HomeMy WebLinkAboutAgreement A-16-536 with Laton Community Services District.pdfAgreement No. 16-536
16-0891
1 AGREEMENT
2 THIS AGREEMENT is made this ~?:>("~ day of f\\•~·'-\---, 2016, by and
3 between the COUNTY OF FRESNO, a political subdivision of the State of California,
4 hereinafter referred to as the "County", and the LATON COMMUNITY SERVICES
5 DISTRICT, hereinafter referred to as the "District".
6 WITNESSETH
7 WHEREAS, the County has been designated as the sponsoring agency to
8 administer and implement the program for the Community Development Block Grant
9 (CDBG) Program activities of the County, and its participating cities, in accordance with
10 the provisions of Title I of the Housing and Community Development Act of 1974, as
11 amended, and the laws of the State of California; and
12 WHEREAS, CDBG funding has been made available to the County for housing
13 and community development activities; and
14 WHEREAS, the District has submitted the Laton Street Lights Improvements
15 Project No. 16411 (the "Project"), for CDBG funding; and
16 WHEREAS, the total cost of the Project is estimated to be $259,000 and the
17 District has requested the sum of $250,000 from the County's allocation of CDBG funds;
18 and
19 WHEREAS, the County Board of Supervisors, at a public hearing conducted on
20 April 26, 2016, approved as part of the County's 2016-2017 Action Plan, the usage of
21 $250,000 in CDBG funds for the Project as requested by the District; and
22 WHEREAS, there is $250,000 in CDBG funds that can be made available to the
23 District for the Project this fiscal year; and
24 WHEREAS, the District has committed local funds to the Project in the amount of
25 $9,000; and
26 WHEREAS, the Project is consistent with the objectives of the Fresno County
27 Consolidated Plan, including the Annual Action Plan.
28 NOW THEREFORE, in consideration of their mutual promises as hereinafter set
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forth, the District and County agree as follows:
I. PROJECT DESCRIPTION, LOCATION AND BUDGET
A. The project consists of the installation of street lights, electrical
conduit, and related improvements at various locations within the District where they are
either deficient or non-existent. The project includes various locations within the District
approximately bounded by Gonser, Nares, Murphy, and Latonia Avenues. The
improvements will increase safety and benefit a service area that will principally assist
low to moderate income residents.
B. The Project site is owned by Laton Community Services District.
C. The work to be funded with CDBG funds is as follows:
1. Obtain all necessary permits.
2. Perform all necessary design engineering, including, but not
limited to, surveying; testing; preparation of plans, specifications, and cost estimates; bid
documents and a cost or price analysis; review of bids and recommendation for award.
3. Prepare and advertise Project bid notices and award
construction contracts including, but not limited to, the printing of bid documents;
publishing of notices; and preparation of bid summary.
4. Perform all construction engineering including, but not limited
to, shop drawing review and approval; contract change order preparation; surveying;
staking; inspection; soil testing; materials testing; preparation of "as-built" drawings;
labor compliance; and contract administration.
5. Provide related eligible improvements.
D. The Project budget is estimated to be as follows:
Construction $195,000
Design & Construction Engineering 43,000
Contingency, Permits & Misc. 21,000
Total $259,000
E. Notwithstanding the estimates described in the above preliminary
Project budget, payments for the Project from CDBG funds will be based on the actual
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costs and shall not exceed the total amount of $250,000.
F. The proposed funding for the Project will be provided from the
following sources:
CDBG $250,000
Local Financial Contribution ___9,000
Total $259,000
G. Prior to any changes that may occur which would modify the scope
of the Project, the District shall submit a written request to the County. The District shall
send its written request to:
Community Development Grants
County of Fresno
Department of Public Works and Planning
Community Development Division
2220 Tulare Street, 6th Floor
Fresno, CA 93721
If the Director of the County Department of Public Works and Planning determines the
modified Project is still eligible under the Federal CDBG regulations, the Director is
authorized to permit such modifications. The County shall specify in a letter to the
District that any modifications to the scope of the Project are authorized and that the
District may proceed.
II. OBLIGATIONS OF THE COUNTY
A. The County shall provide up to, but not more than, $250,000 from
available CDBG funds for the Project. All funds shall be paid in accordance with Section
V of this Agreement.
