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2002-080-RES APPROVE/AUTHORIZE EXECUTION OF CONTRACT WITH RIM ENTERPRISES IN CONNECTION WITH BOOKER T WASHINGTON COMMUNITY CENTER PROJECT RESOLUTION NO. 2002-080 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, PARIS, TEXAS, APPROVING AND AUTHORIZING THE EXECUTION OF A CONTRACT WITH R.I.M. ENTERPRISES, INC. FOR ADMINISTRATIVE SERVICES IN CONNECTION WITH THE BOOKER T. WASIDNGTON COMMUNITY CENTER PROJECT UNDER THE TEXAS DEPARTMENT OF HOUSING AND COMMUNITY AFFAIRS' COMMUNITY DEVELOPMENT BLOCK GRANT; MAKING OTHER FINDINGS AND PROVISIONS RELATED TO THE SUBJECT; AND DECLARING AN EFFECTIVE DATE. WHEREAS, the City Council of the City of Paris did heretofore, on the 10th day of December, 2001, in Resolution No. 2001-194, authorize an application to be made to, and subsequent acceptance thereof if awarded by, the Texas Department of Housing and Community Affairs for a Community Development Block Grant to fund the Booker T. Washington Community Center Project; and, WHEREAS, on April 9, 2002, the City of Paris received notice of award of said grant and has executed all necessary documents for acceptance thereof; and, WHEREAS, Robert Jones, President of R.I.M. Enterprises, Inc., has made a Response to Request for Proposal for administrative/management consulting services for the project in the amount of $20,000.00, and it is deemed appropriate that such proposal be accepted; and, WHEREAS, the form of the Contract for Administrative Services, attached hereto as Exhibit A, should, in all things, be approved, and the City Manager should be authorized to execute the same; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PARIS, PARIS, TEXAS: Section 1. That the findings set out in the preamble to this resolution are hereby in all things approved. Section 2. That the Response to Request for Proposal pf R.I.M. Enterprises, Inc. for administrative/management consulting services for the Booker T. Washington Community Center Project, including administrative fees, in the amount of $20,000.00, funded under the Texas Department of Housing and Community Affairs' Community Development Block Grant, TCDP Contract No. 721596, be, and the same is hereby, accepted. Section 3. That the City Manager be, and he is hereby, authorized and directed to execute, on behalf of the City of Paris, the Contract for Administrative Services with R.I.M. Enterprises, Inc., under the terms and conditions and in the form shown in Exhibit A, attached hereto. Section 4. That this resolution shall be effective from and after its date of passage. PASSED AND APPROVED this 13th day of May, 2002. ~#~ ichael J. Pries ,M r ATTEST: CONTRACT FOR ADMINISTRATIVE SERVICES I PART I - AGREEMENT TInS AGREEMENT, made and entered into this 13th day of May, 2002, by and between the CITY OF PARIS, State of Texas (hereinafter called the "CITY"), acting herein by City Manager, Michael E. Malone, hereunto duly authorized, and RI.M. Enterprises, Inc. (hereinafter called the "Consultant") acting herein by Robert L. Jones, Jr. WITNESSETH THAT: WHEREAS, the City of Paris desires to implement a project under the general direction of the Texas Community Development Program, and; WHEREAS, the City desires to utilize the services ofR.I.M. Enterprises, Inc. to render certain administrative services in connection with the City's Young vs. Martinez Project funded by the Office of Rural Community Affairs; NOW, THEREFORE, the parties do mutually agree as follows: 1. Scope of Services See Part II 2. Time ofPerfonnance The services ofRI.M. Enterprises will commence on May 13 ,2002. In any event, all the services required and perfonnance hereunder shall be completed no later than February 25, 2004. ~ 3. Access to Infonnation .,. It is agreed that all information, data, reports and records necessary to carry out the work described above shall be furnished to RI.M. Enterprises by the City and its agencies. No charges will be made to R.I.M. for such information and the City will cooperate with RI.M. Enterprises in every way possible to facilitate the performance of the work described in the contract. EXHIBIT .A.. 4. Compensation and Method of Payment The maximum compensation and reimbursement to be paid for the services listed above shall not exceed Twenty Thousand ($20,000) Dollars. Payment to Consultant shall be based upon satisfactory completion of identified services listed under Scope of Services. Payment shall be made in response to invoices submitted by the Consultant to the City. A detailed estimate of costs is enclosed as Part ill of this agreement. 