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HomeMy WebLinkAbout1993 Ordinance No. 007ORDINANCE NO . 1 SERIES OF !993 T BY AUTHORITY COUNCIL BILL NO . 4 INTRODUCED BY COUNCIL MEMBER GULLEY AN ORDINANCE APPROVING AN AGREEMENT FOR SINGLE FAMILY HOUSilTG REHABILITATION SERVICES FOR UNINCORPORATETl ARAPAHOE COUNTY, COLORADO BETWEEN THE ARAPAHOE BOARD OF C,1UNTY COMMISSIONERS AND THE CITY OF ENGLEWOOD, COLORADO BY AND THROUGH THE ENGLEWOOD HOUSING AUTHORITY. WHEREAS, Arapahoe County requires administrative and proe,am man-,.ment services for the Rehabilitation •of Owner-Occupied (Low-Moderate Income) Sin11le Family I!cusing in Uni ncorporated Arapahoe County; and WHEREAS , Arapahoe County has created a new $240,000 oingle family hou.s ing rehabilit.ation prog ram and does not have the at.alfto administer that program; and WHEREAS, Arapahoe County =••led that proposals be submitted from qualified entities within the County to provide adm inistrative and program management aervice:s to which the Engl e•,ood Hous ing Authority responded; and WHEREAS, said services include : (1) Planning Pha se, (2) Implementation Phase , (3) Rep orting, and (4) Traini.11: and Coordination ; •nd \ 'HEREAS, the Co11~ly accepted the Englewood Housing Authority's propo&al; and WHEREAS, the Englewood Housing Authority's proposal included a two-phase scope of services end a projer:t budget which was: Under the fint phase the EHA and City st.all' will meet with County staff to formulate policies and procedure 10 the County's program 10 that t.'ie pr ogram will be customized to the County's needs. The Second phase involves the actual implementation of the rehabilitation of the houses aft.er the policies have been qreed upon; NO W, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF E NGLEWOOD , COL ORADO , AS FOLLOWS : Stwsm.1 . The Agreement For Single Family Housing Rehabilitation Services For Unincorporated Arapahoe County, Colo rado is hereby accepted and approved by the Er.glewood City Council and the Mayor is authorized to execute and the City Clerk to attest en d seal the Agreement for and on behalf of the City of Englewood. Sfllilm._2. The Agreement For Single Family Hou1ine Rehabilitation Services For Unincorporated Arapahoe County, Colorado generally contains as follow s: A . ':" n,• City of Englewood, Colorado by and through the Engl ewood Housing /..~lhority shall perform the administrative and progrlm manaeeme nt services as outlined in its qualification statement and proposal and as spec ifi ed in the Agreement as though fully set forth herein . !n cue of direct conflict between the acope of oervicu outlined in the COUNTY'S RFP/Admini1trator'1 proposal , the J ob Specific acope of services outlined in • the Agreemr• shall gov ern . B. The Cit) of Enclewood by and throu,h the Enclowood Houoinc Authority will prr.<ee d with the performance of the aervice1 called for in the Planninc Phue, 11nd will pr,:,duce a written document of all policiea developed within 60 dty1 following the authorization to proceed with the projecl c . I. The City of Englewood by and through the Englewood Ho111in1 Authority will proceed with the performance of the aervicea called for in the Implementation Phaae which involvu the actual rehobilitation of hou1e1 after the policiea have been llgl'eed upon, IO aa to deliver act111l completed rehabilitation projecta within 12 months after the authorization to proceed with the projecL 2 . The City of Englewood by and through the Enclewood Ho111in1 Authority will provide the County with a monthly report includinc but not limited to the number of applications received, rehabilitation in progress and com1 leted projects and any other infor.,,ation neceasa,y to meet Housing and Urban Development'• reporting criteria. 