2005, by and
between the City of San Juan Capistrano (hereinafter referred to as the "City") and Civic
Solutions. Inc. (hereinafter referred to as "Consultant").
RECITALS:
WHEREAS, City desires to retain the services of Consultant regarding the City's
proposal to administer and oversee the 2004 HOME Owner -Occupied Rehabilitation
Program and a portion of the First -Time Home Buyer 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 Consultant shall consist of those tasks as set
forth in Exhibits "A and B," attached and incorporated herein by reference.
Consultant warrants that all of its services shall be performed in a competent,
professional and satisfactory manner and in accordance with the prevalent standards of
its profession.
Section 2. Term.
This Agreement shall commence on the effective date of this Agreement and
services required hereunder shall be completed by no later than June 30, 2006. At the
City's discretion, the City Manager may extend the term of this agreement for up to two
additional years to June 30, 2008.
Section 3. Compensation.
3.1 Amount.
Total compensation for the scope of services for this Project shall not exceed
Seventy Thousand Five Hundred Seventy -Five Dollars ($70,575.00).
3.2 Rate Schedule.
The services shall be billed to the City at the hourly rate of $75. Included
within the compensation are all the Consultant's ordinary office and overhead expenses
incurred by it, its agents and employees, including meetings with the City representatives
C:\NyFiles\CONTRACTS\CSolutionsO4HOMEcontract.wpd -1-
ATTACHMENT
and incidental costs to perform the stipulated services. Submittals shall be in accordance
with Consultant's proposal.
3.3 Method of Payment.
Consultant shall submit monthly invoices based on total services which have
been satisfactorily completed and specifying a percentage of projected completion for
approval by the City. The City will pay monthly progress payments based on approved
invoices in accordance with this Section.
For extra work not part of this Agreement, a written authorization from City
is required prior to Consultant undertaking any extra work.
3.4 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 City.
Section 4. Independent Contractor.
It is agreed that Consultant shall act and be an independent contractor and not an
agent or employee of City, and shall obtain no rights to any benefits which accrue to City'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 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 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.
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.
C:WIyFiles\CONTRACTS\CSolutions04HOMEcontract.wpd -2- 8/3/05
Section 7. Familiarity with Work and Construction Site.
By executing this Agreement, Consultant warrants that: (1) it has investigated the
work to be performed; and (2) it understands the facilities, difficulties and restrictions of the
work 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 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 contract period, Consultant shall have delivered to City at
least one (1) copy of any final reports and architectural drawings containing Consultant's
findings, conclusions, and recommendations with any support documentation. All reports
submitted to the City shall be in reproducible format.
All services to be rendered hereunder shall be subject to the direction and approval
of the City.
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.
C:\MyFiles\CONTRACTS\CSolutions04HOMEcontract.wpd -3- 8/3/05
Section 13. Indemnity.
Consultant agrees to protect, defend and hold harmless City, its elected and appointed
officials 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 damage to property
or interference with use of property and for errors and omissions committed by Consultant
arising out of or in connection with the work, operation or activities of Consultant, its
agents, employees and subcontractors in carrying out its obligations underthis Agreement.
Section 14. Insurance.
Insurance required herein shall be provided by Admitted 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 the following minimum amounts:
$500,000 property damage;
$500,000 injury to one person/any one occurrence/not limited to contractual
period;
$1,000,000 injury to more than one person/any one occurrence/not limited
to contractual period.
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 the following minimum amounts:
$500,000 property damage;
$500,000 injury to one person/any one occurrence/not limited to contractual
period;
$1,000,000 injury to more than one person/any one occurrence/not limited
to contractual period
C:\MyFiles\CONTRACTS\CSolutions04HOMEcontract.wpd -4- 8/3/05
14.3 Worker's Compensation.
If Consultant intends to employ employees to perform services under this
Agreement, Consultant shall obtain and maintain, during the term of this Agreement,
Worker's 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 to the Consultant's general liability and umbrella liability
policies to the City Clerk's office for certification that the insurance requirements of this
Agreement have been satisfied.
14.5 Errors and Omissions Coverage
Throughoutthe 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 Clerk's office 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 afterthirty (30) days' written notice is given to City, exceptthat
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.
C:\MyFiles\CONTRACTS\CSolutions04HOMEwntract.wpd -5- 8/3/05
Section 15. Termination.
City and Consultant shall have the right to terminate this Agreement without cause
by giving thirty (30) days' advance written notice of termination to the other party
In addition, this Agreement may be terminated 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: Director of Administrative Services
To Consultant: Civic Solutions, Inc.
31726 Rancho Viejo Road, Suite 223
San Juan Capistrano, CA 92675
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").
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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.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement.
CITY OF SAN JUAN CAPISTRANO
In
David F. Adams, City Manager
CIVIC SOLUTIONS, INC.
am
ATTEST:
Margaret R. Monahan, City Clerk
APPROVED AS TO FORM:
John R. Shaw, City Attorney
Thomas G. Merrell, Principal
C:\MyFiles\CONTRACTS\CSolutions04HOMEcontract.wpd -7- 8/3/05
Appendix IX -A
STANDARD CONTRACT LANGUAGE REOUIRED FOR ALL
CONTRACTS AND SUBCONTRACTS
The Civil Rights HCD and Age Discrimination Acts Assurances:
During the performance of this Contract, the Contractor assures that no otherwise
qualified person shall be excluded from participation or employment, denied program
benefits, or be subjected to discrimination based on race, color, national origin, sex, age,
or handicap, under any program or activity funded by this Contract, as required by Title
VI of the Civil Rights Act of 1964, Title I of the Housing and Community Development
Act of 1974, as amended, and the Age Discrimination Act of 1975, and all implementing
regulations.
State Nondiscrimination Clause:
a. During the performance of this contract, Contractor and its subcontractors shall
not unlawfully discriminate, harass, or allow harassment against any employee or
applicant for employment because of the following: race, religion, color, national
origin, ancestry, disability, medical condition, marital status, age (over 40) or sex.
Contractors and subcontractors shall insure that the evaluation and treatment of
their employees and applicants for employment are free of such discrimination
and harassment. Contractors and subcontractors shall comply with the provisions
of the Fair Employment and Housing Act (Government Code, Section 12900 et
sem.) and the applicable regulations promulgated there under (California Code of
Regulations, Title 2, Section 7258.0 et seq.) The applicable regulations of the
Fair Employment and Housing Commission implementing Government Code,
Section 12990 (a -f), set forth in Chapter 5 of Division 4 of Title 2 of the
California Code of Regulations are incorporated into this contract by reference
and made a part hereof as if set forth in full, Contractor and its subcontractors
shall give written notice of their obligations under this clause to labor
organizations with which they have a collective bargaining or other agreement.
b. This Contractor shall include the nondiscrimination and compliance provisions of
this clause in all subcontracts to perform work under the contract.
IX -A-1
2004 Contract Management Manual
Appendix IV -A
INSTRUCTIONS FOR CERTIFICATION REGARDING DEBARMENT
1. By signing and submitting this proposal, the prospective recipient of Federal assistance funds is
providing the certification as set out below.
2. The certification in this clause is a material representation of fact upon which reliance was
placed when this transaction was entered into. If it is later determined that the prospective
recipient of Federal assistance funds knowingly rendered an erroneous certification, in
addition to other remedies available to the Federal government, the Department of Labor
(DOL) may pursue available remedies, including suspension and/or debarment.
3. The prospective recipient of Federal assistance funds shall provide immediate written
notice to the person to which this proposal is submitted if at any time the prospective
recipient of Federal assistance funds learns that its certification was erroneous when
submitted or has become erroneous by reason of changed circumstances.
4. The terms "covered transaction" "debarred", "suspended," "ineligible," "lower tier
covered transaction," "participant," "person," "primary covered transaction," "principal,"
"proposal," and "voluntarily excluded," as used in this clause, have the meanings set out
in the definitions and coverage sections of rules implementing Executive Order 12549.
You may contact the person to which this proposal is submitted for assistance in
obtaining a copy of those regulations.
5. The prospective recipient of Federal assistance funds agrees by submitting this
proposal that, should the proposed covered transaction be entered into, it shall not
knowingly enter into any lower tier covered transaction with a person who is debarred,
suspended, declared ineligible, or voluntarily excluded from participation in this covered
transaction, unless authorized by the DOL.
6. The prospective recipient of Federal assistance funds further agrees by submitting this
proposal that it will include the clause titled "Certification Regarding Debarment,
Suspension, Ineligibility and Voluntary Exclusion — Lower Tier Covered Transactions,"
without modification, in all lower tier covered transactions and in all solicitations for
lower tier covered transactions.
7. A participant in a covered transaction may rely upon a certification of a prospective
participant in a lower tier covered transaction that is not debarred, suspended, ineligible,
or voluntarily excluded from the covered transaction, unless it knows that the
certification is erroneous. A participant may decide the method and frequency by which
it determines the eligibility of its principals. Each participant may, but it is not required
to, check the List of Parties Excluded from Procurement or Non -procurement Programs.
8. Nothing contained in the foregoing shall be construed to require establishment of a
system of records in order to render in good faith the certification required by this
clause. The knowledge and information of a participant is not required to exceed that
which is normally possessed by a prudent person in the ordinary course of business
dealings.
9. Except for transactions authorized under paragraph 5 of these instructions, if a
participant in a covered transactions knowingly enters into a lower tier covered
transaction with a person who is suspended, debarred, ineligible, or voluntarily excluded
from participation in this transaction, in addition to other remedies available to the
Federal government, the DOL may pursue available remedies, including suspension
and/or debarment.
IV -A-2 r
2004 Contract Management Manual
Appendix IV -A
CERTIFICATION REGARDING DEBARMENT, SUSPENSION,
INELIGIBILITY, AND VOLUNTARY EXCLUSION
LOWER TIER COVERED TRANSACTIONS
State of California HOME Investment Partnership Program
NONDEBARMENT CERTIFICATION
This certification is required by the regulations implementing Executive Order 12549, Debarment
and Suspension, 29 CFR Part 98, Section 98.510, Participants.' Responsibilities. The regulations
were published as Part VII of the May 26, 1988 Federal Register (pages 19160-19211).
(BEFORE COMPLETING CERTIFICATION, READ INSTRUCTIONS FOR CERTIFICATION)
(1) The prospective recipient of Federal assistance funds certifies, by submission of this
proposal, that neither it nor its principals are presently debarred, suspended, proposed for
debarment, declared ineligible, or voluntarily excluded from participation in this transaction by
any Federal department or agency.
(2) Where the prospective recipient of Federal assistance funds is unable to certify to any of the
statements in this certification, such prospective participant shall attach an explanation to this
proposal.
Organization
Name & Title of Authorized Representative
Signature
IV -A-1
2004 Contract Management Manual
Date
PROPOSAL FOR
GRANT ADMINISTRATOR
To Assist the City in Administering the city of
San Juan Capistrano's 2004 HOME Grant for
an Owner -Occupied Housing Rehabilitation
Program and First -Time Buyer Program
Submitted by
Civic Solutions, Inc.
June 24, 2005
31726 Rancho Viejo Road
Suite 223
San Juan Capistrano, CA 92675
949.489.1442 RECEIVED
EXHIBIT A
;.