5. Indemnification R.I.M. Enterprises, Inc. shall comply with the requirements of all applicable laws, rules and regulations, and shall exonerate, indemnify, and hold harmless the City and its agency members from and against them, and shall assume full responsibility for payments of Federal, State and local taxes on contributions imposed or required under the social security, workman's compensation, and income tax laws. 6. Miscellaneous Provisions a. This agreement shall be construed under and accord with the laws of the State of Texas, and all obligations of the parties created hereunder are performable in Paris, Lamar County, Texas. b. This agreement shall be binding upon and ensure to the benefit of the parties hereto and to their respective heirs, executors. administrators, legal representatives, successors, and assigns where permitted by this Agreement. c. In any case one or more of the provisions contained in the Agreement shall for any reason be held to be invalid, illegal or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provision thereof and this Agreement shall not be construed as if such invalid or unenforceable provision had never been contained herein. d. If any action at law or in equity is necessary to enforce or interpret the terms of this Agreement, the prevailing party shall be entitled to reasonable attorney's fees, costs, and necessary disbursements in addition to any other relief to which such party may be entitled. e. This Agreement may be amended by mutual agreement of the parties hereto and a writing to be attached to and incorpontted into this Agreement. 7. Terms and Conditiops This Agreement is subject to the provisions titled "Terms and Conditions" and attached hereto and incorporated by reference herein. IN WITNESS HEREOF, the parties have hereunto set their hands and seals. CITY OF PARIS R.I.M. ENTERPRISES, INC. \ Michael E. Malone, City Manager ~ . .,J" PART n SCOPE OF . SERVICES DETAILED ADMINISTRATIVE SUMMARY 1. Pre-grant Agreement Activities a. review TCDP contract for confonnance with application b. present contract requirements to council c. execute all special conditions of contract 2. Financial Management a. establish internal controls b. establish cost accountability standards c. develop a chart of accounts d. develop journals and ledgers e. organize and maintain financial files f financial reporting g. account for and document all other project expenditures h. maintain bank accounts and records 1. prepare budget revisions as necessary J. oversee audit and close-out process 3. Proiect Management f 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. Equal Opportunity a. Section 3 Plan and Compliance b. Affirmative Action compliance monitoring and enforcement c. Equal Opportunity /Housing monitoring d. Complaint procedures and foll~w-up 5. Environmental Review a. Prepare Environmental Review Record b. Prepare Finding of No Significant Impact c. Request Release of Funds d. Texas Historical Commission clearance e. 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 oflocality 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 d. IdentifY Replacement Housing Needs e. Complete Relocation Processing and Forms ~ 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 Function (Applicable to Texas Capital Fund Projects) a. Monitor status of leveraged funds b. Oversee execution of local loan contracts 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 ORCA requirements as specified in the locality's grant agreement 10. Homebuyer Information (Applicable to Housing Infrastructure Fund Projects) a. Provide Forms for Buyer information b. Screen for LIM compliance c. Seek Homebuyer Assistance for income eligible families. ~ " : PART ill PROJECT COST ESTIMATES R.I.M. Enterprises proposes to provide all required services and activities necessary to implement the City of Paris ORCAI YvM project from inception to completion for a total cost of$20,OOO. R.I.M Enterprises will assume full responsibility for the general administration of the project on behalf of the City of Paris in full compliance with the grant agreement between the City of Paris and the Office of Rural and Community Affairs. The following is a cost estimate by line for the services to be provided: 1) Establish Record keeping System...................................... $2,000. 2) Complete Special Conditions............................................. $1 ,000. 3) Acquisition! Relocation .............. ................. .......... .......... .$2,000. 4) Environmental Requirements............................................ $2,000 5) Prepare! Submit all Reports.............................................. $3,000. 6) Act as Liaison with Agency.............................................. $2,000. 7) Maintain Financial Ledger............................................... ..$3,000. 8) FH/ EEO Compliance ...................................................