3 The City of Enclewood by and tr.rough the Englewood Ho111ing Authori ty will be considered to have completed the project with the submittal of I: e 12th monthly report and/or the complete, documented, expenditure of the funds in the manner authorized by the Agreement. Th e County agrees to pay the City of Englewood by and through the Englewood Housing Authority the fee 1tated below for the aervices described herein. Partial payments will be made a1 the work progrea1es. Said payment■ will be ba sed on estimates prepared by the City of Englewood by and through the Englewood Housing Authority of the value of th, work performed, in accordance with the HUD guidelines and approval by County. The total of partial payments and final payment shall be equivaler:t to the fees stated in the Agreement, assuming all activitiea in the ,cope of r.ervice1 have been ,atisfactorily completed. Final payment &hall be made Ul)On receipt and approval by the Cowity of the final documenta required. The funds 1hall be paid by partial payment in accordar.ce v.ith the Agreement and in the total amount not to exceed $240,000. D, For add itional services, compensation will be negotiated wider separate wri tten addenda to the Agreement. All requests for payment by tl,e City of Englewood by and through the Englewood Housing Authority must be made on the "Subgrantee Draw Down Reque st Form . ,h form must be completed and signed. E. The City of Englewood by and through the Englewood Housing Authority agrees not to refuse to hire, disch arge, promote or demot. or discriminate in any matt.er of compensation; performance or services or otherwise, again st pers o, ·the rwise qualified ao1ely because of race, creed, au, color, nation al ori&;n ancestry , F . To the e.1 t authorized by law, the City of Englewood by and through the Englewoo . tlousing Authority agrees to indemnify and hold harmless the County , an , its officers, employees and 11 ·;ents from any and al1 claims, losses , in jur, s, damag e, and lawsuits , 1d expenses, including attorney's -2 - G. H. I. J . ree, ari1inr out of or re1ulUn1 mm tho n11lilent acu or omiuion1 or the City of En1lewood by nnd throu,t, the EnsJewood Hou1in1 Authority or ill 1ubcontraclor in ·:he performance ~ aarvicea u Ml forth in tho A,reement. The Agreement n 1ay not be modified, amended or otherwioe altered unle11 mutually agreed upon in writine by the partiea. The City of En11lewood by and lhroueh the En11lewood Houainr Authority and its employees and "'enta shall be conaidered for oll purpooea of the Agreement, lo be indepen dent controct,,ra and not employee• of the County. Pursuant to Section 29 -1-110, C.R.S., al amended, financial obliptiona of the County payable aa set forth herein , aft.er the curTenl f\acal year, are contingent upon funds for that purpoae beine appropriated, budpted and otherwise made available. The Agreement may be terminated on January 1 of the fir&t fis cal year for which funds are not apr·•opriated. The County shall give 30 days written notice of such nonapproprialion. Federal funds for the Agreement a11 1vailable and have been appropriated by the County for the Agreement. The City of Englewood by and through the Englewood Houaing Authority assures that it will establi sh safeguards lo prohibit their employees, agents, or servants from usin11 thc Agreement for any p.irpose which causes or lends itself to create an a ppearance of im propriety. Said employees, agenta or servants shall not seek any personal benefits or p1ivate pin for themselves, the ir families, or others. ' No member of County government. whether individual officers or employees, shall be admitted to any personal share, or afforded any pecuniary gain , remuneration or part of the Agreement or any benefit that may arise therefrom. K . During the term of the Agreement. the City of Englewood by ar.d through the Engl ewood Housing Authority shall not perform similar services for person s, firm s or entities which have the potential lo create a conflict of interest unl es s this is disclosed to and approved by the Board of County Co m mi ss ioners . L . Unle ss oth erwise agreed in writing, t he Agreement and the interpretation thereof sha ll be governed by the laws of the State of Colorado. M . Should any provision of the Agreement be determined by a court of competent juri Sdicti on t.o be unconstitutional or otherwise nul1 and void, it is the intent of th e parties hereto that the remaining provi sions of the A(reement aha II be of full forc e and effect. 1'. Th e Ci ty of Engl ewood by and through the Englewood Housin11 Authority sh all riot assign or transfer its interest in the Arr""'l!'ent without the written ,on se nt of the County. Any unauthorized assignmtnt or tran,fer ahall rend er th e Agreement null , void and ofno effect as lo the County . 0 . Th e City of Englewood by and through the Englewood Hou1in11 Authority agr ees to obtain and maintain, at the City's expense, such insurance as will pro tect t he City from claims under the Workmen 's Compenaation Act, and . 