B. The County shall review, within thirty (30) calendar days of receipt
from the District, the engineer selection process description and summary of the
analysis as prepared by the District to verify that a competitive process was conducted in
accordance with U.S. Department of Housing and Urban Development (HUD)
procurement standards. The County shall specify in a letter to the District that these
conditions have been met and that the engineering contract can be awarded.
C. The County shall review, within forty-five (45) calendar days of
receipt from the District, the design plans and specifications for the Project as prepared
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by the District for compliance with Federal regulations, conformance with applicable
code requirements sufficient to allow for construction-related permit issuance, and the
total Project cost estimate to ensure sufficient funds are available to complete the
Project. The County shall specify in a letter to the District that these conditions have
been met and that the Project can be advertised.
D. The County shall also review, within twenty-one (21) calendar days
of receipt from the District, the name of the low bidder and cost or price analysis of the
low bid proposal prepared by the District to determine whether the contractor will be
reasonably compensated in accordance with Federal requirements, and to verify that the
contractor is bonded and has not been disbarred or suspended from participating in
Federal projects. The County shall specify in a letter to the District that the conditions of
this Section have been met and that the contract can be awarded.
E. The County shall attend the pre-construction meeting between the
District and the contractor to discuss labor compliance requirements for the Project,
Project monitoring, and to inform the District and contractor that the County will conduct
field reviews to ensure labor compliance and other conditions of the construction
contract are being met.
F. The County shall conduct periodic inspections of the Project, as
may be required, to ensure that the intended use and group of beneficiaries of the
Project have not changed. Upon completion of the Project, but prior to the District’s
acceptance of the Project, the County shall conduct a final inspection of the Project.
The County shall specify in a letter to the District that the conditions of this Section have
been met.
III. OBLIGATIONS OF THE DISTRICT
A. The District shall provide any and all sums of money in excess of
$250,000 that may be necessary to complete th e Project. For the purposes of awarding
the construction of the Project within the Agreement amount, the bid documents shall
include any proposed additive or deduct alternatives.
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B. The District shall demonstrate in writing and to the County’s
satisfaction, that it has the authority, operational ability, and financial resources for
maintaining the improvements constructed with CDBG funds under this Agreement prior
to award of construction of the Project.
C. The District shall perform, or cause to be performed, a ll engineering
work required for the Project.
D. In selecting an engineer to perform any engineering work required
for the Project, the District shall go through a competitive process in accordance with
County policy and HUD procurement standards. Prior to selection of the engineer, the
District shall prepare a written description of the process, perform a cost or price
analysis, and submit the process description and summary of the analysi s to the County
Community Development Division for review. The District shall obtain a letter from the
County specifying that the conditions of this Section have been met .
E. The District shall specify in agreements with its consultants that all
engineering work funded with CDBG funds shall become the property of the District
upon payment by the District for the cost of such engineering work.
F. The District shall furnish evidence that it has free and clear title to all
parcels of land on which Project improvements will be located, with any liens or
encumbrances noted, and/or that it has obtained or can obtain all necessary easements,
rights-of-way, licenses, permits, and State and local approvals required for the
completion of the Project.
G. Upon completion of the design engineering, the District shall submit
the plans and specifications to the County Community Development Division. The
County will ensure Federal CDBG requirements have been adhered to and review cost
estimates to ensure sufficient funds are available. The District shall obtain a letter from
the County specifying these conditions have been met and that the District is approved
to advertise for bids to construct the Project.
H. The District shall advertise for bids and shall award the construction
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contract to the lowest responsible bidder. At least ten (10) calendar days prior to the bid
opening, the District shall notify the County of the date, time , and location of the bid
opening.
I. Within seven (7) calendar days following the bid opening, the
District shall furnish the Community Development Division with the name of the low
bidder and cost or price analysis of the low bid proposal prepared by the District so that
the County can verify with the Labor Relations and Equal Opportunity Division of the
HUD Area Office that the low bidder has not been debarred or suspended fro m
participating in Federal projects, and that the contractor will be reasonably compensated
in accordance with Federal requirements. The District shall obtain a letter from the
County specifying these conditions have been met and that the District is approved to
award the Project for construction.
J. The District shall conduct a pre-construction meeting with the
contractor and shall notify the County Community Development Division at least ten (10)
calendar days prior to the meeting so a representative of the County can be in
attendance to discuss CDBG labor compliance requirements for the Project.
