HomeMy WebLinkAboutR31-Economic Development
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ORIGINAL
CITY OF SAN BERNARDINO
ECONOMIC DEVELOPMENT AGENCY
FROM: Maggie Pacheco
Executive Director
SUBJECT: ProCessional Services Agreement
CaliCornia Property Specialists, Inc. (IVDA
Redevelopment Project Area - Arden
Guthrie Acquisitions)
DATE:
November 13,2006
Svnonsis oCPrevious Commission/Council/Committee Action(s):
On November 9, 2006, Redevelopment Committee Members Estrada, Johnson and Baxter unanimously voted to
recommend that the Community Development Commission consider this action Cor approval.
Recommended Motion(s):
(Communitv Development Commission)
Resolution of the Community Development Commission of the City of San Bernardino approving and
authorizing the Executive Director of the Redevelopment Agency of the City of San Bernardino ("Agency")
to execute a Professional Services Agreement by and between the Agency and California Property
Specialists, Inc., for acquisition and relocation services (lVDA Redevelopment Project Area - Arden Guthrie
Acquisitions)
Contact Person(s):
Maggie Pacheco
IVDA Redevelopment Project Area
(909) 663-1044
7
Phone:
Project Area(s):
Ward(s):
Supporting Data Attached: Ii! Staff Report Ii! Resolution(s) Ii! Agreement(s)/Contract(s) 0" Map(s) 0 Letter(s)
HUD 108 Loan and 20% LowlMod
FUNDING REQUIREMENTS: 298,250 Source: Housing Funds
Budget Authority:
2006/2007 EDA Budget
Ii, ~W-'"' ~j~Th
Barbara Lindseth, Admin. Services Director
SIGNATURE:
Commission/Council Notes:
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P:\AgendaslComm Dev Comrnission\CDC 2006\11-20.06 CPSI. Arden Guthrie Relocation SR.doc
COMMISSION MEETING AGENDA
Meeting Date: 11/20/2006
Agenda Item Number: 1Z.. 3/
HI
ECONOMIC DEVELOPMENT AGENCY
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STAFF REPORT
PROFESSIONAL SERVICES AGREEMENTS - CALIFORNIA PROPERTY SPECIALISTS,
INe. (lVDA REDEVELOPMENT PROJECT AREA - ARDEN GUTHRIE ACQUlSmONS)
BACKGROUND:
Arden Guthrie has long heen a social problem for the City. Built in the 60's, the project was hailed as a
leader in new urban development but unfortunately, over the decades, the development has deteriorated
into slum conditions with absentee landlords, poor maintenance and high crime. Several attempts have
heen made by the City and the Agency to rectify the problem from rehabilitation programs to acquisition
and'demolition projects which has left the City with the current situation where the Agency owns forty-
seven (47) vacant lots and one (I) vacant four-plex while the twenty-three (23) remaining privately owned
fouc-plexes and two (2) privately owned vacant lots are scattered about the 17 -acre site which is bounded
by Highland Avenue to the north, Arden Avenue to the east, Wlh Street to the south and Guthrie Street to
the west ("Area") (See Exhibit "A").
In January 2005, the Department of Housing and Urban Development ("HlJD") advised the City that they
had approved a $7.5 million Section 108 Loan for the Arden Guthrie Project and on March 29, 2005,
former Mayor Valles executed the funding/approval agreement by and between the City and HlJD.
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On May 16, 2006, the City received the final HlJD loan documents and on July 24, 2006, the Mayor and
Common Council approved the $7.5 million HlJD Contract On September 15, 2006, the fund$ were
deposited into the Agency's bank account This $7.5 million can be used, by the City/Agency for property
acquisition, demolition, and other planning costs for the Area.
