HomeMy WebLinkAboutCDC/2009-63A
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RESOLUTION NO. CDC/2009-63A
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RESOLUTION OF THE COMMUNITY DEVELOPMENT COMMISSION OF
THE CITY OF SAN BERNARDINO APPROVING AND AUTHORIZING
THE INTERIM 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 SHOBER CONSULTING, INC., FOR
PROPERTY MANAGEMENT AND RELOCATION SERVICES (19th AND
SUNRISE PROJECT)
WHEREAS, it is anticipated that as a result of residential acquisition activities associated
9 with its Neighborhood Stabilization Program ("NSP"), the Redevelopment Agency of the City of
10 San Bernardino ("Agency") will be responsible for relocating residential tenants from as many as
11 one hundred forty (140) apartment units that constitute the 19th and Sunrise Project (the "Project")
12 initially approved by the Mayor and Common Council of the City of San Bernardino ("Council")
I3 on July 20, 2009; and
14 WHEREAS, it is the intention of the Agency to contract tenant relocation and property
15 management services under the Project to a professional services organization specializing in right-
16 of-way and property management issues that also has experience working with local
17 redevelopment agencies and their funding sources, including Low and Moderate Income Housing
18 Set Aside Funds and NSP Funds; and
19 WHEREAS, both the Federal Uniform Relocation and Real Property Acquisition Policies
20 Act of 1970 and the California Community Redevelopment Law ("CRL") require that prior to
21 displacement of any resident, a Relocation Plan be prepared in order to assess the relocation and
22 housing needs of each resident and to quantify relocation benefits per 49 CFR, Part 24 of the U.S.
23 Code of Federal Regulations and/or the California Government Code Section 7620 State Law,
24 respectively; and
25 WHEREAS, Shober Consulting, Inc. (the "Consultant"), has numerous years of experience
26 and expertise in all areas of property acquisition, relocation and replacement housing plan
27 preparation, relocation services, property management and demolition procurement services in
28 accordance with the Uniform Relocation and Real Property Acquisition Policies Act and the State
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CDC/2009-63A
1 of California Housing and Conununity Development Guidelines (California Code of Regulations,
2 Title 25), respectively; and
3 WHEREAS, the Agency wishes to engage the services of the Consultant to carry-out the
4 Agency's relocation and property management strategy under the Project.
5 NOW, THEREFORE, THE COMMUNITY DEVELOPMENT COMMISSION OF THE
6 CITY OF SAN BERNARDINO DOES HEREBY RESOLVE, DETERMINE AND ORDER, AS
7 FOLLOWS:
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Section 1.
The Community Development Commission of the City of San Bernardino
9 ("Conunission") hereby approves the Professional Services Agreement ("Agreement") by and
10 between the Agency and the Consultant in the form as attached hereto and as presented to the
11 Commission upon adoption of this Resolution, and the Commission hereby authorizes the Interim
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 reconunended by the Interim Executive Director
14 of the Agency and approved by the Agency Counsel.
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Section 2.
The Resolution shall become effective immediately upon its adoption.
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CDCj2009-63 A
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RESOLUTION OF THE COMMUNITY DEVELOPMENT COMMISSION OF
THE CITY OF SAN BERNARDINO APPROVING AND AUTHORIZING
THE INTERIM 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 SHOBER CONSULTING, INC., FOR
PROPERTY MANAGEMENT AND RELOCATION SERVICES (19th AND
SUNRISE PROJECT)
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] HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Community
8 Development Commission of the City of San Bernardino at a joint regular
meeting
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,0&:
C{~
Secretary
1:.11-
The foregoing Resolution is hereby approved this ~ day of November
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,2009,
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~~lg
Patr J. Manis, ~ :lperson
munity Development Commission
of the City of San Bernardino
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Approved as to Form:
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26 By: ~~
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CDC/2009-63A
SHOBER CONSULTING,INC.
PROFESSIONAL SERVICES AGREEMENT
FOR
RELOCATION AND REPLACEMENT HOUSING PLAN PREPARATION, PROPERTY
MANAGEMENT AND DEMOLITION PROCUREMENT SERVICES
This Professional Services Agreement (this "Agreement") is made and entered into as of
November 16, 2009, by and between the Redevelopment Agency of the City of San Bernardino (the
"Agency"), a public body, corporate and politic and Shober Consulting, Inc., a California corporation (the
"Consultant").