CIVIC SOLUTIONS, INC.
community development consulting in the public interest
June 24, 2005
Ms. Lynnette Adolphson
Management Analyst II
City of San Juan Capistrano
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
Dear Ms. Adolphson:
Offl—
SAN JUAN CAPISTRANO
FULLERTON
RIVERSIDE
VENTURA
We are pleased to submit this proposal to provide a grant administrator to assist the City of San
Juan Capistrano in administering the HOME Grant for an Owner -Occupied Housing
Rehabilitation program and a First -Time Home Buyer Program. It has been a pleasure for us to
work with the City of San Juan in this capacity for the last two years and we are excited at the
prospect of continuing to work with your community in this capacity.
We are again including Ms. Joyce DeKreek, our Senior Project Manager, as the proposed grant
administrator for this request. She is extremely knowledgeable of the community of San Juan
Capistrno, the programs themselves and the requirements that regulate the process. Ms.
DeKreek also provides this service for other cities in the region and has a great deal of
experience with assisting cities with this program. The obvious benefit to you is the ability to
maintain consistency in service and relieve you of the need to train a new administrator on the
specific needs of San Juan Capistrano.
We look forward to an opportunity to continue working with the City,of San Juan Capistrano and
are available to meet with you to discuss any questions that you may have with this proposal or
the assignment of staff. I look forward to talking with you soon.
Sincerely,
Jennifer A. Lilley, AICP
Director of Municipal Planning Services
31726 RANCHO VI EJO ROAD- SUITE 223- SAN JUAN CAPISTRANO• CA' 92675.949/489-1442• FAX 949/240-8068
www. ciaicsolu t ions. com -
1. EXPERIENCE:
The following represents our firm's ability to provide the service of grant administrator to assist
the City of San Juan Capistrano for the Owner -Occupied Housing Rehabilitation and the First-
time Homebuyer Programs. Civic Solutions, through the abilities of Ms. Joyce DeKreek, has
provided this service to the City and we are very excited for the opportunity to continue to
provide this service and assist your residents in this way.
Summary of Qualifications Civic Solutions, Inc. is a community development consulting firm
specializing in comprehensive planning and entitlement services to
municipalities, special districts, and other public agencies. The
firm is established around the principle that community planning
and development ultimately serve the public interest. CSI's areas
of expertise include Housing Elements, Consolidated Plans,
affordable housing implementation programs, CDBG and HOME
program administration. CSI's experience includes the following:
a) Specifically providing grant administrator services to the
City of San Juan Capistrano since 2003. Administration
and implementation of CDBG and HOME programs since
1978 in over 30 Southern California jurisdictions.
Completed units averaged approximately 100 per year.
b) Experience in administering housing rehabilitation
programs, including reviewing applications for program
eligibility, performing inspections, work write-ups, loan
documents, recording liens, etc. in over 30 Southern
California Jurisdictions.
c) Experience in administering a first-time home buyer
program, including reviewing applications for program
eligibility, preparing loan documents, filing and releasing
liens, preparing reports to the State, monitoring and
program income, maintaining records, etc. in 2 cities
(Huntington Beach and Montebello). Both cities operated
their first-time buyer program through projects constructed
through the City (with RDA funds and HOME funds) and
made available to UM income households.
d) Knowledge and fluency in HOME regulations, provided
through practical application and attending training
sessions provided by HUD.
e) Experience in real estate transactions, filing and releasing
of liens, financing, FHA loans, purchase agreements, loan
documents, escrow instructions include the entire loan
processing and completion process. Currently responsible
for obtaining title reports, preparing all necessary
paperwork for loans documents, reviewing purchase
agreements, preparing escrow instructions. Also,
responsible for loan payoffs, entering data into the IDIS
system, preparing subordination agreements, etc.
f) Knowledge of Federal, State, County and Redevelopment
Law includes operation of programs under the guidelines,
including 20% set aside and HOME regulations.
Civic Solutions, Inc. Page 1
2. KEY PERSONNEL AND SCOPE:
A. Project Approach All of our staff have a public sector background and
understand the need to provide quality service with
limited public funds. Our commitment is to assist City
staff in administering the HOME program in an efficient
and professional manner.
B. Staffing CSI will assign the following staff member to this
Assignments project. Changes to these assignments will only be
made with the City's consent.
Joyce DeKreek Ms. DeKreek has provided this service for the City of
Senior Project Manager San Juan Capistrano since 2003. In addition, she has
over 20 years experience and training in the
administration and implementation of Federal and
State housing programs, including CDBG, HOME,
Redevelopment projects, bond financing, FEMA, etc.
Ms. DeKreek has successfully prepared affordable
housing agreements for a number of municipalities,
including monitoring and follow-up activities. Jooyce
DeKreek is knowledgeable in HQS inspections,
housing rehabilitation, loan processing and
reconveyances, and new construction management.
She will be the primary staff person responsible for
day-to-day administration of the project.
Schedule of hours per week Ms. DeKreek will devote 10 hours per week minimum
(on and off-site) on-site and an additional 10 hours per week minimum
off-site.
Civic Solutions, Inc. Page 2
CIVIC SOLUTIONS. INC.
i ..ae•rnuJry /erebl^•�rounNnlb M•y4lbbunq
Joyce DeKreek
Senior Project Manager
Qualifications Ms. DeKreek has 28 years experience in the planning and housing field, including
extensive involvement with the administration of building and safety codes and
federal and state housing programs. Prior to her affiliation with Civic Solutions, Inc.
Joyce was principal of JDK Consulting (1990-2002) and Senior Community
Development Specialist with Willdan Associates (1980-1990). From 1974 to 1980
she was a planner with the City of Paramount.
Highlights of Ms. DeKreek's experience includes administration and implementation of the
Experience following programs:
• Community Development Block Grant
• Rental Rehabilitation
• Redevelopment Set-aside
• Section 8 rental assistance
• Federal Emergency Management Agency (FEMA) Earthquake
Rehabilitation
Her experience with single-family and multi -family rehabilitation programs includes
applicant intake and qualifications, loan processing, initial inspections, cost
estimating, contract negotiations, pre -construction meetings, and progress
inspections.
Additional responsibilities have included preparation of Comprehensive Housing
Affordability Strategies (CHAS), Consolidated Planning Documents (CPD) and One -
Year Action Plans, applications for the HOME Investment Partnership Program
(HOME), preparation and negotiations of affordable housing agreements, tenant
qualifications and relocation assistance, cash management and information system
(C/MI), set-up and drawdown of the Integrated Disbursement Information System
(IDIS), preparation and reporting of the Consolidated Annual Performance and
Evaluation Reports (CAPER), including IDIS generated required reporting,
preparation of the quarterly Cash Transaction Reports, quarterly
Contractor/Subcontractor Activity Reports, Minority Business Enterprise (MBE)
reporting, preparation of environmental reporting, preparation of staff reports and
public notices, and coordination of local, state and governmental agencies.
Education Los Angeles Trade Technical School (1984-86)
Coursework in building, mechanical and plumbing codes
• California State University Long Beach (1984)
Liberal Arts
• Long Beach City College (1972-1975)
General Education Courses
• Compton City College (1970-1972)
General Education Courses
Professional
Affiliations
• Certified Notary Public
Civic Solutions, Inc. Page 3
C. Scope of Work This section describes the key components of the work
to be completed.
Task 1 The First -Time Home Buyer Program provides second
First -Time Homebuyer mortgages of up to $45,000 to income -eligible first-time
Program Administration homebuyers in purchasing a home in the city. City
staff will handle program marketing, reviewing
applications, eligibility determinations, loan and escrow
document processing, wiring funds and filing liens.
CSI staff will be responsible for conducting home
inspections prior to close of escrow, preparing required
annual State reports, monitoring expenditures,
maintaining records pursuant to HOME regulations,
and preparing environmental documentation.
Our fee proposal is based on the assumption of 10
loans per year, one inspection per property, and one
annual report.
Task 2 The Owner -Occupied Housing Rehabilitation Program
Owner -Occupied Housing provides low-income single-family and mobile home
Rehabilitation Program owners with zero percent interest loans of up to
Administration $30,000 or $15,000, respectively, for health and safety
rehabilitation. CSI will be responsible for program
marketing, application review and eligibility
determinations, property inspections and work write-
ups, assisting with loan document and escrow
processing, lien processing and recording, preparing
State reports, monitoring expenditures and loan
payoffs, attending mandatory training sessions,
maintaining records per HOME program regulations,
and environmental documentation.
Our fee proposal is based on the assumption of 40
loans @ $15,000/year instead of the 24 maximum
loans possible to allow for applicants who apply and
withdraw or are denied somewhere in the process.
Civic Solutions, Inc. Page 4
3. PROPOSED FEE SCHEDULE:
Fee Schedule
Senior Project Manager
$75/hour
Civic Solutions, Inc. Page 5
5. LIST OF REFERENCES:
Selected References CITY OF HUNTINGTON BEACH
Teri King 714/960-8831
CITY OF MONTEBELLO
Susan Louie 323/887-1403
CITY OF WESTMINSTER
Geri Gehres 714/898-3311 Ext. 6101
CITY OF ORANGE
Diane Cotto 714/744-7214
CITY OF NEWPORT BEACH
Christy Teague (now with Huntington Beach) 714/375-5088
Genia Garcia (now with Aliso Viejo) 949-248-3588
CITY OF POWAY
David Narevsky
619/679-4362
Civic Solutions, Inc. Page 7
City of San Juan Capistrano
RFP for Grant Administrator
Schedule of Fees
FIRST-TIME HOMEBUYER PROGRAM
(Fees to be based upon 2 first-time home buyer loans per year)
OWNER -OCCUPIED HOUSING REHABILITATION
(Fees to be based upon 20 $20,000 loans per year)
FEES PER LOAN
TOTAL ANNUAL
DESCRIPTION OF WORK
FEE
Property Inspections for HQS
$862.50
$9,000
Property Inspection & Work Specilications/CE
$1200
$1,725
OWNER -OCCUPIED HOUSING REHABILITATION
(Fees to be based upon 20 $20,000 loans per year)
Other (Hourly Rate) 100 hours/year
$75.00 1 $7,500
TOTAL ANNUAL FEES FOR ADMINISTERING 2004 HOME GRANT: 1 $70,575
EXHIBIT B
FEES PER LOAN
TOTAL ANNUAL
DESCRIPTION OF WORK
FEE
Eligibility Determination
$450
$9,000
Property Inspection & Work Specilications/CE
$1200
$24,000
Bid Process
$350
$7,000
Coordination, Bid Acceptance, License & Insurance
Loan Processing
$780
$15,600
Loan Document, Closing, Recording, Lien Filing
Construction Management
$230
$4,600
Inspections, Progress payments, Lien releases
HOME Reports Preparation and Submittal
$57.50
$1,150
TOTAL OWNER -OCCUPIED HOUSING
$61,350
REHABILITATION PROGRAM FEES:
Other (Hourly Rate) 100 hours/year
$75.00 1 $7,500
TOTAL ANNUAL FEES FOR ADMINISTERING 2004 HOME GRANT: 1 $70,575
EXHIBIT B
June 8, 2005
Mr. Thomas Merrell
Civic Solutions
31726 Rancho Viejo Road, Suite 223
San Juan Capistrano, CA 92675
Subject: Request for Proposals for A Grant Administrator to Assist the City in
Administering the City of San Juan Capistrano's 2004 HOME Grant (04 -
HOME -0754) for an Owner -Occupied Housing Rehabilitation Program and
a First -Time Home Buyer Program
Dear Mr. Merrell:
The San Juan Capistrano Community Redevelopment Agency ("Agency") is requesting
proposals from qualified firms for a grant administrator to assist in administering the
City's 2004 HOME contract. The City was awarded $800,000 in HOME Program
monies from the State of California. Of this amount $20,000 has been allocated for
administrative fees. The remaining funds have been allocated for the following three
programs:
1. First -Time Home Buyer Program - A total of $97,500 has been allocated for a
First -Time Home Buyer Program. The program will provide second mortgages of
up to $100,000 to assist income -eligible first-time home buyers in purchasing a
dwelling unit within the City. The City will execute the contracts with the State
and may begin expending funds upon receipt of a letter of authorization.