CURRENT ISSUE:
With the funding now in place, the Agency is keen to proceed with acquiring the remaining four-plexes,
relocating the occupants and clearing the' Area for future redevelopment Agency Staff has determined that '
out of the remaining twenty-three (23) four-plexes ("Properties") there are approximately ninety-two (92)
households that will have to be relocated once the Agency has acquired title to the Properties. California
Redevelopment Law ("CRL") requires that prior to displacement of any resid~t that a, Relocation Plan, be
prepared in order to assess the relocation and housing needs of displaced ~ts. Further,CRL states
that the Agency shall provide relocation assistance and certain benefits to those residents that will be
displaced because of the Agency's redevelopment activities.. It is expected that it will take up to sixty (60)
days for the Relocation Consultant to prepare and complete the Relocation Plan. During this time, it is
proposed that a professional Acquisition and Relocation Consultant assist Agency Staff with the acquisition
of the Properties on behalf of the Agency and the Consultant will simultaneously be working with the
displaced residents. Consequently, in accordance with the Agency procurement procedures, Agency Staff
sent Request for Proposals ("RFP") to four (4) firms (Universa1 Field Services, Inc. ("Universa1"),
California Property Specialists, Inc. ("cpsr' or "Consultant"), Paragon Partners, Inc. ("Paragon") and
Shober Consulting, Inc. ("Shober") that specialize in acquisition and relocation services. Each firm
submitted a proposal and the results are as follows:
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~..._ . '--De"~2OO6\11-:IO-06CPS1-~0lIcIlrie~SR.doc
COMMISSION MEETING AGENDA
Meeting Date: 11/lO/2OO6
Agenda Item Number:
e
Economic Development Agency Staff Report
CPSI - Arden Guthrie Professional Services Agreement
Page 2
Ac:ouisition Relocation Plan Relocation Services Total
Universal $78,000 $7,500 $285,000 $370,500
Pangon $64,400 $11,500 $223,100 $299,000
CPSI $63,250 $9,600 $225,400 $298,250
Shober No Bid $7,500 $202,000 $209,500
All the firms have years of experience in acquisition, relocation plan preparation and relocation services,
although, Shober did not bid on the acquisition portion. After reviewing each proposal for thoroughness,
CPSL Paragon and Shober were interviewed by Agency Staff on Wednesday, October 25, 2006. Following
the interview, CPSI was selected on the basis of cost and expertise having worked with the Agency on
current and past relocation projects, including fl1' and "0" Streets (AGA, LLC In-Fill Housing Project), 491b
Street (felacu In-Fill Housing Project) and the Meadowbrook Housing Project on 2ad Street and ,Sierra
Way.
ENVIRONMENTAL IMPACf:
None.
FISCAL IMPACf:
e The costs for relocation services of $235,000 will be paid from the Agency's 20% Low and Moderate
Housing Fund ("Housing Fund"). The costs for acquisition services of $63,250 will be paid from the HUD
Loan Proceeds. In addition to these costs, the relocation and moving payments to be paid to displacees is
estimated to be $2 million, which has been budgeted in the 2006-2007 Agency Housing Fund budget as
approved by the Commission. (Note: Any acquisitions negotiated directly by Agency Staff will be
proportionally adjusted from 'the total amount owing to the Consultant; thus this is reflected in the
Consultant contract).
RECOMMENDATION:
That the Community Development Commission adopt the attached Resolution.
Maggie Pacheco,"Ex
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~DeYeo..aiaio<<'DC' 2006\11.>>G6OS1-Mka 0udIri8 Rdoc:IlioG SR.doc
COMMISSION MEKl'lNG AGENDA
Meetiug Dale: IlJ2Ol2OO6
Agenda Item Number:
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RESOLUTION NO.
RESOLUTION OF THE COMMUNITY DEVELOPMENT COMMISSION OF
THE CITY OF SAN BERNARDINO APPROVING AND AUTHORIZING THE
EXECUTIVE DIRECTOR OF THE REDEVELOPMENT AGENCY OF THE
CITY OF SAN BERNARDINO ("AGENCY") TO EXECUTE A
PROFESSIONAL SERVICES AGREEMENT BY AND BETWEEN THE
AGENCY AND CALIFORNIA PROPERTY SPECIALISTS, INC., FOR
ACQUISITION AND RELOCATION SERVICES (lVDA REDEVELOPMENT
PROJECT AREA - ARDEN GUTHRIE ACQUISITIONS)
WHEREAS, . the Redevelopment Agency of the City of San Bernardino (the "Agency")
owns forty-eight (48) properties located on an approximately 17-acre site bounded by Highland
Avenue to the north, Arden Avenue to the east, 20th Street to the south and Guthrie Street to the
west, commonly referred to as the Arden Guthrie site (the "Site") which is located in the Inland
.Valley Development Agency (IVDA) Redevelopment Project Area (the "Project Area"); and
WHEREAS, twenty-five (25) privately owned properties ("Private Properties") containing
approximately ninety-two (92) households remain randomly located about the Site; and
WHEREAS, on July 24, 2006, the Mayor and Common Council (the "Council") adopted
Resolution No. 2006-271 approving a $7.5 million loan contract between the City of San
Bernardino (the "City") and the Department of Housing and Urban Development ("HUD") for the
purposes of acquiring the remainder of the Private Properties on the Site, relocating the occupants
19 and clearing the Site for future development; and
20
WHEREAS, on July 24, 2006, the Council and Community Development Commission
21 ("Commission") authorized the Mayor and Executive Director to "execute a Loan Cooperation
22 Agreement by and between the City and the Agency in order to make HUD proceeds available to
23 the Agency for acquisition on the Private Properties and relocation of tenants from the Site; and
24
WHEREAS, the California Redevelopment Law ("CRL") requires that prior to displacement
25 of any resident, a Relocation Plan be prepared in order to assess the relocation and housing needs
of each resident and to quantify relocation benefits in aCcordance with State Law; and
WHEREAS, California Property Specialists, Inc. ("cpsr' or "Consultant") has numerous
28 years of experience and expertise in all areas of acquisition and relocation services in accordance
I
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1 with the Uniform Relocation and Real Property Acquisition Policies and the State of California
2 Housing and Community Development Guidelines (California Code of Regulations, Title 25) and
3 the Agency wishes to engage the services of the Consultant to carry out the Agency's acquisition
4 and relocation responsibilities pursuant to the terms in the Professional Services Agreement
5 ("Agreement") attached hereto and incorporated by herein reference.