RECITALS
WHEREAS, it is anticipated that as a result of residential acquisition activities associated with its
Neighborhood Stabilization Program ("NSP"), the Agency will be responsible for relocating residential
tenants from as many as one hundred forty (140) apartment units that constitute the 19th and Sunrise
Project (the "Project") initially approved by the Mayor and Common Council of the City of San
Bernardino ("Council") on July 20, 2009; and
WHEREAS, it is the intention of the Agency to contract tenant relocation and property
management services under the Project to a professional services organization specializing in right-of-
way and property management issues that also has experience working with local redevelopment
agencies and their funding sources, including Low and Moderate Income Housing Set Aside Funds and
NSP Funds; and
WHEREAS, both the Federal Uniform Relocation and Real Property Acquisition Policies Act of
1970 and the California Community 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 49 CFR, Part 24 of the U.S. Code of Federal Regulations
and/or the California Govemment Code Section 7620 State Law, respectively; and
WHEREAS, Shober Consulting, Inc. (the "Consultant"), has numerous years of experience and
expertise in all areas of property acquisition, relocation and replacement housing plan preparation,
relocation services, property management and demolition procurement services in accordance with the
Uniform Relocation and Real Property Acquisition Policies Act and the State of California Housing and
Community Development Guidelines (California Code of Regulations, Title 25), respectively; and
WHEREAS, the Agency wishes to engage the services of the Consultant to carry out the
Agency's relocation related responsibilities and property management services pursuant to the terms of
this Agreement.
NOW, THEREFORE, in consideration of mutual covenants set forth herein and the mutual
benefits to be derived therefrom, the parties agree to enter into this Agreement as follows:
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CDC/2009-63A
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 two (2) years, with an option for a one (I)-year extension based on
the mutual agreement of both parties.
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.
The Consultant commits the principal personnel listed below to the Scope of Services:
Relocation Consultant:
Property Management Consultant:
Bob Shober/Julia Miranda
Bob Shober/Julie Miranda
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 is reasonably available to the
Agency, and necessary to complete assigmnents.
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 Interim
Executive Director of the Agency or his/her designee.
5. COMPENSATION.
The maximum compensation for all Consultant's services, including Consultant's costs, expenses
and travel time or travel expenses, excluding interim property management services shall not
exceed Three Hundred Forty-Four Thousand Five Hundred Dollars $344,500. This amount
includes Twelve Thousand Dollars ($12,000) for the preparation and delivery of the Relocation
Plan and the Replacement Housing Plan; and Three Hundred Thirty-Two Thousand Five Hundred
Dollars ($332,500) for Relocation Services. Interim property management will be billed as
follows: (i) $100 per unit, per month for occupied units of a four-plex; and $25 per single-family
residence per month for interim property management services of occupied rent paying tenants.
During the term of this Agreement, the Agency shall pay the Consultant on a percent of
completion basis. The basis for completion shall be a function of the milestones/activities
included in Exhibit "A". Compensation shall be paid to the Consultant after the Agency receives
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) a lesser number of
residents are required to be relocated in accordance with the Consultant's budget as referenced in
the Consultant's Proposal dated August 7, 2009.
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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 Interim Executive Director of the
Agency, or his/her 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 Interim Executive Director of the Agency or his/her 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 hold harmless the Agency and the City, their
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 ofthe 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.
Comprehensive 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 Compensation 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 the 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.
IS. 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.
This 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 EV ALUA TiON AND REVIEW.
The on-going assessment and monitoring of this Agreement is the responsibility of the Interim
Executive Director of the Agency or his/her designee.
19. TERMINATiON.
This 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:
Shober Consulting, Inc.
Attention: Bob Shober or Julia Miranda
520 South Sepulveda Boulevard, #204
Los Angeles, California 90049
Phone: (310) 476-5433
Fax: (310) 476-5583
To Agency:
Redevelopment Agency of the City of San Bernardino
Attention: Emil A. Marzullo, Interim Executive Director
201 North "E" Street, Suite 301
San Bernardino, California 92401
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 Consultant to conduct its
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business activities within the City.
