1996-119-RES WHEREAS, CITY COUNCIL DID HERETOFORE ON THE 10TH DAY OF JUNE 1996
RESOLUTION NO. 96-119
WHEREAS, the City Council of the City of Paris did heretofore, on the 10th day
of June, 1996, in Resolution No. 96-053, authorize an application to be made to the Texas
Department of Housing and Community Affairs under the Texas Home Investment
Partnership Program grant; and,
WHEREAS, the City Council of the City of Paris did heretofore, on the 7th day
of November, 1996, in Resolution No. 96-118, accept the Grant Award from the Texas
Department of Housing and Community Affairs for participation in the Texas Home
Investment Partnership Program in the amount of $300,000.00, with an additional
$12,000.00 awarded to fund administrative expenses; and,
WHEREAS, the City of Paris is in need of management services under the Owner
Occupied Housing Assistance Programs funded in said grant; and,
WHEREAS, Robert Jones, President of R.I.M. Enterprises, Inc., has made a
Response to Request for Proposal for Home Grant Management Services, attached hereto
as Exhibit A; NOW, THEREI<'ORE,
BE IT RESOLVED BY THE CITY COUNCIL 01<' THE CITY OF PARIS, that
the Response to Request I<'or Proposal for Home Grant Management Services submitted
by R.I.M. Enterprises, Inc., for management services under the Owner Occupied Housing
Assistance Program to be funded by the Texas Home Investment Partnership Program
Grant, attached hereto as Exhibit A, be, and the same is hereby, accepted.
PASSED AND ADOPTED this 7th day of November, 1996. / - .
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Eric S~ Clifford, Mayor
ATTEST:
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Mattie Cunningham, City Cle
APPROVED AS TO FORM:
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T. K. Haynes, City Attorney
RESPONSE TO REQUEST FOR PROPOSAL
HOME GRANT MANAGEMENT SERVICES
CITV OF PARIS, TEXAS
In response to the Request for Proposals issued by the City of Paris, for Grant Management
Services for its Owner Occupied Housing Rehailitation (HOME) Project as funded by the Texas
Department of Housing and Community Affairs (TDHCA), the firm ofR.I.M. Enterprises is
pleased to submit the enclosed proposal. The attached Statement of Qualifications provides the
types of services offered by R.I.M. Enterprises; the resumes of the principals; and a list of
previous clients. The specific proposals ofR.I.M. Enterprises as it applies to the Owner Occupied
Housing Rehabilitation (HOME) Program is as follows:
A. PROPOSAUSCOPE OF SERVICES
R.I.M. Enterprises proposes to undertake all activities specified in the submitted Request for
Proposals for a total fee of$12,000.
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Specific items t! be provided by R.I.M. Enterprises are:
I. Environmental Review and Clearances
2. Historical Reviews and Clearances
3. Establishment of Financial System
4. Preparation of Bid Documents
5. Compliance with Labor Standards
6. Liaison with State and Federal agencies
7. Monitor FH/EO Compliance
8. Initiate Bid Procurement Proccss
9. Project Monitoring and Compliance
10. Fiscal Management and Review
I 1. Maintenance of ReportslFiscal Controls
12. Assist in Grant Close-out
In undertaking the above activities, R.I.M. Enterprises will conform to all requirements and
regulations of the Texas Department of Housing and Community Affairs, especially as it relates to
the Owner Occupied Rehabilitation Program. Attachment A provides a detailed list of the specific
activities to be provided by R.I.M. Enterprises. Approval of the City Council will be required
EXHIBIT A
prior to thc submission of all close-out documcnts to thc Tcxas Dcpartmcnt of Housing and
Community Affairs.
B. PERFORMANCE
Overall, R.I.M. Entcrpriscs will bc availablc to the City from projcct initiation to project
completion and will be rcsponsible for all administative aspccts of the Owncr Occupied
Rchabilitation Program. As idcntificd abovc, Robcrt L. Joncs, LPC will be the staff person
assigned to the City. Resumc ofMr. Jones is attached to thc Rcsponse to the Request for
Proposals. R.I.M. Enterprises offers the expertise neccssary to complete thc project with minimal
delays. R.I.M. Enterprises will be available to the City for the duration of the project and will
obligate the nccessary time and rcsources to complctc the projcct within the required time-frame.
No subcontracts or joint venturcs will be utilizcd without the approval of the City. R.I.M.