6 NOW, THEREFORE, THE COMMUNITY DEVELOPMENT COMMISSION OF THE
7 CITY OF SAN BERNARDINO DOES HEREBY RESOLVE, DETERMINE AND ORDER, AS
8 FOLLOWS:
9
Section 1.
The Commission hereby approves the Agreement by and between the
10 Agency and the Consultant in the form as attached hereto as Exhibit "A" and as presented to the
11 Commission upon adoption of this Resolution, and the Commission hereby authorizes the
12 Executive Director of the Agency to execute the Agreement on behalf of the Agency together with
13 such technical and conforming changes as may be recommended by the Executive Director of the
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Agency and approved by the Agency Counsel.
Section 2.
The Resolution shall become effective immediately upon its adoption.
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P~ludoaM_"ions\2OO6\ll-20.Q6CPSJ_AnbOuthricltebcatioll coc Rao.doe
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RESOLUTION OF THE COMMUNITY DEVELOPMENT COMMISSION OF
THE CITY OF SAN BERNARDINO APPROVING AND AUTHORIZING THE
EXECUTIVE DIRECTOR OF THE REDEVELOPMENT AGENCY OF THE
CITY OF SAN BERNARDINO ("AGENCY") TO EXECUTE A
PROFESSIONAL SERVICES AGREEMENT BY AND BETWEEN THE
AGENCY AND CALIFORNIA PROPERTY SPECIALISTS, INC., FOR
ACQUlSmON AND RELOCATION SERVICES (IVDA REDEVELOPMENT
PROJECT AREA - ARDEN GUTHRIE ACQUISITIONS)
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Community
7 Development Commission of the City of San Bernardino at a
, 2006, by the following vote to wit:
8 thereof, held on the day of
9 Commission Members: Aves
10 ESTRADA
11 BAXTER
12 VACANT
13 DERRY
e14 KELLEY
15 JOHNSON
16 MC CAMMACK
17
18
19
meeting
Navs
Abstain
Absent
Secretary
20 The foregoing resolution is hereby approved this
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day of
,2006.
Patrick 1. Morris, Chairperson
Community Development Commission
of the City of San Bernardino
Approved as to Form:
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By:
c:~
Agency C unsel
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EXHIBIT "A"
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CALIFORNIA PROPERTY SPECIALISTS, INC.
PROFESSIONAL SERVICES AGREEMENT
Acquisitions and Relocation Services
IVDA Redevelopment Project Area (Arden Guthrie)
This PROFESSIONAL SERVICES AGREEMENT (the "Agreement") is made and entered into as
of November 20, 2006, by and between the REDEVELOPMENT AGENCY OF THE CITY OF SAN
BERNARDINO (the "Agency"), a public body, corporate and politic and CALIFORNIA PROPERTY
SPECIALISTS, INC., a California corporation (the "Consultant").