$2,000. 9) Prepare Closeout Documents............................................ $1,500. 10) Programatic Closure........................................................ .$1 ,500. TOTAL COST $20,000 .. YvMAdCon .. ~ TERMS AND cOr-.:~:>rnONS PROFESSIONAL MANAGEMENT, ENGINEERING AND/OR ARCHITECTURAL SERVICES 1. Termination of Contract for Cause. tf, through any cause, the Firm shall fail to fulfill in a timely and proper manner his/her obligations under this Contract, or if the Firm shall violate any of the covenants, agreements, or stipulations of this Contract, the City/County shall thereupon have the right to terminate this Contract b}; giving wrinen nDtice to the Firm Df su::h terminatiDn and specifying the effective date thereof, at least five days befDre the effect{ve date of such termination. If} such event, all finished or unfinished documents, data, studie~, - surveys, drawings, maps, models, phDtographs and re?orts prep aced by the Firm under this Contract shall, at the option of the City/County, become its property and the Firm shall be entitled t6 receive just and equitable compensatiDn for any work satisfactorily completed hereunder. Notwithstanding the above, the Rrm shall no~ be relieved of liability to'the City/County fDr damages sustained by the City/County by virtue of any breach of the Contract by the Firm, and the City/County may withhDld any payments to the Firm for the purpDse of set-of. until such time as the exact amount of damages due the City/County frDm the Firm is determined. 2. TerminatiDn iDr Convenience of the City/Countv. The City/County may terminate this Contract at any time by giving at least ten (10) days notice in writing tD the Firm. If the Contract is terminated by the City/County as provided herein, the Firm will be paid for the time provided and expenses incurred up to the termination date. tf this Contract is terminated due to the fault. of the Rrm, Paragraph 1 hereof relative to terminatiDn shall apply. 3. Chanoes. The.City/County may, from time to time, request changes in the scope of the services of the Firm to be performed hereunder. Such changes, including any increase or decrease in the amount of the Rrm's compensation. which are mutually agreed upon by and between the City/County and the Firm, shall be incorporated in written amendments to this Contract. ~ ~ ~. Personnel. ~. a. The Firm represents that he/she has, or will secure at his own expense, all personnel required in performing the services under this Contract. Such personnel shall not be employees of or have any contractual relatiDnship with the City/County. ~ " b. All. of the services required hereu'1der witl be performed by the Firm or under his!her supervision and all personnel engaged in the work shall be fully qualified and shall be authorized or permined under State and Local law to pertDrm such services. . . , C. None of the work or services covered by this Contract shall be subcont~~cted without the prior written al;>provaf of the Crty/County. Any ,""orK or services subcontracted hereunder shall be specified by written contract or agreement and shall be subject to each provision of this Contract. 5. Assionabilitv. The Firm shall not assign any interest on this Contract, and shall not transfer' any interest in the same (whether by assignment or novation), without the prior wrttten consent of the City/County thereto: Provided, however, that claims for money by the Firm from the City/County under this Contract may be assigned to a bank, trust company, or other financial institution without such approval. Wrttten notice of any such assignment or transfer shall be furnished promptly to the City/County. " 6. Reports and Information. The Firm, at such times and in such forms as the Crty/County may" require, shall furnish the City/County such periodic reports as it may request pertaining to the work o( services undertaken pursuant to this Contract, the costs and obligations incurred or to' be incurred in connection therewith, and any other matters covered by this Contract. 7. Records and Audits. The Firm shall maintain accounts and records, including personnel, property and financial records, adequate to identify and account for all costs pertaining to the. Contract and such other records as may be deemed necessary by the City/County to assure proper accounting for all project funds, both Federal and non-Federal shares. These records will be made availabl~ for audit purposes to the City/County or any authorized representative, and will be retained for three years after the expiration of this Contract unless permission to destroy them is granted by the City/County. 