3 . such comrreh,?nsive pneral liability insurance and automobile liability insurance as wm protect the County and the City from all claims for ho.lily injury, death , or :,roperty dalllBf.' which may &rile from the performance by the City or by the City'• employe,a, of the City', functions and ae,vicea r eq11irod under the Agrument. The amounts of liability inl\wance shall be not less than $150,000 pet l"-non/S600,000 per accident and $600,000 property damage. The City shall provide a Certificate of In1ura.1ce in accordan c, with the above requirements upon execution of the contracL P . The City shall be responsible for the profe11io,,al quality, technical accuracy , timely completion and the coordination of the project under the Agreement, Th e City shall, without additional compensation , conect or revise any errors, umissions, or other deficiencies in his 1ervice1 related to the Agreemenl Q , 1. The City shall perform such profeuional servi ~•s as may be necessary to accompli ,h the work to be performed under t),_, Acreement. 2 . The City shall be responsible for all conaequenti11l damages , including all normally fore seeable ones, resulting from errors and omissions of the City, in an amount not to exce ed the fee for ae rvi cu under the Agreemen t. E,:h er party to the Agre,ment may terminate the Acreement by !livi ng to the other 30 days notice in w-iting with or without good cause ahown, Upe-, delivery of ruch notice by the County to the Ci ,y, and upon expi.ration of the 30- day pei iod, the City shall discontinue all seTVices in connection with the perform ance of the AgreemenL ~ soon as practicable after receipt of notice of termination, the City shall submit a statement, showini: in detail the servic es p erformed under the Agreement to the date of termination. The County shall then pay the City promptly that proportion of the p r:,scribed charges which the services ac tuall y pe·rformed under the Agreeme nt bear to the total services ca led for under the Agreement, le11 such payments on acco un t of the chargu as have been pre viously made. Copies of 111 co mpleted or partially completed designs, plans, and specification prepared under the AgTeement shall be delivered to the County when and if the Agreement is t erm inat e d. R . All notices and com munications under the Agreement to be mailed or delivered to the City shall be to the following addre,s: Englewood Housing Authority 3460 South Sherman Street Englewood , Col ora do 80110 All notices and communications pertaining to the Agreement shall be mailed or del ivered to the County at the following address: Arapahoe County Colorado Office of the County Attorn ey 5334 South Prince Street Littleton , Co lorado 801 66 S . Th e terms and conditions of the AgTeem en t shall be binding upon the City, its su cce ssors and assign s . -4 - 0 T . Nothing herein ahall be conatrued •• ereatine any penonal liability on the part of any officer or agent of any public body which may be party hereto, nor ahall it be conatrued as Jivine any riehta or btneftta hereunder to anyone other than I.he County and I.he City. U . State and federal regulation• to be complied wit.h include, but are not necessarily limited to, the following reeulations: Civil Rights Act of 1964. Under Title VJ of Civil Righta Act m 1964, no person sholl, on the grounds of race, color, or national o,iJin, be excluded from participation in, be denied I.he benefita of, or be aubjected to diacrimination under any program or activity receivine Federal financial a11i1tance . Section 109 of I.he Housing and Comsnunity Development Act of 1974, no person in I.he United Stat.ea ahall on the ground, of race, eolor, national oriJin or sex be excluded from participation in, be denied I.he benefits of, or be s ubjected to discrimination under any proeram or activity funded in whole or in pa rt with funds made available under this title. "Sect io n J" Compliance in the Provision and Employment and Busine11 Op portunities, I.he work I.hat will be performed under contracts usociat.ed wit.h this RFP are projects assisted under a program providing Federal financial assistonce form the Department of Housing and Urban Development Act of 19 68 , a s amended, ;2 U.S .C. 170111. Section 3 requires that to the greatest ex te