HomeMy WebLinkAboutAgreement A-18-500 with City of Reedley.pdf1
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A G R E E M E N T
THIS AGREEMENT is made this ______ day of ___________________, 2018, by and
between the COUNTY OF FRESNO, a political subdivision of the State of California, hereinafter
referred to as the "County", and the CITY OF REEDLEY, hereinafter referred to as the "City".
WITNESSETH
WHEREAS, the County has been designated as the sponsoring agency to administer and
implement the Community Development Block Grant (CDBG) Program activities for 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 City has submitted the Reedley City Street Improvements (Phase IX)
Project No. 18571 (Project) for CDBG funding; and
WHEREAS, the City has estimated that the total cost of the Project is $149,385 and the
City has requested the sum of $149,385 in CDBG funds be made available for the Project; and
WHEREAS, the County can make available $149,385 in CDBG funds needed for the
Project from the City's 2018-2019 CDBG allocation; 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
City and County agree as follows:
I.PROJECT DESCRIPTION, LOCATION AND BUDGET
A.The Project involves the widening of the roadway, the installation of drive
approaches, sidewalks, curb ramps, crosswalks, pavement markings, and signage where non-
existent or non-compliant with Americans with Disabilities Act (ADA) requirements. Existing signs,
pavement markings, curbs, gutters, sidewalks, and landscapes may be modified, replaced, and/or
relocated to accommodate the proposed improvements. The Project is located on Myrtle Avenue
between Cedar and Buttonwillow Avenues in the City of Reedley.
18-0705
21st August
Agreement No. 18-500
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B. The Project site is within the City's existing easements or public rights-of-
way.
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, as estimated by the City, is as follows:
Construction $118,559
Design & Construction Engineering 18,970
Contingency, Permits & Misc. 11,856
Total $149,385
E. Notwithstanding the City’s estimates described in the above Project budget,
payments for the Project from CDBG funds will be limited to the City’s actual costs and shall not
exceed the total amount of $149,385.
F. The proposed funding for the Project will be provided from the following
sources:
CDBG $149,385
Local Financial Contribution 0
Total $149,385
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G. Prior to any changes that may occur which would modify the scope of the
Project, the City shall submit a written request to the County. The City 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 (“Director”) determines the
modified Project is still eligible under the Federal CDBG regulations, the Director is authorized to
permit such modifications. If the Director permits such modifications, the County shall specify in a
letter to the City that such modifications to the scope of the Project are authorized and that the City
may proceed.
II. OBLIGATIONS OF THE COUNTY
A. The County shall reimburse the City up to, but not more than, $149,385 of
CDBG funds for the Project for the City’s performance of its obligations under this Agreement. All
funds shall be paid to the City in accordance with Section V-A of this Agreement.
B. The County shall review, within thirty (30) calendar days of receipt from the
City, the engineer selection process description and summary of the analysis as prepared by the
City to verify that a competitive process was conducted in accordance with U.S. Department of
Housing and Urban Development (HUD) procurement standards. If such conditions have been
met, the County shall specify in a letter to the City that these conditions have been met and that
the engineering contract can be awarded.
C. The County shall review, within thirty (30) calendar days of receipt from the
City, the design plans and specifications for the Project as prepared by the City for compliance
with Federal regulations, and the total Project cost estimate to ensure sufficient funds are available
to complete the Project. If such conditions have been met, the County shall specify in a letter to
the City 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
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from the City, the name of the low bidder and cost or price analysis of the low bid proposal prepared
by the City to determine whether the contractor will be reasonably compensated in accordance
with Federal requirements, and to verify the contractor is bonded and has not been disbarred or
suspended from participating in Federal projects. If such conditions have been met, the County
shall specify in a letter to the City that these conditions have been met and that the contract can
be awarded.
E. The County shall attend the pre-construction meeting between the City and
the contractor to discuss labor compliance requirements for the Project, Project monitoring, and to
inform the City 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 in the determination of the County, 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
City’s acceptance of the Project, the County shall conduct a final inspection of the Project. If such
conditions have been met, the County shall specify in a letter to the City that these conditions have
been met.
III. OBLIGATIONS OF THE CITY
A. The City shall provide any and all sums of money in excess of $149,385 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 should include any proposed additive or
deduct alternatives.
B. The City shall perform, or cause to be performed, all engineering work
required for the Project.