22. ENTIRE AGREEMENT.
This Agreement, with Exhibit "A" and Exhibit "B" 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.
AGENCY
Redevelopment Agency of the City of San Bernardino,
a public body, corporate and politic
Date:
/) /}J-/;?zifJ'j
f .
~~~ff-'
Emil A. Marzullo, interim Executive Director
Approved as to Form and Legal Content:
By: V/""""'-f~
Agency Couns
CONSULTANT
Shober Consulting Inc.,
a California corporation
Date:
1M,. I; hfd1
~IJ.~
Shober Consulting, Inc.
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CDC/2009-63A
EXHIBIT "A"
Project and Scope of Services
Project Understanding
The Agency requires the services of a relocation consultant and interim property manager to assist in the
relocation task of up to One Hundred Forty (140) units/households. The project has been identified as the
19th and Sunrise Project (the "Project") and is shown on the attached map as Exhibit "B" to this
Agreement.
Project Management
The Consultant's Project Manager shall meet with Agency Staff for a project "kick-off meeting " to review
and confirm the Agency's requirements for the requested services.
The Consultant will focus on the critical path schedule milestones and will also discuss the Agency's
requirements as to day-to-day coordination with staff and governing authorities. Discussions will include
progress reporting, deliverables, document preparation, and file format.
Upon Agency approval, the Consultant shall complete a detailed MS Project Timeline Software or related
program, draft Relocation Plan and draft Replacement Housing Plan, all of which should be completed
within thirty (30) days after execution of the Agreement.
RELOCATION TASKS
As part of the preparation for the relocation processes, staff of the Consultant shall prepare individual files
for the relocation functions. Typically, data such as the preliminary title report, assessor's information,
parcel maps and the offer letter are copied and placed in both the acquisition and the relocation files for
reference. To the extent the Relocation Consultant must rely on the Agency approved Acquisition
Consultant to provide data and other necessary information, it will be the responsibility of the Relocation
Consultant upon introduction to maintain open lines of communication to facilitate project success. The
relocation file will typically contain copies of certain acquisition data (offer letter, rent roll, leases) that
have been obtained to perform relocation activities, relocation diaries, Displacee Needs Questionnaires,
market analysis data, moving criteria and schedules, incidental expense calculation sheets, Decent, Safe &
Sanitary Inspection forms, personal property inventories, summary of benefits, letters of entitlement, the
Agency's Appeal Procedure, claim forms and other related data each completed relocation file would
contain a Certification as the fmal document.
RELOCATION TASKS
Replacement Housing Plan
Depending upon the source of funds used and in consultation with the Agency, the Consultant shall
prepare a Replacement Housing Plan in accordance with Section 33413.5 of the California Health and
Safety Code and in accordance with any and all statutory requirements per 49 CFR, Part 24 of the U.S.
Code of Federal Regulations for the Redevelopment Agency of the City of San Bernardino, California.
Section 33413.5 requires that, not less than thirty (30) days prior to the execution of an agreement for
acquisition of real property, or the execution of an agreement for disposition and development of
property, or the execution of an owner participation agreement, which agreement would lead to the
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destruction or removal of dwelling units from the low- and moderate-income housing market, the Agency
shall adopt by resolution a replacement housing plan. The Consultant will interview the Agency's
housing staff, compile figures for affordable housing starts and prepare a replacement housing plan that
meets the necessary requirements. At a minimum, the Replacement Housing Plan will include the
following components:
I. Description of the proposed project and project location;
2. The number of dwelling units housing persons and families of low- or moderate-income to be
removed and replaced by construction or rehabilitation;
3. The general location of housing to be rehabilitated, developed or constructed pursuant to Section
33413;
4. An adequate means of financing such rehabilitation, development or construction;
5. The timetable for meeting the Replacement Housing Plan's relocation, rehabilitation, and
replacement housing objectives; and
6. A finding that the replacement housing does not require the approval of the voters pursuant to
Article XXXIV of the California Constitution, or that such approval has been obtained.