nt feas ible, opportunities for trainine and employment be Jiven lower incom e residents of the project area, and conb'acts for work in connection with i h e proj ect be awarded to busineH concern• which are located in or own ed in s ubstantial part by person residine in the projecL 1983 Amen dment to the Hou sing and Community Development Act of 1974, the cont rac tor will certify that they will affirmatively further fair housing. Equa l Em ployment Opportunity, all areas of the Colorado Antidi scrimination Act of 1957, a s amended, other applicable law respecting di scri m in ation and unfair employment practices and u required by Executive Order, Equal Opportunity and Affirmative Action to include provisi ons that no person shall be discriminated against on the basis of race, cr ee d , col or , ancestry, religion , sex , national origin , marital status, age, pr egnancy stat u s, or disabili ty. In trodu ced , re ad in fu ll , and p•ssed on first reading on the 181.h day of January, 1993. P ubl ished as a Bill fo r an Ordinance on the 21st day of January, 1993 . Read by title a, d passed on final reading on the 1st day of February, 1993. -5 - Published by title as Ordinance No . j. Serie ■ of 1993, on the 4th day ofFebrwny, 1993 . ATTEST : w~u~-~ Patricia H. Crow, City Clerk I, Patricia H. Crow, City Clerk of the City of Englewood , Colorado , hereby certify that the above and foregoing is a true copy of the Ordinance passed on final readine and published by title as Ordinance No . f• Series of 1993. -6 - AGJ\!!MENT lQB IIlfCL! FAMILY IQRIIlfC B!JJAIILITATIQK l!RYJC!S fQR tl?IIKCORPORAT!D WPAHO! COQFl'X, COLORADO 'l'JIIS AGREEMD'l' is entered into this ___ day ot ____ _ 1993, by and between the BOARD OF COUNTY COMMISSIONERS of the county of Arapahoe, State ot Colorado, f or the Arapahoe county Hous i ng Authority (hereinafter referred to as "COUNTY") and The City of Englewood by and though the Englewood Housing Authority (herei nafter referred to as "ADMINISTRATOR"). WJIEREAS, the COUNTY requires odministrative and program management service~ for the follow i ng described project: Reh ab il itati on of Qwner-occupied CLow-Moderate Income) single Fami lv Housing in Unincorcorated Aracahoe county; and, WJIER£AS, said s~rvices, as outlined in the ~ttach~d scope of serv i c es , include : (l) Planning Phase, (2) Implementation Phase, (J ) Reporting, and (4) Training and Coordination; and WJIEREAS, the County did seek proposals from qualified entit i es for adm i n i strative and program management services i or the abov e noted project, and WJIEREAS, ADMINISTRATOR did submit a proposal for said services for sa i d project, which propos al has been accepted by the COUNTY and is a part hereof. NOV THEREFORE, in consideration of the mutual covenants and st i pulations hereinafter set forth, it is agreed as follows: I . Scope ot Servi~••: ADM I NISTR.~TOR shall perform the administrative and program management services as outlined in its qu a lification sta~ement and proposa l and as specified i n Attachment A, titled •scope of Work --Unincorporated Arapahoe county Single Family Housing Rehabilitation" attached to this Agreement and incorporated by reference in its en~irety as though fully sat forth herein . I n ease of direct conflict between the scope of services outli~@d in the COUNTY'S RFP/Administrator's proposal, the Job Specific scope of services outlined in Attachment A of this Agreement shall govern. I I. TERM OF AGREEMENT !PERIOD QF SERVICE) A. The ADM I NISTRATOR will proceed with the perform ance of the services called for in th " l Planning Phase, and will produce a written document ot all policie ■ developed within 60 calendar days following the authorization to proceed with the project, B. The ADMINISTRATOR will proceed with the performance o! the ■ervices called tor in the Implementation Phase which involves the actual rehabilitation ot houses attar the policie ■ have been agreed upon , ■o as to deliver actual completed rehab i litation projects within 12 months after the authorization to proceed with the project. c. The ADMINISTRATOR will provide the COUNTY with a monthly repor t i ncl•1ding but not limited to the number ot applications received, rehabilitation in progress and completed projects and any other inf ormation necessary to meet Housing and Urban Development's (HTTDJ reporting