20-Professional ServicesCITY COUNCIL AGENDA ITEM BRIEFING SHEET
Submittal Date:
Originating Departrnent:
Presented By:
Agenda Item No.:
07/10/09
Engineering, Planning &
Shawn Napier, P.E.
Council Date:
Development
20•
07/ 13/09
RECOMMENDED MOTION:
Move to approve a resolution approving an agreement for professional services between the City of
Paris and Resource Management and Consulting Co. for management and administration assistance
related to the Texas Department of Housing and Community Affairs HOME Program for Owner-
Occupied Housing Assistance Grant; and authorizing the City Manager to negotiate and execute all
necessary documents.
POLICY ISSUE(S):
Professional Services
BACKGROUND:
The City of Paris has received a grant from the Texas Department of Housing and Community Affairs
HOME Program for Owner-Occupied Housing Assistance in the amount of $375,000.00, with the City
providing a match of $93,750.000 from its General Fund as a cash contribution and/or in-kind services.
The maximum compensation and reimbursement for administrative services shall not exceed
$15,000.00.
BOARD/COMMISSION RECOMMENDATION:
EXHIBITS:
Resolution
ACTION:
BUDGET INFO:
❑ Financial Report ❑ Minute Order
Expense
$
F-I Department Report Z Resolution
Budgeted Amt.
$
❑ Presentation ❑ Ordinance
-
y`r'D Actual
$
I Public Hearing ❑ Other
F
Acct. Name
Acct. Number
FISCAL NOTES:
REVIEWED AND APPROVED BY:
Z Administration M City Clerk Z Community Development ❑ EMS/IT ❑ Finance ❑ Fire
❑ Municipal Court ❑ Legal ❑ Library ❑ Police Z Eng./Public Works ❑ Utilities
City of Paris
Revised 2/04/08
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DRAFT
attorney\reswork\current\TCDPC HOME Owner-Occ - Management Services Agrmt Res 2009
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS,
APPROVING AND AUTHORIZING THE EXECUTION OF A PROFESSIONAL
MANAGEMENT SERVICES AGREEMENT WITH RESOURCE MANAGEMENT
AND CONSULTING COMPANY TO IMPLEMENT A CONTRACT
ADMINISTRATION SYSTEM UNDER THE GENERAL DIRECTION OF THE
TEXAS DEPARTMENT OF HOUSING AND COMMUNITY AFFAIRS FOR
TDHCA HOME PROGRAM; MAKING OTHER FINDINGS AND PROVISIONS
RELATED TO THE SUBJECT; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City of Paris is a participant in the Texas Department of Housing and
Community Affairs Home Funds Program and is a recipient of grants to provide
owner-occupied housing assistance for very low income families in the City of Paris; and,
WHEREAS, the City of Paris is in need of management services under the aforesaid
TDHCA HOME Program; and,
WHEREAS, the City of Paris has received a proposal for such services in an amount
not to exceed $15,000 from Resource Management & Consulting Company in the form
attached hereto as Exhibit A; and,
WHEREAS, it is deemed to be in the best interest of the City of Paris that the City
enter into a professional services agreement with Resource Management Consulting
company;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUIVCIL OF THE CITY OF
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 proposal of Resource Management and Consulting Company
to implement a contract administration system under the general direction of the TDHCA
and for certain services in connection with the Owner-Occupied Housing Assistance Project
for the City of Paris as set forth in Exhibit A attached hereto, be and the same is hereby
accepted; and,
Section 3. That the City Manager be, and he is hereby authorized and directed to
negotiate a professional services agreement with Resource Management & Consulting
Company in accordance with the proposal attached hereto as Exhibit A, but subject to final
review and approval by the City Attorney and any and all other necessary documents to
effectuate this Agreement.
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Section 4. That this resolution shall be effective from and after its date of passage.
PASSED AND APPROVED this 13th day of July, 2009.
Jesse James Freelen, Mayor
ATTEST:
Janice Ellis, City Clerk
APPROVED AS TO FORM:
W. Kent McIlyar, City Attorney
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SCOPE OF SERVICES
Resource Management & Consulting Co. (RMCC) shall provide the following scope of services:
A. Proiect Administration/Contract Manaqement
1. Develop a recordkeeping system consistent with program guidelines, including the
establishment of a filing system.
2. Maintenance of filing system.
3. Provide general advice and technical assistance to Administrator's personnel on
implementation of project and regulatory matters.
4. If requested, assist in the procurement of construction services through a sealed bid
process, if applicable, and as required by the HOME program guidelines.
5. Furnish the Administrator with necessary forms and procedures as required to implement
projects under the HOME contract.
6. Assist the Administrator in meeting all special condition requirements that may be
stipulated in the contract between the Administrator and TDHCA.
7. Prepare and submit to TDHCA all documentation necessary for amending the HOME
contract, as applicable.
8. Conduct environmental clearance procedures as required.
9. Prepare and submit Project Set-up, Project Completion, HUB and other required reports.
10. Establish procedures to document expenditures associated with local administration of
the project.
11. Serve as liaison for the Administrator during any review or monitoring visit by staff
representatives from either the Texas Department of Housing and Community Affairs
(TDHCA), or the U.S. Department of Housing and Urban Development (HUD).
B. Financial Manaqement
1. Assist the Administrator in proving its ability to manage the grant funds to the state's audit
division.
2. Assist the Administrator in establishing and maintaining a Direct Deposit bank account
and/or separate local bank account, journals, and ledgers.