RECITALS
. WHEREAS, the Redevelopment Agency of the City of San Bernardino (the "Agency") owns
forty-eight (48) properties located on an approximately 17- acre site bounded by Highland Avenue to the
north, Arden Avenue to the east, 20th Street to the south and Guthrie Street to the west, commonly
referred to as the Arden Guthrie site (the "Site") which is located in the Inland Valley Development
Agency (IVDA) Redevelopment Project Area ("Project Area"); and
WHEREAS, two (2) privately owned vacant lots and twenty three (23) privately owned four-plex
apartment buildings, containing approximately ninety-two (92) households remain randomly located
about the Site; and
e WHEREAS, on July 24, 2006, the Mayor and Common Council (the "Council") adopted
Resolution No. 2006-271 approving a $7.5 million loan contract between the City of San Bernardino (the
"City") and the Department of Housing and Urban Development ("HUD") for the purposes of acquiring
the remainder of the privately .owned properties on the Site, relocating the occupants and clearing the
Site for future development; and
WHEREAS, on July 24, 2006, the Council and Community Development Commission
("Commission") authorizing the Mayor and Executive Director to execute a Loan Cooperation
Agreement by and between the City and the Agency in order to make HUD proceeds available to the
Agency for acquisition on the Private Properties and relocation of tenants from the Site; and
WHEREAS, the residents of the twenty-three (23) four-plex apartments will need to be
permanently relocated to allow for future development within the Project Area; and
WHEREAS, California Redevelopment Law ("CRL") requires that prior to displacement of any
resident, a Relocation Plan be prepared in order to assess the relocation and housing needs of each
resident and to quantify relocation benefits per California Govemment Code Section 7620 State Law;
and
WHEREAS, California Property Specialists, Inc. ("CPSr' or "Consultant") has numerous years
of experience and expertise in all areas of acquisition and relocation services in accordance with the
Uniform Relocation and Real Property Acquisition Policies and the State of California Housing and
. Community Development Guidelines (California Code of Regulations, Title 25) and the Agency wishes
to engage the services of the Consultant to carry out the Agency's acquisition and relocation
responsibilities pursuant to the terms in the Professional Services Agreement ("Agreement") attached
hereto and incorporated by herein reference.
P:~ AttadImenu\Agrmts_Amend ZOO6\II-Z0-06CPSI. AnbOudlrielldocatio" Serrica AJR'M*Il.doe
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NOW, THEREFORE, in consideration of mutual covenants set forth herein and the mutual
benefits to be derived therefrom, the parties agree to enter into the Agreement as follows:
1. TERM.
This Agreement shall commence as of the day and year first written above and shall remain in full
force and effect for a period of twelve (12) months (See Exhibit "A" for further time frames to
perform the Scope of Services).
2. CONSULTANT RESPONSIBILITIES.
The Consultant shall perform each element of the work described in the Scope of Services
attached hereto as Exhibit "A", and within the times specified herein and in the Scope of Services.
Consultant commits the principal personnel listed below to the Scope of Services
Acqui~ition Consultant:
Relocation Consultant:
Kent Jorgensen
Georgia Marquis
3. AGENCY RESPONSIBILITIES.
The Agency shall provide the Consultant with any documentation, records, reports, statistics or
other data or information pertinent to the Scope of Services, which are reasonably available to the
Agency, and necessary to complete assignments.
e 4. CONFIDENTIALITY OF REPORTS.
The Consultant shall keep confidential all reports, information and data received, prepared or
assembled pursuant to performance hereunder. Such information shall not be made available to
any person, news release, firm, corporation, or entity without prior written consent of the
Executive Director of the Agency or his/her designee.
S. COMPENSATION.
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The maximum compensation for all Consultant's services, including Consultant's costs, expenses
and travel time or travel expenses, shall not exceed Two Hundred Ninety Eight Thousand Two
Hundred Fifty Dollars ($298,250). This amount includes Nine Thousand Six Hundred Dollars
($9,600) for the preparation and delivery of the Relocation Plan; Two Hundred Twenty Five
Thousand Four Hundred Dollars ($225,400) for Relocation Services and Sixty-Three Thousand
Two Hundred Fifty Dollars ($63,250) for Acquisition Services. During the term of this
Agreement, the Agency shall pay the Consultant on a monthly basis upon receipt of an itemized
invoice from the Consultant. Said compensation shall be considered full and complete
reimbursement for all of the Consultant's costs associated with the services provided hereunder.
However, the total compensation of this Agreement shall be adjusted downward should (i) the
Agency not acquire title to the properties referenced in this Agreement, or (ii) the Agency directly
acquires any property without the intervention of CPSI, or (iii) a lesser number of residents are
required to be relocated in accordance with Consultant's Budget as referenced in the Consultant's
Proposal dated October 11, 2006. (For example: $2,450 per .four-plex unit for relocation expenses
and $2,750 per acquisition).
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6. USE OF FUNDS.
The funds paid to the Consultant shall be used solely for the purpose as set forth in this Agreement
and in accordance with the Scope of Services. The Consultant shall remain in compliance with all
state, federal and local laws prior to the receipt of any reimbursement hereunder.
