HomeMy WebLinkAboutAgreement A-17-427 with Del Rey Community Services District.pdf
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A G R E E M E N T
THIS AGREEMENT is made this _____ day of __________, 2017, by and between the
COUNTY OF FRESNO, a political subdivision of the State of California, hereinafter referred to
as the "County", and the DEL REY COMMUNITY SERVICES DISTRICT, hereinafter referred to
as the "District".
WITNESSETH
WHEREAS, the County has been designated as the sponsoring agency to administer
and implement the program for the Community Development Block Grant (CDBG) Program
activities of the County, and its participating cities, in accordance with the provisions of Title I of
the Housing and Community Development Act of 1974, as amended, and the laws of the State
of California; and
WHEREAS, CDBG funding has been made available to the County for housing and
community development activities; and
WHEREAS, the District has submitted the Del Rey Emergency Generators and Sewage
Grinder, Project No. 16151 (the "Project"), for CDBG funding; and
WHEREAS, the total cost of the Project is estimated at $250,000 and the District has
requested the sum of $250,000 from the County's allocation of CDBG funds; and
WHEREAS, the County Board of Supervisors, at a public hearing conducted on April 26,
2016, approved the Project as a project on the back-up list should funding become available;
and
WHEREAS, there are now sufficient CDBG funds available to fund the next project on
the back-up list; and
WHEREAS, the Project is consistent with the objectives of the Fresno County
Consolidated Plan, including the annual Action Plan.
NOW THEREFORE, in consideration of their mutual promises as hereinafter set forth,
the District and County agree as follows:
I. PROJECT DESCRIPTION, LOCATION AND BUDGET
A. The Project consists of the installation of emergency diesel generators
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and transfer switches, including associated utility infrastructure, at two of the District’s wells (No.
4 and No. 6), and the installation of a sewage grinder at the existing wastewater treatment plant
headworks. The backup generators will provide a more reliable source of water during power
outages, and the sewage grinder will improve system reliability and decrease operational costs
at the sewer treatment plant.
B. The Project sites are owned by the 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 $200,000
Design & Construction Engineering 32,500
Contingency, Permits & Misc. 17,500
Total $250,000
E. Notwithstanding the estimates described in the above preliminary Project
budget, payments for the Project from CDBG funds will be based on the actual costs and shall
not exceed the total amount of $250,000.
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F. The proposed funding for the Project will be provided from the following
sources:
CDBG $250,000
Local Financial Contribution 0
Total $250,000
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 by the District
for compliance with Federal regulations, conformance with applicable code requirements
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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 the 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.
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.
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C. The District shall perform, or cause to be performed, all 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 analysis 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
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
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Labor Relations and Equal Opportunity Division of the HUD Area Office that the low bidder has
not been debarred or suspended from 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 final construction cost 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:
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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. 7285 (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 amendments 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 incorporated herein by reference. The
POM shall contain the following information for the County’s Federal reporting purposes to the
U.S. Department of Housing and Urban Development (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.
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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 property 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 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
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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 prime 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 $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 these 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
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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.
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.
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 Completion 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
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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
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 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 t o perform an audit under the provisions
of the Act because the District is receiving CDBG funds, the County may perform, or cause to be
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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.
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 County, 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 of 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 this 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 – November 1, 2017.
2. Complete County Review and Approval of Plans – January 15,
2018.
3. Begin Advertising for Bids – February 1, 2018.
4. Award Construction Contract – April 19, 2018.
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B. The Project’s Notice of Completion shall be filed with the Fresno County
Recorder's Office no later than January 4, 2019.
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 March 4, 2019.
D. The District shall give immediate written notification to the County
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 additio n 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
A. 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
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cause for the Project’s cancellation.
B. If the District’s request to cancel the Project covered by this Agreement is
approved, the District shall promptly return to the County all payments of specified costs incurred
in the performance of the Agreement to date.
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 Agreement shall be governed in all respects by 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 date set
2 forth on page one of this Agreement.
3 DEL REV COMMUNITY
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REVIEWED AND RECOMME
FOR APPROVAL
,.._. ...... k.
ED 9
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By: __________ ~~----------
Steven E. Whi , Di tor
Department of Public Works
and Planning
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21 FUND NO: 0001
SUBCLASS NO: 10000
22 ORG NO: 7205
ACCOUNT NO: 7885
23 PROJECT NO: N16151
ACCTIVITY CODE: 7219
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COUNTY OF FRESNO
Brian Pacheco, Chairman
Board of Supervisors
ATTEST:
Bernice E. Seidel, Clerk
Board of Supervisors
APPROVED AS TO ACCOUNTING FORM
Oscar J. Garcia, CPA
Auditor-Controller/Treasurer-Tax Collector
By: a& ~(d"d=
Deputy
APPROVED AS TO LEGAL FORM
Daniel C. Cederberg, County Counsel
--·
REMIT TO:
Del Rey Community Services District
Attention: Carlos Arias, Manager
1 0649 East Morro Drive
Del Rey, CA 93616
Telephone: (559) 888-2272
SW:JA:jc G:\7205ComDev\-Agendas-Agreements\2017\0912_DeiReyEmergencyGenerators&SewageGrinder16151_AGT.doc June 13,2017
15
Exhibit 1
County of Fresno
Project Outcome Measurement Report
G:\7205ComDev\~Agendas-Agreements\2017\0808_DelReyEmergencyGenerators&SewageGrinder16151_AGT.doc June 12, 2017
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\2017\0808_DelReyEmergencyGenerators&SewageGrinder16151_AGT.doc June 12, 2017
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)