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HomeMy WebLinkAboutMinutes - July 1, 1992 - CCAGENDA ITEM 40 To: Honorable Mayor and Members of the City Council From: Robb R. Steel, Redevelopment Director NY Via: Henry Garcia, City Administrator kj Date: August 3, 1992 Subject: Contract for Handyman Services in 1992-93 BACKGROUND The City of Azusa has contracted with The Human Services Consortium since 1980 for Handyman Program Services. The Consortium provides free labor and materials to eligible low -and -moderate income households for essential home repairs. The Consortium also provides training for approximately (14) unemployed young Azusan adults annually in various trades of the construction industry. Approximately 187 Azusa households have been assisted since 1980. During 1991-92, the Consortium assisted sixteen households with the following characteristics: Number Percent Low Income Households (less than 13 81% 80 percent of County Median income) Female Head of Households 11 69% Minority Households 8 50% Senior Citizen Households 10 62% Disabled Households 6 38% Page 2 AGENDA ITEM From: Robb R. Steel, Redevelopment Director Date: August 3, 1992 Subject: Contract for Handyman Services in 1992-93 The program is targeted to assist senior citizens, disabled persons, female household heads, and other very low income households. The Consortium provided a variety of improvements to these housing units, including plumbing, electrical, weatherization, installation of security devices, smoke detectors, aids for the handicapped, interior/exterior painting, and roofing repairs. The average per unit cost for materials as of the June 30, 1992 preliminary billing was $842, and construction labor and program administration costs were $2,125 per unit. The City has expended $47,479 of its contract with the Consortium for period billed through June 30, 1992. ANALYSIS The agreement for 1992-93 is essentially identical to the 1991-92 agreement. The Consortium will provide services to a minimum of 16 households. The City will compensate the Consortium for actual material expenses and $2,125 per unit for general program costs. These general program costs include the labor costs for the foreman and his crew of four (4) worker trainees, vehicle costs, uniforms, and tools and equipment, and program overhead. The Consortium's total program costs are estimated to be $75,196 in 1992-93, and the City will contribute $50,000 from its CDBG allocation. The Consortium obtains supplemental funding under the Job Training Partnership Act and other sources making up the additional $25,196 of program costs. RECOMMENDATION Approve the attached Agreement and authorize the City Administrator to execute on behalf of the City. RRS:RJJ/cbf Attachment RECEI VEP AUG 18 1992 CITY REDEVE 0DmSA 1T NT AGENCY AGREEMENT Effective as of this first day of July, 1992, the Human Services Consortium of the East San Gabriel Valley, 1325 West Garvey North, West Covina, California, hereinafter referred to as "Consortium", and the City of Azusa, 213 East Foothill Boulevard, Azusa, California, hereinafter referred to as "City" enter into this agreement. Scope of Services The purpose of the program is to provide housing conservation labor and materials at no cost to financially eligible low income households, and to provide employment and training for young adults in varied trades of the construction industry. The program will principally benefit very low income households comprised of senior citizens, disabled persons, female heads of household and large families. This program will provide home rehabilitation services to at least 16 eligible households located in the City of Azusa. City Responsibilities A. Through the CDBG program, contract with and fund the Consortium to perform the repair and maintenance activities, purchase materials and supplies, supervise the work, and administer the program. Consortium Responsibilities A. Advertise the program through local social service organizations, community groups and the press. B. Receive applications and determine applicants' eligibility and homeownership status. C. Perform repairs on homes designated by the City. D. Repair houses to meet safe living standards in a workmanlike manner to that of the construction field. Eligible Home Repairs A. Interior/ Exterior Home Repairs: 1. Painting and finishing of walls and ceilings a. Interior surfaces b. Exterior surfaces 2. Wall resurfacing a. Exterior resurfacing (1) Stucco b. Interior resurfacing (1) Plastering (2) Wallboard (3) Patching 3. Installation of devices for the elderly or handicapped a. Ramps b. Handrails c. Bathroom fixtures with large handles for handicapped. 