The City will be handling a large portion of the work on this program with in-
house staff. City staff will be responsible for marketing the program, reviewing
applications, determining eligibility, processing loan and escrow documents,
wiring funds, and filing liens. The grant administrator will be responsible for
preparing any required environmental documentation for the grant, conducting
necessary home inspections prior to close of escrow, preparing reports to the
State as required, monitoring expenditures, and maintaining records pursuant to
HOME regulations.
2. American Dream Down Payment Initiative (American Dream Program) — A total
of $195,000 has been allocated for a new funding component under HOME for
the purpose of making down payment assistance to low-income families who are
first-time homebuyers for the purchase of single family housing that will serve as
ATTACHMENT 2
Mr. Thomas Merrell
July 27, 2005
Page 2
their primary residence. The definition of "first-time homebuyer" differs in this
program to exclude those who owned structures not permanently affixed to a
permanent foundation or one that was/is not in compliance with codes. The
maximum loan amount per unit is limited to 6% of the purchase price or $10,000,
whichever is greater. Up to 20% of the funds may be used for rehabilitation of
the unit.
The City will be handling a large portion of the work on this program with in-
house staff. City staff will be responsible for marketing the program, reviewing
applications, determining eligibility, processing loan and escrow documents,
wiring funds, and filing liens. The grant administrator will be responsible for
preparing any required environmental documentation for the grant, conducting
necessary home inspections prior to close of escrow, performing inspections and
work write ups in accordance with the housing rehabilitation program tasks in
Item 3 below, preparing reports to the State as required, monitoring
expenditures, and maintaining records pursuant to HOME regulations.
3. Owner -Occupied Housing Rehabilitation Program - A total of $487,500 has been
allocated for an Owner -Occupied Housing Rehabilitation Program. The program
will assist low-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 preparing any required
environmental documentation, marketing the program, reviewing applications for
program eligibility, performing inspections and work write-ups, assisting with
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, attending training sessions as
requested, and maintaining records pursuant to HOME regulations.
The 2004 HOME contract expires August 31, 2006. All funds must be spent
within the term of the contract. If the State extends the August 315` date, the term
of the contract will be extended accordingly.
Proposals should include at a minimum the following:
1. References that demonstrate your firm's 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
Mr. Thomas Merrell
July 27, 2005
Page 3
names of the HOME and CDBG participating jurisdictions or HOME state
recipients;
Experience in administering a housing rehabilitation program, including
reviewing applications for program eligibility, performing inspections, work
write-ups, loan documents, recording liens, etc.);
C. Experience in administering a first-time home buyer program, including
reviewing applications for program eligibility, preparing loan documents,
filing and releasing liens, preparing reports to the State as required,
monitoring expenditures and program income, maintaining records, etc.);
d. Knowledge of State HOME regulations;
e. Experience in real estate transactions, including filing and releasing liens,
financing, FHA loans, purchase agreements, loan documents, escrow
instructions, etc.;
f. Knowledge of Federal, State, County, and Redevelopment law affecting
housing issues.
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 fee to perform the services outlined in the RFP over a 12 -month
period, including a breakdown of the estimated cost, estimated hours, and the
hourly rates for all personnel to be involved in the services provided.
4. A completed schedule of grant administrator's fees (Attachment 1).
5. A list of references.
The San Juan Capistrano Community Redevelopment Agency will select the grant
administrator based upon the selection criteria in City Council Policy 112. The
successful grant administrator will work directly with and report to the Agency's Deputy
Director and the Planning Department's Management Analyst U.
Proposals must be received by mail or fax in the Planning Services Department
no later than 5 p.m. on Friday, June 24, 2005 to be considered. Please send your
proposal to my attention in the Planning 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 Agency
Mr. Thomas Merrell
July 27, 2005
Page 4
may invite the most qualified candidates to participate in an oral interview with the
Agency's Deputy Director. Selection of the most qualified consultant has been
tentatively scheduled for Community Redevelopment Agency consideration on July 19,
2005. The City looks forward to submittal of your proposal.
Sincerely,
Lynnette Adolphson
Management Analyst II
Attachment 1: Schedule of Grant Administrator's Fees
P:\Planning\Department\Housing\RFP for 2004 HOME-CHS.doc
City of San Juan Capistrano
RFP for Grant Administrator
Schedule of Fees
FIRST-TIME HOMEBUYER PROGRAM
(Fees to be based upon 2 first-time home buyer loans per year)
FEES PER LOAN TOTAL ANNUAL
DESCRIPTION OF WORK FEE
Property Inspections for HQS
OWNER -OCCUPIED HOUSING REHABILITATION
(Fees to be based upon 20 $20.000 loans Der vear)
DESCRIPTION OF WORK
FEES PER LOAN
TOTAL ANNUAL
FEE
Eligibility Determination
Property Inspection & Work Specifications/CE
Bid Process
Coordination, Bid Acceptance, License & Insurance
Loan Processing
Loan Document, Closing, Recording, Lien Filing
Construction Management
Inspections, Progress payments, Lien releases
HOME Reports Preparation and Submittal
TOTAL OWNER -OCCUPIED HOUSING
REHABILITATION PROGRAM FEES:
$
Other (Hourly Rate) 100 hours/year I $ $
TOTAL ANNUAL FEES FOR ADMINISTERING 2004 HOME GRANT: $
ATTACHMENT 1
June 8, 2005
Ms. Gayle Bloomingdale
Comprehensive Housing Services
8840 Warner Avenue, Suite 203
Fountain Valley, CA 92708
Subject: Request for Proposals for A Grant Administrator to Assist the City in
Administering the City of San Juan Capistrano's 2004 HOME Grant (04 -
HOME -0754) for an Owner -Occupied Housing Rehabilitation Program and
a First -Time Home Buyer Program
Dear Ms. Bloomingdale:
The San Juan Capistrano Community Redevelopment Agency ("Agency") is requesting
proposals from qualified firms for a grant administrator to assist in administering the
City's 2004 HOME contract. The City was awarded $800,000 in HOME Program
monies from the State of California. Of this amount $20,000 has been allocated for
administrative fees. The remaining funds have been allocated for the following three
programs:
1. First -Time Home Buyer Program - A total of $97,500 has been allocated for a
First -Time Home Buyer Program. The program will provide second mortgages of
up to $100,000 to assist income -eligible first-time home buyers in purchasing a
dwelling unit within the City. The City will execute the contracts with the State
and may begin expending funds upon receipt of a letter of authorization.
The City will be handling a large portion of the work on this program with in-
house staff. City staff will be responsible for marketing the program, reviewing
applications, determining eligibility, processing loan and escrow documents,
wiring funds, and filing liens. The grant administrator will be responsible for
preparing any required environmental documentation for the grant, conducting
necessary home inspections prior to close of escrow, preparing reports to the
State as required, monitoring expenditures, and maintaining records pursuant to
HOME regulations.
2. American Dream Down Payment Initiative (American Dream Program) — A total
of $195,000 has been allocated for a new funding component under HOME for
the purpose of making down payment assistance to low-income families who are
first-time homebuyers for the purchase of single family housing that will serve as
June 8, 2005
Mr. John Sottek
Housing Programs
7441 Garden Grove Blvd., Suite N
Garden Grove, CA 92647
Subject: Request for Proposals for A Grant Administrator to Assist the City in
Administering the City of San Juan Capistrano's 2004 HOME Grant (04 -
HOME -0754) for an Owner -Occupied Housing Rehabilitation Program and
a First -Time Home Buyer Program
Dear Mr. Sottek:
The San Juan Capistrano Community Redevelopment Agency ("Agency") is requesting
proposals from qualified firms for a grant administrator to assist in administering the
City's 2004 HOME contract. The City was awarded $800,000 in HOME Program
monies from the State of California. Of this amount $20,000 has been allocated for
administrative fees. The remaining funds have been allocated for the following three
programs:
1. First -Time Home Buyer Program - A total of $97,500 has been allocated for a
First -Time Home Buyer Program. The program will provide second mortgages of
up to $100,000 to assist income -eligible first-time home buyers in purchasing a
dwelling unit within the City. The City will execute the contracts with the State
and may begin expending funds upon receipt of a letter of authorization.
The City will be handling a large portion of the work on this program with in-
house staff. City staff will be responsible for marketing the program, reviewing
applications, determining eligibility, processing loan and escrow documents,
wiring funds, and filing liens. The grant administrator will be responsible for
preparing any required environmental documentation for the grant, conducting
necessary home inspections prior to close of escrow, preparing reports to the
State as required, monitoring expenditures, and maintaining records pursuant to
HOME regulations.
2. American Dream Down Payment Initiative (American Dream Program) — A total
of $195,000 has been allocated for a new funding component under HOME for
the purpose of making down payment assistance to low-income families who are
first-time homebuyers for the purchase of single family housing that will serve as
PROPOSALFOR
GRANT ADMINISTRATOR
To Assist the City in Administering the city of
San Juan Capistrano's 2004 HOME grant for
an Owner -Occupied Housing Rehabilitation
Program and First -Time Buyer Program
Submitted by
Civic Solutions, Inc.
June 24, 2005
31726 Rancho Viejo Road
Suite 223
San Juan Capistrano, CA 92675
949.489.1442
CIVIC SOLUTIONS, INC.
ATTACHMENT 3
y/
r,.;tl -r�
' 'Y CIVIC
SOLUTIONS, INC.
community development consulting in the public interest
June 24, 2005
Ms. Lynnette Adolphson
Management Analyst II
City of San Juan Capistrano
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
Dear Ms. Adolphson:
Gffi-
SAN JUAN CAPISTRANO
FULLERTON
RIVERSIDE
VENTURA
We are pleased to submit this proposal to provide a grant administrator to assist the City of San
Juan Capistrano in administering the HOME Grant for an Owner -Occupied Housing
Rehabilitation program and a First -Time Home Buyer Program. It has been a pleasure for us to
work with the City of San Juan in this capacity for the last two years and we are excited at the
prospect of continuing to work with your community in this capacity.
We are again including Ms. Joyce DeKreek, our Senior Project Manager, as the proposed grant
administrator for this request. She is extremely knowledgeable of the community of San Juan
Capistrno, the programs themselves and the requirements that regulate the process. Ms.
DeKreek also provides this service for other cities in the region and has a great deal of
experience with assisting cities with this program. The obvious benefit to you is the ability to
maintain consistency in service and relieve you of the need to train a new administrator on the
specific needs of San Juan Capistrano.
We look forward to an opportunity to continue working with the City of San Juan Capistrano and
are available to meet with you to discuss any questions that you may have with this proposal or
the assignment of staff. I look forward to talking with you soon.
Sincerely,
l
Jennifer A. Lilley, AICP
Director of Municipal Planning Services
31726 RANCHO VIEJO ROAD- SUITE 223' SAN JUAN CAPISTRANO' CA' 92675.949/489-1442' FAX 949/240-8068
www.civicsoIutions.com
1. EXPERIENCE:
The following represents our firm's ability to provide the service of grant administrator to assist
the City of San Juan Capistrano for the Owner -Occupied Housing Rehabilitation and the First-
time Homebuyer Programs. Civic Solutions, through the abilities of Ms. Joyce DeKreek, has
provided this service to the City and we are very excited for the opportunity to continue to
provide this service and assist your residents in this way.