criteria . D. The ADMINISTRATOR will be con~i dered to have completed the projftct with the s u bmittal of the 12th monthly report ~nd/or the complete, documented, expenditure of the funds in the manner authorized by t .his agreement . III. COMPENSATION A. The COUNTY agrees to pay ADMINISTRATOR the fee stated below for tl1e s~rvices described herein. Partial payments will be made as tr..e work progresses . Saia payments will be based on estimates prepared by ADMINISTRATOR of the value o f the work perf ormed, in accordance with the HUD guidelines and approval by COUNTY. The total of r~rtial p,yments and final payment shall ~e equivalent to the fees stated below, assuming all act i vities in the scope of s ervices have been satisfactorily completed . Final payment shall be made upon ~eceipt and approval by the COUNTY of the final documents required. The tunds shall be paid by pan·.ial payment in accordance with the above and in the total amount not to exceed $24 0,000. B. For additional services, compensation will be negotiated under separate writt~n addenda to this agreement . C. All request to1· payment by the ADMINISTRATOR must be made on the "Subgrantee Draw Down Request" torm (Attachment B). The torm must be complete and signed. IV. GZJ!IRAL TQMB A. ADMINISTRATOR agrees not to retuse to hire, discharqe, promote or demote or discriminate in any matter or compensation; pertormance or services or otherwise, against person otherwise qualitied solely because or race, creed , sex color, national origin or ancestry. B. To the extent authorized by law, ADMINISTRATOR agrees to indemnify and hold harmless the COUNTY, and its officers, employees and agents from any and all .claims, losses, injuries, damages and lawsuits and expenses, including attorney's fees arising out or or resulting from the negligent acts or omissions of ADMINISTRATOR or its subcontractor in the pertormance of services as set forth in this agreement. c . MODIFICATIONS D. This Agreement may not be modified, amended or otherwise altered unless mutually agreed upon in writing by the parties hereto. INDEPENDENT CONTRACTORS ADMINISTRATOR and its employees and agents shall be considered f or all purposes of th i s Agreement, to be independent contr3ctors and not employees of the COUNTY. E. NONAPPROPRIATION OF FUNDS Pursuant to Section 29-1-110, C.R.S., as amended, financial obligations or th~ COUNTY payablr as set forth herein, after the current tiscal year, are contingent upon tunds tor that purpose being appropriated, budgeted and otherwise made available . This Agreement may be terminated on January l or the tirst fiscal year for which funds ar not appropriated. The COUNTY shall give 30 days written notice of such nonappropriation. Federal funds for this agreement are available and have been appropriated by the COUNTY for this agreement. F. G , NEUTRALITY The ADMINISTRATOR assures that it will establish safeguards to prohibit their employees, agents, or servants from using this Agreement for any purpose which causes or lends itaelt to create an appearance of impropriety. Said employees, agen•~ or servants shall not seek any personal benefits or private gain for themselves, their families, or others. No member of COUNTY government, whether individual officers or employees, shall be admitted to any personal share, or afforded any pecuniary gain, remuneration or part of this Agreement or any benefit that may arise therefrom. CONFLICTS· OF INTEREST The ADMINISTRATOR shall avoid all conflicts of interest that may result in a violation of law, a violation o f City Policy or a violation of County Policy. H. ~OVERNIN G LAW I. Unless otherwise agreed in writing, this Agreement and the interpretation thereof shall be governed by the laws of the State of Colorado. SEVERABILITY Should any provision of this Agreement be determined by a court of competent jurisdiction to be unconstitutional or otherwise null and void, it is the intent of the parties hereto that the remaining provisions of this Agreement shall be of full for ce and effect. J . TBAl:!,SFER AND ASSIGNMENT The ADMINISTRATOR shall not assign or transfer its interest in this agreement without the written consent of the COUNTY. Any unauthorized assignment or transfer shall, render this Agreement null, void and of no affect as to the COUNTY.