8. Rndinos Confidential. All of the reports, information, data, etc.. prepared or assembled by . the Rrm under this contract are confidential and the Rrm agrees that they shall not be made available to any individual or organization without the priorwritten approval of the City/County. 9. CODvriohl No report, maps, or other documents produced in whole or in part under this Contract shall be the subject of an application for copyright by or on behalf of the Firm. 10. Compliance with Local Laws. The Firm shall comply with all applicable laws, ordinances and codes of the State and" local governments, and the Rrm shall save the City/County harmless with respect to any damages-~arising from any tort done in performing any of the work embraced by this Contract. 11. . Eoual Em:)loyment Oooortunitv. During the performance of this Contract, the Firm agrees as follows: ~. a. The Firm will not discriminate against any employee or applicant fo~.'employment because of race, creed, sex. color or national origin. The Rrm will take affirmative action to ensure that applicants a~e employed, and that employees are treated during employment, without regard to their race, creed, sex, color or national origin. Such action shall include, but not be limited to, the following: Employment. upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of payor, other forms of compensation; and selection for trainins. including , .,F . " . , I '. apprenticeship. The Firm agrees to post In conspicuous places, available to employees and applicants for employment. notices to be provided by the. City/County setting forth the provisions of this non-discrimination clause. b. The Firm will, In all solicitation or advertisements for employees placed by or on behalf of the Firm, state that all qualified applicants will receive consideration for employment without regard to race, creed, color, sex. or national original. ~. The Firm will cause the foregoing provisions to be Inserted in all subcontracts for any work covered by this Contract so that such provisions will be binding upon each subcontractor, provided that the foregoing provisions shall not apply to contracts or subcontracts for standard commercial supplies or raw materials. d. The Firm will includ(! the provisions a. through c. In every subcontract or purchase_ order unless exemp1ed. 12. Civil Riohts Act of 1964. Under Title VI of the Civil Rights Act of 1964, no person shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance. 13. Section 109 of the Housino and Community Development Act of 1974. a. No person in the United States shall on the ground of race, color, national origin, or sex be excluded from participation in, be denied the benefrts of, or be subjected to discrimination under any program or activity funded in whole or in part with funds made available under this title. 14. "Section 3" Compliance in the Provision of Traininq, Emolovment and Business Ooportunities. ,I a. The work to be periormed under this contract is on a project assisted under a program providing direct Federal financial assistance from the Department of Housing and Urban Development and is subject to the requirements of Section 3 of the Housing and U~ban Development Act of 1968. as amended, 12 U.S.C. 1701 u. Section 3 requires that to the gr~atest extent feasible opportunities for training and employment be given lower income residents of the project area and contracts for work in connection with the project be awarded to business concerns which are located in, or owned in substantial part by pe'rsons residing in the area of the project. .. b. The parties to this contract will comply with the provisions of said Section 3 and the regulations issued pursuant thereto by the Secretary of Housing.. and Urban Development set forth in 24 C.F.R. 235, and all applicable rules and orders of the Department issued thereunder prior to the execution of this Contract. The parties to this Contract certify and agree that they are under no contractual or other disability which would prevent them from complying with these requirements. c. The contractor will send to e8::::h labor organization or representative of workers with which he/she has 8 collective bargaining agreement or other.. contract or. understanding, tf any, a notice advising the said labor prganlzation or workers' , representative of his/her commitments under this Section 3 clause and shall post copies of the notice In conspicuous places avajlable to employees and applicants for employment or training. , d. The contractor 'Will Include this Section 3 clause in every subcontract for work in connection with the project and will. at the direction of the applicant for or recipient of Federal financial assistance, take appropriate action pursuant to the subcontract upon a finding that the subcontractor is In violation of regulations issued by the Secretary of Housing and