Summary of Qualifications Civic Solutions, Inc. is a community development consulting firm
specializing in comprehensive planning and entitlement services to
municipalities, special districts, and other public agencies. The
firm is established around the principle that community planning
and development ultimately serve the public interest. CST's areas
of expertise include Housing Elements, Consolidated Plans,
affordable housing implementation programs, CDBG and HOME
program administration. CSI's experience includes the following:
a) Specifically providing grant administrator services to the
City of San Juan Capistrano since 2003. Administration
and implementation of CDBG and HOME programs since
1978 in over 30 Southern California jurisdictions.
Completed units averaged approximately 100 per year.
b) Experience in administering housing rehabilitation
programs, including reviewing applications for program
eligibility, performing inspections, work write-ups, loan
documents, recording liens, etc. in over 30 Southern
California Jurisdictions.
c) Experience in administering a first-time home buyer
program, including reviewing applications for program
eligibility, preparing loan documents, filing and releasing
liens, preparing reports to the State, monitoring and
program income, maintaining records, etc. in 2 cities
(Huntington Beach and Montebello). Both cities operated
their first-time buyer program through projects constructed
through the City (with RDA funds and HOME funds) and
made available to LIM income households.
d) Knowledge and fluency in HOME regulations, provided
through practical application and attending training
sessions provided by HUD.
e) Experience in real estate transactions, filing and releasing
of liens, financing, FHA loans, purchase agreements, loan
documents, escrow instructions include the entire loan
processing and completion process. Currently responsible
for obtaining title reports, preparing all necessary
paperwork for loans documents, reviewing purchase
agreements, preparing escrow instructions. Also,
responsible for loan payoffs, entering data into the IDIS
system, preparing subordination agreements, etc.
f) Knowledge of Federal, State, County and Redevelopment
Law includes operation of programs under the guidelines,
including 20% set aside and HOME regulations.
Solutions, Inc. Page 1
2. KEY PERSONNEL AND SCOPE:
A. Project Approach All of our staff have a public sector background and
understand the need to provide quality service with
limited public funds. Our commitment is to assist City
staff in administering the HOME program in an efficient
and professional manner.
B. Staftrng CSI will assign the following staff member to this
Assignments project. Changes to these assignments will only be
made with the City's consent.
Joyce DeKreek Ms. DeKreek has provided this service for the City of
Senior Project Manager San Juan Capistrano since 2003. In addition, she has
over 20 years experience and training in the
administration and implementation of Federal and
State housing programs, including CDBG, HOME,
Redevelopment projects, bond financing, FEMA, etc.
Ms. DeKreek has successfully prepared affordable
housing agreements for a number of municipalities,
including monitoring and follow-up activities. Jooyce
DeKreek is knowledgeable in HQS inspections,
housing rehabilitation, loan processing and
reconveyances, and new construction management.
She will be the primary staff person responsible for
day-to-day administration of the project.
Schedule of hours per week Ms. DeKreek will devote 10 hours per week minimum
(on and off-site) on-site and an additional 10 hours per week minimum
off-site.
Civic Solutions, Inc. Page 2
CIVIC SOLUTIONS, INC.
.. avuruy den(apr,Y�an•N,¢MMp•6YsbnnY
Joyce DeKreek
Senior Project Manager
Qualifications Ms. DeKreek has 28 years experience in the planning and housing field, including
extensive involvement with the administration of building and safety codes and
federal and state housing programs. Prior to her affiliation with Civic Solutions, Inc.
Joyce was principal of JDK Consulting (1990-2002) and Senior Community
Development Specialist with Willdan Associates (1980-1990). From 1974 to 1980
she was a planner with the City of Paramount.
Highlights of Ms. DeKreek's experience includes administration and implementation of the
Experience following programs:
Community Development Block Grant
• Rental Rehabilitation
• Redevelopment Set-aside
• Section 8 rental assistance
• Federal Emergency Management Agency (FEMA) Earthquake
Rehabilitation
Her experience with single-family and multi -family rehabilitation programs includes
applicant intake and qualifications, loan processing, initial inspections, cost
estimating, contract negotiations, pre -construction meetings, and progress
inspections.
Additional responsibilities have included preparation of Comprehensive Housing
Affordability Strategies (CHAS), Consolidated Planning Documents (CPD) and One -
Year Action Plans, applications for the HOME Investment Partnership Program
(HOME), preparation and negotiations of affordable housing agreements, tenant
qualifications and relocation assistance, cash management and information system
(CIMI), set-up and drawdown of the Integrated Disbursement Information System
(IDIS), preparation and reporting of the Consolidated Annual Performance and
Evaluation Reports (CAPER), including IDIS generated required reporting,
preparation of the quarterly Cash Transaction Reports, quarterly
Contractor/Subcontractor Activity Reports, Minority Business Enterprise (MBE)
reporting, preparation of environmental reporting, preparation of staff reports and
public notices, and coordination of local, state and governmental agencies.
Education Los Angeles Trade Technical School (1984-86)
Coursework in building, mechanical and plumbing codes
• California State University Long Beach (1984)
Liberal Arts
Long Beach City College (1972-1975)
General Education Courses
• Compton City College (1970-1972)
General Education Courses
Professional
Affiliations
Civic Solutions, Inc.
• Certified Notary Public
Page 3
C. Scope of Work This section describes the key components of the work
to be completed.
Task 1 The First -Time Home Buyer Program provides second
First -Time Homebuyer mortgages of up to $45,000 to income -eligible first-time
Program Administration homebuyers in purchasing a home in the city. City
staff will handle program marketing, reviewing
applications, eligibility determinations, loan and escrow
document processing, wiring funds and filing liens.
CSI staff will be responsible for conducting home
inspections prior to close of escrow, preparing required
annual State reports, monitoring expenditures,
maintaining records pursuant to HOME regulations,
and preparing environmental documentation.
Our fee proposal is based on the assumption of 10
loans per year, one inspection per property, and one
annual report.
Task 2 The Owner -Occupied Housing Rehabilitation Program
Owner -Occupied Housing provides low-income single-family and mobile home
Rehabilitation Program owners with zero percent interest loans of up to
Administration $30,000 or $15,000, respectively, for health and safety
rehabilitation. CSI will be responsible for program
marketing, application review and eligibility
determinations, property inspections and work write-
ups, assisting with loan document and escrow
processing, lien processing and recording, preparing
State reports, monitoring expenditures and loan
payoffs, attending mandatory training sessions,
maintaining records per HOME program regulations,
and environmental documentation.
Our fee proposal is based on the assumption of 40
loans @ $15,000/year instead of the 24 maximum
loans possible to allow for applicants who apply and
withdraw or are denied somewhere in the process.
Civic Solutions, Inc. Page 4
3. PROPOSED FEE SCHEDULE:
Fee Schedule
Senior Project Manager
$75/hour
Civic Solutions, Inc. Page 5
4. COMPLETE SCHEDULE OF GRANT ADMINISTRATOR'S FEES:
City of San Juan Capistrano
RFP for Grant Administrator
Schedule of Fees
FIRST-TIME HOMEBUYER PROGRAM
(Fees to be based upon 10 first-time home buyer loans per year)*
DESCRIPTION OF WORK
FEES PER
LOAN
TOTAL ANNUAL
FEE ***
FIRST-TIME HOMEBUYER PROGRAM*
LOAN
FEE ``*
Property Inspections
862.50
8625.00
OWNER -OCCUPIED HOUSING REHABILITATION PROGRAM
(Fees to be based upon 40 20,000 loans per year)**
Other (Hourly Rate) 100 hours/year +�, CO 7500
TOTAL ANNUAL FEES FOR ADMINISTERING 2004 HOME I I $138,825
GRANT:
-Assumes 10 loans per year
"Assumes 40 loans per year
*"Based on a rate of $75/hour
Additional services can be provided on a time -and -materials basis at the billing rates shown on the attached fee
schedule.
ATTACHMENT 1
Civic Solutions, Inc. Page 6
FEES PER
TOTAL ANNUAL
DESCRIPTION OF WORK
LOAN
FEE ``*
Eligibility Determination
450
18,000
Property Inspection & Work Specifications
1200
48,000
Preliminary Cost Estimate
Bid Process
350
14,000
Coordination, Bid Acceptance, License & Insurance
Loan Processing
780
31,200
Loan Document, Closing, Recording, Lien Filing
Construction Management
230
9,200
Inspections, Progress payments, Lien releases
HOME Reports Preparation and Submittal
57.50
2,300
TOTAL OWNER -OCCUPIED HOUSING REHABILITATION
3,067.50
122,700
PROGRAM FEES:
Other (Hourly Rate) 100 hours/year +�, CO 7500
TOTAL ANNUAL FEES FOR ADMINISTERING 2004 HOME I I $138,825
GRANT:
-Assumes 10 loans per year
"Assumes 40 loans per year
*"Based on a rate of $75/hour
Additional services can be provided on a time -and -materials basis at the billing rates shown on the attached fee
schedule.
ATTACHMENT 1
Civic Solutions, Inc. Page 6
5. LIST OF REFERENCES:
Selected References
CITY OF HUNTINGTON BEACH
Teri King 714/960-8831
CITY OF MONTEBELLO
Susan Louie 323/887-1403
CITY OF WESTMINSTER
Geri Gehres 714/898-3311 Ext. 6101
CITY OF ORANGE
Diane Cotto 7141744-7214
CITY OF NEWPORT BEACH
Christy Teague (now with Huntington Beach) 714/375-5088
Genia Garcia (now with Aliso Viejo) 949-248-3588
CITY OF POWAY
David Narevsky
619/679-4362
Civic Solutions, Inc. Page 7
6/24/2005 11:22 AM FROM: Housing Programs Housing Programs TO: 9 1 949 661-5451 PAGE: 001 OF 009
7111 Garden Grove Blvd_ Suite 108 — Garden Grove, CA Voice. (714) 79&7175 Faz:: (714) 908-8100
To: Lynnette Adolphson
From John Sottek
Fax (949)6615451 Pages: 9
Phone: (949)443-6324 , Date: June 24, 2005
Re: RFP—Grant Administrator CC:
Q Urgent 0 For Review 0 Please Conanent 0 Please Reply O Please Recycle
HOUSING PROGRAMS
ATTACHMENT 3
6/24/2005 11:22 AM FROM: Housing Programs Housing Programs TO: 9 1 949 661-5451 PAGE: 002 OF 009
Housing Programs
• • I 7111 Garden Grove Blvd., Suite 108
Garden Grove, CA 92641
(714) 799-7175 Fax (714) 908-8100
June 22, 2005
Lynnette Adolphson
Management Analyst II
Community Redevelopment Agency
City of San Juan Capistrano
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
RE: Proposal for Grant Administrator for Owner -Occupied Housing Rehabilitation
Program and First -Time Home Buyer Program.
Dear Mrs. Adolphson:
Housing Programs (HP) is pleased to submit this response to the City of San Juan Capistrano
Community Redevelopment Agency request for professional consulting services for your consideration.
HP understands the importance of administering effective and efficient housing rehabilitation loan
programs. Having worked with several local governments in designing and implementing housing
rehabilitation programs, HP believes it is qualified to assist the City of San Juan Capistrano in the
implementation of its HOME Programs.
The staff of HP is well versed in the area of California Redevelopment Law, Community Development
Block Grant (CDBG) and Home Investment Partnerships (HOME) Programs. This knowledge allows us
to administer and create programs that are consistent with the applicable state, local and federal laws
associated with the funding source.