Relocation Plan
The Consultant shall prepare a Relocation Plan, in accordance with all requirements of Federal Law, State
Law, State Housing and Community Development (HCD) Guidelines, the Relocation Assistance and Real
Property Acquisition Rules and Regulations of the Agency. The purpose of this Relocation Plan is to
provide the Agency with summary and statistical information regarding the impact of the Project to
potential displacees. Specifically, this report should concern the identification of potential impacts that
may occur as a result of the demolition of existing structures, proposed displacement of occupants, and a
plan to mitigate potential impacts.
The Consultant's relocation staff shall personally inspect each impacted residential unit (or a
representative percentage thereof) and business operation in the project area to assess the potential needs
for a replacement location and relocation services. An investigation will be conducted through door-to-
door surveys of each potential displacee. Internet searches, review of classified advertisements and
communication with local real estate brokers will be used to determine the availability of lease and sale
listings in the immediate and surrounding areas. A comprehensive report will be prepared and distributed
as directed by the City. At a minimum, the Relocation Plan shall include:
I. Description ofthe proposed project and project location;
2. Assessment of needs;
3. Replacement housing resources;
4. Residential and commercial displacements;
5. Temporary housing (if applicable);
6. Program assurances and standards;
7. Relocation assistance program;
8. Citizen participation and plan review period;
9. Description of relocation benefits;
10. Eviction policies and procedures;
I I. Appeals and grievance procedures;
12. Displacement schedule;
13. Estimated relocation costs.
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RESIDENTIAL RELOCATION (INCLUDES MECH OCCUPIED PROPERTY)
I. Begin relocation assistance within a reasonable time after the first offer has been made.
2. 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.
3. Explanation includes, determination of Rental Assistance Payment ("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.
4. 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 the appropriate language.
5. Extract from the appraisal report pertinent data to be utilized as a basis for determining what will
constitute comparable housing.
6. Present alternatives and solutions for areas of concern which are readily resolvable. Write down
questions and concerns to discuss with the Agency representative.
7. Schedule subsequent appointments with displacee to respond to all issues and provide assistance.
8. 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. This information will be continually updated throughout
the project to assist the displacees. .
9. Gather information regarding utility costs of comparable dwellings and the displacement dwelling
by contacting customer service representatives of utility companies and/or reviewing the owners'
average utility expenses. The Consultant shall determine whether a utility schedule has already
been published. Field review and take pictures of the potential replacement dwellings and select
the most comparable by evaluating the properties and the written documentation.
10. Calculate probable entitlement and prepare the RAP Entitlement Letter and other necessary
paperwork. Submit to Agency representative for approval. Upon approval, contact displacee to
advise that determination is completed, and set an appointment to deliver the entitlement letter.
II. Present the entitlement letter in person. Discuss benefits, moving options and displacee's needs
again. Provide referrals.
12. After the entitlement letter is prepared, prepare a ninety (90)-day Notice to Vacate (can be hand
delivered with RAP Entitlement or sent via certified mail). If mailed, ensure sufficient time for
mail delivery.
13. Summarize all interviews and telephone conversations, contacts and attempted contacts in a diary
for official record.
14. Proceed with problem resolution as required. Define the problem; generate possible solutions;
discuss with the 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.
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IS. If necessary, take displacee to inspect comparable replacement dwelling or to view other available
properties.
16. Determine and inform displacee of lbe monetary effect of the selection of the replacement
dwelling.
17. Conduct decent, safe and sanitary inspection of replacement dwelling.
18. Gather and evaluate supporting data for calculation of replacement housing payment, increased
mortgage, incidental expenses and moving benefits, as appropriate.
19. Provide guidance to the displacee in the selection of a moving option. Review in detail lbe moving
options, i.e., commercial mover, actual expense option, or a move based upon the fixed rate
schedule. Discuss lbe ramifications and complexities of each option with the individual so that an
informed decision can be made.
20. If a commercial move is selected, obtain estimates from movers and prepare a contract. In
conjunction with the mover, plan the move as dictated by circumstances. Oversee and monitor the
move to assure only eligible personal items are moved and that the move is accomplished in a
timely manner.