· 4 V. I!flmw«:E The ADMINISTRATOR agrees to obtain and maintain, at the ADMINISTRATOR'S expense, such insurance as will protect th• ADMINISTRATOR trom claims under the Workmen's compensation Act, and such comprehensive general liability insurance and automobile liability insurance as will protect the COUNTY and the ADMINISTRATOR from all claims tor bodily injury, death, or property damage which may arise from the performance by the ADMINISTRATOR or by the ADMINISTRATOR'S employees, of the ADMINISTRATo~•s ~unctions and services required under this agre~~ent . The amounts of liability insurance aha),l be not leas that $150,000 par person/$600,000 per accident and $600,000 property damage. ADMINISTRATOR shall provide a Certificate of Insurance in accordance with the above requirements upon execution of this contract . VI. RESPONSIBILITIES 91 ffl ADMINISTRATOR A. The ADMINISTRATOR shall be responsible tor the professional quality, technical accuracy, timely completion and the coordination ot the project under this agreement. The ADMINISTRATOR shall, without additional compensation, correct or revise any errors, omissions, or other deficiencies in his services related to this Agreement. B. The ADMINISTRATOR shall perform such professional services as may be necessary to accomplish the work to be performed under this agreement. C. The AOMINI~TRATOR shall be responsible tor all consequenti,.1 damages, including all normally foreseeable c ies, resulting from errors and .omissions of the ADMINISTRATOR, in an amount not to exceed the fee for services under this Agreement. VII. 'l'ERMINATION Either party to this Agreement may terminate the Agreement by giving to the other 30 d a ys notice in writing with or without good cause shown . Upon delivery of such notice by the COUNTY to the ADMINISTRATOR, and upon expiration of the 30-day period, the ADMINISTRATOR shall discontinue all services in connection wit~ the performance of this Agreement. As soon as practicable after receipt of notice of termination, the ADMINISTRATOR shall submit a 5 ■tatement, ■bowing in detail the ■ervice ■ performed under this Agreement to the date of teraination. The COUNTY ■hall then psy the ADMINISTRATOR promptly that proportion of the prsscribed charge■ which the services actually performed under thi ■ Agreement bear to the total aervice ■ called for wider thi ■ Agreement, les,, such payments on account of the charge ■ a ■ have bee.n previously made. Copies of all completed or pa~~ially completed designs, plan ■, and ■pacifications prepared und,er this Agreement shall be delivered to the COUNTY whAn and i f this Agreement is terminated. VIII.ADDRESS OP BOTICES AND CQMMJZHICATIOBS All notices and communications under this Agreement to be mailed or delivered to ADMINISTRATOR shall be to the following addr~ss: Eng l ewood Hous i ng Authority 3460 s. Sherman Street #101 Englewood, CO ~0110 Al l notices and communicat i ons per taini ng to this Agreement shall be mailed or deliver ed to the COUNTY at the fol l owing address: Arapahoe county Colorado Offi ce of the County Attorney 533 4 5. Prince Street Littleton, co 80166 IX. SUCCESSORS AllD ASSIGNS The terms and conditions of this agreement shall be bindi ng upon ADMINISTRATOR, its successors and assigns. x. ASSIGNMENT AND SOBCqNTMct Nothing herein shall be construed as creating any personal liability on the part of any officer or agent of any public body which may be party hereto, nor shall it be construed as g i ving any rights or benefits here under to anyone other than the COUNTY and the ADMINISTRATOR. XI. TITLES AND DP.PINGS The titles and head i ngs are inserted herein only for convenience of reference and in no way shall they 6 define, limit or describe the scope or intent of any provisions of this Agreement. XII. REGULATION CQKPLIAHC! state and federal regulations to be complied with include, but are not necessarily limited to, the following regulations: Civil Right ■ Act of 1964. Under Title VI of Civil Rights Act of 1964, no perBon 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 . Section 109 ot the Housing and Co11111unity Development Act ot 1974, no person in the United States shall on the grounds 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. "Section 3" Compliance in the Provision and Employment and Business opportunities, the work that will be performed under contracts associated with this RFP are projects assisted under a program providing Federal financial assistance from the Department of Housing and Urban Development Act of 1968, as amended, 12 u.s.c. 1101u. Section J 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 person residing in the project . 