C. In selecting an engineer to perform any engineering work required for the
Project, the City shall go through a competitive process in accordance with Fresno County
Ordinance Code 4.10 and HUD procurement standards. Prior to selection of the engineer, the City
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
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for review. The City shall obtain a letter from the County specifying that the conditions of this
Section have been met.
D. The City shall specify in agreements with its consultants that all engineering
work funded with CDBG funds shall become the property of the City upon payment by the City for
the cost of such engineering work.
E. The City shall furnish evidence to County, prior to the County’s authorization
to advertise for bids, 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.
F. Upon completion of the design engineering, the City 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 City shall obtain a letter from the County specifying these conditions have
been met and that the City is approved to advertise for bids to construct the Project.
G. The City 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 City
shall notify the County of the date, time, and location of the bid opening.
H. Within seven (7) calendar days following the bid opening, the City shall
furnish the County Community Development Division with the name of the low bidder and cost or
price analysis of the low bid proposal prepared by the City so that the County can verify with the
Labor Relations and Equal Opportunity Division of the HUD Area Office that the low bidder is
bonded and 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 City
shall obtain a letter from the County specifying these conditions have been met and that the City
is approved to award the Project for construction.
I. The City 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
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the meeting so a representative of the County can be in attendance to discuss CDBG labor
compliance requirements for the Project.
J. Prior to the construction start date, the City shall give written notice thereof
to the County Community Development Division.
K. 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 City that the approval of the change order is consistent with the
final construction cost estimate approved by the County. In addition, the City shall certify that the
change order is within the scope of the Project and is necessary to complete the Project.
L. The City 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
M. The City shall comply with the mitigation measures, conditions and notes
identified in Environmental Assessment No. 7446 (the “Assessment”). A copy of the Assessment
will be provided to the City.
N. Upon completion of the Project, the City 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.
O. Upon approval of Project completion by the County, the City 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
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work approved and authorized pursuant to this executed Agreement and any approved
subsequent amendments thereto and/or change orders, and that the City has accepted the Project.
Prior to the final request for payment, the City 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.
P. During the contract period, the City shall complete and submit annually each
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.
b. Now have improved access to this type of public facility or
infrastructure improvement.
c. Now are served by a public facility or infrastructure that is no
longer substandard.
Q. The City shall be responsible for maintenance of the Project after
construction is completed and shall do so from non-CDBG resources.
R. The City 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 City contributed financially to the improvement Project, the City may retain a share of the
program income in proportion to the City’s contribution to the Project, after the City has provided a
written accounting acceptable to the County.
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S. The City must obtain prior written approval from the County before there is
any modification or change in the use of any real property improved, in whole or in part, using
CDBG funds in excess of $25,000. The City shall provide affected citizens with notice of, and
opportunity to comment on, any proposed change to the use of real property improved with CDBG
funds. If any real property improved with CDBG funds is sold and/or is utilized by the City for a
use which does not qualify under the CDBG Program, the City 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
five years after the project is completed in HUD’s Integrated Disbursement and Information System
(IDIS). 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 City of these obligations.
T. The City acknowledges that the County may periodically inspect the Project
to ensure the property is being used as described in this Agreement. The City agrees to provide
any necessary information to the County to carry out such inspections. Furthermore, the City
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 City shall, and shall cause its consultants, contractors, and
subcontractors to, comply with all applicable State and Federal laws and regulations governing the
Project.
B. Whenever the City uses the services of a contractor, the City 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 City 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
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been met.
D. Because the City is receiving at least $100,000 for this Project from the
County's CDBG Program under this Agreement, the City 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 City
awards a contract using at least $100,000 of such CDBG funds, the City 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 City and the County.
V. PAYMENT FOR THE PROJECT
A. At monthly intervals, the City shall submit a written request to the County for
payment of specified costs incurred in the performance of this Agreement. The request for
payment shall be accompanied by a written certification from the City 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 contract documents and this Agreement. The request for payment shall also be
accompanied by documentation acceptable to the County, such as invoices or vouchers for
services or materials purchased, contractor's costs, or other costs chargeable to the Project. After
appropriate review and inspection, the County shall make payment from CDBG funds provided in
this Agreement for all eligible costs specified herein up to the maximum amount payable under
Section I.
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 and shall be credited to the City's CDBG
allocation. If the City is required to provide any funds toward the Project, any cost savings shall
be first used to reimburse the City 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 City and its
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agents.