K. Prior to the construction start date, the District shall give written
notice thereof, to include a copy of the executed contract between the District and the
Contractor and the Notice to Proceed to the County Community Development Division.
L. Concurrent with the submission of the first construction progress
payment request, the District shall provide documentation demonstrating that all
construction-related required permits have been issued by the County.
M. All proposed construction contract change orders shall not proceed
until prior written approval has been given by the County. Request for approval of a
change order(s) shall include a narrative description of the work , a cost or price analysis
in accordance with HUD requirements, a map depicting the location of the work
addressed with the requested change order, and a written certification from the District
that the approval of the change order is consistent with the f inal construction cost
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estimate approved by the County. In addition, the District shall certify that the change
order is within the scope of the Project and is necessary to complete the Project.
N. The District shall send its written description of the engineer
selection process, cost or price analyses, design plans, specifications, name of low
bidder and low bid proposal, public notices, and all written correspondence to:
Community Development Grants
County of Fresno
Department of Public Works and Planning
Community Development Division
2220 Tulare Street, 6th Floor
Fresno, CA 93721
O. The District shall comply with the mitigation measures, conditions
and notes identified in Initial Study/Environmental Assessment No. 7144 (the
"Assessment"). A copy of the Assessment will be provided to the District.
P. Upon completion of the Project, the District shall notify the County
Community Development Division thereof so a representative of the Division can
perform an inspection of the Project to determine that it was completed in accordance
with the scope of work approved and authorized pursuant to this executed Agreement.
Q. Upon approval of Project completion by the County, the District shall
provide the County Community Development Division with a resolution of acceptance, or
similar documentation, demonstrating that the Project was completed in accordance with
the scope of work approved and authorized pursuant to this executed Agreement and
any approved subsequent amendment s and/or change orders, and that the District has
accepted the Project. Prior to the final request for payment, the District shall also
provide the County with a copy of the recorded Notice of Completion (NOC), a written
summary of all Project work completed with CDBG and other funds , and documentation
to demonstrate compliance with Section 3 of the Housing and Urban Development Act of
1968, as amended.
R. During the contract period, the District shall complete and submit
annually on June 1, and upon completion of the Project, a Project Outcome
Measurement Report (POM) form, a copy of which is attached hereto as Exhibit 1 and
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incorporated herein by reference. The POM shall contain the following information for
the County’s Federal reporting purposes to HUD:
1. Total number of households/persons assisted.
2. Number of total households/persons assisted that:
a. Now have new access to this type of public facility or
infrastructure improvement.
b. Now have improved access to this type of public
facility or infrastructure improvement.
c. Now are served by public facility or infrastructure that
is no longer substandard.
S. The District shall be responsible for maintenance of the
improvements after construction is completed and shall do so from non -CDBG
resources.
T. The District must inform the County in writing of any program
income generated by the expenditure of CDBG funds. Any program income generated
as a result of the Project must be paid to the County. For purposes of this Agreement,
program income is defined as proceeds from the disposition of CDBG -acquired real
property, and principal and interest on CDBG loans. If the District contributed financially
to the improvement Project, the District may retain a share of the program income in
proportion to the District's contribution to the Project, after the District has provided a
written accounting acceptable to the County.
U. The District must obtain prior written approval from the County
whenever there is any modification or change in the use of any real property improved,
in whole or in part, using CDBG funds. If any real p roperty improved with CDBG funds is
sold and/or is utilized by the District for a use which does not qualify under the CDBG
Program, the District shall reimburse the County in an amount equal to the current fair
market value for the property, less any proportional share thereof attributable to
expenditures of non-CDBG funds. These requirements shall continue in effect for the
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life of the improvements. In the event the CDBG program is closed-out, the
requirements of this Section shall remain in effect for activities or property funded with
CDBG funds, unless action is taken by the Federal government to relieve the County of
these obligations.
V. The District acknowledges that the County may periodically inspect
the Project to ensure that the property is being used as described in this Agreement.
The District agrees to provide any necessary information to the County to carry out such
inspections. Furthermore, the District agrees to take corrective action if the County
determines that modifications to the use and location of the Project have resulted in a
violation of the Federal CDBG regulations.