1983 Amendment to th• Housing and Community Development Act of 1974, the contractor will certify that they will affirmatively further fair housing. Equal Employment Opportunity, all areas of the Colorado Antidiscrimination Act of 1957, as amended, other applicable law respecting discriminat::on and unfair emploY111ent practices and as required by Executive Order, Equal Opportun i ty and Affirmative Action to inch".de provisions thsc no person shall be discriminated nq a i nst 011 the basis of race, creed, color, ancestrj'. religi on, sex, national origin, marital stat~$, ,ge, pregnancy status, or disability. 7 In Witness Whereof, the Parties have caused this agreement to be duly executed this __ /_,_ day ot .J Cl&:::a , 1993. Board of Cou y Commis s ioners Arapahoe /Count~, C orado By~~ Cha rman Attest: Marjor i e Page, Clerk to the Board City of Ertglewood By : ____________ _ Mayor Attest : City Cle.:k Englewood Housing Authority Executive Director 8 J.TTACBICD'r J. SCOPE or IZllVlC!I I. Planning Pb••· During the Planning Phase, the Project Manager and Executive Director will meat with raprasantativ•• of Arapahoe County to formulate policies and procedures for th• County's program. In th i s way, the program will be customized to the County's needs . Policies to be developed include, but are not limi ted to, the following: A. Uses and purpcsas of rehab funds B. Eligibility for loans (individuals and properties) c . Loan limits D. Loan agreements, structure and repayment of loars (deferred , declining, lien, balance due upon death ur sale, etc.), approval by the Arapah~e County Housing Authority. E. Collateral and equity requirements F. Credit factors G. Loan approvals with the bank and the Arapahoe County Housing Authority. Alternatives with pros and cons for each section will be presented during the meetings. A written document of all po l ici es will be compiled and distributed. Estimate of Time: 60 days Personnel Involved: EHA Executive Director, Project Ma~ager, county HCDS staff. II. ImplUlantation Pbasa The I mplementation Phase involves the actual rehabilitation of houses after the pol i cies have been agreed upon . These services i nclude, but are not limited to, the following: A. Applicati on intake B. Verif i cations c . El i gibility evaluation with approval by the Arapahoe County Housing Authority D. In i t i a l property evaluation E , Specification writing F . Contractor outreach G. Bidding process H. Walk-throughs with contractors I. Review of bids wi th homeowners J. Contractor selection with homeowners K. Expedi te contract signing 9 L. M. N. Progress inspections Respo nd to homeowner-contractor disputes Final inspections Est ima e ct time : Ten Months Personnel Involved: Project Manager, Hous i ng construction Specialist, County HCDS statt (tor training purposes) III, Rerorti11q A monthly report will be sent to the county's designated representative showing the number ct applications received, rehab in progress and completed projects. This intormation will be broken out by type ct loan, tor the month as well as a running total, Reasonable additional intormation can also be provided at the County's request. Adiainistrative charges ~•quire time sheets to track grant expenses at a pre- approved hourly rate. HUD requests time sheet~ be signed by the e mployee and the employee's immediate supervisor. Estima te of Time: Within 30 days attar the end of each month Personnel Involved: Project Manager , Executive Director IV, services Not Covered Arapahoe Co unty will be responsible t'or all accounting functions. In this way, assets in the form of notes receivable (the loans) will be on the County's books and all monies generated by the loans will return to the County. Training and coordination to county personnel will be provi ded by the EHA as part of this contract. 10 IUtftP'IUIOa COWIZ'I, COLOMDO cc nnurt I %T Or:YKLOPNltNT 91.0CJt GIU\II'!' •toOaM IUDOIUlll'l'H DRAW-DOWII UQUUZ c.:nu t..,"\ct rttr ■n 11 /rlio11e : ______ _ P r o j ect Year : Date o f R1tque ■t : _____ _ P 1·o j ect U111me: ______________________________ _ P ro j lflllct I : ______ _ l\mt of COBC Fund• Re q ue ■te d , ________ _ To t 111l Budget l c l:'11 flro j ect •to·Otitc MOll!t on th is' Current Tot :,t lC"Ml n i ng 0t1 i'tcvlous lcquc,u lcquut flrojcct•To·Oote lalanc• tA •O) ------l·------l---------t------1~"~•~Cl'----+-------II Tr,tn l Af.h i11 istr::it 1vc !.