21. If a self-move is selected, monitor to avoid potential problems.
22. 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.
23. 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. Retain keys for property
management function on those properties owned by the Agency. Turn keys over to MECH for
properties owned by MECH. NotifY the Agency of vacated premises for security purposes. If the
Agency allows, and items are to be left behind, require displacee to sign an abandonment of
personal property prior to final payment of moving expenses.
24. Prepare final claims, complete diaries, prepare certification and close file.
25. Closed files will be delivered to the Agency for record keeping and other audit purposes.
INTERIM PROPERTY MANAGEMENT TASKS (NON MECH ACTIVITY)
Property Management Coordination - Provide supervision, coordination and management of
contractors who provide the various property management functions required for the project (particularly
washing machine/dryer rental and services).
Property Management Liaison - Provide liaison services for lbe Agency for the handling of all concerns
complaints and/or problems regarding any property management issues.
Utility Coordination - Confirm wilb utility companies transfer of necessary accounts to lbe Agency or
their designee. The Agency will handle the transfer of the water, trash and sewer accounts. The
Consultant is to handle lbe appropriate transfer of gas and electricity.
Invoice Services - Provide services for the review and approval of all invoices submitted by each
property management sub-consultant. Submit sub-consultants invoices to lbe Agency for their approval
and processing for payment.
Security Services - Coordinate information with Agency Staff and Police Department representative as
necessary. If required, contract wilb a sub-consultant to provide nighttime security for the project area.
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CDC/2009-63.4
The cost of any security service will be a pass through expense to the Agency.
Lawn Care - Only to prevent the property from becoming a nuisance. Contract with a company to
provide limited and necessary lawn maintenance. The contractor expense will be a pass through expense
to the Agency.
Maintenance Services - Contract with a company to provide maintenance services for the project
referenced above. The Consultant is to order and coordinate any repairs regarding health and safety
issues. The contractor expense will be a pass through expense to the Agency (e.g., routine clean-up,
heating repairs, plumbing, electrical problems, rodent issues, etc.).
Month-to-Month Occupancy Agreements - Prepare and obtain signatures on Month-to-Month
Occupancy Agreements, as needed.
Collect Rent - Collect monthly rent payments and maintain in separate escrowed bank account. Provide
the Agency with a monthly ledger for payments received and expenses incurred.
Vacancy of Unit - The Consultant shall complete an exit inspection and complete a Certificate of
Abandonment. The Consultant shall pick up the units keys, with a copy retained by the Consultant and a
copy forwarded to the Agency.
Fencing Services - Coordinate the fencing of acquired properties on an as-needed basis. If necessary, the
Consultant shall provide emergency fencing repair services for the project referenced above. The
contractor expense will be a pass through expense to the Agency.
Securing Property - As necessary, the Consultant shall contract with a sub-consultant to secure the
property.
Eviction Coordination - Coordinate with the Agency, legal counsel and legal messenger service
companies to provide necessary services to process evictions.
Demolition Coordination - This includes utility disconnections, meter removal, asbestos and lead
testing, and coordination and oversight of demolition contractors. The Consultant shall oversee
procurement activities associated with selecting a Demolition Contractor on behalf of the Agency. All
demolition contractors shall be selected from the Agency's pre-approved pool of demolition contractors
and final recommendations shall be based on the lowest responsible bid from no less than three (3)
responses. The Agency shall make final determination as to the demolition contractor to provide
demolition services. While project bidding will be conducted by the Consultant, payment to demolition
contractor shall be made by the Agency under Davis-Bacon prevailing wage criteria. The Consultant
shall give Agency Staff the opportunity to review all procurement procedures and make final selection on
the recommended demolition contractor(s) provided that all demolition work being contracted at one time
does not exceed $25,000. In circumstances when demolition work exceeds $25,000, the recommended
demolition contractor must be approved by the City Council. Demolition supervision and coordination of
demolition contractors shall be billed at an hourly rate of $45.00.
Prior to the commencement of any demolition activity the Agency shall provide the Consultant with a list
of pre-qualified environmentalist firms to conduct the appropriate testing. After all testing and mitigation
efforts have been completed, the Consultant shall begin project demolition activities.
5
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