HP inspectors are knowledgeable in State of California Health and Safety Code Division 24, California
Health and Safety Code and Federal rehabilitation standards as well as the Uniform Building Code and
City of San Juan Capistrano Building Codes.
We look forward to your evaluation of our proposal for consulting. Should you have any questions
during the qualification evaluation please contact John Sottek at (714) 799-7175.
Sincerely,
John Sottek
Consultant
Enclosures
6/24/2005 11:22 AM FROM: Housing Programs Housing Programs TO: 9 1 949 661-5451 PAGE: 003 of 009
Housing .Programs
7111 Garden Grove Boulevard, Suite 108
Garden Grove, CA 92841
Phone: (714) 799-7175 Fax: (714) 908-8100
e-mail: john housingprograms.com
PROPOSAL FOR:
PROFESSIONAL CONSULTING SERVICES FOR
City of San Juan Capistrano
Owner -Occupied Housing Rehabilitation Program and
First -Time Home Buyer Program
SUBMITTED FOR CONSIDERATION TO:
Lynnette Adolphson
Management Analyst II
Community Redevelopment Agency
City of San Juan Capistrano
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
June 22, 2005
6/24/2005 11:22 AM FROM: Housing Programs Housing Programs t0: 9 1 949 661-5451 PAGE: 004 OF 009
Housing Programs (HP) is a firm dedicated to providing first-rate consulting services in the
implementation of housing and community development programs. HP staff, as a part of its
commitment to affordable housing and community development, will ensure that the City of San
Juan Capistrano implements successful Housing Rehabilitation and First -Time Homebuyer
Programs.
HP was established in an effort to provide services to local and county governments in the areas
of affordable housing and federal grant administration.
The following is a brief chart identifying HP staff:
John Sottek, Principal/Inspector
Mr. Sottek has over eight years of experience in housing rehabilitation and redevelopment. He
has implemented redevelopment agency -funded housing and economic development programs
including multi- and single-family rehabilitation and first-time buyer programs. He has provided
program administration services for local agencies in the areas of Community Development Block
Grant and HOME including environmental reviews, Davis -Bacon monitoring, and loan processing
services. In addition, Mr. Sottek is well versed in California Redevelopment Law, especially as it
relates to affordable housing requirements. Mr. Sottek has performed rehabilitation construction
services to the cities of Chino, Cypress, San Juan Capistrano, Buena Park, Lawndale and
Corona. His experience includes overseeing the substantial rehabilitation of both single and
mufti -family residences including the development of detailed work specifications. He is currently
obtaining certification from the International Code Council (ICC) as a "Residential Building
Inspector'. His State of California Certification as an "Inspector Assessor" for lead based paint
inspection application is pending and he has also completed all required courses for lead
construction supervisors/project monitor and workers. Mr. Sottek holds a bachelor's degree in
Business Administration from California State University at Long Beach.
Primary proposed responsibilities for City of San Juan Capistrano HOME Programs:
Owner -Occupied Housing Rehabilitation Program and First -Time Home Buyer Program:
Property inspections, work write-ups, document signings, pre -construction meetings,
meetings with applicants as needed, oversight of all aspects of program expenditures and
reporting.
Hours: 5-20 per week
Hourly rate: $25
On and off-site as required.
6/26/2005 11:22 AM FROM: Housing Programs Housing Programs TO: 9 1 949 661-5451 PAGE: OOS OF 009
Kathy Redman, Administrative Assistance
Kathy Redman has over 20 years of experience as an office administrative assistant. Ms.
Redman currently assists HP in providing off-site program administrative services to the Cities of
Corona, Cypress and Chino. Her duties include: Scheduling inspections (initial, progress and
final), Verifying contractor qualifications (licensing, insurance, etc.), Pulling Credit Reports,
Compiling contractor bids for comparison purposes, Following up with homeowners and
contractors on bid and project status, Grant, loan and construction contract document preparation,
Data entry for project disbursements and change orders and coordination of change orders.
Primary proposed responsibilities for City of San Juan Capistrano HOME Programs:
Owner -Occupied Housing Rehabilitation Program and First -Time Home Buyer Program:
Coordinator of inspections, bids and doc signings, filing and releasing liens, record
maintenance.
Hours: 5-20 per week
Hourly rate: $17
Of site only.
Geovannie Castro, Financial & Administrative Assistance
Geovannie Castro has over 10 years of banking experience as a manager and loan officer. Mr.
Castro currently assists HP in providing off-site program administrative and application processing
services to the Cities of Corona, Cypress and Chino. His duties include: Application loan and
grant processing, pulling credit reports, grant/loan document and construction contract
preparation. Tracking project disbursements, contingency and fund verification.
Primary proposed responsibilities for City of San Juan Capistrano HOME Programs:
Owner -Occupied Housing Rehabilitation Program and First -Time Home Buyer Program:
Application review, preparing loan documents, preparing reports to the State, monitoring
expenditures and program income.
Hours: 5-20 per week
Hourly rate: $25
Off site only.
6/24/2005 11:22 AM FROM: Housing Programs Housing Programs TO: 9 1 949 661-5451 PAGE: 006 OF 009
Sub -consultants
United Title Company
3250 Wilshire Blvd
Los Angeles, California 90010
United Title Company provides Title Insurance and Preliminary Title Reports for loans.
Emerald Escrow, Inc.
482 S. Corona Mall
Corona, CA 92879
Emerald Escrow, Inc. provides escrow disbursement services for housing rehabilitation loans and
grants. Emerald Escrow, Inc. is bonded and insured and is able to provide construction
disbursements in conjunction with the City of Corona Home Improvement Program.
Fidelity National Financial Company
3100 New York Drive, Suite 100
Pasadena, CA 91107
Fidelity National Financial Company provides credit reports for HP for the purpose of providing
home loans and grants to city home improvement programs.
Barr & Clark
Independent Environmental Testing
22850 Crenshaw Blvd., Suite 200
Torrance, CA 90505
Barr & Clark provides DHS certified inspectors for the presence of lead based paint, risk
assessments and clearance inspections for all our city projects with pre 1978 housing.
Accurate Appraisals
3004 Champion Street
Chino Hills, CA 91709
Accurate Appraisals provides property appraisals from state certified appraiser Jayesh Shah.
6/24/2005 11:22 AM FROM: Housing Programs Housing Programs TO: 9 1 949 661-5451 PAGE: 009 OF 009
City of San Juan Capistrano
RFP for Grant Administrator
Schedule of Fees
FIRST-TIME HOMEBUYER PROGRAM
.(Fees to be based upon 2 first-time home buyer loans per year)
DESCRIPTION OF WORK
FEES PER LOAN
TOTAL ANNUAL
FEE
Property Inspections for HQS
$300.00
$600.00
OWNER -OCCUPIED HOUSING REHABILITATION
(Fees to be based upon 20 $20,000 loans per vear)
DESCRIPTION OF W ORK
FEES PER LOAN
TOTAL ANNUAL
FEE
Eligibility Determination
$375.00
$7,500.00
Property Inspection & Work Specifiic tionslCE
$450.00
$9,000.00
Bid Process
Coordination, Bid Acceptance, License & Insurance
.$200.00
$4,000.00
Loan Processing
Loan Document, Closing, Recording, Lien Filing
$400.00
$8,000.00
Construction Management
Inspections, Progress payments, Lien releases
5400.00
$8,000.00
HOME Reports Preparation and Submittal
$225.00
$4,500.00
TOTAL OWNER -OCCUPIED HOUSING
REHABILITATION PROGRAM FEES:
$2,050.00
$41,000.00
Other (Hourly Rate) 100 hours/year $65.00 $6,500.00
TOTAL ANNUAL FEES FOR ADMINISTERING 2004 HOME GRANT: $40,100.110
ATTACHMENT 1
6/24/2005 11:22 AM FROM: Housing Programs Housing Programs To: 9 1 949 661-5451 PAGE: 007 OF 009
LIST OF REFERENCES
City of Chino (CDBG and RDA Housing Set-aside Single-family Home Imprwamern Program)
Community Development Department Contracted Since 2000
13220 Central Avenue
Chino, CA 91710
(909) 464-0775
Mrs. Anna Rodarte, Housing Programs Specialist
Current administration of the City's single-family Home Improvement (HIP) Loan & Grant
Programs.
HP is responsible for determining applicant eligibility including: Household income, Assessment
of credit worthiness, Confirmation of ownership and equity status of property.
Duties also include preparation of Citys required loan and grant documents (i.e., Deed of Trust,
Loan Agreement, Promissory Note, and Request for Notice) and recordation at the County and/or
processing of the proper mobile home paperwork through the State Department of Housing and
Community Development (HCD).
Under the HIP Loan Programs, HP inspection staff conducts on-site inspections of mobile homes
and single-family units and prepares work description of items to be completed and costs
estimate of repairs. HP also coordinates with a lead assessor for lead based paint
inspections/assessments/work descriptions when necessary (outside service).
HP conducts pre -construction meetings between the homeowner and contractor.
HP also coordinates the disbursement of contractor funds (i.e., checking permits, contractor
invoices and material and labor release forms), which includes progress, and final inspections of
work and filing of the notice of completion at the County Recorders office.
Approximate # of CAL -HOME projects per year (all funding has been disbursed within
guideline requirements): 16 over approximate 2 per year period.
4
C:1Documenls and Sellings\JohnlDeslAop4SJC - Proposal 5-05.doc
6/24/2005 11:22 AM FROM: Housing Programs Housing Programs T0: 9 1 949 661-5451 PAGE: 008 OF 009
Cypress (CDBG Single-family Home Improvement Progr m)
Community Development Department Contracted Since 2001
5275 Orange Avenue
Cypress, CA 90630
(714) 229-6728
Mr. Steven Clarke
Administration of the City's HELP II Home Enhancement Loan Program (single-family
rehabilitation). Responsible for property inspections and work descriptions as well as the
preparation of City's construction documents (i.e., Construction Contract, Notice of Completion)
and loan document signing and notarial duties.
Under the HELP II Loan Programs, HP inspection staff conducts on-site inspections of single-
family units and prepares work description of items to be completed and costs estimate of repairs.
HP also coordinates with a lead assessor for lead based paint inspections/assessments/work
descriptions when necessary (outside service).
HP also coordinates the disbursement of contractor funds (i.e., checking permits, contractor
invoices and material and labor release forms), which includes progress, and final inspections of
work.
Approximate # of CDBG projects per year (ongoing for past two years): 10 per year
City of Corona (Redevelopment Housing Set -wide SingWfamlly Home Improvement Program)
Housing and Development Department Contracted Since 1995
400 South Vicentia
Corona, CA 92878
(909) 739-4950
Mr. Jesus Morales, Housing Coordinator
Current administration of the Citys single-family Home Improvement (HIP) Loan Program and
Mobile Home Improvement Loan (MHIP) Program. Duties include preparation of City's required
loan documents (i.e., Deed of Trust, Promissory Note, Request for Notice) and recordation at the
County and/or processing of the proper mobile home paperwork through the State Department of
Housing and Community Development (HCD). Under the HIP and MHIP Loan Programs, HP
inspection staff conducts on-site inspections of mobile homes and single-family units and
prepares work description of items to be completed and costs estimate of repairs.
HP conducts pre -construction meetings between the homeowner and contractor.
HP also coordinates the disbursement of contractor funds (i.e., checking permits, contractor
invoices and material and labor release forms), which includes progress, and final inspections of
work and filing of the notice of completion at the County Recorders office.