7. NONDISCRIMINATION: MONITORING AND REPORTING WORK PERFORMANCE.
The Consultant shall not discriminate because of race, color, national origin, creed, religion, sex,
marital status, or physical handicap. At the request of the Executive Director of the Agency, or
hislher designee, the Consultant shall provide reports, graphics, or other work products. Failure to
provide such work products may prevent payment of the Consultant's requests for compensation,
and may justify the temporary withholding as provided herein. The Agency reserves the right to
waive such breach, without prejudice to any other of its rights hereunder, upon a finding by the
Executive Director of the Agency or hislher designee that such failure was due to extraordinary
circumstances and that such breach has been timely cured without prejudice to the Agency.
8. CONFLICT OF INTEREST.
The Consultant shall maintain a code or standard of conduct. The Consultant shall neither solicit
nor accept gratuities, favors, or anything of monetary value for work completed under the Scope
of Services. To the extent permissible by state laws, rules and regulations, the standards adopted
by the Consultant shall provide for penalties, sanctions, or other disciplinary actions to be applied
for violations of such standards by the Consultant.
9. INDEPENDENT CONTRACTOR.
The Consultant shall perform each element of the work set forth in the Scope of Services as an
independent contractor and shall not be considered an employee of the Agency. This Agreement
is by and between the Consultant and the Agency, and is not intended, and shall not be construed
to create the relationship of agent, servant, employee, partnership, joint venture, or association,
between the Agency and the Consultant.
10. SUCCESSOR AND ASSIGNMENT.
The services as contained herein are to be rendered by the Consultant whose name is as appears
first above written and said Consultant shall not assign nor transfer any interest in this Agreement
without the prior written consent of the Agency.
11. INDEMNIFICATION.
The Consultant agrees to indemnify, defend and save harmless the Agency and the City, its agents,
officers and employees from and against all liability, expense, including defense costs and legal
fees, and claims for damages of any nature whatsoever, including, but not limited to, bodily injury,
death, personal injury or property damage arising from or connected with the Consultant's
operations, or its services hereunder, including workers' compensation suit, liability or expense,
arising from or connected with the services performed by or on behalf of the Consultant pursuant
to this Agreement. The costs, salary, and expenses of the Agency's legal counsel in enforcing this
Agreement on behalf of the Agency shall be considered as "legal fees" for the purpose of this
Section.
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12. INSURANCE.
The Consultant shall maintain insurance policies issued by an insurance company or
companies authorized to do business in the State of California and must maintain during the
term of the policy a "General Policyholder's Rating" of at least A(v), as set forth in the then
most current edition of "Best's Insurance Guide," as follows:
Automobile Insurance. The Consultant and each of its subcontractors shall maintain
comprehensive automobile liability insurance of not less than One Million Dollars ($1,000,000)
combined single limit per occurrence for all vehicles leased or owned by the Consultant or its
subcontractors and used in completing the work required under this Agreement.
Comorehensive General Liabilitv and Automobile Insurance. The Consultant shall maintain
comprehensive general liability and automobile liability insurance with a combined single
limit of not less than One Million Dollars ($1,000,000) per occurrence.
Worker's Comoensation Insurance. The Consultant and each of its subcontractors shall maintain
worker's compensation coverage in accordance with California workers' compensation laws for all
workers under the Consultant's and/or subcontractor's employment performing work under this
Agreement.
Concurrent with the execution of this Agreement and prior to the commencement of any work by
the Consultant, the Consultant shall deliver to the Agency certificates evidencing the existence of
the insurance coverage required herein, which coverage shall remain in full force and effect
continuously throughout the term of this Agreement. Each policy of insurance that Consultant
purchases in satisfaction of the insurance requirements of this Agreement shall name the Agency,
its officials, officers, employees, attorneys, representatives and agents as additional insured and
shall provide that the policy may not be cancelled, terminated or modified, except upon thirty (30)
days prior written notice to the Agency.
13. COMPLIANCE WITH LAWS.
The parties agree to be bound by applicable federal, state, and local laws, regulations and
directives as they pertain to the performance of this Agreement.
14. SEVERABILITY.
In the event that any provision herein contained is held to be invalid, void or illegal by any court
of competent jurisdiction, the same shall be deemed severable from the remainder of this
Agreement and shall in no way affect, impair, or invalidate any other provision contained herein.
If any such provision shall be deemed invalid due to its scope of breadth, such provision shall be
deemed valid to the extent of the scope or breadth permitted by law.
15. INTERPRETATION.
No provision of this Agreement is to be interpreted for or against either party because that party or
that party's legal representative drafted such provision, but this Agreement is to be construed as if
it were drafted by both parties hereto.
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16. ENTIRE AGREEMENT.
lbis Agreement supersedes any and all other agreements, either oral or in writing, between the
parties hereto with respect to the retention of the Consultant by the Agency and contains all the
covenants and agreements between the parties with respect to such retention,
17. WAIVER.
No breach of any provision hereof can be waived unless in writing. Waiver of anyone (I) breach
of any provision shall not be deemed to be a waiver of any other breach of the same of any other
provision hereof.