4. Roofing repairs a. Roofing b. Gutters c. Downspouts d. Caulking or Tarring 5. Minor and moderate electrical repairs a. Update existing equipment b. Rewiring noncomplying wiring c. Wiring devices d. Lighting devices and security lights 2 e. Services, feeders and safety switches 6. Minor and moderate plumbing repairs a. Water piping b. Gas piping c. Sanitary waste and drainage piping d. Water heater e. Plumbing fixtures f. Power clean lines 7. Repair of heater or heating system a. Existing system b. New units c. Thermostat 8. Minor and moderate cement, masonry or asphalt repairs a. Concrete work (1) Walks (2) Driveways (3) Walls b. Masonry work (1) Walls (2) Chimneys c. Asphalt work (1) Walks M (2) Driveways 9. Repair or replacement to interior/ exterior openings a. Doors b. Windows and locks c. Screens d. Skylights 10. Minor or moderate tile work a. Bathroom file work b. Kitchen tile work 11. Minor and moderate pest control a. Fumigation and subsequent repairs b. Ratproofing 12. Removal of lead-based paint according to Federal law. 13. Other repairs necessary for bringing houses into compliance with the rehabilitation standards set forth in the County and/or City Building Code and Planning Code, as applicable. B. Enerev Conservation Activities 1. Weatherstripping doors and windows a. Caulking b. Replacement glazing 2. Insulation a. Attic b. Walls 0 c. Water heater 3. Install energy efficient lighting fixtures 4. Installation of ventilation or barriers a. Vents b. Vapor barriers 5. Energy proofing the building envelope a. Install sunscreens b. Install window coatings c. Awnings 6. Installation of passive solar devices a. Solar greenhouse b. Other passive solar devices 7. Installation of active solar devices a. Photovoltaic cells b. Related solar retrofitting work 8. Installation of energy efficient plumbing fixtures 9. Other eligible energy conservation activities C. Security/Safety Improvements 1. Security devices a. Security bars b. Dead bolt locks c. Window locks 5 d. Door security view holes e. Security fencing f. Security lights 2. Safety devices a. Smoke detectors b. Safety lighting Term of Performance Said services of Consortium are to commence July 1, 1992 and shall be completed no later than June 30, 1993. Compensation and Method of Payment The budget for this agreement shall be as follows: Program Operations $34,000 Materials 16,000 Total $50,000 The City shall pay the Consortium a fee in the amount of $2,125 per completed unit for direct Consortium program delivery costs (i.e., crew and supervisor salaries, benefits, home repair tools and other related expenses) plus actual material expenses. If, after completing sixteen (16) units, funds remain available for material expenses, then the Consortium agrees to make additional grants with no additional program operations cost to the City. This payment, per unit completed, shall constitute the full and complete compensation for the Consortium's services under this agreement. The Consortium will bill the City for such services on a quarterly basis. Compliance with Federal Laws and Regulations Consortium agrees to comply with all federal laws governing the use of Community Development Block Grant Funds. These shall include, but not be limited to, the following statutes, executive orders and regulations: A. Executive Order 11246 B. Title VI of the Civil Rights Act of 1964 I C. Section 109 of the HCDA of 1974 D. Section 3 of the Housing and Urban Development Act of 1963 E. Access to and Retention of Records F. Conflict of Interest G. Lead -Based Paint These provisions are attached hereto as Exhibit A and incorporated into this contract by reference. Consortium, as a subrecipient of CDBG Funds, also agrees to comply with the requirements and standards of Federal Regulation 24CFR Part 85, "Administrative Requirements for Grants and Cooperative Agreements to State, Local and Federally Recognized Indian Tribal Governments" and OMB Circular No. A-87, "Cost Principles for State and Local Governments." Proeram Evaluation and Review/Audit Consortium shall make available for inspection its performance, financial and all other records pertaining to the performance of this agreement to authorized City personnel, and shall issue such financial and program reports as requested by City. At a minimum, the Consortium shall provide to the City quarterly progress reports which identify the activities undertaken pursuant to this Agreement. Consortium shall also provide at the fiscal year end, an annual report reflecting an accurate breakdown of all administrative costs incurred relative to the housing rehabilitation activities in order to determine the delivery costs incurred. Administrative costs should be itemized by the following categories: salaries, fringe benefits, travel costs, supplies, telephone costs, training and other costs associated with rehabilitation. Total administrative costs for the program should not exceed 20% of total expenditures. In accordance with the Single Audit Act of 1984 and OMB Circular A-133, Consortium shall provide City with a copy of its single audit covering the prior program year contract period within 30 days after completion or no later than Tuly 31, 1993. The audit report is to identify the amount of funds received by the Consortium from the City and the expenditures made on behalf of the City. The Consortium shall also permit independent auditors of the City to have access to all records and financial statements necessary to comply with the Single Audit Act. Termination Either party may