Approximate # of HOME projects per year (no longer administering HOME funds in HIP
program): 12 per year
5
CHS
Comprehensive Housing Services, Inc.
June 20, 2005
Ms. Lynnette Adolphson
Management Analyst II
City of San Juan Capistrano
Planning Services Department
32400 Paseo Adelanto
San Juan Capistrano, California 92675
Dear Ms. Adolphson:
714.841 •6610
Fax 714. 841 •4341
www.comphouse.net
Comprehensive Housing Services, Inc. (CHS) is pleased to submit the enclosed proposal to
provide professional services to the City of San Juan Capistrano, Community Redevelopment
Agency.
CHS is an Orange County -based, WBE urban planning firm with a wide range of experience,
including Rehabilitation Program operation and CDBG Administration.
CHS is well -versed in all resources for project funding including the Community Development
Block Grant Program (CDBG), the HOME Investment Partnership and CalHome. We presently
work to support many local neighborhood revitalization efforts.
By contracting with CHS, our Client Agencies have obtained the following benefits:
Knowledgeable, experienced staff who understand and are experienced in providing
technical assistance to Housing and Community Development Departments.
2. Fast preparation and delivery of documents by e-mail, FAX and overnight delivery.
Our mission is to furnish the City of San Juan Capistrano with professional and helpful services.
We look forward to working with you to achieve your affordable housing goals and objectives.
ZR
rely,
enken
onsultant
enclosure
8840 Warner Avenue • Suite 203 • Fountain Valley, CA • 92708
COMPREHENSIVE HOUSING
SERVICES, INC.
ATTACHMENT 3
FR®PASAL
To Provide
2004 HOME Grant Administrator Services
Submitted to:
CITY OF SAN JUAN CAPISTRANO
COMMUNITY REDEVELOPMENT AGENCY
Submitted by.
Comprehensive Housing Services, Inc. (CHS)
8840 Warner Avenue, Suite 203
Fountain Valley, CA 92708
(714) 841-6610 Phone
(714) 841-4341 Fax
www.comohouse.net
TABLE OF CONTENTS
INTRODUCTION TO THE FIRM.................................................................................................1
SERVICES PROVIDED..............................................................................................................2
RELATED EXPERIENCE............................................................................................................3
STAFF TRAINING / UNDERSTANDING OF PROGRAM REQUIREMENTS ..............................5
THETEAM..................................................................................................................................6
REFERENCES...........................................................................................................................7
ADDITIONAL QUALIFICATIONS................................................................................................8
SCOPEOF SERVICES...............................................................................................................9
FIRST TIME HOME BUYING/AMERICAN DREAM PROGRAM
OWNER -OCCUPIED HOUSING REHABILITATION PROGRAM
FEESCHEDULE.......................................................................................................................15
CONCLUSION..........................................................................................................................16
ATTACHMENT 1 - SCHEDULE OF FEES
EXHIBIT - SITE INSPECTION FORM
INTRODUCTION TO THE FIRM
Comprehensive Housing Services, Inc. (CHS) is a local urban planning firm that has specialized
in providing technical assistance, training, and cost-effective implementation services for
community development and affordable housing activities. We have a fourteen year history of
furnishing effective consulting services to local governments, redevelopment agencies,
community-based organizations, and non-profit corporations.
The staff of Comprehensive Housing Services, Inc. (CHS) is well versed in all Federal, State,
and local resources for community development. Program management staff is trained in the
statutory and regulatory limits of the Community Development Block Grant Program (CDBG),
and the HOME Investment Partnership Act. Also, CHS has extensive experience in designing
and operating programs that utilize local funds such as redevelopment set-aside funds and
CalHome.
CHS maintains a corporate business office in Orange County, California and is a Woman -
Owned Business (WBE).
CHS web site is: www.comphouse.net
City of San Juan Capistrano Proposal 1
SERVICES PROVIDED
1. PROGRAM DESIGN: CHS prepares all policy and procedural guidelines for affordable
housing programs, whether the programs include rehabilitation loans, leveraging of
private lender funds, tenant assistance, first-time home ownership, or other eligible
activities.
2. IMPROVING PROGRAM OPERATIONS: CHS analyzes and improves operating
procedures for CDBG and HOME Program operation. Such services include a review of
processes as they relate to the adherence of regulations, set-up of monitoring
procedures, and draw down of funds process.
3. PROBLEM SOLVING FOR LOCAL AGENCIES: CHS provides assistance to local
government agencies with respect to program funding issues, contractor disputes,
financial services, Davis -Bacon technical assistance and related matters, PHA
coordination.
4. FEDERAL REPORT PLANNING/PREPARATION: CHS gathers and analyzes all
relevant information to prepare Annual Action Plans and Consolidated Annual
Performance and Evaluation Reports (CAPER). Also, CHS has developed local housing
strategies and Five -Year Consolidated Plans.
5. DAVIS-BACON WAGE COMPLIANCE: CHS assists local governments by performing
the required steps to assure that all laborers employed by contractors or subcontractors
on such projects are paid at the actual wage rates determined by the U.S. Department of
Labor at the time of construction.
6. IDIS SET UP AND TRAINING: CHS provides staff training and direct set up of the
Integrated Disbursement Information System (IDIS) computerized reporting system for
client agencies to ensure proper expenditure reporting and draw down of federal funds.
7. NON-PROFIT CAPACITY: CHS assists non-profit agencies in developing, purchasing
and managing affordable housing projects as well as preparing tenant selection and
project management procedures.
8. OPERATING HOUSING PROGRAMS: CHS may administer and assume lead day-to-
day responsibility for operating single family and multifamily housing programs, which
includes marketing activities, borrower coordination, loan processing, financing,
construction monitoring and general administrative work associated with the effective
operation of housing programs.
City of San Juan Capistrano Proposal
RELATED EXPERIENCE
CHS is the best provider of the needed services because we have extensive related experience
as follows:
CDBG and HOME Program Administration
Various staff members have worked with the Community Development Block Grant (CDBG)
program since the 1970s, and have extensive HOME Program experience working with
participating jurisdictions (PJs) since 1991 when the HOME Program regulations were
published. CHS has provided consulting services to numerous jurisdictions including:
Town of Apple Valley, CA
_ City of Anaheim, CA
_ City of Camarillo, CA
City of Chino, CA
City of Costa Mesa, CA
City of EI Monte, CA
City of Fontana, CA
City of Fullerton, CA
City of Garden Grove, CA
City of Hemet, CA
City of Hesperia, CA
City of Huntington Beach, CA
City of Irvine, CA
City of Lake Forest, CA
City of Lemoore, CA
_ City of Long Beach, CA
City of Los Angeles, CA
City of Lynwood, CA
City of Mission Viejo, CA
City of Montebello, CA
City of Moorpark, CA
City of Norwalk, CA
City of Ontario, CA
City of Orange, CA
State HOME Program - OOR
-- State HOME Program - OOR
-- State HOME Program - OOR
City of San Juan Capistrano Proposal 3
City of Oxnard, CA
City of Palm Springs, CA
City of Poway, CA
City of Riverside, CA
City of San Bernardino, CA
City of San Juan Capistrano, CA
City of Santa Monica, CA
_ City of Simi Valley, CA
City of South Gate, CA
City of Thousand Oaks, CA
City of Upland, CA --
City of Victorville, CA
City of West Covina, CA
City of Westminster, CA
San Bernardino County, CA
Orange County, CA
Ventura County, CA
RELATED EXPERIENCE
State HOME Program - Rental Rehab
City of San Juan Capistrano Proposal 4
STAFF -TRAINING / UNDERSTANDING OF PROGRAM REQUIREMENTS
CHS staff has attended numerous HUD & HCD training seminars concerning the administration
of the CDBG and HOME Programs. A sampling of the topics includes:
Consolidated Planning
Rehabilitation Construction Management
Specification Writing for Rehabilitation
HOME for Nonprofits
Evaluation of Lead Based Paint Hazards
CHDO Affordable Housing
Section 8 Existing Housing
Running HOME
IDIS Training
Relocation
Managing CDBG
Financial Management
Economic Development Toolbox
CHDO Building
Davis -Bacon Monitoring
Non Profits and the HOME Program
Fair Housing
NCDA Training
How To Finance Affordable Housing (NACCED)
HOPE III
CDBG Community Building
Strategic Planning
Affordable Housing
Relocation and Tenant Assistance
Monitoring CDBG Subrecipients
City of San Juan Capistrano Proposal 5
THE TEAM
The following is a list of Staff members that will be assigned to the City of San Juan Capistrano
Rehabilitation Programs.
Lisa Moreno. Consultant on-site - Ms. Moreno contains fifteen years of experience working in
City and County Government. Ms. Moreno specializes in providing technical assistance to local
governments in all aspects of the administration of the Community Development Block Grant
(CDBG), HOME, and Affordable Housing Programs. Ms. Moreno also provides extensive
experience in preparing HUD's Five -Year Consolidated Plans, Annual Action Plans, the
Consolidated Annual Performance and Evaluation Report (CAPER), Analysis to Impediments to
Fair Housing, and Environmental Reviews. Ms. Moreno also analyzes procedures to improve
program operations; she is an expert in the Integrated Disbursement and Information System
(IDIS) and Community 2020. Also, Ms. Moreno works in the administration of housing
rehabilitation program..
Sharon Burkett, Program Manager off-site — Ms. Burkett administers single and rental
rehabilitation housing, and mobile home programs for local government agencies. In this
capacity, Ms. Burkett manages borrower and housing inspector coordination; maintains all case
files, determines eligibility, computes annual income, prepares loan docs and loan closings, and
administers the flow of rehabilitation of each loan for completion.
Pat Piatt, Construction Manager on/off-site — Mr. Piatt has twelve years of housing
rehabilitation and new construction management experience working with local government
agencies. Mr. Piatt is knowledgeable in cost estimation specification writing, construction
management, and contractor/borrower dispute resolution. Mr. Piatt assumes primary
responsibility for the preparation of the work specification, cost estimate, and construction;
management activities, including compliance with the construction contract and program
requirements by conducting on-site inspections of properties and the progress of rehabilitation
activities.
• Other staff members are available on an as -needed basis.
City of San Juan Capistrano Proposal
Below is a list of references regarding our ability to provide administration of successful Housing
Rehabilitation Programs.
CITY OF HEMET
Community Planning and Development
Civic Center
445 E. Florida Ave.
Hemet, CA 92543
(951)765-2381
Mr. Mark Trabing
CITY OF IRVINE
Community Development Department
One Civic Center Plaza
P. O. Box 19575
Irvine, CA 92623-9575
(949) 724-6429
Mr. Brian Frisk
CITY OF SOUTH GATE
Community Redevelopment Agency
8650 California Ave.
South Gate, CA 90280-3075
(323) 563-9589
Ms. Kathy Johnston
COUNTY OF VENTURA
Hall of Administration # L1940
800 South Victoria Ave.
Ventura, CA 93009
(805) 654-2680
Mr. Mark Summa'
CITY OF WESTMINSTER
Planning Department
8200 Westminster Blvd.
Westminster, CA 92683
(714)898-3311
Ms. Jennifer Roethlisberger
City of San Juan Capistrano Proposal
State HOME Program - 2001 yr - 21 loans
Single Family Rehabilitation
State CalHome - 42 loans
Mobile Home Rehabilitation
CDBG - 2004 yr - 14 grants
Mobile Home Rehabilitation
CDBG - 2004 yr - 10 loans
Single Family Rehabilitation
State HOME Program - 2004 yr -18 loans
CDBG - 14 loans
Mobile Home Rehabilitation
First -Time Homebuying - 10 loans
ADDITIONAL QUALIFICATIONS
Adherence to Policies/Procedures
CHS is experienced in complying with all local, State and Federal statutes, regulations, and
ordinances such as:
The Cranston -Gonzales National Affordable Housing Act of 1990
The Housing and Community Development Act of 1980
Title XXIV, Housing and Urban Development, Part 570
Title VI
_ Civil Rights Act of 1964 and 1968
Environmental Review
Lead Based Paint
Section 3 Actions
MBE/WBE Outreach
Davis -Bacon Standards
_ Affirmative Marketing
Section 504
_ Relocation/Displacement
City of San Juan Capistrano Proposal 8
SCOPE N SERVICES
FIRST-TIME HOME BUYING/AMERICAN DREAM PROGRAM
CHS will conduct a Home Inspection prior to the close of escrow in accordance with Federal
and State requirements. CHS will prepare a checklist that will certify that the property to be
purchased meets local, Health and Safety Codes. (See Exhibit A).