Entcrprises will assume sole responsibility for administrative duties relative to the Owner
Occupied Housing Rehabilitation Program of the City of Paris.
C. PERSONNEL/OUALIFICA nONS
R.I.M. Enterprises is a consulting firm practicing in both Texas and Arkansas. The firm specializes
in the administrlltion of State and Federal programs in conjunction with or on behalf oflocal
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jurisdictions. Th'e attached Qualifications Statement provides detailed insight on the firm's
expertise and references. Robert Jones will be the staff person assigned to the City for the
Housing Investment Partnership Project. R.I.M. Enterprises has over 13 years experience in
administering grants and has supervised a multitude of Housing Investment Partnership Projects
of a similar nature. Please refer to the attached Statement of Qualifications for detailed insight
into the qualifications and references ofR.I.M. Enterprises.
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ATTACHMENTB
PROJECT COST ESTJMA TES
R.I.M. Enterprises proposes to provide all required services and activities necessary to implement
the Paris HOMEM project from inception to completion for a total cost of $25,000. R.I.M.
Enterprises will assume full responsibility for the administration of the project on behalf of the
City in full compliance with the grant agreement between the City of Paris and the Texas
Department of Housing and Community Affairs. The following is a cost estimate by line item for
the services to be provided:
I) Establish File/Recordkeeping System
2) Establish Financial Ledger and Accounting System
3) Completion of Environmental Review equirements
4) Completion of all Special Conditions identified in
Grant Agreement
5) Supervise Outreach to Applicants and
Construction Contractors
6) Maintain Financial and File Documentation
7) Monitor:Building Standards Compliance
8) Maintai~and submit all reports and other project
documentation
9) Act as liaison with TDHCA and other involved
agencIes
10) Prepare and submit all Required Close-out
Information
11) Assist City in Audit Compliance
TOTAL COST
$ 750.
$ 750.
$1,000.
$1,700.
$1,000.
$1,500.
$ 800.
$1,500.
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$1,000.
$1,000.
$1,000
$12,000.
SCOPE OF SERVICES
DETAILED ADMINISTRATJVE SUMMARY
1. Pre-I!rant Agreement Activities
a. review HOME contract for conformance with application
b. present contract requirements to council
c. execute all special conditions of contract
2. Financial Management
a. establish internal controls and cost accountability standards
b. develop a chart of accounts with journals and ledgers
c. organize and maintain financial files
d. financial reporting
e. account for and document all other project expenditures
f maintain bank accounts and records
g. prepare budget revisions as necessary
h. overste audit and close-out process
3. Proiect Management
a. supervise procurement process
b. attend and ensure compliance at bid openings
c. monitor affirmative action programs
d. contract execution and compliance
e. enforce wage rate compliance
f verify contractor eligibility
g. conduct pre-construcion conferences
h. project monitoring and periodic reporting
4. Eqnal Opvortllnity
a. Section 3 Plan and Compliance
b. Affirmative Action compliance monitoring and enforcement
c. Equal Opportunity/Housing monitoring
d. Complaint procedures and follow-up
5. Environmcntal Rcview
a. Prepare Environmental Review Record
b. Prepare Finding of No Significant Impact and Request Release of Funds
c. Texas Historical Commission clearance
d. Other Environmental compliance requirements
6. Real Property Acquisition (if applicable)
a. Determine Properties to be acquired
b. Prepare Preliminary Acquisition Notices
c. Obtain Appraisal Services on behalf of locality
d. Issue Written Offers of Purchase
e. Completion of Acquisition Process
7. Relocation (if applicable)
a. Determine Persons to be relocated
b. Develop Relocation Procedures
c. Provide Information and Counseling
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d. Identify Replacement Housing Needs
e. Complete Relocation Processing and Forms
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8. Other Administrative Functions
a. Liaison with State and Federal representatives
b. Assist in monitoring visits and follow-ups
c. Prepare required reports and compliance reports
d. Attend and supervise citizen participation meetings
e. Maintain Status Reports
9. Economic Development Functions (Applicable to Texas Capital Fund Projects)
a. Monitor status ofleveraged funds
b. Oversee execution oflocalloan contraets
c. Monitor employment creation and job goals
d. Assist in preparing hiring plan
e. Assist in developing loan reuse plan
f Monitor project compliance with TDOC requirements as specified in grant agreement