terminate this agreement by giving written notice at least ninety (90) days prior to the effective termination date. The Consortium shall be compensated for all work completed and authorized by the City up until the effective termination date. Hold Harmless The Consortium shall indemnify and hold harmless the City, its officers, employees and agents from and against any and all claims, demands, suits, actions or proceedings of any kind or nature, including, but not by way of limitation, workers' compensation claims, resulting from or arising out of the negligent, intentional or malicious acts, errors or omissions of the Consortium, its employees, sub -contractors or assignees. Insurance A. Consortium shall furnish the City with an insurance certificate from its Workers'Compensation insurance carrier certifying that it carries such insurance as required by State Law, including Employer's Liability Limits of $1,000,000, and the policy shall not be cancelled nor the coverage reduced during the term of this Agreement. Such policy shall be endorsed to state that thirty days written notice is required prior to reduction, cancellation, termination or expiration of any kind. B. Consortium shall obtain, at its sole cost and file with the City, prior to exercising any right or performing any obligation pursuant to this Agreement, and maintain for the period covered by this Agreement, a policy or policies of general Public Liability insurance, or certificate of such insurance, satisfactory to the City Attorney of City, naming City, its officers, agents and employees as insured or additional insured, which provides coverage not less than that provided against liability for any and all claims and suits for damages or injuries to persons or property resulting from or arising outof operations of Consortium, which insurance shall provide coverage for both bodily injury and property damage in not less than the following minimum amounts: One Million Dollars ($1,000,000.00) combined single limit, or its equivalent. Said policy shall also contain a provision that no termination, cancellation or change of coverage of insured or additional insured shall be effective until thirty (30) days notice thereof has been given in writing to the City. Consortium shall give City prompt and timely notice of any claim made or suit instituted. Consortium may procure and maintain, at its own cost and expense any additional kinds and amounts of insurance, which, in its own judgement may be necessary. C. Consortium shall obtain, at its sole cost and file with the City, prior to exercising any right or performing any obligation pursuant to this Agreement, and maintain for the period covered by this Agreement, a Blanket Honesty Bond of at least 50% of the amount of the contract or $25,000, whichever is less. 9 enry Garcia City Administrator City of Azusa Date: August 6, 1992 Attest: 0 Executive Di(ector The Human Services Consortium of the East San Gabriel Valley Date: EXHIBIT A SPECIAL FEDERAL PROVISIONS FOR PROFESSIONAL SERVICE CONTRACTS A. Executive Order 11246, Equal Opportunity During the performance of this contract, the Contractor agrees as follows: (1) The Contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The Contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to their race, color, religion, sex, or national origin. Such action shall include, but not belimited to, the following: employment, upgrading, demotion, or transfer; recruitment, or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Contractor agrees to post in conspicuous places available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause. (2) The Contractor will, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, state that all qualified applicants will receive consideration without regard to race, color, religion, sex, or national origin. (3) The Contractor will comply with all provisions of Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor. (4) The Contractor will furnish all information and reports required by Executive Order 11246 of September 24,1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records, and accounts by the Department and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations, and orders. (5) In the event of the Contractor's noncompliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, this contract may be cancelled, terminated, or suspended in whole or in part and the Contractor may be declared ineligible for further Government contracts in accordance with procedures authorized in Executive Order 11246 of September 24, 1965, or by rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law. (6) The Contractor will include the provisions of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (7) in every subcontract or 10 purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontractor or vendor. The Contractor will take such action with respect to any subcontract or purchase order as the Department may direct as a means of enforcing such provisions, including sanctions for noncompliance. Provided, however, that in the event a contractor becomes involved