18. CONTRACT EVALUATION AND REVIEW.
The ongoing assessment and monitoring of this Agreement is the responsibility of the Executive
Director of the Agency or his/her designee.
19. TERMINATION.
lbis Agreement may be terminated for the convenience of either party by giving written notice of
at least thirty (30) days.
20. NOTICE.
Notices herein shall be presented in person or by certified or registered United States mail, as
follows:
To Consultant:
California Property Specialists, Inc.
Attention: Kent Jorgensen
600 West Santa Ana Boulevard, Suite 115
Santa Ana, California 92701
Phone: (714) 550-4628
Fax: (714) 200-0809
To Agency:
Redevelopment Agency of the City of San Bernardino
Attention: Maggie Pacheco, Executive Director
201 North "E" Street, Suite 301
San Bernardino, California 9240 I
Phone: (909) 663-1044
Fax: (909) 663-2294
Nothing in this paragraph shall be construed to prevent the giving of notice by personal service.
21. BUSINESS REGISTRATION CERTIFICATE.
The Consultant warrants that it possesses, or shall obtain immediately after the execution and
delivery of this Agreement, and maintain during the period of time that this Agreement is in effect,
. a business registration certificate pursuant to Title 5 of the City of San Bernardino Municipal
Code, together with any and all other licenses, permits, qualifications, insurance and approvals of
whatever nature that are legally required to be maintained by the to conduct its business activities
within the City.
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22. ENTIRE AGREEMENT.
This Agreement, with Exhibit "A" constitutes the entire understanding and agreement of the
parties.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day
and year first written above.
REDEVELOPMENT AGENCY
OF THE CITY OF SAN BERNARDINO
Date:
Maggie Pacheco, Executive Director
Approved as to Form and Legal Content:
. By: ~~
Agency Counse
CONSULTANT
Date:
California Property Specialists, Inc.
.
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EXHIBIT "A"
SCOPE OF SERVICES
1.
Acquisition of and Preoaration of Relocation Plan for Residents residing at (''Site'')
2140 North Arden Avenue 2104 North Arden Avenue 2094 North Arden Avenue
San Bernardino, CA 92404 San Bernardino, CA 92404 San Bernardino, CA 92404
APN: 1191-021-43 APN: 1191-021-41 APN: 1191-021-40
2072 North Arden Avenue 2050 North Arden Avenue 2028 North Arden Avenue
San Bernardino, CA 92404 San Bernardino, CA 92404 San Bernardino, CA 92404
APN: 1191-021-39 APN: 1191-021-38 APN: 1191-041-26
2004 North Arden Avenue 2122 North Dumbarton Avenue 2159 North Dumbarton Avenue
San Bernardino, CA 92404 San Bernardino, CA 92404 San Bernardino, CA 92404
APN: 1191-041-25 APN: 1191-021-56 APN: 1191-021-45
2123 North Dumbarton Avenue 2005 North Dumbarton Avenue 2140 North Dumbarton Avenue
San Bernardino, CA 92404 San Bernardino, CA 92404 San Bernardino, CA 92404
APN: 1191-021-47 APN: 1191-041-28 APN: 1191-021-57
2176 North Dumbarton Avenue 2195 North McKinley Avenue 2051 North Newcomb Street
San Bernardino, CA 92404 San Bernardino, CA 92404 San Bernardino, CA 92404
. APN: 1191-021-59 APN: 1191-021-61 APN: 1191-021-20
2141 North McKinley Avenue 2123 North McKinley Avenue 2194 North Newcomb Street
San Bernardino, CA 92404 San Bernardino, CA 92404 San Bernardino, CA 92404
APN: 1191-021-64 APN: 1191-021-65 APN: 1191-021-11
2158 North McKinley Avenue 2004 North McKinley Avenue 2195 North Newcomb Street
San Bernardino, CA 92404 San Bernardino, CA 92404 San Bernardino, CA 92404
APN: 1191-021-31 APN: 1191-041-22 APN: 1191-021-28
2005 North Newcomb Street 2005 North McKinley Avenue
San Bernardino, CA 92404 San Bernardino, CA 92404
APN: 1191-041-19 APN: 1191-041-32
The Consultant will prepare a Relocation Plan for the estimated ninety two (92) households residing in
the Site in confonnance with. all requirements of the State of California Housing and Community
Development Guidelines (California Code of Regulatious, Title 25) and the Federal Uniform Act, if
applicable. The Relocation Plan will identify possible replacement resources and help to determine the
costs related to relocating the residences displaced by the Agency from the Site. The Relocation Plan may
identify potential challenges and issues associated with the displacements and solutions will be developed
to minimize the adverse impacts of displacements. The active steps in the Relocation Plan preparation
process include, but are not limited to:
.1.