IV. CONFORMANCE WITH APPLICABLE LAWS AND REGULATIONS
A. The District, its consultants, contractors, and subcontractors shall
comply with all applicable State and Federal laws and regulations governing projects
that utilize Federal funds.
B. Whenever the District uses the services of a contractor, the District
shall require that the contractor comply with all Federal, State and local laws,
ordinances, regulations and Fresno County Charter provisions applicable in the
performance of their work.
C. This Project is subject to the requirements of Section 3 of the
Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 1701 (u).
Accordingly, the District shall require the prim e contractor to complete and submit
documentation prior to award of the construction contract and upon Project completion
that compliance with the Section 3 clause has been met.
D. Whenever the District receives at least $100,000 for a project from
the County's CDBG Program under this Agreement, the District shall complete and
submit to the County Community Development Division a "Certification of Payments to
Influence Federal Transactions" form and a "Standard Form LLL - Disclosure of
Lobbying Activities" form. Likewise, before the District awards a contract using at least
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$100,000 of such CDBG funds, the District shall require the consultant and/or contractor
and all their sub-consultants and/or subcontractors to complete and submit the se two (2)
forms described hereinabove to both the District and the County.
V. PAYMENT FOR THE PROJECT
A. At monthly intervals, the District shall submit a written request to the
County for payment of specified costs incurred in the performance of this Agreement.
The request for the County to make such a payment shall be in accordance with the
exemplar Project Pay Request Form attached hereto as Exhibit 2 and incorporated
herein by reference. The request shall also be accompanied by a written certification
from the District that the request for payment is consistent with the amount of work that
has been completed, and that said work is in accordance with the construction contract
documents and this Agreement. The request for payment shall also be accompanied by
documentation acceptable to the County, such as checks, invoices or vouchers for
services or materials purchased, contractor's costs or other costs chargeable to the
Project. The first construction progress payment request shall also be accompanied by
documentation demonstrating that all construction-related required permits have been
issued by the County.
B. Any savings realized in the final cost of the Project, due to Project
cost and/or scope of work reductions, liquidated damages, or any other reason, shall be
used to reduce the amount of this Project paid for with CDBG funds in the same pro rata
share that CDBG funds were used in payment of the Project. If the District is required to
provide any additional funds toward the Project other than described in this Agreement,
any cost savings shall be first used to reimburse the District for its contribution in excess
of the total amount provided by this Agreement.
C. Payment for advertising and award shall be based on the actual
costs of printing and noticing.
D. The County will not be bound by any agreement between the District
and its agents.
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E. The County may withhold payment of the final payment request
made by the District until evidence is submitted to the County that a maintenance plan
has been prepared and adopted for the improvements constructed with CDBG funds.
F. Upon the completion of the Project, the District shall submit to the
County Community Development Division a written request for final payment of costs
which shall provide a detailed description of the Project pay items and costs. The final
pay request shall be in accordance with Exhibit 2. The County shall not be obligated to
make any payments under this Agreement if the request for payment is submitted by
the District more than sixty (60) days after the Notice of Com pletion has been filed with
the County Recorder’s Office. An extension to the sixty (60) day period may be
granted by the Director of the County Department of Public Works and Planning prior
to the deadline if the District can demonstrate just cause for the delay.
G. The County may withhold payment of the final payment request
made by the District, until a final POM, recorded NOC, written summary of all Project
work completed with CDBG and other funds, and evidence of compliance with the
Section 3 clause as specified in Sections III-Q and IV-C, have been submitted to the
County.
H. All requests for payment and supporting documentation shall be
sent to:
Business Manager
County of Fresno
Department of Public Works and Planning
Financial Services Division
2220 Tulare Street, 6th Floor
Fresno, CA 93721
Telephone (559) 600-4298
I. The District shall establish accounting and bookkeeping procedures
in accordance with standard accounting and bookkeeping practices, including, but not
limited to, employee timecards; payrolls; and other records of all transactions to be paid
with CDBG funds in accordance with the performance of this Agreement. All records
and accounts shall be available for inspection by the County, the State of California, if
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applicable, the Comptroller General of the United States, and HUD or any of their duly
authorized representatives; at all reasonable times for a period of at least five (5) years
following final payment under this Agreement or the closure of all other pending matters,
whichever is later. The District shall certify accounts when required or requested by the
County.