3. Assist the Administrator in submitting the required Direct Deposit Authorization Form, the
Texas Application for Payee Identification Number, the Identification of Contract
Administrator form and any other forms as required by TDHCA.
4. Prepare all fund drawdowns on behalf of the Administrator in order to ensure orderly,
timely payments to all contracting parties within the allotted time period.
5. Review invoices received for payment and file back-up documentation.
6. Provide general advice and technical assistance to Administrator's personnel regarding
implementation of project and regulatory matters.
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7. Assist the Administrator to establish procedures to handle the use of any HOME program
income as necessary.
C. Environmental Clearance Procedures
1. Perform environmental assessment procedures and prepare documentation as
necessary.
2. Coordinate environmental clearance procedures with other federal or state agencies and
interested parties responsible for implementing applicable laws.
3. Document consideration of any public comments.
4. Prepare any required re-assessment of environmental assessment and/or documentation
as necessary.
D. Construction Manaqement (if required for Davis-Bacon compliance)
1. Assist Administrator in documenting compliance with all federai and state requirements
related to equal employment opportunity.
2. Assist Administrator in documenting compliance with all federal and state requirements
related to minimum wage and overtime pay requirements.
3. If required, provide assistance to or act as local labor standards officer. Notify TDHCA in
writing of name, address, and phone number of appointed labor standards compliance
officer.
4. If required, request wage rates from TDHCA.
5. Advertise for bids.
6. Make ten-day call to TDHCA.
7. Verify construction contractor eligibility with TDHCA.
8. Review Construction Contract.
g. Conduct pre-construction conference and prepare reports as necessary.
10. Submit any reports of additional classification and rates to TDHCA.
11. Issue Start of Construction Notice to TDHCA.
12. Review weekly payrolls, including compiiance follow-ups, and conduct employee
interviews.
13. Process and submit change orders to TDHCA prior to execution.
14. Obtain Final Wage Compliance Report and submit to TDHCA.
15. Provide general advice and technical assistance to Administrator's personnel on
implementation of project and regulatory matters.
E. Owner Occu ied Rehabilitation/Reconstruction Assistance - OCC
1. Prepare and submit local rehabilitation guidelines, policies and procedures, and work
write-ups for all projects to TDHCA for approval.
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2. Develop affirmative marketing plan, outreach and necessary application
processing/verification forms.
3. Screen applicants for program qualification.
4. Screen homes for feasibility.
5. Conduct lead-based paint assessment.
6. Inform all applicants as to eligibility and prepare HOME contract for qualified applicants.
7. Prepare work write-ups and cost estimates.
8. If requested, assist homeowners in the procurement of contracted construction services.
9. Conduct homeowner pre-construction conference and prepare documentation.
10. Issue Notice to Proceed to construction contractor(s).
11. Ensure that all construction activities meet or exceed Texas Minimum Construction
Standards.
12. Conduct interim/final inspection, process final contract documents, and maintain a record
of beneficiaries.
13. Maintain client files following TDHCA requirements.
14. Mange dispute resolution process as required.
F. Homebuver Assistance and American Dream Downpavment Initiat_ive
1. Prepare and submit local rehabilitation guidelines, policies and procedures, and work
write-ups for all projects to TDHCA for approval.
2. Develop affirmative marketing plan, outreach and necessary application
processing/verification forms.
3. Screen applicants for program qualification.
4. Screen homes for compliance with the Texas Minimum Construction Standards.
5. Conduct lead-based paint assessment.
6. Inform all applicants as to eligibility and prepare HOME contract for qualified applicants.
7. Conduct or assist with acquisition of homebuyer education.
8. Assist lender with completion of second lien documents and ensure their timely
submission to TDHCA.
9. Ensure that ali construction activities meet or exceed Texas Minimum Construction
Standards.
10. Conduct interim/final inspection, process final contract documents, and maintain a record
of beneficiaries.
11. Maintain client files following TDHCA requirements.
12. Manage dispute resolution process as required.
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G. Fair Housinq/Equal Opportunity
1. Assist the Administrator in developing, implementing and documenting new activities to
affirmatively further fair housing activities during the contract period.
2. Maintain documentation of all project beneficiaries by ethnicity and gender.
3. Prepare Section 3 and Affirmative Marketing Plan.
4. Perform all Section 504 requirements and prepare documentation as necessary.
5. Provide all applicable equal opportunity provisions and certifications for inclusion in bid
packet.
H. Audit/Close-out Procedures
1. Prepare the final Project Completion Report, including Historically Underutilized
Businesses (HUB) report and Certificate of Completion.
2. Assist Administrator in resolving any review, monitoring and/or audit findings.
3. Assist Administrator in resolving any third party claims.
4. Provide auditor with HOME audit guidelines.
THE ABOVE SCOPE OF WORK IS INTENDED TO IDENTIFY THE MAJOR ELEMENTS ASSOCIATED
WITH THE MANAGEMENT AND IMPLEMENTATION OF PROJECTS UTILIZING TEXAS
DEPARTMENT OF HOUSING AND COMMUNITY AFFAIRS - HOME PROGRAM FUNDS. IT IS OUR
INTENTION AND PRACTICE TO PROVIDE OUR CLIENTS WITH ALL NECESSARY AND REQUIRED
ASSISTANCE TO SUCCESSFULLY COMPLETE THE PROGRAM MANAGEMENT ASPECT OF
THEIR PROJECT.
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