Interview an estimated ninety-two (92) affected occupants to determine relocation needs. The
interview queries household information such as the number, ages and gender of all occopants,
income of the household, distance to employment and utilized neighborhood services, special
needs of the household, etc.
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2. Research the marketplace for available replacement locations and/or establish rent schedules and
compile all costs related to such relocation activities; and compile available housing replacement
sites, and calculate relocation and moving expense costs.
3. Draft Relocation Plan for presentation to the Agency; upon approval by the Agency, make the
Relocation Plan available for public inspection, make any needed revisions derived from the
public inspection period, and prepare the final Relocation Plan for approval by the Commission.
The Consultant shall complete and deliver the draft Relocation Plan within ninety (90) days from the date
of this Agreement, and final version of the Relocation Plan to the Agency within one hundred twenty
(120) days from the date this Agreement is approved.
2. Relocation Assistance Prol!ram Implementation <Estimated 92 tenants located at the Site)
The Consultant will follow the Uniform Relocation and Real Property Acquisition Policies and the State
of California Housing and Community Development Guidelines (California Code of Regulations, Title
25) to implement a controlled relocation assistance program consistent with the law and with the City's
goals. The Consultant shall conduct the following activities necessary for the effective relocation of
residential occupants:
I.
2.
Begin relocation assistance within a reasonable time after the first offer has been made.
Determine whether displacee has potential eligibility for replacement housing allowance by
verifying displacee's time in residence. Meet with the displacee in person. Complete Displacee
Needs Questionnaire, present relocation brochure and business card. Explain the entire relocation
program as it applies to residential occupants.
Explanation includes: Explanation of determination of RAP entitlement, moving options, eligible
expenses, criteria for replacement housing, decent, safe and sanitary standards, time of payments,
ninety (90) day letter, possibility of continuation of current residence beyond ninety (90) days, and
appeal procedures.
Determine family composition, income, and special problems. Identify in detail the displacee's
needs, desires, and problems related to the move. (If an interpreter is needed, have them involved
in all aspects of the program and have notices translated into appropriate language.)
Present alternatives and solutions for areas of concern, which are readily resolvable. Write down
questions and concerns to discuss with an Agency representative.
Schedule subsequent appointments with displacee to respond to all issues and provide assistance.
Collect rental/listing information from the Multiple Listing Service, Internet, Realtors, classified
newspaper ads, and field search and analyze it for decent, safe and sanitary comparable dwellings
for single-family and multi-family homes. Comparable data will also be collected consisting of
available mobile home sites for sale and for rent, as well as mobile homes available for sale and for
rent, if applicable. This comparable data would be continually updated throughout the project to
assist the displacees.
3.
4.
5.
6.
7.
8.
Gather information regarding utility costs of comparable dwellings and the displacement dwelling
by contacting customer service representatives of utility companies and/or reviewing owners'
average utility expenses (some Cities may have a utility schedule already published). Field review
comparable dwellings and select the most comparable by evaluating the properties and the written
documentation. Take pictures of comparables and write up comparable data sheets to include in the
file. Comparables must be decent, safe and sanitary.
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20.
21.
22.
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10.
Calculate probable entitlement and prepare the RAP Entitlement Letter and other necessary
paperwork. Submit to an Agency representative for approval. Upon approval, telephone the
displacee to advise that determination is completed, set appointment to deliver entitlement letter.
Present the entitlement letter in person. Discuss benefit, moving options and discuss displacee's
needs again. Provide referrals.
After the entitlement letter is prepared, prepare a ninety (90) day Notice to Vacate (can be band
delivered with RAP Entitlement or sent via certified mail). If mailed, make sure to provide
sufficient time for mail delivery.
Summarize all interviews and telephone conversations, contacts and attempted contacts in a diary
for official record.
Proceed with problem resolution as required. Define the problem; generate possible solutions;
discuss with an Agency representative; select appropriate resources for solutions, extract and
evaluate relevant information from those resources, select most appropriate solution, explain
solution to displacee and others, as necessary, and counsel the displacee to follow a logical course
of action.
If necessary, take dispIacee to inspect comparable replacement dwelling, or to view other available
properties.
Determine the monetary affect of the selection of the actual replacement dwelling on the eligibility
for payment of relocation allowance. Inform displacee of same.