J. The District, as a subrecipient of Federal financial assistance, is
required to comply with the provisions of the Single Audit Act of 1984 (31 U.S.C.
Sections 7501 et seq.), as amended. Whenever the District receives CDBG funds from
the County for the Project, a copy of any audit performed by the District in accordance
with said Act shall be forwarded to the County Community Development Grants Program
Manager within nine (9) months of the end of any District fiscal year in which funds were
expended and/or received for the Project. Failure to perform the requisite audit
functions as required by this paragraph may result in the County performing any
necessary audit tasks or, at the County's option, the County contracting with a public
accountant to perform the audit. All audit costs related to the District's failure to perform
the requisite audit are the sole responsibility of the District and such audit work costs
incurred by the County shall be billed to the District as determined by County’s Auditor-
Controller/Treasurer-Tax Collector. In the event the District is only required to perform
an audit under the provisions of the Act because the District is receiving CDBG funds,
the County may perform, or cause to be performed, the required audit to determine
whether funds provided through this Agreement have been expended in accordance with
applicable laws and regulations. Any audit-related costs incurred by the County under
this provision shall be charged to the County CDBG Program. The District agrees to
take prompt and appropriate corrective action on any instance of material non -
compliance with applicable laws and regulations.
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K. The District shall send a copy of the audit to:
Community Development Grants
County of Fresno
Department of Public Works and Planning
Community Development Division
2220 Tulare Street, 6th Floor
Fresno, CA 93721
VI. INDEMNIFICATION
The District shall indemnify, defend, and save harmless the Cou nty, its
officers, agents, and employees from and against any and all claims and losses
whatsoever occurring or resulting to persons, firms, or corporations furnishing or
supplying work, services, materials, or supplies in connection with the performance o f
this Agreement, and from any and all claims and losses occurring or resulting to any
person, firm, or corporation for damage, injury, or death arising out of or connected with
the District's performance of, or failure to perform, its obligations under th is Agreement.
VII. TIME OF PERFORMANCE
A. The following schedule shall commence on the date this Agreement
is executed by the County.
1. Complete Design Engineering and Submit to the County for
Review – December 14, 2016.
2. Complete County Review and Approval of Plans – March 16,
2017.
3. Begin Advertising for Bids – March 23, 2017.
4. Award Construction Contract – May 4, 2017.
B. The Project’s Notice of Completion shall be filed with the Fresno
County Recorder's Office no later than November 5, 2017.
C. The final POM Report, written summary of all work completed,
documentation demonstrating compliance with the Section 3 clause, and request for
final payment shall be submitted to the County no later than January 5, 2018.
D. The District shall give immediate written notification to the County
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Community Development Division of any events that occur which may affect the above
time schedule and completion date and the time schedule specified in the contract
documents, or any event that may have significant impact upon the Project or affect the
attainment of the Project's objectives. The Director of the County Department of Public
Works and Planning is authorized to make adjustments in the above schedule if, in the
Director's judgment, any delay is beyond the control of the parties involved.
VIII. BREACH OF AGREEMENT
In the event the District fails to comply with any of the terms of this
Agreement, the County may, at its option, deem the District's failure a material breach of
this Agreement and utilize any of the remedies set forth in 24 CFR 85.43 or that it deems
appropriate. Should the County deem a breach of this Agreement material, the County
shall immediately be relieved of its obligations to make further payment as provided
herein. Termination of this Agreement due to breach shall not, in any way whatsoever,
limit the rights of the County in seeking any other legal relief in a court of law or equity,
including the recovery of damages. In addition to the Agreement being terminated by
the County in accord with a material breach of this Agreement by the District, this
Agreement may also be terminated for convenience by the County in accord with 24
CFR 85.44.
IX. TERMINATION OF PROJECT
If the District decides to cancel the Project covered by this Agreement, the
District shall submit a request in writing to the County Department of Public Works and
Planning, Community Development Division explaining just cause for the request. The
Director of the Department is authorized to approve such a request if, in the Director's
judgment, there is just cause for the Project’s cancellation.
X. VENUE; GOVERNING LAW
Venue for any action arising out of or relating to this Agreement shall be
only in Fresno County, California. The rights and obligations of the parties and all
interpretation and performance of this A greement shall be governed in all respects by
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the laws of the State of California.