E. Upon the completion of the Project, the City 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 County shall not be obligated to
make any payments under this Agreement if the request for payment is submitted by the City 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 prior to the
deadline if the City can demonstrate just cause for the delay.
F. The County may withhold reimbursement to the City until a final POM,
recorded NOC, and 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-O and IV-C, have
been submitted to the County.
G. 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
H. The City shall establish accounting and bookkeeping procedures in
accordance with standard accounting and bookkeeping practices, including, but not limited to,
employee time cards, 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 City shall certify accounts when required or
requested by the County.
I. The City, as a sub-recipient 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
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amended. Whenever the City expends and/or receives CDBG funds from the County for the
Project, a copy of any audit performed by the City 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 City 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 City's failure to perform the
requisite audit are the sole responsibility of the City and such audit work costs incurred by the
County shall be billed to the City as determined by County’s Auditor-Controller/Treasurer-Tax
Collector. In the event the City is only required to perform an audit under the provisions of the Act
because the City 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 City agrees
to take prompt and appropriate corrective action on any instance of material non-compliance with
applicable laws and regulations.
J. The City 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
Each party to this Agreement shall indemnify, defend and hold harmless the other
party, its officers, agents, employees and representatives, from any and all loss, liability, costs,
expenses and damage to persons or property, and from any and all claims, demands and actions
in law or equity (including attorney's fees and legal expenses) arising or alleged to have arisen
directly from any wrongful acts caused by its respective activities pursuant to this Agreement. The
provisions of this Section VI shall survive the termination of this Agreement.
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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 31, 2018.
2. Complete County Review and Approval of Plans – March 25, 2019.
3. Begin Advertising for Bids – March 28, 2019.
4. Award Contract – May 21, 2019.
B. The Project shall be completed, and Notice of Completion shall be filed with
the Fresno County Recorder's Office no later than September 13, 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 November 13, 2019.
D. The City 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 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.
E. Time is of the essence in the City’s performance of this Agreement.
VIII. BREACH OF AGREEMENT
In the event the City fails to comply with any of the terms of this Agreement, the
County may, at its option, deem the City'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
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being terminated by the County in accord with a material breach of this Agreement by the City, 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 City decides to cancel the Project covered by this Agreement, the City
shall submit a request in writing to the County Department of Public W orks and Planning,
Community Development Division explaining just cause for the request. The Director is authorized
to approve such a request if, in the Director's judgment, there is just cause for the Project’s
cancellation.
B. If the City’s request to cancel the Project covered by this Agreement is
approved by the Director, the City shall promptly return to the County all payments of specified
costs incurred in the performance of the Agreement to date. CDBG funds returned from the
cancelled Project under this agreement may be credited to the City’s CDBG allocation, as
appropriate.
C. If the Director approves the City's request to cancel the Project, any
unexpended CDBG funds budgeted to the Project under this Agreement may be credited to the
City's CDBG allocation, as appropriate.
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 City 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 forth
2 on page one of this Agreement.
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CITY OF REEDLEY COUNTY OF FRESNO
By: ~ ~
City Manager
Date: _lt;~fA~7-+-'j;,__z; __ _
10 ATTEST:
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ity of Reedley
APPROVED AS TO LEGAL FORM:
ht-~
City Attorney
FUND NO: 0001
22 SUBCLASS NO: 10000
ORG NO: 7205
23 ACCOUNTNO: 7885
PROJECT NO: N18571
24 ACTIVITY CODE: 7219
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Date: Pt~ ol.\1 ~1$
ATTEST:
Bernice E. Seidel
Clerk of the Board of Supervisors
County of Fresno, State of California
By: ci.1~ ~
Deputy
REMIT TO:
City of Reedley
Attn: Nicole Zieba, City Manager
1717 9th Street
Reedley, CA 93654
Telephone: (559) 637-4200
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SW:JA:db G:\7205ComDev\-Agendas-Agreements\201 B\0821 _Reedleystreetlmps(PhlX)18571_AGT .docx June 26, 2018
14
Exhibit 1
County of Fresno
Project Outcome Measurement Report
G:\7205ComDev\~Agendas-Agreements\2018\0821_ReedleyStreetImps(PhIX)18571_AGT.docx
June 11, 2018
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.
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Form Completed By: ______________________________________________