Also, CHS may assist the City Staff in the operation of the City's First-time Homebuyer
Program.
Since 1991 CHS Staff have demonstrated knowledge of real estate transactions, purchase
agreements and escrow instructions by operating successful programs.
Owner Occupied Rehabilitation Program
CHS offers the following technical services to the City of.San Juan Capistrano to operate
an efficient and effective Owner -Occupied Rehabilitation Program. Our comprehensive
services include:
A. Processing
B. Property Inspection
C. Preparation of Documents
D. Fund Disbursement and Accounting
E. Project Completion/Close Out
F. Performance Reports
G. Meetings and Public Hearings
CHS assigns a Program Specialist to each Client Agency. This person is experienced in
local government housing rehabilitation programs and will assure efficient service
delivery. CHS provides on-site and off-site staff personnel, as needed, in order to
properly administer each program, as follows:
A. APPLICATION ORIGINATION AND PROCESSING
Create the File
CHS shall create a project file that will contain all items accompanying the
program application as well as all other necessary processing
information.
2. Title Reports (single-family residences)
CHS will order a Credit Report and a Policy of Insurance, as required.
These will be delivered to CHS within approximately five days from date
of order. CHS will order a title update upon closing.
City of San Juan Capistrano Proposal
3. Appraisal
CHS will order an appraisal, if required. These will be delivered to CHS
within approximately five days from date of order.
4. Lead Hazard Test
CHS will provide proper lead hazard notification and will order testing of
each unit that was built prior to 1978, as necessary.
5. Historic Clearance
CHS will submit necessary information to the State Historic Preservation
Office for review, it necessary.
B. WORK SPECIFICATIONS /COST ESTIMATE/CONSTRUCTION
MANAGEMENT
CHS will coordinate the preparation of a work specification/cost estimate and
monitor construction progress as follows:
Completing the Construction Requirements
• Inspect each property to ensure the property meets the local Building
Code and other City health and safety codes and standards; and for
defective lead based paint surfaces.
• Prepare a work write-up, which accurately describes the existing
conditions and necessary repairs and improvements. Provide digital
photographs of work to be completed.
• Prepare a cost estimate and bid documents.
• Review and evaluate the submitted bids in relation to the cost estimate
and document the process employed to determine the reasonableness of
the costs.
• Ensure the general contractor is licensed by the California State
Contractors Licensing Board, is properly insured and is not debarred from
work on federally funded projects.
• Require that the contractor complete the work in accordance with the bid
and the approved work schedule.
• Conduct a pre -construction conference to review all projected work with
the interested parties.
• Monitor construction for compliance with the construction contract and
program requirements by conducting on-site inspections of the
rehabilitation work.
• Prepare Progress Payment Forms, executed by the owner and
contractor, to authorize the issuance of payments to the contractor.
City of San Juan Capistrano Proposal 10
• Conduct a final inspection prior to releasing the remaining project funds.
Provide digital photographs of completed work.
• Changes to the Scope of Work will be considered only if additional
necessary work items are discovered during the rehabilitation process.
The owner, contractor, and Staff must approve all "change orders". If
increased costs result, the staff will make a determination if additional
funds will be provided
• Maintain complete and accurate records that comply with Federal and/or
State reporting requirements. We will assure that the file contains
complete documentation required for audit purposes.
• In the event of any dispute between the owner and the selected general
contractor concerning the contracted scope of work, the Construction
Manager will work with both parties to negotiate a satisfactory solution.
Should a resolution not be possible on an informal basis, the parties may
elect to have a hearing by a professional arbitrator.
C. PREPARATION OF DOCUMENTS
CHS shall prepare all required grant and/or loan documents. CHS standard loan
document package includes:
• Promissory Note / Grant Agreement
• Notice of Recession
• Deed of Trust / Mobile Home Statement to Encumber or Statement of
Lien
• Request for Notice
• Truth in Lending Disclosure Statement
• Other Necessary Documents
CHS staff will coordinate with the borrowers and execute the documents. The
Deed of Trust and Request for Notice will be sent by CHS to the County
Recorder for recordation. The mobile home Statement to Encumber or
Statement of Lien will be delivered to the State of California, Department of
Housing & Community Development (HCD) for recordation.
D. FUND DISBURSEMENT (ESCROW)
CHS understands that prompt and accurate payments are crucial to the
successful operation of rehabilitation programs. We work with a third party
vendor, Rehab Financial Corporation to provide such services as follows:
Special Features Designed to Benefit Client Agencies
Provide management with data, thereby highlighting potential problems
that may occur (such as "no monthly payment activity').
City of San Juan Capistrano Proposal 11
• Clear, concise, and readable deposit receipts and reports.
• Alphabetical indexing of accounts on all monthly reports, enabling staff to
track relevant project information by program participants.
• Availability to receive EMAIL OR FAX documents thereby expediting
prompt payments to contractors.
• All funds on deposit in trust accounts, pending receipt of disbursement
authorizations.
The following is a summary of the steps that may be followed for the
disbursement of Residential Rehabilitation Loan Program funds.
a. After loan closing, Rehab Financial receives the completed Fund
Disbursement (Escrow) Instructions.
b. The Instructions will include the following data:
• Property owner(s) name
• Contractor(s) name
• Job site address
• Dollar amount of funds being disbursed
• Instruction on how funds are to be disbursed
• Original signatures of Owner(s) and Agency
Representative(s)
C. Upon account set-up, a deposit receipt(s) shall be forwarded to
the file.
d. When requested in writing by CHS staff, Rehab Financial shall
provide a check disbursement to the designated payee.
e. Written instructions shall be in the form of a Disbursement
Authorization containing information regarding the amount of
disbursement, the parties to be paid, and shall contain original
signatures of the CHS Representative(s) authorized to request
disbursement.
f. Upon receipt of the Disbursement Authorization, Rehab Financial
shall identify and verify the payment authorization as follows:
• The amount requested is available.
• The owner's signature(s) match with the original
Loan Disbursement Instructions.
• The representative's signature(s) match the
original Fund Disbursement Instructions.
City of San Juan Capistrano Proposal 12
Upon proper verification, Rehab Financial -shall prepare a check or
checks for the amount shown on the payment authorization and
shall forward said check(s) as requested.
h. Rehab Financial shall provide a monthly computer report by the
10th day of the month following the period covered. This report
shall demonstrate all transactions completed to date, including the
balances remaining in each account and special management
information of all transactions completed to date.
Upon project completion, Rehab Financial will provide a project
Closing Statement to the City.
E. PROJECT COMPLETION/CLOSE-OUT
F.
CHS will execute contract closure by acquiring lien releases from subcontractors,
secure all necessary sign -off documents, obtain owners authorization for final
payment and prepare HCD forms for close out, ensuring that the permanent file
contains complete documentation required for HCD and local audit purposes.
On a monthly basis, CHS will provide status reporting regarding the applicants
for rehabilitation assistance.
G. MEETINGS AND PUBLIC HEARINGS
As necessary, CHS will assist with preparing for and attending meetings with the
public, the City Staff, or any other interested party. Such meetings may include
assisting the City in promoting the continued annual funding for the program.
CHS will assist in preparing responses to monitoring reviews.
City of San Juan Capistrano Proposal 13
LEAD BASED PAINT ACTION PLAN
CHS has established procedures to eliminate, as far as practicable, lead-based paint hazards.
When an application is received, CHS provides information about potential lead hazards to the
property owner(s) and explains the requirements of the program by providing the pamphlet
"How to Protect Your Family from Lead." The applicant will sign a statement that they received
the pamphlet.
1. Determine Approach to Lead I Identify and control
Hazard Evaluation and lead hazards
Reduction
2. 1 Provide Notification I Yes
3. 1 Lead Paint Hazard EvaluationI Paint Testing, as
needed
4. 1 Lead Paint Hazard Reduction
5. 1 Other Requirements
6. 1 Ongoing Maintenance
Repair surfaces
disturbed during
rehabilitation
Identify and control lead hazards
Yes
Risk Assessment and Paint
Testing as needed
Interim controls
Safe work practicesI Safe work practices
Clearance of work site Clearance of work site
No
City of San Juan Capistrano Proposal 14
FEE SCHEME
The following are the hourly rates for all personnel to be involved in the services provided.
HOURLY RATES -
• Program Manager
• Construction Manager
$50.00 per hour
$50.00 per hour
Staff is available to work on-site and off-site each week for as many hours as necessary to
complete the rehabilitation of twenty (20) housing visits (estimate 8 — 16 hours on-site).
OUTSIDE COSTS -
• Rehab Financial - Fund Disbursement
• Title
• Appraisal
• Lead Hazard Test
I
- $125.00 per loan
- Market
- Market
- Market
City of San Juan Capistrano Proposal 15
CHS looks forward to assisting the City of San Juan Capistrano staff by providing technical
assistance to assure proper management and implementation of the HOME Program.
CHS will strive to ensure that the services provided by our organization will expand the City's
capacity to serve low-income persons/households while complying with Federal and State rules
and regulations.
By contracting with CHS, our Client Agencies have obtained the following benefits:
1. Knowledgeable, experienced, and available staff who understand and are well versed in
the needs of the Community Development Industry.
2. Staff with HCD / HOME Program technical experience and training extending since
program inception. Several staff members have worked directly for local government
agencies.
3. Working with state-of-the-art.computerized management systems, developed specifically
for Client Agencies.
4. A consulting staff that is available immediately to meet peak period program demands.
5. Program design with proven operating success.
6. Full service consulting staff that works with projects from application intake to project
close out.
7. Accessible service provision and assistance through on-site staff, e-mail, fax, telephone,
voice mail, in addition to regular mail and overnight sources.
City of San Juan Capistrano Proposal 16
City of San Juan Capistrano
RFP for Grant Administrator
Schedule of Fees
FIRST-TIME HOMEBUYER PROGRAM
(Fees to be based upon 2 first-time home buyer loans per year)
DESCRIPTION OF WORK
FEES PER LOAN
TOTAL ANNUAL
FEE
Property Inspections for HQS
$75.00
$150.00
OWNER -OCCUPIED HOUSING REHABILITATION
(Fees to be based upon 20 $20.000 loans Der vear)
DESCRIPTION OF WORK
FEES PER LOAN
TOTAL ANNUAL
FEE
Eligibility Determination
$250.00
$5,000.00
Property Inspection & Work Specificatious/CE
$350.00
$7,000.00
Bid Process
Coordination, Bid Acceptance, License & Insurance
$350.00
$7,000-00
Loan Processing
Loan Document, Closing, Recording, Lien Filing
$350.00
$7;000.00
Construction Management
Inspections, Progress payments, Lien releases
$450.00
$9,000- 00
HOME Reports Preparation and Submittal
$375-00
$7,500-00.