Urban Development, 24 C.F.R. Part 135. The contractor will not subcontract with any subcontractor where it has notice or knowledge that the I.atter has been found in violation of regulations under 24 C.F.R. Part 135 and will not letany subcontract unless-the subcontractor has fIrst provided tt with a preliminary statemenT of abllrty to comply with the requirements of these regulations. e. Compliance with the provisions of Section 3, the regulations set forth in 24 C.F.R. Part 135. and all applicable rules and orders of the Department issued hereunder prior to the execution of the contract, shall be a condition of the federal financial assistance provided to the project, binding upon the applicant or recipient for such assistance,. its successors and assigns. Failure to fulfill these requirements shall subject the applicant or recipient, tis contractors and subcontractors, its successors and assigns to those sanctions specified by the grant or loan agreement or contract through which federal assistance is provided, .and to such sanctions as are specified by 24 C.F.R. Part 135. . 1 5. Section 503 Handicapped (if $2,500 or Over) Affirmative Action for Handicapoed Workers. 2..' The contractor will not discriminate against any employee or applicant for employment because of physical or mental handicap in regard to any position for which the employee or applicant for employment is qualified. The contractor agrees to take affirmative action to employ, advance in employment and otherwise treat qualifIed handicapped individuals without discrimination based upon their physical or mental handicap in all employm.ent practices such as the following: Employment, upgrading, demotion or transfer, recruitment, advertising, layoff or termination, rates of payor other forms of compensation, and selectio.n for training, including apprenticeship. b. The contractor agrees to comply with the rules, regulations, and relevant orders of the Secretary of Labor issued pursuant to the Act. ~ - .... In the event of the contractor's non-compliance with the requirements of this clau:;e, actions for non-compliance may be taken in accordance with the rules, regulations, and relevant orders of the Secretary of Labor issued pursuant to the Act. ,.,:1" d. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices in a form to be prescribed by the Director, provided '- ." , .' by or through the contracting officer. Such notices shall state t'1e contractor's obligation under the law to take affIrmative action to employ and advance in employment qualified handicapped employees and applicants for employms'nt, and the rights of applicants "and employees. . e. The contractor will notify each labor union or representative of workers with which it has a collective. bargaining agreement or other contract understanding, that the contractor is bound by the terms of Section 503 of Rehabilitation Act of 1973, and is committed to take affirmative action to employ and advance in employment physically and mentally handicapped individuals. 1. The contractor will include the provisions of this clause in every subcontract or purchase order of $2,500 or more unless exempted by rules, regulations, or orders of the Secretary issued pursuant to Section 503 of the Act, so that such provisions will be binding upon ~ach subcontractor with respect to any subcontract or purchase - order ,as the Director of the Office 01 Federal Contract Compliance Programs may direct to enforce such provisions. including action for non-complian:::e. '6. Interest of Members of 8 City/County. No member of the governing body of the City/County and no other officer. employee, or agent of the City/County who exercis.es any functions or responsibilities in connection with the planning and carrying out of the program, shall have any personal financial interest, dire::t or indirect, in this Contract.. and the Firm shall take appropriate steps to assure complian:::e. 17. Interest of Other Local Public Officials. No member of the governing body of the locality and no other public official of such locality. who exercises any functions or responsibilities in connection with the planning and carrying out of the program, shall have any personal financial interest, direct or indirect, in this Contract; and the Firm shall take appropriate steps to assure compliance. 18. Interest of Firm and Emolovees. The Firm covenants that he/she presently has no interest and shall not acquire interest, director indire::t, in the study area or any parcels therein or any other interest which would conflict in any manner or degree with the performance of his/her services hereunder. The Firm further covenants that in the pertormance of this Contratt., no person having any such intere~t shall be employed. .I