in, or is threatened with, litigation with a subcontractor or vendor as a result of such direction by the Department, the Contractor may request the United States to enter into such litigation to protect the interest of the United States. B. Civil Rights Act of 1964 Under Title VI of the Civil Rights Act of 1964, no person shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance. C. Section 109 of the Housing and Community Development Act of 1974 No person in the United States shall on the ground of race, color, national origin, or sex be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity funded in whole or in part with funds made available under this title. D. "Section 3" Compliance in the Provision of Training, Employment and Business Opportunities (1) The work to be performed under this contract is on a project assisted under a program providing direct Federal financial assistance from the Department of Housing and Urban Development and is subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 1701u. Section 3 requires that to the greatest extent feasible opportunities for training and employment be given lower income residents of the project area and contracts for work in connection with the project be awarded to business concerns which are located in, or owned in substantial part by persons residing in the area of the project. (2) The parties to this contract will comply with the provisions of said Section 3 and the regulations issued pursuant thereto by the Secretary of Housing and Urban Development set fourth in 24 CFR 134, and all applicable rules and orders of the Department issued thereunder prior to the execution of this contract. The parties to this contract certify and agree that they are under no contractual or other disability which would prevent them from complying with these requirements. (3) The Contractor will send to each labor organization or representative of workers 11 with which he has a collective bargaining agreement or other contract or understanding, if any, a notice advising said labor organization or workers' representative of his commitments under this Section 3 clause and shall post copies of the notice in conspicuous places available to employees and applicants for employment or training. (4) The Contractor will include this Section 3 clause in every subcontract for work in connection with the project and will, at the direction of the applicant for or recipient of Federal financial assistance, take appropriate action pursuant to the subcontract upon a finding that the subcontractor is in violation of regulations under 24 CFR Part 135 and will not let any subcontractor unless the subcontractor has first provided it with a preliminary statement of ability to comply with the requirements of these regulations. (5) Compliance with the provisions of Section 3, the regulation set forth in 24 CFR Part 135, and all applicable rules and orders of the Department issued hereunder prior to the execution of the contract, shall be a condition of the Federal financial assistance provided to the project, binding upon the applicant or recipient for such assistance, its successors and assigns. Failure to fulfill these requirements shall subject the applicant or recipient, its contractor's or subcontractors, its successors and assigns to those sanctions specified by the grant or loan agreement or contract through which federal assistance is provided, and to such sanctions as are specified by 24 CFR Part 135. E. Access to and Retention of Records The City of Azusa, the County of Los Angeles, the Department of Housing and Urban Development, the Controller General of the United States, or any of their duly authorized representatives shall have access to any books, documents, papers, and records of the Contractor which are directly pertinent to this contract. The Contractor shall maintain all required records for a period of at least three years after the City makes final payment and closes all other pending matters. F. Conflict of Interest The Contractor, its agents and employees shall comply with all applicable Federal, State and County laws and regulations governing conflict of interest. To this end, the Contractor will make available to its agents and employees copies of all applicable Federal, State and County laws and regulations governing conflict of interest. Contractor shall furnish a written list of all current or proposed subgrantees/subcontractors, vendors or personal service providers, including subsidiaries of the Contractor which will receive $10,000 or more during the term of this Contract. Such list shall include the names, addresses, telephone numbers and identification of principal party(ies) and a description of services to be provided. During the term of this Contract, Contractor shall notify the City in writing of any change in the list of subgrantees/subcontractors, vendors, personal service providers or subsidiaries of the Contractor within fifteen (15) days of any change. 12 G. Lead Based Paint The Contractor shall comply with Federal Requirement to eliminate use of lead based paint. RRJ/cbf 13