•t:enc:htvre< l ,.-:-:: '"'""-:• Col lect ic1:11s (t c. Net Adil i n i 1qrat iv• £.,............t i t 1.rr c s N,:t Adli i nh.tr:i th•t" E~ ~11d i tur c s Hl!t rrc jcct h oenc.J i tu1 cs .... , 10111 1 f.11:f'IC"wf itu, fS I LUDC rt•"I<;) Tot ■l COBC Fund ■ ll ■c•i•ed Project-t o -Da te 1 _____ _ l r-"rti f y th,,,. -:h e data report.-tl 111bnv11t iPI C"'nrr•ct and th11t the 111mc,unt rP.q ue ■titd i ■ not in "",.."~" n f ,..,11•1·<"11t-IIPPri l', 1111 ■ ,1,,,.,111,..,.nt-,.d "" 1 h<" rever"tlt slrl11t of thj,-form. l\lflri, the Amount ,,.,,11"!1'tPd LB i11 co1n pl i a 11c e with r1! lowaUle ~Xl.J&n ■e ■ 11 ■ li ■ted un UHU Cil·c11l11r A-0 7, 1\-122, or A-21 "'hich~•J•r. i• appli ca lJ Jro, """ 011ly 1 ___ lh"•" ,1 ,, ..... , ""P"'flCI'~ ""'" "" :\i,.,,.,,.,t l l1lt' It"" bu!Q~t ~•pcn~e rcr projec t cout ru.t. ··-!t-•ihr,.rlr,•""'' -..vi rnun1y htll:tfK"<; 111>o1,h • ._,,.,.,." /\,..,.,~,,nt i cn ,r,Jtnc hed. Cnlrulnt l""~ -., ,. nrru,o tr. lll "r"'tl'I "'" r 111 1 "'"'• lhl'III,. "•r""f f"~': nlf' In ,.,...,...,1,W tl'"I' with ,1 .. ,, ... 14tt' u m Clrc ul:ir• fo r nllowl>ble Hpc1K C'III, Actual c,r Anticipated &xpanditun n .. ... ,._unt Date of ••Denditur• - L•••: Coll ■ct.1 0 11, Refund•, I ) (Ca a h Fteca1.ved ' Net Total Expenditure ■ (CDBG Fund ■ Raqueated) C0111Nnt ■ and /or Br ief De1cr i ption of Pro j ect S tatu ■J 0- COUNCL COMMUNICATION Agenda ban Subject Arapahoe County Rehab Agreement January 18, 1993 11 a INOlATED BY Department of Community Development STAFF SOURCE Lee D. Merkel , Director of Community Development IS!IJEIACTION PROPOSED Staff seeks Council approval of a bill for an ordinance approving an agreement with Arapahoe County to provide for single family housing re habilitation services for unincorporated Arapahoe County . PREVIOUS COUNCD.. ACl10N None. BACKGROUND Arapahoe County has created a new $240,000 single famil y housing rehabilitation program . The program will be in the unincorporated portions of the County . The County does not have staff tc administer the rehab program and requested that proposals be submitted from qualified entili -., Mthin the County to provide administrative and program management services . The Erll::h ··,)od Housing Authority responded to the request for proposals . The EHA proposal has bet.i acc epted by the County . The proposal included a two-phase scope of services and a project budget. Under the first p hase , the EHA and City staff will meet with County staff to formulate policies and procedures for the County's program . In this way , the progr~m will be customized to the County's needs . The second phase in volves the actual implementation of the rehabilitation of the houses after the policies have been agreed upon . A monthly report will b e sent to the County's designated representative showing the number of applications received , rehabs in progress , and completed projects . Arapahoe County will be responsible for all accounting functions . In this way, assets in the form of notes receivable (the loans) will be on the County's books and all monies generated by the loans will return to the County. Training and coordination to County personn~I will be provided by the EHA as part of the contract. The project budget included: 1) 2) 3) General Administration : Direct Rehab Monitoring: Rehabilitation Capital Improvements: STAFF ANALYSIS $13,000 $27,000 $200,000 The agreement provides for $13,000 in general administration, which will reimburse th e City and the EHA for staff costs, plus an additional $27,000 to contract for direct rehab monitoring (inspections and work specifications). No City or EHA funds will be required to cover the costs of administering the County's rehabilitation program . The EHA Board of Directors supports the City entering into the Arapahoe County Rehab Agreement. FINANCIAL IMPACT The agreement provides for a project budget which includes monies to cover the costs of general administration and direct rehab monitoring of the Arapahoe County projects . No City or EHA funds will be required to cover the costs of administering the County's program.