Conduct decent, safe and sanitary inspection of replacement dwelling.
Gather and evaluate supporting data for calculation of replacement housing payment, increased
mortgage, incidental expenses, and moving benefit, as appropriate.
Provide guidance to the displacee in the selection of a moving option. Review in detail the moving
options, i.e., commercial mover, actual expense option, or a move based upon the fixed rate
schedule. Discuss the ramifications and complexities of each option with the individual so that an
informed decision can be made.
If a commercial move is selected, obtain estimates from movers and prepare contract In
conjunction with mover, plan move as dictated by circumstances. Oversee and monitor the move to
assure only eligible personal items are moved and move is accomplished in a timely manner.
If a self-move is selected, monitor to avoid potential problems.
Collect supporting documents and submit payments for replacement housing and moving expenses.
Coordinate with the Agency regarding obtaining funds/checks and inform the Agency of various
situations. .
II.
12.
13.
14.
15. .
18.
19.
Arrange for final walk-through inspection of the property to ensure that all personal property has
been removed from the acquired property and to obtain the keys. Turn keys over to the Agency for
property management function. Notify the Agency of vacated premises for security pwposes. If the
Agency allows, and items are to be left behind, require displacee to siin an abandonment of
personal property prior to final payment of moving expenses.
Prepare final claims, complete diaries, prepare certification and close file.
Closed files will be copied, maintained, or delivered to the Agency for sponsor and other audit
pwposes based on the scope of the contract.
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2.
The Consultant shall work to diligently complete the above relocation services within two hundred sixty
(260) days from the Effective Date of the Agreement. The Executive Director of the Agency or hislher
designee may extend said time for completion of the Scope of Services for an additional period of ninety
(90) days, should unique circumstances occur beyond the control of the Consultant.
3.
A:
1.
Acquisition Tasks
Proiect Manal!ement
Meetings - Attend meetings with Agency Staff as needed. Meeting minutes, agendas and reports
will be provided when directed by the Agency.
Status Reports - Provide and maintain a Title, Appraisal, Environmental, Acquisition and Status
Reports for all project personnel to access.
Sub-Consultant Management - Provide management and coordination of services for all sub-
consultants.
Escrow Oversight - Provide coordination of in-house escrow coordination and services provided
by the title and escrow company
Schedules - Prepare and provide project schedules as needed.
QA/QC Management - Provide Quality Control Management for all areas of the project,
including coordinating to ensure a successful and compliant project.
File Close Out - Provide services required to close out each individual case file in accordance
with applicable regulations.
Acquisition Implementation
Offer Letter - Prepare and present the written offer letter to the property owner, along with the
appraisal summary statement, purchase agreement,. deeds, escrow instructions, brochure and
Consultant's business card upon the initiation of negotiations, after review and approval by the
Executive Director of the Agency. Submit all legal documents for the Executive Director of the
Agency or the Agency Counsel to pre-review when language is added, deleted or revised.
Acquisition/Negotiations - Conduct negotiations for the acquisition of each parcel in accordance
with all federal policies and procedures, including making the initial purchase offer in person
when the owner resides in the project area, if possible. Offers to out .of area owners will be mailed
Certified Return Receipt Requested.
Agency/Owner Liaison - Provide liaison duties between the Agency and property owners.
Contact Documentation - Thoroughly document all contacts with the property owner and/or their
representative indicating attendees,. time and place of meetings. Documentation will include
thorough diaries and copies of all correspondence and emails. Diaries should be updated
immediately after each contact, if possible, and retained in the permanent acquisition file.
2.
3.
4.
5.
6.
7.
2.
3.
4.
Escrow Coordination And Title Coordination
Title Research-Recommendations
Review Title Reports - Review title reports and verify all work, paying particular attention to
ownership and easement/lien/encumbrances information.
Review Plans - Review project plans becoming familiar with the project and its impact on the
various properties, if applicable.
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4.
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1.
2.
Verify Confonnance - Verify that any legal descriptions, right-of-way plans, surveys, and
appraisals correspond.
Prepare Recommendation Report - Based on in-house analysis, prepare a Title Review Report
showing title issues, recommendation and escrow closing conditions.
&crow Coordination
Open Escrows. Coordinate with title companies and open escrows on all purchases.
Monitor Escrows - Review all escrow documents, request funds from the Agency and ensure that
the Agency receives title insurance policies in the amount of the purchase cost of the land and
improvements, and clear title to all properties acquired.
3. Tracking Book - As escrow closes, obtain a conformed copy of the transfer documents, certified
closing statement and Title Insurance Policy. Completed Tracking Book will be delivered to
Agency with all parcels aCcounted for.
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