TOTAL OWNER -OCCUPIED HOUSING
REHABILITATION PROGRAM FEES:
$2,125-00
$42,500-00
Other (Hourly Rate) 100 hours/year $ 50.00 $5,000-00
TOTAL ANNUAL FEES FOR ADMINISTERING 2004 HOME GRANT: 1$47,650-00 I
P:\Planning\Department\Housing\RFP for 2004 HOME-CHS.doc
ATTACHMENT 1
ADDRESS:
1. Building Exterior For each numbered item, check one box only.
2. Building Handicapped Accessibility
_. For each numbered item, check one box only. _
Decision
Item Description
No.
a
If Fail, what repairs are necessary?
m
v
if Inconclusive, give details.
aLL
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If Pass with comments, give details.
0..�
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T(5
T
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1.1 Condition of Foundation
Is there a wheelchair accessible route to and from the
Is the foundation sound and free from hazards?
❑
❑
' 2.2 Main Entrance
1.2 Condition of Stairs, Hand Rails, and Porches
Is the main entrance for the building at least 32
Are all the exterior stairs, rails, and porches sound and
and opposite doorjambs? _
❑ ❑ ❑
from all hazards?
❑
❑
El
Is there an accessible route to all outside common
1.3 Condition of Roof and Gutters
El ❑ Elareas?
Are the roof, gutters, and downspouts sound and free
Are the interior hallways to all inspected units and
from hazards?
❑
❑
1.4 Condition of Exterior Surfaces
Are exterior surfaces sound and free from hazards?
❑
❑
1.5 Condition of Chimney
Is the chimney sound and free from hazards?
❑
❑
❑
1.6 Paint: Exterior Surfaces
Are ail painted surfaces clean and free from hazards?
❑
❑
1.7 Condition of Doors
Are all doors sound and free from hazardous defects?
❑
❑
2. Building Handicapped Accessibility
_. For each numbered item, check one box only. _
Aaanronat comments: (Give Item Number)
Page 1 of 1
Decision
Item Description
No.
a
If Fail, what repairs are necessary?
If Inconclusive, give details.
aLL
¢
If Pass with comments, give details.
N
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2.1 Wheelchair Route Accessibility
Is there a wheelchair accessible route to and from the
main ground floor entrance of the building?
❑ ❑ ❑
' 2.2 Main Entrance
Is the main entrance for the building at least 32
inches wide, measured between the face of the door
and opposite doorjambs? _
❑ ❑ ❑
2.3 Outside Common Areas
Is there an accessible route to all outside common
El ❑ Elareas?
2.4 Interior Hallways
Are the interior hallways to all inspected units and
common areas at least 36 inches wide?
❑ ❑ ❑
Aaanronat comments: (Give Item Number)
Page 1 of 1
3. Site and Common Areas For each numbered item, check one box only.
Page 2 of 2
Decision
Item Description
No.
a
If Fail, what repairs are necessary?
h
i4
If Inconclusive, give details.
If Pass with comments, give details.
LL
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}
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O
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1.1 Site— Fencing & Walls
Are the fences and walls in the common areas
sound and free from deterioration?
1.2 Site—Grounds
Are the grounds maintained and free of debris?
1.3 Site—Lighting
Are there permanently installed light fixtures that
provide sufficient lighting?
Are the fixtures free from electrical hazards?
1.4 Site — Mail Boxes/Signage
Are there secure mailboxes for all units?
Is there signage?
Is the signage visible and free of debris?
1.5 Site- Parking lot/driveway/roads
Are the parking lot, driveways, and roads sound
and free from hazardous defect?
1.6 Site — Play Area
Is there a play area?
Is the play area well maintained and safe?
1.7 Site— Refuse Containers
Are there refuse containers?
Is there an adequate amount of refuse containers to
properly dispose the refuse for all units?
Are the refuse containers free from hazardous
conditions?
1.8 Site—Drainage
Is the drainage free of debris?
1.9 Site— Walkways & Steps
Are the sidewalks and steps sound and free of
deterioration?
1.10 Site — Air Quality
Is the outside air quality free from abnormally high
levels of air pollution from vehicular exhaust, sewer
gas, fuel gas, or other pollutants?
1,11 Site —Flammable Materials
Are there flammable materials?
Are the flammable materials marked "flammable"
and properly stored?
1,12 Common-Garage/Carport
Are there garages/carports?
Are the garages/carports structurally sound with
sufficient lighting?
Page 2 of 2
3. Site and Common Areas
(Continued) For each numbered item, check one box only.
Additional Comments: (Give Item Number)
Page 3 of 3
Decision
Item Description
No.
a
If Fail, what repairs are necessary?
w
i4
If Inconciusive, give details.
If Pass with comments, give details.
LL
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1.13 Common—Elevators
Is there an elevator?
Is the elevator dean and operational?
1.14 Common — Exits
Are all exits visibly marked, accessible and
operational?
1.15 Common—Utility/Mechanical
Is the utility area free from hazardous conditions?
1.16 Common—Community Room
Is there a community room?
_
Is the community room clean and free from
hazardous defects?
1.17 Common — Day Care
Is there a day care area?
Is the day care area clean, safe and free from
hazardous defects?
1.18 Common—Halls/Corridors/Stairs
Do the halls/corridors and stairs have sufficient
lighting?
Are the halls, corridors and stairs sound and free
from hazardous defects?
1.19 Common —Laundry Room
Is there a laundry area?
Is all laundry equipment operational, dean and well
maintained?
Is the laundry area sound and free of hazardous
defects?
1.20 Common—Lobby/Office
Is there a lobby or office?
Is the lobby or office clean, sound and free from
hazardous defects?
1.21 Common — Pools, related structures
Is there a pool or other related structures?
Is the pool or other related structures sound, and
free from deterioration or other hazardous defects?
Additional Comments: (Give Item Number)
Page 3 of 3
4A. Other Rooms Used For Living
For each numbered
Room Code ❑
1 = Bedroom or Any Other Room Used for Sleeping (regardless of type of room) _
2 = Dining Room or Dining Area
3 = Second Living Room, Family Room, Den, Playroom, N Room
4 = Entrance Halls, Corridors, Halls, Staircases
5 = Additional Bathroom
6 = Other:
Additional Comments: (Give Item Number)
4A
Decision
Item Description
No.
a
If Fail, what repairs are necessary?
If Inconclusive, give details.
a�
n
If Pass with comments, give details.
LL
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y
}
O
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O
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4.1 Electricity/Illumination
If Room Code is a 1, are there at least two working
outlets or one working outlet and one working,
❑
El
❑
permanently installed light fixture?
If Room Code is not a 1, is there a means of
illumination?
El
11
❑
4.2 Electrical Hazards
Is the room free from electrical hazards?
❑
❑
4.3 Security
Are all windows and doors that are accessible from the
El
El
lockable?
4.4 Window Condition
If Room is a 1, is there at least one window?
❑
❑
And, regardless of Room Code, are all windows free of
signs of severe deterioration or missing or broken out
11
Elpanes?
4.5 Ceiling Condition
Is the ceiling sound and free from hazardous defects?
❑
❑
4.6 Wall Condition
Are the walls sound and free from hazardous defects?
❑
❑
4.7 Floor Condition
Is the floor sound and free from hazardous defects?
❑
❑
4.8 Paint
Are all painted surfaces clean and free of deteriorated
❑
❑
paint?
4.9 Smoke Detectors
Is there a working smoke detector that meets the
❑
❑
requirements of NFPA 74?
In units occupied by the hearing impaired, is there an
El
❑
❑
alarm system connected to the smoke detector?
Additional Comments: (Give Item Number)
4A
32400 PASEO AOELANTO
F A
MEMBERS OF THE CITY COUNCIL
SAN JUAN CAPISTRANO, CA 92675
(949) 493-1171
(949) 4931053 FAX
qSAM �
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j'J IocoAvo AAtFo
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DIANE
DIANE BATHOATE
WVATT HART
wu wsanjuancapichrano.org
1776
JOE SOTO
•� •
DAVID SWERDLIN
August 17, 2005
NOTIFICATION OF ACTION BY THE
CITY COUNCIL OF SAN JUAN CAPISTRANO
On August 16, 2005 the City Council of San Juan Capistrano met regarding:
"Consideration of Grant Administrator Selection for the State of California 2004
HOME Program Grant for the Owner -Occupied Housing Rehabilitation and First -
Time Home Buyer Programs (Civic Solution, Inc.)" Item No. G 2a.
The following action was taken at the meeting: Personal services agreement with
Civic Solutions, Inc. for administration of the California 2004 HOME Program
grants for the Owner -Occupied Housing Rehabilitation and First -Time Home
Buyer Programs, in an amount not to exceed $70,575, approved.
If you have any questions regarding this action, please contact Lynnette Adolphson,
Management Analyst II at 443-6324 for more detailed information.
Thank you,
itzi Ortiz
Deputy Cli
Cc: Housing Advisory Committee Members*; Molly Bogh, Planning Director; Lynnette
Adolphson, Management Analyst II
San Juan Capistrano: Preserving the Past to Enhance the Future
0 Printed cn recvcled trader
32400 PASEO ADELANTO
E
MEMBERS OF THE CITY COUNCIL
SAN JUAN CAPISTRANO, CA 92575SAM
/ %
ALLEVATO
(949) 493-1171
Ip IOAVARRAEA
DIANE BATHGATE
(949) 493-1053 FAX
Anwausxm
1961
WYATT RT
N'WN'..SOVlJHRV1C0(7 LSlYGl90. OI'�' 1776
JOE OTO
• •
DAVID M. SWERDLIN
NOTIFICATION OF MEETING OF POTENTIAL INTEREST
OF THE SAN JUAN CAPISTRANO CITY COUNCIL
The City Council of San Juan Capistrano will meet at 7:00 p.m. on August 16, 2005 in
the City Council Chamber in City Hall, to consider: "Consideration of Grant
Administrator Selection for the State of California 2004 HOME Program Grant for
the Owner -Occupied Housing Rehabilitation and First -Time Home Buyer
Programs (Civic Solution, Inc.)" — Item No. G 2a.
If you have specific thoughts or concerns regarding this item, you are encouraged to
participate in this decision making process. You can communicate with the City Council
through correspondence addressed to the Council and/or by attending the meeting and
speaking to the Council during the public meeting.
Correspondence related to this item must be received at the City Clerk's office by 5:00
p.m. on Monday, August 15, 2005 to allow time for the Council to consider its content.
If you would like to speak at the meeting, please complete a yellow "Request to Speak"
form found inside the entrance to the Council Chamber. This form is turned in at the
staff table, just in front of the Council dais. You will be called to speak by the Mayor
when the item is considered.
You have received this notice at the request of the City staff member Lynnette
Adolphson, Management Analyst Il. You may contact that staff member at (949) 443-
6324 with any questions.
The agenda, including agenda reports, is available to you on our web site:
www.sanivancapistrano.oro. If you would like to subscribe to receive a notice when
agendas are posted to the web site, please make that request by sending an e-mail to:
council-agendas0sanivancapistrano.org.
Meg Monahan, CMC
City Clerk
cc: Housing Advisory Committee Members'; Molly Bogh, Planning Director; Lynnette
Adolphson, Management Analyst II
' Received staff report
San Juan Capistrano: Preserving the Past to Enhance the Future
ONPrinted on 2cVcletl uaoer