XI. ENTIRE AGREEMENT
This Agreement constitutes the entire agreement between the District and
the County, with respect to the subject matter hereof and supersedes all previous
negotiations, proposals, commitments, writings, advertisements, publications, and
understandings of any nature whatsoever unless expressly included in this Agreement.
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1 IN WITNESS WHEREOF, the parties have executed this Agreement on the
2 date set forth above.
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REVIEWED AND REC
FOR APPROVAL
By: ____ ~~=------
Steven E. W ite, Director
Department of Public Works
and Planning
APPROVED AS TO LEGAL FORM:
DANIEL C. CEDE~BOG, t.c;oe::~<.e.o~e>
COUNTY COUNSEL
By:~Z~ uty
APPROVED AS TO ACCOUNTING
FORM:
By: a~,. c ~~ ~
Vicki Crow, C.P.A.
Auditor-Controller/Treasurer-Tax
Collector
FUND NO: 0001
SUBCLASS NO: 10000
ORG NO: 7205
ACCOUNT NO: 7885
PROJECT NO: 16411
ACTIVITY CODE: 7219
SW:JMC:jc
COUNTY OF FRESNO
c~~~
Ernest Buddy Mendes, Chairman
Board of Supervisors
ATTEST: Bernice E. Seidel, Clerk
Board of Supervisors
By:thd)~ ~
Deputy
LATON COMMUNITY SERVICES
DISTRICT
Pre~up~ndenU
Chairman/Manager
REMIT TO:
Laton Community Services District
Attention: Daniel Chapa
6501 E. Latonia Street
Laton, CA 93242
Telephone: (559) 923-4802
G: 17205ComDevi-Agendas-Agreements\2016\0809 _LatonStreetlightlmpC DBG 16411_AGT. doc
May 23,2016
16
Exhibit 1
County of Fresno
Project Outcome Measurement Report
G:\7205ComDev\~Agendas-Agreements\2016\0823_LatonStreetLightImpCDBG16411_AGT.doc
May 23, 2016
Project #: _______ Project Name: ______________________________
The County of Fresno is required to submit information annually on each project
funded with Community Development Block Grant (CDBG) funds, per U.S.
Department of Housing and Urban Development (HUD) guidelines. As a
recipient of CDBG funds from the County, we request that you provide the
following information:
1.Years Reported: __________________ through ___________________
2.Enter the number of persons assisted that:
a.Now have new access to this type of public facility or infrastructure
improvement: _______ or N/A
(New access to a public facility or infrastructure is when the facility did not
previously exist and is provided for the first time.)
b.Now have improved access to this type of public facility or
infrastructure improvement: _______ or N/A
(Improved access to a public facility or infrastructure is when the facility or
infrastructure is improved or expanded, enabling the grantee to expand the
number of people or type of service the facility provides.)
c. Are served by this public facility or infrastructure improvement that
is no longer substandard: _______ or N/A
(A public facility or infrastructure is no longer substandard when the CDBG funds
were used to meet a quality standard, or measurably improve the quality of the
facility or infrastructure.)
(Note: The numbers of persons entered in a, b, and c, above, must add up to the total
number of persons entered in question 3.)
3.Total number of persons assisted:_______
4.Please describe the accomplishments made on this project in the past
year (i.e. construction progress). If the project is complete, please
describe the overall accomplishments made on the project.
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
Form Completed By: ______________________________________________
Exhibit 2
Project Pay Request
G:\7205ComDev\~Agendas-Agreements\2016\0823_LatonStreetLightImpCDBG16411_AGT.doc
May 23, 2016
Date
Business Manager
County of Fresno
Department of Public Works and Planning
Financial Services Division
2220 Tulare Street, 6th Floor
Fresno, CA 93721
Subject: Request for Payment, CDBG Project No. _________
<District Name>
<Project Title>
In accordance with the executed Agreement for the above -referenced project, the
<District Name> is requesting payment of $_______ for project costs.
The District certifies that this request for payment is consistent with the amount of
work that has been completed to date, performed in accordance with the
construction contract documents and the executed Agreement, and as evidenced by
the enclosed invoices and supporting documents.
Payee Invoice # Amount
Sincerely,
<District Manager>
<District Name>
Enclosure(s)